Masterton District Council Agenda

MASTERTON DISTRICT COUNCIL

AGENDA

WEDNESDAY 12 DECEMBER 2018 2.00 PM

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 Ordinary Meeng of the Masterton District Council will be held at REAP House, Queen St, Masterton on Wednesday 12 December 2018 at 2.00 pm.

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

7 December 2018 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:

1. The Order Paper is as follows :- 2. Conflicts of Interest (Members to declare conflicts, if any)

3. Apologies

4. Public Forum

5. Late items for inclusion under Section 46A(7) of the Local Government Official Information and Meetings Act 1987

6. 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 31 October 2018  Minutes of the Extraordinary Council meeting held with the public excluded 21 November 2018  Report of the Audit and Risk Committee meeting held with the public excluded on 21 November 2018  Report of the Civic and Youth Awards Committee held with the public excluded on 28 November 2018  Report of the Infrastructural Services Committee held with the public excluded on 28 November 2018.  Report of the Community Wellbeing Committee held with the public excluded on 5 December 2018.  Civic Centre Project Update  Contract 19 – 18/19 Knights Bridge  Section 17A Review Final Report  Section 17A Review Procurement Plan

7. Confirmation of Minutes of the Ordinary Council meeting held on 31 October 2018 (230/18) Pages 101-107

8. Confirmation of Minutes of the Extraordinary Council meeting held on 21 November 2018 (250/18) Pages 101-103

9. Report of the Audit and Risk Committee meeting held 21 November 2018 (248/18) Pages 401-405  Insurance Briefing  First Quarter Reports  2018/2019 Three Months to Date Financial Report  Non-Financial Performance 2018/2019 First Quarter Report  LGFA Borrowing and Investments Update  Progress Report: Monitoring of Policies

10. Report of the Civic and Youth Awards Committee held 28 November 2018 (261/18) Pages 601-602  Civic and Youth Awards

11. Report of the Infrastructural Services Committee meeting held 28 November 2018 (262/18) Page 301-303 2  Community Facilities and Activities Infrastructure Update  Infrastructure Update

12. Report of the Strategic Planning and Policy Committee meeting held 28 November 2018 (263/18) Pages 501-503

 Adoption of the Dangerous and Insanitary Buildings Policy  Parks and Open Spaces Strategy  Building and Planning Update  Environmental Services Update  Policy Update

13. Report of the Community Wellbeing Committee held 5 December 2018 (269/18) Pages 201-204  Library and Archive Update  Special Projects – Education & Community Development/Cultural Development Update  Community Development Update  Environmental Sustainability Work Programme Update  Proposed Child and Youth Wellbeing Strategy Outcomes Framework – Submission to Government.

FOR DECISION

14. PROPOSED ALCOHOL CONTROL BYLAW (276/18) Pages 110-148

15. PROHIBITION OF CONSUMPTION OR POSSESSION OF ALCOHOL, CASTLEPOINT AND RIVERSDALE BEACHES – NEW YEAR CELEBRATIONS 2018/2019 (274/18) Pages 149-154

16. HENLEY LAKE WORKING PARTY (270/18) Pages 155-158

17. NRB COMMUNITRAK SURVEY (273/18) Pages 159-164

18. MY MASTERTON CAMPAIGN FUTURE DIRECTION (278/18) Pages 165-170

19. GOVERNANCE CODE OF CONDUCT MINOR AMENDMENT (279/18) Pages 171-173

20. PROPOSED AMENDMENT OF THE MASTERTON DISTRICT COUNCIL AND SOUTH WAIRARAPA DISTRICT COUNCIL CONSOLIDATED BYLAW 2012, PART 13 ‐ TRAFFIC (275/18) Pages 174-180

FOR INFORMATION

21. 2018 REPRESENTATION REVIEW (280/18) Pages 181-183

22. CHIEF EXECUTIVES REPORT (281/18) Pages 184-193

23. MAYOR’S REPORT (282/18) Pages 194-195

KATHRYN ROSS - CHIEF EXECUTIVE 3 MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED COUNCIL MEETING – WEDNESDAY 12 DECEMBER 2018

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  Minutes of the Ordinary Council meeting held with the public excluded 31 October 2018  Minutes of the Extraordinary Council meeting held with the public excluded 21 November 2018  Report of the Audit and Risk Committee meeting held with the public excluded on 21 November 2018  Report of the Civic and Youth Awards Committee held with the public excluded on 28 November 2018  Report of the Infrastructural Services Committee held with the public excluded on 28 November 2018.  Report of the Community Wellbeing Committee held with the public excluded on 5 December 2018.

General Business 24. Civic Centre Project Update 25. Contract 19 – 18/19 Knights Bridge 26. Section 17A Review Final Report 27. Section 17A Review Procurement Plan

Confirmation of Minutes Refer to pages 102-103 Refer to pages 102-103

Confirmation of Report of Audit and Risk Committee Meeting 21 November 2018 Refer to pages 403-405 Refer to pages 403-405

Confirmation of Report of Civic and Youth Awards Committee Meeting 28 November 2018 Refer to pages 601-602 Refer to pages 601-602

Confirmation of Report of Infrastructural Services Committee Meeting 28 November 2018 Refer to pages 302-303 Refer to pages 302-303

Confirmation of Report of Community Wellbeing Committee Meeting 5 December 2018 Refer to page 204 Refer to page 204 4

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

Contract 19 – 18/19 Knights 7(2)(i) s48(1)(a) Bridge The withholding of the information That the public conduct of is necessary to enable the local this item would be likely to authority to carry on, without result in the disclosure of prejudice or disadvantage, information for which good negotiations (including commercial reason for withholding would and industrial negotiations) exist under Section 7. Section 17A Final Report 7(2)(i) s48(1)(a) The withholding of the information That the public conduct of is necessary to enable the local this item would be likely to authority to carry on, without result in the disclosure of prejudice or disadvantage, information for which good negotiations (including commercial reason for withholding would and industrial negotiations) exist under Section 7. Section 17A Procurement Plan 7(2)(i) s48(1)(a) The withholding of the information That the public conduct of is necessary to enable the local this item would be likely to authority to carry on, without result in the disclosure of prejudice or disadvantage, information for which good negotiations (including commercial reason for withholding would and industrial negotiations) exist under Section 7.

101 230/18 MINUTES OF THE ORDINARY MEETING OF THE MASTERTON DISTRICT COUNCIL HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 31 OCTOBER 2018 2.00PM

PRESENT

Mayor Lyn Patterson (Chair), Councillors G Caffell, J Dalziell, D Davidson, B Goodwin, J Hooker, B Johnson, G McClymont, F Mailman, S O’Donoghue and iwi representatives Tiraumaera Te Tau and Ra Smith.

IN ATTENDANCE

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

CONFLICTS OF INTEREST

No conflicts were declared.

APOLOGIES

Moved by Councillor Caffell That the apologies received from Councillor C Peterson for non-attendance be received. Seconded by Councillor D Davidson and CARRIED

A mihi whakatau for the new iwi representative, Tiraumaera Te Tau, was held.

The meeting adjourned at 2.25pm for a cup of tea and reconvened at 2.45pm.

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

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

 Contract – 18/19 Tauweru Bridge No5 Strengthening  Request to purchase 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 Johnson 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 McClymont 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 24 October 2018  Event Funding Application  Request to purchase land  Te Kāuru Upper Ruamāhanga Floodplain Management Plan Update  Contract – 18/19 Tauweru Bridge No5 Strengthening  Request to purchase 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 D Davidson and CARRIED

CONFIRMATION OF MINUTES OF THE EXTRAORDINARY COUNCIL MEETING HELD ON 24 OCTOBER 2018 (223/18)

Moved by Councillor G Caffell that the minutes of the meeting of the Masterton District Council held on 24 September 2018 be confirmed. Seconded by Councillor S O’Donoghue and CARRIED

REPORT OF THE COMMUNITY WELLBEING COMMITTEE MEETING HELD ON 24 OCTOBER 2018 (224/18)

The report of the Community Wellbeing Committee held on 24 October 2018 was taken as read, noting that the following items had been considered:  Proposal for a Wellington Region Approach to Community-Led Coastal Adaptation Work Programme  Cultural Development Update.  Library and Archive Update  Special Projects – Education And Community Development Update  Environmental Development Update  Economic Development Programme Update  Community Development Update.

Moved by Mayor L Patterson That the Report of the Community Wellbeing Committee meeting held 24 October 2018 (224/18) including the following resolutions be confirmed:

PROPOSAL FOR A WELLINGTON REGION APPROACH TO COMMUNITY-LED COASTAL ADAPTATION WORK PROGRAMME (222/18) That the Community Wellbeing Committee (i) Receives report 222/18. (ii) Recommends that Council agree with the proposal for the Sub- Committee of the Wellington Region Climate Change Working Group to establish a specific plan for a regional approach for a community-led coastal adaptation programme for the Wellington Region.

CULTURAL DEVELOPMENT UPDATE (221/18) That the Community Wellbeing Committee (i) notes the contents of Report 221/18, and 103 (ii) recommends that Council provides the Masterton District Council He Korowai Wairua Programme, or suitable alternative, for elected members before the end of the current financial year.

LIBRARY AND ARCHIVE UPDATE (219/18) That the Community Wellbeing Committee receives the update on progress of the Masterton District Library and Wairarapa Archive in Report 219/18.

SPECIAL PROJECTS – EDUCATION AND COMMUNITY DEVELOPMENT UPDATE (215/18) That the Community Wellbeing Committee receives the update on the Special Projects – Education and Community Development work programme in Report 215/18.

ENVIRONMENTAL DEVELOPMENT UPDATE (220/18) That the Community Wellbeing Committee notes the contents of Report 220/18

ECONOMIC DEVELOPMENT PROGRAMME UPDATE (217/18) That the Community Wellbeing Committee receives the update on progress of the Masterton District Economic Development programme in Report 217/18

COMMUNITY DEVELOPMENT UPDATE (218/18) That the Community Wellbeing Committee receives the update on progress of community development work in Report 218/18.

Seconded by Councillor G Caffell and CARRIED

With the leave of the meeting the item relating to the Proposed Alcohol Control Bylaw was taken before the Annual Report item.

2017/2018 ANNUAL REPORT (228/18) The report seeking Council adoption of the Annual Report for 2017/2018 was presented by the Manager Finance. It was advised that page 166 had been circulated separately as it had been omitted from the report. Council’s Audit Director, John Whittal, was in attendance and advised that Audit NZ would be issuing an unmodified audit opinion. Council had provided good information and Council’s internal controls and processes were found to be effective. The Audit Director was asked what the Audit Office’s view on Council having surpluses was. He responded that the recommendations in the audit report would address any concerns they have. It was noted that surpluses were not a question of Council making a profit but that the bulk of the surplus came from vested assets and development contributions which needed to go into reserve funds and be spent on infrastructure. Staff were thanked and congratulated for the work they had done in producing the Annual Report. Moved by Mayor L Patterson That Council adopts the Annual Report for 2017/18. Seconded by Councillor J Hooker and CARRIED 104 PROPOSED ALCOHOL CONTROL BYLAW (227/18)

The report seeking Council adoption of the Alcohol Control Bylaw Statement of Proposal for consultation with the community and for Council approval of road closures at Castlepoint and Riversdale over new year 2018/2019 was presented by the Manager Strategic Planning.

In response to a question as to whether the consultation would allow responses from the different beach communities to be identified it was advised that it would.

It was advised that there was one community meeting on the bylaw scheduled for 19 November in Masterton but none were currently scheduled to be held at the beach communities. Staff would look into whether there was demand for similar meetings at Castlepoint and/or Riversdale.

The road closure time was discussed, with elected members agreeing that 4.00 was a more realistic time to close the road. An amendment to recommendation (f) was therefore proposed to change the road closure time from 12.00 to 4.00.

Members noted that most people with an interest would be at Castlepoint and Riversdale over the Christmas/New Year period and that it would be better to extend the consultation on the road closure and alcohol ban over that period in order to get feedback from as many people as possible. With the agreement of the meeting an amendment to recommendation (e) was proposed. Moved by Councillor Johnson That Council resolves: a. That, in accordance with section 147A and 155(1) of the Local Government Act 2002, the proposed Alcohol Control Bylaw is appropriate and proportionate in light of the crime or disorder (being crime or disorder caused or made worse by alcohol consumption in the areas concerned) and the proposed bylaw is the most appropriate way of addressing the perceived problems; and b. That, in accordance with sections 147A and 155(2) of the Local Government Act 2002, the proposed Alcohol Control Bylaw is the most appropriate form of the bylaw and can be justified as a reasonable limitation on people’s rights and freedoms and therefore does not give rise to any implications under the New Zealand Bill of Rights Act 1990; and c. To adopt the Alcohol Control Bylaw Statement of Proposal in Attachment 1 (including the proposed bylaw) for consultation, using the Special Consultative Procedure, as identified in Section 83 of the Local Government Act 2002; d. Agree to simultaneous consultation with our community regarding road closures / vehicle prohibitions at beach resorts on New Year’s Eve; e. To approve the consultation timeframes and approach described in this report under Significance and Engagement, with ongoing engagement with the beach communities on the road closure and alcohol ban for subsequent years continuing to February 2019; and f. Given timeframes required for the notification of a road closure (42 days): to approve a prohibition on vehicles at Castlepoint and Riversdale Beach on New Year’s Eve 2018 from 12.00 midday 4.00pm Monday 31st December 2018 to 6am Tuesday 1st January 2019 (consistent with New Year’s Eve 2017), noting that the road closure is not part of the Alcohol Control Bylaw and can be revoked or amended (i.e. hours changed) if required following consultation with our community. 105 Seconded by Councillor Mailman and CARRIED

CHIEF EXECUTIVE’S REPORT (231/18) 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 links to the Ministry for the Environment and Department of Internal Affairs websites in the report would be sent electronically to elected members. [Note to minutes: links sent to elected members]

In respect of potential restrictions on water use in the future, particularly for those on water schemes, it was advised that the Chief Executive and staff had been working with wider groups on water and it was accepted that the district does need to start looking at alternative water sources and that all users need to be on the same page.

Council staff were acknowledged for the work they did for the Peter Laing Memorial Trust, which provided grants to young farmers.

Moved Mayor Lyn Patterson That Council notes the information contained in the Chief Executive’s report (233/18). Seconded Councillor J Dalziell and CARRIED

MAYOR’S REPORT The Mayor provided a verbal report which included:

 acknowledgement of the work of the retiring Mawley Park Managers Rodney and Jelena Algie  thanks to Council’s Communications and Marketing Manager and the Manager, Destination Wairarapa for their work on the Keep New Zealand Beautiful entry  the Tinui Fire Station is being opened on Friday 2 November. The time will be advised.  acknowledgement of the depth of talent shown at the Secondary School Sports Awards.  the Wellington Free Ambulance Peoples Ambulance now has the names of the Wairarapa towns on it.

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 19 SEPTEMBER 2018

MOVED BY: Councillor McClymont That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:- Confirmation of Minutes 12. Minutes of the Ordinary Council meeting held with the public excluded 24 October 2018.

General Business 13. Event Funding Application 14. Request to Purchase Land 15. Te Kāuru Upper Ruamāhanga Floodplain Management Plan Update 106 16. Contract – 18/19 Tauweru Bridge No.5 Strengthening 17. Request to Purchase Land

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 24 October 2018 Refer to page 103 Refer to page 103

Event Funding Application 7(2)(b)(ii) The withholding of the s48(1)(a) information is necessary to That the public protect information where the conduct of this item making available of the would be likely to information would be likely result in the disclosure unreasonably to prejudice the of information for commercial position of the person which good reason for who supplied or who is the withholding would subject of the information. 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 the local authority to carry on, conduct of this item without prejudice or disadvantage, would be likely to negotiations (including result in the disclosure commercial and industrial of information for negotiations). which good reason for withholding would exist under Section 7 Te Kāuru Upper Ruamāhanga Section 7(2)(c)(ii) the withholding s48(1)(a) Floodplain Management Plan of the information is necessary to That the public Update conduct of this item protect information which is would be likely to subject to an obligation of result in the disclosure confidence where the making of information for available of the information would which good reason for be likely otherwise to damage the withholding would public interest. exist under Section 7 Contract – 18/19 Tauweru Bridge 7(2)(i) The withholding of the s48(1)(a) No5 Strengthening information is necessary to enable That the public the local authority to carry on, conduct of this item without prejudice or disadvantage, would be likely to negotiations (including result in the disclosure commercial and industrial of information for 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 enable That the public the local authority to carry on, conduct of this item without prejudice or disadvantage, would be likely to negotiations (including result in the disclosure commercial and industrial of information for negotiations). which good reason for 107 withholding would exist under Section 7

Seconded Councillor B Johnson and CARRIED

The meeting moved into public excluded at 4.12pm The meeting moved out of public excluded at 5.27pm The meeting closed at 5.28pm Confirmed at the Meeting of the Council held on Wednesday 12 December 2018

…………………………………………………… 101 250/18 MINUTES OF THE EXTRAORDINARY MEETING OF THE MASTERTON DISTRICT COUNCIL HELD AT SPORTS HOUSE, 101 CHAPEL ST, MASTERTON ON WEDNESDAY 21 NOVEMBER 2018 1.00PM

PRESENT

Mayor Lyn Patterson (Chair), Councillors G Caffell, J Dalziell, D Davidson, B Goodwin, J Hooker, B Johnson, F Mailman, S O’Donoghue and iwi representatives Tiraumaera Te Tau and Ra Smith.

IN ATTENDANCE

Chief Executive, Manager Finance, Manager Assets and Operations, Manager Community Facilities and Activities, Manager Strategic Planning, Communications and Marketing Manager, Economic Development Manager and Governance Advisor.

CONFLICTS OF INTEREST

No conflicts were declared.

APOLOGIES

Moved by Councillor S O’Donoghue That the apologies received from Councillor McClymont for non-attendance be received. Seconded by Councillor B Johnson and CARRIED

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

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

 Hood Aerodrome Stage 1 Development  Hood Aerodrome Strategic Advisory Group  Civic Centre Project Update

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 J Hooker and CARRIED

WAIRARAPA ECONOMIC DEVELOPMENT STRATEGY AND ACTION PLAN (238/18) The report seeking Council endorsement of the Wairarapa Economic Development Strategy and Action Plan and Council agreement to the Mayor representing Council on the Governance structure and holding the knowledge-intensive industry portfolio was presented by the Economic Development Manager. 102

It was advised that Council’s Economic Development Manager had been seconded to WREDA for a period of three months to be the Programme Manager responsible for ensuring the Strategy is actioned. Moved by Councillor G Caffell That Council: i. endorses the Wairarapa Economic Development Strategy and Action Plan; ii. agrees to the Mayor representing Council on the Governance structure; and iii. agrees to the Mayor holding the Knowledge-Intensive Industry portfolio. Seconded by Councillor J Hooker and CARRIED

DESTINATION WAIRARAPA DRAFT STRATEGY (235/18) The report seeking Council endorsement of Destination Wairarapa’s draft strategy to 2025 was taken as read. Moved by Councillor F Mailman That Council endorses the draft Destination Wairarapa Strategy to 2025. Seconded by Councillor B Johnson and CARRIED

SCHEDULE OF MEETINGS 2019 (234/18) The report seeking Council approval of the meeting schedule up to October 2019 was presented by the Manager Strategic Planning.

It was noted that the committee structure review would follow the work currently being done on the delegations so would be a matter for the new council to decide after the 2019 local government elections.

In relation to the iwi appointments a question was asked whether the iwi appointments might be able to be made under any Treaty claim settlement legislation, rather than the Local Government Act. Staff would follow up on whether that was a possibility, noting that it would need to be addressed in the specific settlement legislation.

Moved Councillor G Caffell That Council approves the schedule of Council and Committee meeting dates for 2019 as set out in Attachment 1 to Report 234/18. Seconded Councillor D Davidson and CARRIED

MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED AT THE EXTRAORDINARY MEETING OF THE MASTERTON DISTRICT COUNCIL ON WEDNESDAY 21 NOVEMBER 2018 at 2.05PM

MOVED BY: Councillor F Mailman That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council :- 103 General Business 8. Hood Aerodrome Stage 1 Development 9. Hood Aerodrome Strategic Advisory Group 10. Civic Centre Project Update

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 ______

Hood Aerodrome Stage 1 7(2)(i) The withholding of the s48(1)(a) Development 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. 7(2)(a) To protect the privacy of natural persons, including that of deceased natural persons Hood Aerodrome Strategic 7(2)(a) To protect the privacy of s48(1)(a) Advisory Group natural persons, including that of That the public conduct of this deceased natural persons. item would be likely to result in the disclosure of information for which good reason for withholding would exist under Section 7. Civic Centre Project Update 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 Councillor B Goodwin and CARRIED

The meeting moved into public excluded at 2.05 pm The meeting moved out of public excluded at 3.47 pm The meeting closed at 3.47pm

Confirmed at the Meeting of the Council held on Wednesday 12 December 2018

…………………………………………………… 401

248/18 REPORT OF THE AUDIT & RISK COMMITTEE MEETING HELD AT SPORTS HOUSE, 101 CHAPEL ST, MASTERTON ON WEDNESDAY 21 NOVEMBER 2018 AT 3.00PM

PRESENT

Philip Jones (Chair), Mayor L Patterson, Councillors J Dalziell, D Davidson, B Goodwin, C Peterson and Tiraumaera Te Tau.

Moved Philip Jones That the meeting adjourn to allow completion of the business of the Extraordinary Council meeting. Seconded Councillor J Dalziell and CARRIED

The meeting adjourned at 3.01pm and reconvened at 3.51pm

Members present when the meeting reconvened were Philip Jones (Chair), Mayor L Patterson, Councillors J Dalziell, D Davidson, B Goodwin, C Peterson and Tirau Te Tau.

IN ATTENDANCE

Chief Executive, Manager Finance, Manager Assets and Operations, Manager Strategic Planning, Manager Community Facilities and Activities and Governance Advisor.

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

Moved by Mayor Lyn Patterson That the apologies from Councillor G McClymont for non-attendance be received. Seconded by Philip Jones and CARRIED

INSURANCE BRIEFING (240/18)

Darren Williamson from Jardine Lloyd Thompson provided the Committee with a briefing about Council’s insurance.

Moved by Mayor Lyn Patterson That the Audit & Risk Committee receives the Report 240/18 and verbal briefing from a representative from Jardine Lloyd Thompson (JLT). Seconded by Councillor J Dalziell and CARRIED

FIRST QUARTER REPORTS (242/18)

The First Quarter Reports were taken as read. 402

Destination Wairarapa

David Hancock was in attendance to present Destination Wairarapa’s first quarter report.

The performance of the i-site was discussed and it was advised that Destination Wairarapa were monitoring the situation and attempting to address the downturn (which was a national trend). They had been working with Tranzit whose travel centre and bus stop would soon be moving to the i-Site.

Aratoi

A request was made for Aratoi to provide a breakdown of the numbers of visitors coming through the door compared to the numbers of visitors going to the galleries.

Moved by Mayor Lyn Patterson That Council receives: (a) the quarterly report and financial statement as at 30 September 2018 from Destination Wairarapa; (b) the quarterly report and financial statement as at 30 September 2018 from Aratoi Regional Trust. Seconded by Philip Jones and CARRIED

2018/2019 THREE MONTHS TO DATE FINANCIAL REPORT (247/18)

The Manager Finance presented the report providing the three months to date financial report.

Expenditure on the Pagoda project was discussed, and a request was made for the full cost and funding of the project to be provided.

Moved by Councillor J Dalziell That Audit & Risk Committee receives the 3 months to date financial report and commentary, including Operating and Capital Expenditure Statements. Seconded by Councillor B Goodwin and CARRIED

NON-FINANCIAL PERFORMANCE 2018/2019 FIRST QUARTER REPORT (244/18)

The Manager Strategic Planning presented the report advising the Committee of performance against non-financial measures for the first quarter of the 2018-2019 year.

It was advised that the reporting frequencies referred to in the report were maximums but that reporting would occur where there was non-compliance during the year.

Moved by Mayor L Patterson That the Audit and Risk Committee: 403

a) receives the Quarter 1 non-financial performance report for the 2018-19 financial year; and b) agrees to the reporting frequency for each of the performance measures, as provided in Attachment 1 to Report 244/18 Seconded by Councillor D Davidson and CARRIED

LGFA, BORROWING AND INVESTMENTS UPDATE (241/18)

The report providing the Committee with up-to-date information about Council’s investments, borrowing and the NZ Local Government Funding Agency AGM and seeking Committee acknowledgement of the temporary Investment Policy breach was presented by the Manager Finance.

With the leave of the meeting an amendment to the recommendations was agreed to recommend that Council also endorsed the breach of the investment policy for a limited period. Moved by Mayor L Patterson That the Audit and Risk Committee (i) receives the information in Report 241/18, (ii) acknowledges submission of the Local Government Funding Agency AGM proxy vote, as submitted under delegated authority; and (iii) acknowledges that there will be an investment policy breach for a limited period, endorses the reasons for the investment policy breach and recommends that Council also endorses the breach of the investment policy for a limited period. Seconded by Councillor D Davidson and CARRIED

PROGRESS REPORT: MONITORING OF POLICIES (243/18)

The Manager Strategic Planning presented the report providing an update on the policies monitored by the Committee.

It was noted that the Risk Management Policy needed to be added to the schedule of policies monitored by the Committee.

In response to a question about the Sensitive Expenditure Policy it was advised that elected members would be covered by an amendment to the Elected Members’ Code of Conduct

Moved by Philip Jones

That the Audit and Risk Committee notes the contents of Report 243/18.

Seconded by Councillor B Goodwin and CARRIED

MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED

Moved by Councillor J Dalziell that the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:- 404

Under section 48 (1) of the Local Government Official Information and Meetings Act 1987 the following matters will be taken with the public excluded :-  Receive the Report of the previous meeting held with the public excluded 29 August 2018. General Business 11. Audit Report to the Council on the year ended 30 June 2018 12. 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 29 August 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 Audit Report to the Council 7(2)(f)(ii) The withholding of s48(1)(d) on the year ended 30 June the information is necessary That the exclusion of the public 2018 to maintain the effective from the whole or the relevant conduct of public affairs part of the proceedings of the through the protection of such meeting is necessary to enable members, officers, the local authority to deliberate in employees, and persons from private on its decision or improper pressure or recommendation in any harassment proceeding to which this paragraph applies SMT 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) 405

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.

Seconded by Councillor B Goodwin and CARRIED.

The public was excluded at 5.17 pm

The meeting returned to open session at 5.47 pm

The meeting concluded at 5.47 pm 601 261/18 REPORT OF THE CIVIC AND YOUTH AWARDS COMMITTEE MEETING HELD AT THE WAIRARAPA COMMUNITY CENTRE, 41 PERRY ST, MASTERTON ON WEDNESDAY 28 NOVEMBER AT 11.00PM

PRESENT

Councillor Bex Johnson (Chair), Mayor Lyn Patterson, Councillors G Caffell, F Mailman and C Peterson, D Davidson and Tiraumaera Te Tau.

IN ATTENDANCE

Manager Community Facilities and Activities, Events Coordinator and Community Development Support, EA to the Mayor and Governance Advisor.

CONFLICTS OF INTEREST

No conflicts were declared.

APOLOGIES

No apologies were received.

MATTERS TO BE CONSIDERED AT THE PUBLIC EXCLUDED CIVIC AND YOUTH AWARDS COMMITTEE MEETING – MONDAY 27 NOVEMBER 2017

MOVED BY: Councillor G Caffell

That the public be excluded from the following parts of the proceedings of the meeting of the Civic and Youth Award Committee:-

 Civic and Youth Awards

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 ______Civic and Youth Awards 7(2)(a) To protect the privacy of s48(1)(a) natural persons, including that of That the public conduct of deceased natural persons). this item would be likely to result in the disclosure of information for which good reason for withholding would exist under Section 7.

Seconded by Mayor L Patterson and CARRIED 602

The meeting went into public excluded session at 11.02am

The meeting adjourned at 12.23pm Wednesday 28 November 2018

The meeting reconvened 10.30am Wednesday 5 December 2018

The meeting moved out of public excluded at 10.43am

The meeting closed at 10.43am 301

262/18 REPORT OF THE INFRASTRUCTURAL SERVICES COMMITTEE MEETING HELD AT THE WAIRARAPA COMMUNITY CENTRE, MASTERTON ON WEDNESDAY 28 NOVEMBER 2018 AT 1.05PM

PRESENT

Councillor G Caffell (Chair), Mayor Lyn Patterson (from 1.10pm), Councillors J Dalziell, B Goodwin, S O’Donoghue, G McClymont and C Peterson.

IN ATTENDANCE

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

CONFLICTS OF INTEREST

No conflicts were declared.

APOLOGIES

Moved Councillor G McClymont That the apologies from the Mayor for lateness be received. Seconded by Councillor S O’Donoghue 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

 Civic Centre Project Update

Moved by Councillor S O’Donoghue That in terms of section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 the item be dealt with at this meeting. Seconded by Councillor B Goodwin and CARRIED

COMMUNITY FACILITIES & ACTIVITIES INFRASTRUCTURE UPDATE (252/18)

The report providing the Committee with an update on key Community Facilities and Activities infrastructure projects was presented by the Manager Community Facilities and Activities.

In relation to the Library Learning Centre project it was advised that the portacoms were currently under construction off-site and that a meeting had been held with Boffa Miskell to ensure the work being undertaken on the site aligned with the CBD project. 302 In response to a question about the Lido Pool and whether there was any possibility it might be open before the end of summer or whether work could be delayed, it was advised that those options had been considered but contractor availability and the need for fine weather meant that there was no opportunity to change the timetable.

Moved by Councillor B Goodwin That the Infrastructural Services Committee receives the update on progress from Community Facilities and Activities in report 252/18. Seconded by Councillor G McClymont and CARRIED

INFRASTRUCTURE UPDATE (253/18)

The report providing the Committee with an update on key infrastructure projects and areas of focus was taken as read. It was advised that contracts had been let but there would be challenges in getting things done on time due to contractor availability. An assessment was being undertaken and an update would be provided once that was complete.

(Mayor L Patterson joined the meeting at 1.10pm)

The Water Resilience work was discussed. Work was being undertaken on understanding the four councils’ water requirements in order to see how everyone can work together. It was advised that updates on the water resilience work would be provided as part of the Economic Development Strategy process as it was part of the strategy.

Moved by Councillor J Dalziell That the Infrastructural Services Committee notes the information contained in report 253/18. Seconded by Councillor B Goodwin and CARRIED

MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED INFRASTRUCTURAL SERVICES COMMITTEE MEETING – WEDNESDAY 28 NOVEMBER 2018

MOVED BY: Councillor J Dalziell

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

8. Civic Centre Project Update 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 ______Civic Centre Project Update 7(2)(i) s48(1)(a) The withholding of the That the public conduct of this item information is necessary to would be likely to result in the enable the local authority to disclosure of information for which carry on, without prejudice or 303 disadvantage, negotiations good reason for withholding would (including commercial and exist under Section 7. industrial negotiations).

SECONDED BY: Councillor S O’Donoghue and CARRIED The meeting went into public excluded session at 1.28 pm

The meeting moved out of public excluded at 2.10 pm

The meeting closed at 2.10 pm 501 263/18 REPORT OF THE STRATEGIC PLANNING AND POLICY COMMITTEE MEETING HELD AT THE WAIRARAPA COMMUNITY CENTRE, PERRY ST, MASTERTON ON WEDNESDAY 28 NOVEMBER AT 2.00PM

PRESENT

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

IN ATTENDANCE

Chief Executive, Manager Community Facilities and Activities, Senior Policy Advisor, Planning and Building Manager, Environmental Services Manager, Environmental and Sustainability Lead, Policy Advisor, Governance Advisor and one media representative.

CONFLICTS OF INTEREST

No conflicts were declared.

APOLOGIES

There were no apologies

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

There were no items to be considered with the public excluded.

With the leave of the meeting the reports for decision were taken before the reports for information.

ADOPTION OF THE DANGEROUS AND INSANITARY BUILDINGS POLICY (254/18)

The report seeking a recommendation from the Committee that Council adopt the draft Dangerous and Insanitary Buildings Policy was taken as read.

Moved by Mayor L Patterson That the Strategic Planning and Policy Committee recommends that Council adopt the draft Dangerous and Insanitary Buildings Policy, included with this Report (254/18) as Attachment 1. Seconded by Councillor J Dalziell and CARRIED

PARKS AND OPEN SPACE STRATEGY KAITIAKITANGA O TE AO TŪROA – PURPOSE AND PROJECT OBJECTIVES (257/18)

The report providing background information on the Parks and Open Space Strategy and seeking the Committees recommendation to Council that the development objectives and 502 project timeframes and key milestones be approved was presented by the Manager Community Facilities and Activities.

The importance of maintenance and the need to make sure it was factored in to the strategy was raised. Staff advised that maintenance was business as usual and that sustainable decision making in the context of the strategy would take the full lifecycle cost of assets into account.

The timeline for the strategy was discussed as consultation during the election period would not be possible so they policy would either need to go to consultation in August/September with approval in the new triennium in December 2019 or be approved for consultation in October and recommended to the new council.

The definition of Parks and Open Spaces was discussed and the addition of a reference to its contribution to community wellbeing was suggested.

Moved by Councillor J Dalziell That the Strategic Planning and Policy Committee recommends that Council approves the Parks and Open Space Strategy Kaitiakitanga o te Ao Tūroa: A. development objectives (in order of priority): i. To engage with our community and iwi partners to understand and evaluate our parks and open space network ii. To align our network with Council’s strategic outcomes iii. To set clear directions and develop a sound planning framework for the next ten years iv. To develop an affordable and effective prioritised action plan every three years to align with the Long-term plan. B. project timeframes and key milestones as follows - a draft strategy for public consultation in October 2019 and a final strategy for Council approval in March/April 2020. Seconded by Councillor F Mailman and CARRIED

BUILDING AND PLANNING UPDATE (251/18)

The report providing the Committee with an update on the Building and Planning work programme was taken as read.

In relation to a question about the timing of the Library Learning Centre it was advised that the portacoms, which were being constructed off-site, were expected to be delivered around Christmas but they wouldn’t be open until the new year. Staff would confirm the opening date.

Moved Mayor L Patterson That the Strategic Planning and Policy Committee notes the contents of Report 251/18. Seconded Councillor S O’Donoghue and CARRIED 503 ENVIRONMENTAL SERVICES UPDATE (255/18)

The report providing an update on the Environmental Services work programme was taken as read.

Moved by Councillor F Mailman That the Strategic Planning and Policy Committee notes the contents of Report 255/18. Seconded by Councillor B Johnson and CARRIED

POLICY UPDATE (256/18)

The Manager Strategic Planning presented the report providing an update on progress in bylaws, corporate planning and reporting, strategy and governance.

The Mayor and Senior Policy Manager provided an update on the DHB Annual Planning Forum which they had attended, along with representatives from the other Wairarapa councils, to present on what Council was doing in the wellbeing space and how that aligned with the work the DHB was doing. The strong connection between what Council does and what the DHB does and the need to work together as a community was noted.

The Positive Ageing Strategy was discussed. A request was made for staff to involve Trust Lands Trust in the strategy to avoid duplication. Staff advised that the strategy would be Wairarapa-wide and that the Trust would be contacted.

Moved by Councillor B Johnson That the Strategic Planning and Policy Committee notes the contents of Report 256/18. Seconded by Councillor F Mailman and CARRIED

The meeting closed at 2.51 pm 201 269/18 REPORT OF THE COMMUNITY WELLBEING COMMITTEE MEETING HELD IN WAIRARAPA COMMUNITY CENTRE, 41 PERRY ST, MASTERTON ON WEDNESDAY 5 DECEMBER AT 2.00 PM

PRESENT

Mayor Lyn Patterson (Chair), Councillors Gary Caffell, J Dalziell, Deb Davidson (from 2.40pm), Brent Goodwin, Bex Johnson, Frazer Mailman, Chris Peterson and iwi representatives Ra Smith and Tiraumaera Te Tau.

IN ATTENDANCE

Chief Executive, Manager Community Facilities and Activities, Manager Strategic Planning, Manager Communications and Marketing, Library Manager, Senior Policy Advisor, Environment and Sustainability Lead, Community Development Advisor, Māori Liaison Advisor – Kaitakawaenga, Manager Connecting Communities Wairarapa, Connecting Communities Community Development Advisor, one media representative and Governance Advisor.

CONFLICTS OF INTEREST

Tiraumaera Te Tau declared a conflict of interest in relation to the Waitangi Day Event public excluded item.

APOLOGIES

There were no apologies

PUBLIC FORUM

Caitlin Metz from the Rural Connectivity Group provided elected members with an update on the work being done to provide better mobile phone and high-speed broadband services in rural New Zealand.

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) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

 Waitangi Day Event – Waifest 2019

Moved Council 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 Councillor F Mailman and CARRIED 202 LIBRARY AND ARCHIVE UPDATE (259/18)

The Library Manager presented 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.

A request was made for staff to provide numbers of participants or attendees at events when reporting where possible.

A workshop on the sustainable development goals was requested.

Moved by Councillor F Mailman That the Community Wellbeing Committee receives the update on progress of the Masterton District Library and Wairarapa Archive in Report 259/17. Seconded by Councillor B Johnson and CARRIED.

SPECIAL PROJECTS – EDUCATION AND COMMUNITY DEVELOPMENT/CULTURAL DEVELOPMENT UPDATE (260/18)

The report providing an update on the work programme being undertaken by the Special Projects Lead was taken as read. The report also provided an update on the Cultural Development work being undertaken.

The work the Māori Liaison Advisor (Kaitakawaenga), Hoani Paku, had done in his time with Council was acknowledged and it was noted that the dates for the He Korowai Wairua programme to be run for elected members in 2019 needed to be set as he would be retiring in early 2019.

(Councillor D Davidson joined the meeting at 2.40pm)

Staff advised that there would be a workshop on the Positive Ageing Strategy held in the new year.

Moved by Tiraumaera Te Tau That the Community Wellbeing Committee notes the contents of Report 260/18. Seconded by Councillor F Mailman and CARRIED

COMMUNITY DEVELOPMENT UPDATE (267/18)

The Manager Community Facilities and Activities spoke to the report providing an update on the progress of community development work.

Staff and Connecting Communities Wairarapa were thanked for their work on the Christmas Parade and the Pack the Bus initiative.

How Council might measure contribution to the community was raised, and it was advised that would be part of the development of the indicators of wellbeing in relation to Council’s wellbeing strategy. The Senior Policy Advisor and the Environmental and Sustainability Lead would be giving their presentation on that topic at the next Council meeting. 203

Moved by Councillor G Caffell That the Community Wellbeing Committee receives the update on progress of community development work in Report 267/18. Seconded by Ra Smith and CARRIED.

ENVIRONMENTAL AND SUSTAINABILITY WORK PROGRAMME UPDATE (264/18)

The Environmental Sustainability Advisor presented the report providing an update on the Environmental and Sustainability Work Programme.

One member expressed disappointment at the recommendation to defer work on the review of the Communities for Climate Change Plan as, due to its importance, work on the review should proceed. It was advised that Council were doing a lot of work already in the climate change area outside the plan and that work would continue regardless. The review of the Communities for Climate Change Plan would begin once the Zero Carbon Act was in place and there was certainty over what would be covered by the Act.

The Zero Waste Coordinator’s report was discussed and a request was made for the Coordinator to come and speak to Council about her work and about how Council was tracking against the targets Council was required to meet under the Waste Minimisation and Management Plan.

The Wellbeing Strategy implementation plan was discussed and it was advised that staff were still working on the plan. The Chief Executive will provide council with an update on progress with the implementation plan in January 2019.

It was requested that the Wellbeing Strategy implementation plan/priorities be included as part of council’s next strategic planning day.

Moved by Councillor F Mailman That the Community Wellbeing Committee i. notes the contents of report 264/18 ii. recommends that Council agrees to defer the review of the Communities for Climate Change Plan until the Zero Carbon Act is enacted Seconded by Ra Smith and CARRIED Councillor Peterson requested his vote against the recommendation be recorded.

PROPOSED CHILD AND YOUTH WELLBEING STRATEGY OUTCOMES FRAMEWORK – SUBMISSION TO GOVERNMENT (268/18)

The report seeking the Committee’s endorsement of Council’s proposed submission on the Child and Youth Wellbeing Strategy Outcomes Framework was presented by the Chief Executive. The proposed submission had been circulated to elected members who had indicated their support for the submission. A minor amendment was identified (removal of the reference to sub-committee) for factual accuracy.

Staff were commended on the submission and it was noted that it sat well with Council’s wellbeing strategy. 204

Moved Councillor G Caffell That the Community Wellbeing Committee i. endorses the draft submission to Government on the Proposed Child and Youth Wellbeing Strategy Outcomes Framework (as contained in Attachment 2 of Report 268/18) ii. notes that the endorsed submission will be lodged with Government without formal Council or Strategic Planning and Policy Committee approval but has been circulated to all elected members and iwi representatives. Seconded by Councillor B Johnson and CARRIED

MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED COMMUNITY WELLBEING MEETING – WEDNESDAY 5 DECEMBER 2018

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

 Waitangi Day Update – Waifest

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 ______Waitangi Day Event – 7(2)(i) s48(1)(a) Waifest 2019 The withholding of the That the public conduct of this item information is necessary to would be likely to result in the enable the local authority to disclosure of information for which carry on, without prejudice or good reason for withholding would disadvantage, negotiations exist under Section 7. (including commercial and industrial negotiations).

SECONDED BY: Tiraumaera Te Tau and CARRIED

The meeting went into public excluded at 3.17pm

Meeting moved out of public excluded at 3.34pm

Meeting closed at 3.34pm 110

276/18 To: Your Worship and Elected Members

From: Tania Madden, Manager Strategic Planning

Endorsed by: Kathryn Ross, Chief Executive

Date: 12 December 2018

Subject: Proposed Alcohol Control Bylaw

DECISION

Recommendation: That Council resolves to adopt the proposed Alcohol Control Bylaw, as provided with this report as Attachment 3.

Purpose The purpose of this report is to present the Alcohol Control Bylaw for Council’s adoption, following consultation with the community.

Background Section 147 of the Local Government Act 2002 (LGA) empowers councils to make bylaws for its district, to prohibit or otherwise regulate the consumption or possession of alcohol in public places. Council adopted the Alcohol Control Bylaw Statement of Proposal for consultation on 31 October 2018. At this meeting, in accordance with the requirements of the LGA, the Council determined that the proposed Alcohol Control Bylaw:  is appropriate and proportionate in light of the crime or disorder (being crime or disorder caused or made worse by alcohol consumption in the areas concerned);  is the most appropriate way of addressing the perceived problems;  is the most appropriate form of the bylaw; and  can be justified as a reasonable limitation on people’s rights and freedoms and therefore does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

Community Consultation The community were consulted on the proposed bylaw, in accordance with the Special Consultative Procedure, from 1 November to 2 December 2018. The consultation period was promoted via public notice in the Wairarapa Times Age, distribution to our email database, MDC’s website, Facebook posts, the REAP noticeboard and the Connecting Communities Neighbourhood Support newsletter. Key stakeholders were also contacted including the Wairarapa District Health Board, NZ Police, the Castlepoint Residents and Ratepayers Association, Riversdale Beach Ratepayers' Association and club licence holders. 111

Submissions Five submissions were received during the consultation period. A summary of the feedback received, along with full copies of the submissions, is provided with this report as Attachment 1. Community Meeting A community meeting was held on 19 November 2018 at the Masterton Club. This was an open meeting where all residents and ratepayers had an opportunity to be heard and share their views on the proposed Alcohol Control Bylaw and other alcohol control measures. Five members of the community attended the meeting, including representatives from Regional Public Health and NZ Police. A summary of the feedback received at the meeting is provided with this report in Attachment 2. Castlepoint and Riversdale Beach Two elected members and a staff representative attended a Castlepoint Residents and Ratepayers Association Meeting on 20 November 2018 to discuss alcohol control measures used at Castlepoint over Labour Weekend and New Year. A summary of the feedback received at the meeting is provided with this report in Attachment 2. The Riversdale Beach Ratepayers Association provided informal feedback, also provided with this report in Attachment 2. As agreed, further consultation regarding temporary alcohol control measures at the beaches will be undertaken at both Castlepoint and Riversdale Beach over the 2018‐19 holiday period. Further details are provided in the report regarding the proposed alcohol control measures at Castlepoint and Riversdale Beach for the 2018‐19 New Year period.

Proposed Alcohol Control Bylaw The proposed Alcohol Control Bylaw for Council’s adoption is provided with this report as Attachment 3. Following consultation, one minor change to the proposed Alcohol Control Bylaw is suggested, as detailed in the table below.

Proposed Changes Reason for Proposal Implications of Not Changing Clause 4.4: Remove the MDC is empowered to: Unnecessary duplication and statement that MDC can  temporarily prohibit traffic potential risk of contradicting prohibit vehicles for certain under Schedule 10 of the Local legislation, should there be events under the Alcohol Government Act 1974; and amendments in the future. Control Bylaw.  close roads under the Transport (Vehicular Traffic Road Closure) Regulations 1965. As the authority to prohibit traffic and close roads is provided under national legislation, it does not need to be included in the bylaw. 112 ATTACHMENT 1

Summary of Submissions

Sub # Name 1 Marian Evers 2 Greg Cottle 3 Jannah Goodall 4 Dr Stephen Palmer and Peter Gush, Regional Public Health 5 David Gazley

Each submitter’s feedback has been summarised under the relevant headings below. Full submissions follow this summary.

Support for the proposed Alcohol Control Bylaw One submitter supported adopting the proposed Alcohol Control Bylaw as described in the Statement of Proposal, with the remaining four submitters supporting the option to adopt the proposed bylaw with amendments.

The table overleaf provides a summary of the proposed amendments, with staff comments for Council’s consideration. Please note that one submitter who indicated that they would support an amendment, did not provide details of their suggested change. 113

Sub Submitter’s Proposed Amendment Considerations # 1 Requested that alcohol is banned from as MDC can only add additional areas to the many places as possible. Specifically asked bylaw if we are satisfied that there is that alcohol is banned from all parks (e.g. evidence that the area has experienced a high Millenium Park and Henley Lake) at all times. level of crime or disorder, that can be shown to have been caused, or made worse, by alcohol consumption in the area. MDC must also be satisfied that the bylaw is appropriate and proportionate to the crime and disorder being experienced and that the bylaw is a reasonable limitation on people’s rights and freedoms. Imposing a blanket alcohol ban is unlikely to be considered a reasonable limitation on people’s rights and freedoms. There is no evidence that a high level of alcohol‐related crime or disorder is experienced in all Masterton parks to support a 24/7 alcohol‐free zone. 2 Requested that a total liquor ban is put into The considerations above apply. effect at Castlepoint and Riversdale Beach. There is no evidence that a high level of alcohol‐related crime or disorder is experienced throughout the year at Castlepoint and Riversdale Beach to support a 24/7 alcohol‐free zone. 4 Requested a new alcohol‐free zone on both The considerations above apply. sides of the road from Hacker Street to The proposed area has not been consulted on Colombo Road Bridge from 8.30am to 6pm and the public have not had the opportunity on Saturdays. A map showing the proposed to give feedback on the proposed zone is provided as an appendix to the full amendment. Given the low number of submission. submitters, there is not a community Commented that this area poses a significant mandate to make the amendment. risk of harm from drinking in a public place, There is no evidence that a high level of associated with spectators watching the alcohol‐related crime or disorder is Saturday rugby games. Concerned for public experienced at the location and times safety, particularly considering the number of suggested by the submitter. adults and children who visit this area on If evidence is provided, temporary alcohol‐ Saturdays. free zones could be considered as a trial, with the ability to make permanent when the bylaw is next reviewed. 114

Support for Labour Weekend Alcohol‐Free Zones at Castlepoint and Riversdale Beach

All five submitters indicated that they support alcohol‐free zones at both Castlepoint and Riversdale Beach at Labour Weekend from Friday, Saturday and Sunday evening from 7pm to 7am the following day.

Sub Comment/Proposed Amendment # 1 Suggested that the alcohol‐free zones are in place at all times. 2 Suggested that the alcohol‐free zones start at 4pm. 4 Noted acceptance of the view that alcohol harm in these areas, at these times, would increase if alcohol‐free zones were not in place.

Staff Comment This information will support the Council in future decision‐making, alongside further feedback collected as part of the ongoing consultation at Castlepoint and Riversdale Beach. 115

Support for New Year Alcohol‐Free Zones at Castlepoint and Riversdale Beach

All five submitters indicated that they support alcohol‐free zones at both Castlepoint and Riversdale Beach at New Year from 6pm on 30 December until midday on 1 January.

Sub Comment/Proposed Amendment # 1 Suggested that the alcohol‐free zones are in place at all times. 2 Suggested that the alcohol‐free zones start at 4pm and end at 7am. 4 Noted acceptance of the view that alcohol harm in these areas, at these times, would increase if the alcohol‐free zones were not in place. Commented that the different start times of the alcohol‐free zones at Labour Weekend and New Year may make the details of the bylaw more difficult for the public to remember. Suggested a 6pm start for both Labour Weekend and New Year may be easier. Requested that the public are advised immediately prior to each period of alcohol‐free zones to support community understanding.

Staff Comment This information will support the Council in future decision‐making, alongside further feedback collected as part of the ongoing consultation at Castlepoint and Riversdale Beach.

The importance of good communication of temporary alcohol‐free zones is acknowledged. Staff will work with the Communications Team to ensure timely and appropriate messaging. 116

Support for New Year Vehicle Bans at Castlepoint and Riversdale Beach

All five submitters indicated that they support vehicle bans at both Castlepoint and Riversdale Beach at New Year.

Sub Comment/Proposed Amendment # 1 Commented that it’s safer not to allow vehicles. 3 Commented that the vehicle ban will prevent people who do not have somewhere to stay at the beach from parking up drinking and staying in cars. Commented that people who have a residence at Castlepoint or Riversdale should be allowed vehicle access to reach their property. 4 Noted the supportive role that vehicle bans have in improving public safety. Commented that the decision to implement vehicle bans must be balanced, considering all issues and supporting a harm minimisation approach.

Two submitters support the vehicle ban starting at midday, one suggested the ban start at 6pm and one did not comment on the time. One submitter suggested an alternative time would be appropriate but did not specify the time the vehicle ban should start, instead referencing the need to consider boats coming back from a day of fishing.

Staff Comment This information will support the Council in future decision‐making, alongside further feedback collected as part of the ongoing consultation at Castlepoint and Riversdale Beach. 117

Further Suggestions and Comments

Sub Comment Staff Response # 4 Noted the importance of ongoing The importance of good communication of the communication to ensure the public are aware bylaw and ongoing alcohol‐free zones is of the bylaw and alcohol‐free zones. acknowledged. Regulatory staff will work with the Communications Team to ensure timely and appropriate messaging. Recommended the use of highly visible and The use of highly visible and simple signage is simple signage to inform the public of the supported. A signage audit has been completed locations and times of alcohol‐free zones, and signs will be redesigned to ensure clear noting this should be part of a wider messaging. communication and enforcement plan. Commended MDC for the community meeting The importance of increasing public on 19 November offered to discuss the participation in local government is outcome of the meeting with MDC and how we acknowledge and staff are happy to work with can increase public engagement with local Regional Public Health and other agencies on government. methods to improve this. Suggested that prior to the next review of the Continued collaboration with other agencies to bylaw, MDC again collaborate with other reduce alcohol‐related harm is supported. agencies involved in alcohol harm reduction and complete an evaluative impact assessment. Commented that the June 2017 alcohol report Staff support continuing to collaborate with for the Community Alcohol Action Group other agencies to reduce alcohol related harm. include some useful suggestions which provides a good starting point on which to plan and co‐ design collaborative delivery. Commented that MDC has a role in supporting the Community Alcohol Action Group to achieve the goals outlined in the report. Noted support for actions that reduce the The Public Places Bylaw is currently under physical availability of alcohol and reduce the review. levels of and impact of alcohol advertising, This proposal can be investigated further and marketing and sponsorship as part of a considered as part of the bylaw review project. comprehensive alcohol harm reduction programme. Suggested that MDC strengthen its Public Places Bylaw to reduce the impact of alcohol advertising and marketing including branding. Proposed Alcohol Control Bylaw and Alcohol118 Control at Castlepoint and Riversdale Beach #1

COMPLETE Collector: Web Link 1 (Web Link) Started: Thursday, November 15, 2018 3:38:26 PM Last Modified: Thursday, November 15, 2018 3:50:50 PM Time Spent: 00:12:24 IP Address: 47.72.93.131

Page 1: Have your say on the proposed bylaw

Q1 About YouPlease note, for your submission to be valid we must have your name and a way of contacting you.All submissions are public documents and will be made available to the media and general public. Your contact details will not be published.

Name Marian Evers

Postal Address

Email Address

Phone Number

Q2 Will you be attending the community meeting on 19 Maybe November 2018? The meeting will be held from 6:30- 8:30pm at the Masterton Club, 98 Chapel Street, MasteronThe community meeting is your opportunity to discuss your views with elected members and staff in person. The meeting will follow a workshop format, to ensure that everyone has an opportunity to be heard.

Page 2: Your feedback

Q3 Which of the following options do you support? Adopt the proposed Alcohol Control Bylaw with amendments. Note the following question provides space to explain your suggested amendments.

Page 3: Support for the Proposed Bylaw

Q4 Please let us know if you have any comments Respondent skipped this question about the proposed bylaw.

Page 4: Suggested Amendments

Q5 Please describe your suggested amendments and reasoning. If you are suggesting changes to the proposed alcohol prohibition areas, please provide a clear description of what area/s you would like added or removed, and the reasons why you would like this change made.

I would very like to see alcohol banned from as many places as possible, so would like all parks included (eg millenium park, Henley Lake) and not just overnight, but 24/7, so the problems with inconsiderate alcohol use do not spill over to other areas.

1 / 13 Proposed Alcohol Control Bylaw and Alcohol119 Control at Castlepoint and Riversdale Beach

Page 5: Allow Existing Bylaw to Expire

Q6 Please explain why you believe the existing bylaw Respondent skipped this question should be allowed to expire and not be replaced.

Page 6: Alcohol-Free Zones at Castlepoint and Riversdale Beach

Q7 For the 2018 Labour Weekend, alcohol-free zones were in effect for all public places at Castlepoint and Riversdale Beach on Friday, Saturday and Sunday evening from 7pm to 7am the following day. Please indicate below if you support this continuing: for Castlepoint at Labour Weekend? Yes, I fully support this approach for Riversdale Beach at Labour Weekend? Yes, I fully support this approach Please explain the reason for your answer. If you believe the I would like the alcohol-free zones to be in place 24/7. times should be amended, please state preferred times.

Q8 Last New Year’s Eve (2017-18), alcohol-free zones were in effect for all public places at Riversdale Beach and Castlepoint from 6pm on 30 December until midday on 1 January. Please indicate below if you support this continuing: for Castlepoint at New Year's Eve? Yes, I fully support this approach for Riversdale Beach at New Year's Eve? Yes, I fully support this approach Please explain the reason for your answer. If you believe the I would like the alcohol-free zones to be in place 24/7. times should be amended, please state your preferred times.

Page 7: New Year's Eve Vehicle Bans at Castlepoint and Riversdale Beach

Q9 Last New Year’s Eve (2017-18), in addition to the Yes, at Castlepoint and Riversdale , alcohol-free zones, vehicles were banned at Riversdale Beach Beach and Castlepoint, from the township entrance to Please explain the reason for your the water’s edge, from midday on 31 December to 6am answer.: on 1 January. Do you support vehicle bans at New I think it's safer not to allow Year’s Eve? vehicles.

Page 8: New Year's Eve Vehicle Bans at Castlepoint and Riversdale Beach

Q10 What time do you believe the vehicle ban should Midday begin on 31 December?

Page 9: Other Suggestions and Comments

Q11 Do you have suggestions for other actions Respondent skipped this question Masterton District Council could take to address public safety or nuisance caused by alcohol-related incidents that you are concerned about in Masterton?

Q12 Please provide any further comments below. Respondent skipped this question

2 / 13 Proposed Alcohol Control Bylaw and Alcohol120 Control at Castlepoint and Riversdale Beach #2

COMPLETE Collector: Web Link 1 (Web Link) Started: Monday, November 19, 2018 12:55:08 PM Last Modified: Monday, November 19, 2018 1:14:07 PM Time Spent: 00:18:59 IP Address: 49.224.245.9

Page 1: Have your say on the proposed bylaw

Name Greg Cottle

Postal Address

Email Address

Phone Number

Page 2: Your feedback

Q3 Which of the following options do you support? Adopt the proposed Alcohol Control Bylaw with amendments. Note the following question provides space to explain your suggested amendments.

Page 3: Support for the Proposed Bylaw

Q4 Please let us know if you have any comments Respondent skipped this question about the proposed bylaw.

Page 4: Suggested Amendments

I believe there should be a total liquor ban in both castlepoint and Riverdale there is no need for 200 odd kids walking the streets drinking unless they or anyone has a permanent residence

4 / 13 Proposed Alcohol Control Bylaw and Alcohol121 Control at Castlepoint and Riversdale Beach

Page 5: Allow Existing Bylaw to Expire

Q6 Please explain why you believe the existing bylaw Respondent skipped this question should be allowed to expire and not be replaced.

Page 6: Alcohol-Free Zones at Castlepoint and Riversdale Beach

Q7 For the 2018 Labour Weekend, alcohol-free zones were in effect for all public places at Castlepoint and Riversdale Beach on Friday, Saturday and Sunday evening from 7pm to 7am the following day. Please indicate below if you support this continuing: for Castlepoint at Labour Weekend? Yes, I fully support this approach for Riversdale Beach at Labour Weekend? Yes, I fully support this approach Please explain the reason for your answer. If you believe the 4pm to 7am times should be amended, please state preferred times.

Q8 Last New Year’s Eve (2017-18), alcohol-free zones were in effect for all public places at Riversdale Beach and Castlepoint from 6pm on 30 December until midday on 1 January. Please indicate below if you support this continuing: for Castlepoint at New Year's Eve? Yes, I fully support this approach for Riversdale Beach at New Year's Eve? Yes, I fully support this approach Please explain the reason for your answer. If you believe the 4pm to 7am times should be amended, please state your preferred times.

Page 7: New Year's Eve Vehicle Bans at Castlepoint and Riversdale Beach

Q9 Last New Year’s Eve (2017-18), in addition to the Yes, at Castlepoint and Riversdale alcohol-free zones, vehicles were banned at Riversdale Beach Beach and Castlepoint, from the township entrance to the water’s edge, from midday on 31 December to 6am on 1 January. Do you support vehicle bans at New Year’s Eve?

Page 8: New Year's Eve Vehicle Bans at Castlepoint and Riversdale Beach

Q10 What time do you believe the vehicle ban should Other (please begin on 31 December? specify): Boats coming back in from a days fishing

Page 9: Other Suggestions and Comments

Q11 Do you have suggestions for other actions Masterton District Council could take to address public safety or nuisance caused by alcohol-related incidents that you are concerned about in Masterton?

Just ban alcohol in public places over these times

5 / 13 Proposed Alcohol Control Bylaw and Alcohol122 Control at Castlepoint and Riversdale Beach

Q12 Please provide any further comments below. Respondent skipped this question

6 / 13 Proposed Alcohol Control Bylaw and Alcohol123 Control at Castlepoint and Riversdale Beach #3

COMPLETE Collector: Web Link 1 (Web Link) Started: Monday, November 19, 2018 1:33:15 PM Last Modified: Monday, November 19, 2018 1:43:30 PM Time Spent: 00:10:14 IP Address: 203.97.152.129

Page 1: Have your say on the proposed bylaw

Name Jannah Goodall

Postal Address

Email Address

Phone Number

Page 2: Your feedback

Q3 Which of the following options do you support? Adopt the proposed Alcohol Control Bylaw with amendments. Note the following question provides space to explain your suggested amendments.

Page 3: Support for the Proposed Bylaw

Q4 Please let us know if you have any comments Respondent skipped this question about the proposed bylaw.

Page 4: Suggested Amendments

Q5 Please describe your suggested amendments and Respondent skipped this question reasoning. If you are suggesting changes to the proposed alcohol prohibition areas, please provide a clear description of what area/s you would like added or removed, and the reasons why you would like this change made.

Page 5: Allow Existing Bylaw to Expire 7 / 13 Proposed Alcohol Control Bylaw and Alcohol124 Control at Castlepoint and Riversdale Beach

Q6 Please explain why you believe the existing bylaw Respondent skipped this question should be allowed to expire and not be replaced.

Page 6: Alcohol-Free Zones at Castlepoint and Riversdale Beach

Page 7: New Year's Eve Vehicle Bans at Castlepoint and Riversdale Beach

Q9 Last New Year’s Eve (2017-18), in addition to the Yes, at Castlepoint and Riversdale , alcohol-free zones, vehicles were banned at Riversdale Beach Beach and Castlepoint, from the township entrance to Please explain the reason for your the water’s edge, from midday on 31 December to 6am answer.: on 1 January. Do you support vehicle bans at New It will stop the ones that do not have resisdents at either Year’s Eve? beach from parking up drinking, staying in cars, loitering - being meances.

Page 8: New Year's Eve Vehicle Bans at Castlepoint and Riversdale Beach

Q10 What time do you believe the vehicle ban should Midday begin on 31 December?

Page 9: Other Suggestions and Comments

Q12 Please provide any further comments below.

People that have residence within the two beaches should be allowed access to drive to there residence.

8 / 13 125 # 43

29 November 2018

Masterton District Council PO Box 444 Masterton 5810

To Whom It May Concern

Re: Alcohol Control Bylaw

Thank you for the opportunity to provide a written submission on this consultation document.

Regional Public Health serves the greater Wellington Region, through its three district health boards (DHBs): Capital & Coast, Hutt Valley and Wairarapa and as a service is part of the Hutt Valley District Health Board.

We work with our community to make it a healthier safer place to live. We promote good health, prevent disease, and improve the quality of life for our population, with a particular focus on children, Māori and working with primary care organisations. Our staff includes a range of occupations such as: medical officers of health, public health advisors, health protection officers, public health nurses, and public health analysts.

Our service delivery includes work to reduce alcohol related harm in the Wairarapa and we are one of the three reporting agencies in the Sale and Supply of Alcohol Act 2012 reporting on liquor licence applications.

We are happy to provide further advice or clarification on any of the points raised in our written submission. We wish to appear before the committee to speak to our written submission.

The contact point for this submission is: Andrea Boston Public Health Advisor Email: [email protected] Phone: 04 570 9138

Kind regards

Dr Stephen Palmer Peter Gush Medical Officer of Health Service Manager

Regional Public Health, Private Bag 31907, Lower Hutt 5040 | P 04 570 9002 F 04 570 9211 E [email protected] | www.rph.org.nz 126

Section 1 Summary Regional Public Health (RPH) appreciates the opportunity to submit on the proposed Alcohol Control Bylaw.

RPH supports the Council’s position to renew the bylaw and commends the Council on this proactive approach to reducing alcohol-related harm in the city.

RPH recommends amending the proposed bylaw to introduce a new area by the rugby grounds and the netball courts covering both sides of the road from Hacker Street to the Colombo Road Bridge. The details of this are covered in section 3.

Alcohol bans are generally well supported by residents and businesses. However the details are often not well known, especially by visitors. The council should ensure the bylaw is successfully communicated to the public so the details are well understood.

RPH recommends highly visible and simple signage be used to inform the public of the locations and times covered by the alcohol ban. This should be part of a wider communication and enforcement plan that supports its implementation.

Section 2 Support for Alcohol Control Bylaws Public place drinking is one of a number of negative influences contributing to alcohol related harm. Public place settings are a common location for low level alcohol related offending, increase the opportunity for more serious alcohol-related violence1 and increase the opportunities for drunk driving and underage drinking2.

Alcohol Control Bylaws are a widely used and well-established tool internationally and in New Zealand. Despite the more stringent criteria under section 147A and 147B of the Local Government Act 2002 these bylaws continue to be popular strategies to reduce harm. They are known to improve perceptions of public safety and can contribute to the reduction of harm by providing police with a tool for dealing with antisocial behaviour caused by drinking in public3. They can also contribute to a change in people’s perception of social norms through alcohol being less visible in public and can help limit consumption to more controlled or supervised environments.

1 Stevenson, R. (2009, April). National Alcohol Assessment. NZ Police. https://www.police.govt.nz/sites/default/files/Police-National- Alcohol-Assessment.pdf 2 Webb, M., Marriott-Lloyd, P. A. U. L., & Grenfell, M. (2004, May). Banning the bottle: Liquor bans in New Zealand. In 3rd Australasian Drug Strategy Conference. Melbourne, Australia http://www.moh.govt.nz/moh.nsf/pagescm/1047/$File/banningbottleliquorbans.pdf 3 Pennay, A., Manton, E., Savic, M., Livingston, M., Matthews, S., Lloyd, B. (2014). Prohibiting public drinking in an urban area: Determining the impacts on police, the community and marginalised groups. Turning Point Alcohol and Drug Centre. Funded by the National Drug Law Enforcement Research Fund. http://www.ndlerf.gov.au/sites/default/files/publication-documents/monographs/monograph49.pdf 127

The literature reports some limitations. Displacement can be a problem4 5 and disadvantaged and marginalised groups are more likely to consume alcohol in public, either by choice or because of limited alternatives.6 7

Alcohol bylaws are most successful when part of a wider strategy.8 9 These should include other regulations for supply control for example elements in a Local Alcohol Policy, as well as community based harm reduction initiatives, social and cultural programmes and access to health services.

Alcohol bylaws are most successful when the underlying causes are understood, that context addressed and the community are engaged in the solutions.

Support for an Alcohol Control Bylaw in Masterton Alcohol harm in Masterton from consumption in a public place is a particular subset of harm that is influenced by the easy availability of low cost alcohol from off licences and the high density of premises in the district. Harms from public place drinking are often associated with heavy or binge drinking. This consumption is influenced by certain social or cultural cues and its interaction with the local physical or built environment. Problem locations are commonly located in the central business district and in or around neighbouring public areas or public spaces near liquor outlets.

The areas at higher risk of acute alcohol related health harm in the District and therefore potentially greater risk of harm from public place consumption include Masterton Central, Masterton East, Lansdowne, Featherston, Solway South, Solway North and Carterton. The proposed bylaw covers specific areas in Masterton Central and Masterton East. This consultation may also give rise to new information or provide greater evidence to support additional areas in the bylaw.

The value of public consultation Members of the public often have insightful information on public place consumption and useful ideas on solutions. RPH commends the council on its early approach to the public with the community meeting on 19 November. We would be happy to discuss with you the outcome of this meeting as we explore ways of increasing public engagement and participation in local government.

4 Alcohol Advisory Council. (2005, October). Liquor Bans in New Zealand: ALAC Occasional Publication no. 25. http://www.hpa.org.nz/research-library/research-publications/liquor-bans-new-zealand 5 Pennay, A., Manton, E., Savic, M., Livingston, M., Matthews, S., Lloyd, B., (2014). Prohibiting public drinking in an urban area: Determining the impacts on police, the community and marginalised groups. Turning Point Alcohol and Drug Centre. Funded by the National Drug Law Enforcement Research Fund. http://www.ndlerf.gov.au/sites/default/files/publication- documents/monographs/monograph49.pdf 6 Pennay, A., Room, R. (2012). Prohibiting public drinking in urban public spaces: a review of the evidence. Drugs: Education, prevention and policy, vol 19(2), p 91-101 7 Pennay, A., Manton, E., Savic, M., Livingston, M., Matthews, S., Lloyd, B., (2014). Prohibiting public drinking in an urban area: Determining the impacts on police, the community and marginalised groups. Turning Point Alcohol and Drug Centre. Funded by the National Drug Law Enforcement Research Fund. http://www.ndlerf.gov.au/sites/default/files/publication- documents/monographs/monograph49.pdf 8 Alcohol Advisory Council. (2005, October). Liquor Bans in New Zealand: ALAC Occasional Publication no. 25. http://www.hpa.org.nz/research-library/research-publications/liquor-bans-new-zealand 9 Pennay, A., Manton, E., Savic, M., Livingston, M., Matthews, S., Lloyd, B. (2014). Prohibiting public drinking in an urban area: Determining the impacts on police, the community and marginalised groups. Turning Point Alcohol and Drug Centre. Funded by the National Drug Law Enforcement Research Fund. http://www.ndlerf.gov.au/sites/default/files/publication-documents/monographs/monograph49.pdf 128

Community knowledge of alcohol free zones Having variable restrictions can cause confusion. Such concerns were raised in the Law Commission report Alcohol in Public Places.10 It is important there is on-going clear communication about the specific locations and the times the ban operates throughout the life of the bylaw.

Ensuring effectiveness and meeting legislative requirements Evaluating an implemented policy is important to assess the impact both positive and negative. Prior to the next review it may be beneficial for the Council to again collaborate with other agencies involved in alcohol harm reduction and complete an evaluative impact assessment. This would provide policy makers with a high level of evidence supporting the requirements under the Local Government Act, support a sustainable approach to the wellbeing of communities and a participatory and consultative approach to policy-making.

Section 3 Submission Form Questions

Which of the following options do you support?

* Adopt the proposed Alcohol Control Bylaw with our recommended amendment.

*Community may be in a position to identify other locations and/or times where public place drinking is of concern. Their commentary and evidence will need to be considered and there should be potential for additional restriction as a response to those concerns.

Description of the amendment RPH recommends the Council implement a new alcohol free zone on both sides of the road from Hacker Street to Colombo Road Bridge from 8.30am to 6pm on Saturdays. This proposal could be structured similarly to other descriptions in the draft in section 4.2.

The consumption or possession of alcohol in a public place (including in a vehicle), within the area outlined, is prohibited during the times shown below

 8.30am - 6pm every Saturday

(see Appendix 1 for clarification of the area)

This area has been identified as having significant risk of harm from public place consumption. Drinking of alcohol has been observed in parked vehicles and on footpaths surrounding the Masterton Rugby Football Club grounds and is associated with spectators watching the Saturday rugby games. The area is a busy one frequented by adults and children with the netball courts adjacent to the club. Many people will be coming and going from the area and steps to manage public safety are necessary.

10 Law Commission. (2009). Alcohol in our lives: An issues paper on the reform of New Zealand liquor laws. 129

The introduction of this alcohol free zone would prevent rugby spectators from bringing off-licence alcohol to the games and prevent its subsequent consumption in the vicinity. Given areas of high health harm exist throughout the district and people travel to the venue to watch the games the potential for harm could be significantly reduced.

RPH supports the ban at Castlepoint and Riversdale Beaches over the Labour Weekend. We are cognisant of the issues that were raised when the ban was first implemented and we accept the view that alcohol harm in these areas, at these times, would increase if the ban was revoked.

Last New Year’s (2017-18), alcohol free zones were in effect for all public places at Riversdale Beach and Castlepoint from 6pm on 30 December until midday on 1 January. Please indicate below if you support this continuing:

RPH supports the ban at Castlepoint and Riversdale Beaches over the New Year period and we are again of the view that alcohol harm would increase if the ban was revoked.

RPH understands that hazardous drinking is more common over the New Year period than Labour Weekend and that this difference in drinking behaviour accounts for the different start times. However this can make the details of the bylaw more difficult for the public to remember. A 6pm start for both beach bans would be easier. Alternatively, communication to the public immediately prior to each time period reminding them of the start time could be an option.

If you do support a vehicle ban at Castlepoint and/or Riversdale Beach, what time do you believe the ban should begin on 31 December?

RPH understands the supportive role that vehicle bans have in improving public safety. The mix of transport and recreational vehicles on the beach with other beach users raises safety concerns especially at busy times. We also understand their value in protecting wildlife and the environment. Whilst supportive of actions to limit vehicle access RPH does not have sufficient information to determine the appropriate operational hours. We do recognise the decision must be a balanced one, considering all the issues and support a harm minimisation approach.

Do you have suggestions for other actions Masterton District Council could take to address public safety or nuisance caused by alcohol-related incidents that you are concerned about in Masterton?

Our health data shows that the number of all alcohol related admissions (wholly and chronic) in Masterton is trending upwards. When examined across the age groups those showing the most increase occurs in those in the age groups 65 years and older and 45 to 64 years and to a lesser extent in those aged 25 to 44 years. Admissions are decreasing for those aged 18 to 24 years but underage admissions whilst low in number are trending upwards. 130

The issues pertaining to the Wairarapa are well canvassed in the June 2017 alcohol report for the Community Alcohol Action Group and some useful suggestions put forward. This is a good starting point on which to plan and co-design collaborative delivery. RPH will continue to support the group and share in the delivery.

The Council has a role in supporting the Community Alcohol Action Group to achieve the goals outlined in the report prepared for the group in June 2017. We endorse actions that reduce the physical availability of alcohol and reduce the levels of and impact of alcohol advertising, marketing and sponsorship as part of a comprehensive alcohol harm reduction programme. For example the council could look to strengthen its Public Places Bylaw to reduce the impact of alcohol advertising and marketing including branding. 131

Appendix 1: Area for New Alcohol Control Ban 132 #5

ABOUT YOU �MASTERTON DISTRICT COUNCIL

Name: R 0 3 DEC 2018 Organisation: 6

Postal Address: . � ......

Telephone:

Email Address:

Please note, for your submission to be valid we must have your name and a way of contacting you.

All submissions are public documents and will be made available to the media and general public. Your contact details will not be published.

PROPOSED ALCOHOL CONTROL BYLAW

Which of the following options do you support?

&1.'doptthe proposed Alcohol Control Bylaw as described in the Statement of Proposal.

D Adopt the proposed Alcohol Control Bylaw with amendments. Please describe your suggested amendments and reasoning in the space provided below. If you are suggesting changes to the proposed a/coho/ prohibition areas, please provide a clear description of what area/s you would like added or removed, and the reasons why you would like this change made.

D Allow the existing Liquor Control in Public Places Bylaw to expire on 18 December 2018 and do not replace it. Please explain why in the space provided below. 133

ALCOHOL CONTROL AT RIVERSDALE BEACH AND CASTLEPOINT

For the 2018 Labour Weekend, alcohol free zones were in effect for all public places at Castlepoint and Riversdale Beach on Friday, Saturday and Sunday evening from 7pm to 7am the following day. Please indicate below if you support this continuing: Yes, I fully support I support having No Don't Know the approach alcohol-free zones but suggest the times are amended (please state preferred times)

for Castlepoint at Labour Weekend?

For Riversdale Beach at Labour Weekend?

Please explain why in the space provided below.

Last New Year's (2017-18), alcohol free zones were in effect for all public places at Riversdale Beach and Castlepoint from 6pm on 30 December until midday on 1 January. Please indicate below if you support this continuing: Yes, I fully support I support having No Don't Know the approach alcohol-free zones but suggest the times are amended (please state preferred times)

for Castlepoint at New Year's?

for Riversdale Beach at New Year's?

Please explain why in the space provided below. 134

Last New Year's Eve (2017-18), in addition to the alcohol-free zones, vehicles were banned at Riversdale Beach and Castlepaint, from the township entrance to the water's edge, from midday on 31 December to 6am on 1 January. Do you support vehicle bans at New Year's Eve?

Yes, at Castlepoint and Riversdale Beach

O Yes, but only at Castlepoint

Yes, but only at Riversdale Beach

No, I don't support vehicle bans at Castlepoint or Riversdale Beach

Don't know

Please explain why in the space provided below.

If you do support a vehicle ban at Castlepoint and/or Riversdale Beach, what time do you believe the ban should begin on 31 December?

Midday O 3pm pm ¤ Other: ______Please explain why in the space provided below.

Are you a resident or ratepayer of: O Castlepoint Óversdale Beach

O Elsewhere in the Masterton district

U None of the above 135

FURTHER COMMENTS

Do you have suggestions for other actions Masterton District Council could take to address public safety or nuisance

caused by alcohol-related incidents that you are concerned about in Masterton?

Please provide any further comments below.

Please attach additional pages if more space is required.

COMMUNITY MEETING

Will you be attending the community meeting on 19 November 2018? The meeting will be held from 6:30-8:30pm at the Masterton Club, 98 Chapel Street, Masterton.

The community meeting is your opportunity to discuss your views with elected members and staff in person. The meeting will follow a workshop format, to ensure that everyone has an opportunity to be heard. O Yes No O Maybe

NEXT STEPS

Please return this form to Masterton District Council, for the attention of Kylie Smith, by: Emailing to: submissions mstn.aovt.nz

Posting to: Freepost 112477, PO Box 444, Masterton

Delivering to our office at 161 Queen Street, Masterton.

Submissions must be received by Sunday 2 December 2018. 136

ATTACHMENT 2

Alcohol Control Community Meeting Masterton Club, 98 Chapel Street, Masterton Monday 19 November 2018

Key points:  Support for keeping the town centre alcohol free.  Request that consideration is given to creating an alcohol‐free zone on Colombo Street, from Hacker Street to the Waipoua Bridge from 8:30am to 6pm on Saturdays. o Concerned about the consumption of alcohol combined with the presence of children and road safety, particularly in the winter sports season. o Supports inclusion of this area as an alcohol‐free zone in the bylaw, as it would provide controls to manage these concerns.  Police confirmed that alcohol‐free zones at Castlepoint and Riversdale over New Year would apply to everyone. Police use discretion in their actions for breach of the ban.  Police noted that Labour Weekend is less of a problem time than New Year.

Castlepoint Residents and Ratepayers Association Meeting Tuesday 20 November 2018

Key points: Labour Weekend  Support for alcohol‐free zone times at Labour Weekend.  Requested social media reminders about the alcohol‐free zone times at labour weekend.

New Year  Support for applying alcohol‐free zones from 6pm on 30 December to 12 noon on 1 January. (Police noted the prohibition could end at 6am on 1 January).  Some concern that vehicle‐free zones prevent visitors driving into the township.  Requested that when considering the timing of vehicle‐free zones, consideration is given to the day of the week that New Year’s Eve falls. If New Year’s Eve is on a week day, a later vehicle‐ free zone may be appropriate because it is a work day.  Requested social media reminders about the alcohol and vehicle‐free zones over New Year.

Riversdale Ratepayers Association Email received 15 November 2018 The Riversdale Beach Ratepayers Association advised that the majority view of their committee is that the proposal to continue the current practice of periodic bans at Riversdale Beach and Castlepoint (as opposed to across the board) is sensible. 137 ATTACHMENT 3

Masterton District Council Proposed Alcohol Control Bylaw 2018 138

Commencement

The Alcohol Control Bylaw came into force throughout the Masterton district on xxx.

Adoption

Date Summary of Amendments Adopted By 14 August 2013 Part 17: Liquor Control in Public Places first adopted Masterton District Council 30 July 2014 Amendment to Part 17: Liquor Control in Public Masterton District Council Places 139

Masterton District Council Alcohol Control Bylaw 2018

Contents

Foreword ...... 2 1. Title and Commencement ...... 2 2. Scope ...... 2 3. Definitions ...... 2 4. Alcohol Prohibition (Alcohol‐Free Zones) ...... 2 5. Council Permission ...... 3 6. Signage ...... 3 7. Offences and Penalties ...... 3 8. Power to Amend by Resolution ...... 4 9. List of Schedules ...... 4

Referenced Documents

Reference is made in this document to the following New Zealand legislation:

 Local Government Act 2002  Sale and Supply of Alcohol Act 2012  Local Government (Alcohol Ban Breaches) Regulations 2013

Masterton District Council Proposed Alcohol Control Bylaw Page 1 Date bylaw came into effect: TBC

140

Foreword

This bylaw is made under section 147 of the Local Government Act 2002 (LGA). This bylaw covers such matters as specification of public places, days and times where the bylaw applies, the powers of the Police, and exemptions to the bylaw. It should be read in conjunction with sections 147, 169, 169A and 170 of the LGA. Part 17: Liquor Control in Public Places of the Masterton and South Wairarapa Consolidated Bylaw 2012 is revoked at the time of the Alcohol Control Bylaw 2018 coming into force.

1. Title and Commencement

1.1. The title of this bylaw is Masterton District Council Alcohol Control Bylaw 2018.

1.2. This bylaw shall come into force throughout the Masterton district on DATE.

2. Scope

2.1. The purpose of this bylaw is to enhance safety and the public enjoyment of public places by providing for alcohol control in specified public places, and for specified days, times and events.

3. Definitions

Alcohol: Has the meaning given by section 5(1) of the Sale and Supply of Alcohol Act 2012. Public Place: A place that is open to or is being used by the public, whether free or on payment of a charge, and whether any owner or occupier of the place is lawfully entitled to exclude or eject any person from it, but does not include licensed premises. Special Licence: Allows the sale or supply of alcohol to anyone attending a particular event, private function, street party, sporting event. Special licences can be either ‘on‐site’ for consumption on the premises, or ‘off‐site’ for consumption elsewhere.

4. Alcohol Prohibition (Alcohol‐Free Zones)

4.1. The consumption or possession of alcohol in a public place (including while in a vehicle) within the Business District as shown in the First Schedule, is prohibited at all times.

4.2. The consumption or possession of alcohol in a public place (including while in a vehicle), within the Queen Elizabeth Park restricted area shown in the Second Schedule, is prohibited during the times shown below:  9.00 pm Monday to Sunday nights through to 7.00 am on the following day.

4.3. The consumption or possession of alcohol in a public place (including while in a vehicle), within the Skate Park Queen Elizabeth Park restricted area shown in the Third Schedule, is prohibited at all times.

Masterton District Council Proposed Alcohol Control Bylaw Page 2 Date bylaw came into effect: TBC 141

4.4. In addition to the prohibitions under clauses 4.1 to 4.3, the Council by resolution publicly notified, may order a prohibition of alcohol consumption or possession (including while in a vehicle) or prohibit vehicles for certain events or other specified times within specified public places in the Masterton district.

4.5. A prohibition made under clause 4.4 must be publicly notified at least 14 days in advance of the special event, in accordance with section 170(3) of the LGA. The Police powers of search under section 170(2) of the LGA applies to these events.

5. Council Permission

5.1. Any person may apply to the Council for prior written permission for any activity that would be in breach of any prohibition under this part of the bylaw.

5.2. A special licence may be issued under the Sale and Supply of Alcohol Act 2012 in respect of any location or event, and subject to the terms of that special licence will include waivers and dispensation according to those terms.

6. Signage

6.1. The Council will erect signage within public places covered by this bylaw to provide information to the public on the terms of the bylaw. The size, location and terms of this signage shall be at Council's discretion.

6.2. To avoid any doubt, the absence of signage in any public place does not authorise breach of this bylaw.

7. Offences and Penalties

7.1. Any person who breaches this bylaw commits an offence and may be liable to: a) an infringement fee pursuant to the Local Government (Alcohol Ban Breaches) Regulations 2013; and b) the penalty provisions of section 239A of the LGA.

7.2. To avoid any doubt, a person breaches this bylaw and commits an offence who: a) consumes or possesses any alcohol in a public place in breach of a prohibition under this bylaw; or b) breaches, or permits a breach of, the terms of any Council permission granted pursuant to clause 5.2 of this bylaw.

7.3. An infringement notice or reminder notice issued under this bylaw shall be in the form required under the Local Government (Alcohol Ban Breaches) Regulations 2013.

Masterton District Council Proposed Alcohol Control Bylaw Page 3 Date bylaw came into effect: TBC 142

8. Power to Amend by Resolution

8.1. The Council may, by resolution publicly notified: a) amend or vary the hours or days when the consumption or possession of liquor is prohibited in a public place; b) add schedules; c) make additions or deletions from the schedules; or d) substitute new schedules.

8.2. Where Council intends to make a resolution under clause 4.4 or 8.1, consultation will be undertaken as required, in accordance with the requirements of section 156 of the LGA.

9. List of Schedules

Schedule 1 – Masterton Business District Schedule 2 – Queen Elizabeth Park Restricted Area Schedule 3 – Skate Park Queen Elizabeth Park Prohibited Area

Note This bylaw is introduced pursuant to the specific empowering provisions of the Local Government Act 2002 that provide for bylaws for alcohol control purposes. This bylaw does not repeat or paraphrase those statutory provisions, and accordingly those provisions should be read in conjunction with this bylaw. In particular, the following provisions are noted:

 Section 147 empowers the Council to make this bylaw. It also defines 'alcohol' and 'public place'. In addition, section 147(3) sets out a number of specific exemptions when the bylaw will not apply with respect to the transportation of unopened bottles or containers.  Section 169 provides the Police with powers of search and seizure, without warrant, to enforce the bylaw. The Police are responsible for enforcing the bylaw.  Section 170 sets out certain conditions imposed on the Police powers of search under section 169. This bylaw has no effect on any other Police powers of search, seizure and arrest or any other statutory offences.

Masterton District Council Proposed Alcohol Control Bylaw Page 4 Date bylaw came into effect: TBC 143

FIRST SCHEDULE

Masterton Business District  From and including Northern Roundabout  Dixon Street from Northern Roundabout to the Southern Roundabout at High Street  Worksop Road from Dixon Street to Queen Street  Queen Street from the Northern Roundabout to its intersection with High Street  Renall Street from Queen Street to Chapel Street including the Renall Street Roundabout  Chapel Street from the Northern Roundabout to the Southern Roundabout at High Street including the roundabout.  In addition the public carparks of: o Church Street carpark and Church Street from the carpark to Dixon Street. o Wrigley Street carpark and Wrigley Street from carpark to Chapel Street o McDonalds carpark and the MDC carpark adjacent to McDonalds o MDC carpark adjacent to and behind MDC Building and including the sections of Lincoln Road and Perry Street to Chapel Street o Town Square carpark including the sections of Perry and Cole Streets to Chapel Street o Essex Street carpark and Essex Street from the carpark to Chapel Street o The Masterton Club carpark on the corner of Chapel and Essex Streets o Dixon Street carpark adjacent to Southey Honda o Smith Street carpark adjacent to Moore Wilsons o MDC Carpark behind Kuripuni Tavern o MDC Park at Kuripuni off Dixon Street o MDC land on Chapel/Waltons Avenue corner For the avoidance of doubt, this area includes the entire legal road reserve of the streets which form the boundary of the area specified above, up to the boundaries with adjoining properties and including the carriageway, berms and footpaths. Where the public place meets or is crossed by another road, the boundary of the public place shall be deemed to continue in an unbroken straight line across the other road.

Exclusions The prohibition excludes: a) Any area that is subject to a road encroachment issued by the Council; b) Any licensed premises that occupies a paved area on legal road or Council land where permission to occupy has been granted by the Council.

Masterton District Council Proposed Alcohol Control Bylaw Page 5 Date bylaw came into effect: TBC 144

Zone Times

All

Free at

Alcohol ‐ Applies

Masterton District Council Proposed Alcohol Control Bylaw Page 6 Date bylaw came into effect: TBC

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SECOND SCHEDULE

Queen Elizabeth Park Restricted Area

Queen Elizabeth II Park, including the Pioneer and Masterton Cemeteries, Sportsbowl, Deer Park, Waipoua River and banks and Jean Street sportsgrounds. For the avoidance of doubt, this area includes the entire legal road reserve of the streets which form the boundary of the area specified above, up to the boundaries with adjoining properties and including the carriageway, berms and footpaths. Where the public place meets or is crossed by another road, the boundary of the public place shall be deemed to continue in an unbroken straight line across the other road.

Exclusions The prohibition excludes: a) Any area that is subject to a road encroachment issued by the Council; a) Any licensed premises that occupies a paved area on legal road or Council land where permission to occupy has been granted by the Council.

Masterton District Council Proposed Alcohol Control Bylaw Page 7 Date bylaw came into effect: TBC 146

Alcohol‐Free Zone Applies between 9pm and 7am

Masterton District Council Proposed Alcohol Control Bylaw Page 8 Date bylaw came into effect: TBC 147

THIRD SCHEDULE

Skate Park Queen Elizabeth Park Prohibited Area Masterton Skate Park  The area bounded by Dixon Street, Memorial Drive to the swing bridge, western bank of the Waipoua River from the swing bridge to the Waipoua Road Bridge. For the avoidance of doubt, this area includes the entire legal road reserve of the streets which form the boundary of the area specified above, up to the boundaries with adjoining properties and including the carriageway, berms and footpaths. Where the public place meets or is crossed by another road, the boundary of the public place shall be deemed to continue in an unbroken straight line across the other road.

Masterton District Council Proposed Alcohol Control Bylaw Page 9 Date bylaw came into effect: TBC 148

Alcohol‐Free Zone Applies at all Times

Masterton District Council Proposed Alcohol Control Bylaw Page 10 Date bylaw came into effect: TBC 149

274/18 To: Her Worship the Mayor and Councillors

From: Tania Madden, Manager Strategic Planning

Endorsed by: Kathryn Ross, Chief Executive

Date: 12 December 2018

Subject Prohibition of Consumption or Possession of Alcohol, Castlepoint and Riversdale Beaches – New Year Celebrations 2018/2019 DECISION

Recommendation: That Council: 1. agrees, pursuant to the Masterton District Council Alcohol Control Bylaw 2018 and Section 147 of the Local Government Act 2002, to a prohibition on the consumption or possession of alcohol at Castlepoint and Riversdale from 6pm Sunday 30th December 2018 to 6am Tuesday 1st January 2019; and

2. agrees that Masterton District Council fund contractors to support Police in managing the road closure, noting that this is not budgeted.

Purpose The purpose of this report is to seek Council’s approval of the proposed alcohol control measures within the Riversdale and Castlepoint resort areas for New Year 2018‐2019 celebrations; and to seek approval from council to fund contractors to work with police to manage the road closure.

Background

In the past, temporary alcohol‐free zones and road closures at Castlepoint and Riversdale beaches over the New Year holiday period has proved to be an extremely useful deterrent to anti‐social behaviour. Having these mechanisms in place provides police with additional powers that support harm minimisation and community safety. See Attachment 1 for further information relating to officer powers. Last year Council also funded the cost of contractors to manage the road closure. This enabled police to utilise the majority of their resources within the beach resorts.

At its meeting on 31 October 2018 Council resolved to close roads at the beaches from 4pm on Monday 31st December 2018 through until 6am on Tuesday 1st January 2019, noting this could be amended following consultation with our community.

Council also agreed to consider alcohol free zones following consultation on the proposed Alcohol Control Bylaw (see separate report on this agenda). Questions seeking wider community views on road closures and temporary alcohol‐free zones at Castlepoint and Riversdale over New Year were included. 150

Community Consultation Key points in relation to temporary alcohol‐free zones and road closures at the beaches were:

 While only five submissions were received, all submitters supported both alcohol‐free zones and vehicle bans (road closures).  In addition, the views of both Castlepoint and Riversdale Beach Ratepayer Associations were sought, and both groups were in support of these mechanisms being put in place for 2018/19.  Police have confirmed that they strongly support the prohibition provisions being invoked again for 2018/19 New Year period.

Please refer to the report regarding the Alcohol Control Bylaw for more detail regarding consultation and for copies of the submissions received.

We will continue to seek feedback from our community over the coming summer in relation to alcohol control measures at the beaches over New Year (see below).

Proposed Alcohol‐Free Zones (Prohibition) Given feedback, previous discussion regarding the effectiveness of bans in supporting community safety, and the risks associated with not putting these mechanisms in place (refer to report 176/18 to Council’s Strategic Planning and Policy Committee dated 5 September 2018 regarding the Labour Weekend prohibition), the following is proposed:

 Alcohol free zones will be in place at both Castlepoint and Riversdale beaches from 6.00pm Sunday 30th December 2018 through until 6am Tuesday 1st January 2019

The prohibition of alcohol will affect the following areas:

Riversdale  Orui Station/Riversdale Road intersection, and along Riversdale Road to Riversdale township, Bodle Drive to the lagoon and including Riversdale Beach from the lagoon to the Southern Riversdale Reserve to the water’s edge. From Blue Pacific Parade and Bodle Drive intersection along Blue Pacific Parade to and including the Southern Riversdale Reserve including the beach to the water’s edge.  From Riversdale Road and Pinedale Crescent intersection along Pinedale Crescent to the intersection with Blue Pacific Parade.  The southern terrace off Palm Parade and the middle terrace off Pinedale Crescent being Rochdale Road, Otaraia Road, Bull Lane, Tama Road, Pukeko Place and Knoyle Road.  This includes all public places, public parks and accessways into the defined area where the prohibition will be extended to.

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Castlepoint  From the Castlepoint motorcamp to the Castlepoint Lagoon, including Jetty Road and Castlepoint Beach to the water's edge. From in front of the motorcamp to the Castlepoint Lagoon, including Castlepoint Reserve. Also including Guthrie and Balfour Crescents and all public roads and places to which the public have access within the township of Castlepoint.

Options for Alcohol Prohibition 1. Invoke the Prohibition Invoking a prohibition as outlined above would continue a harm prevention / harm minimisation stance and enable police greater powers if needed. Police support this option. Feedback from submitters and ratepayer associations also supports this option.

2. Do Not Invoke a Prohibition in 2018 Having no prohibition in place increases the risk of issues occurring at one or both beaches; and of police not being able to respond as quickly to address issues if they do occur. This also increases the risk of more serious incidents occurring.

Proposed Vehicle‐Free Zones Consistent with discussion above, no amendments to Council’s decision of 31 October 2018 are proposed. That being:

 To close roads at Castlepoint and Riversdale Beaches from 4pm on Monday 31st December 2018 until 6am on Tuesday 1st January 2019.

As noted above, last year council funded contactors to manage the road closure from noon through until 6pm. This was intended as a one off, however Police have requested that council fund the cost of this again for New Year 2018/19. The key reason being it enables the majority of police resource to be actively policing the beach townships. The cost for this would be approximately $2200 (excl GST). This funding has not been budgeted for in 2018.

Options for Funding Road Closure

Options Advantages Disadvantages 1. Agree to fund the This would support police to There would be a cost to management of the road provide a higher level of Council of approximately closure. policing at the beach resorts $2200 (excl GST). over the New Year holiday. Increased policing would contribute to community safety.

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Options Advantages Disadvantages 2. Decline to fund the No cost to Council. Police would need to manage management of the road the road closure themselves, closure. reducing the level of policing within the beach resorts. Fewer police within the beach areas may impact community safety.

Next Steps

Public Notification

If approved, the decision to proceed with prohibition will be publicly notified in the local media in accordance with the requirements of Masterton District Council Alcohol Control Bylaw 2018 and Section 147 of the Local Government Act 2002.

In addition, Council will work with Police to ensure that messaging regarding the road closures and prohibitions are widely promoted.

Ongoing Consultation at Castlepoint and Riversdale Beach

Further engagement regarding temporary alcohol control measures and road closures at Castlepoint and Riversdale Beaches over New Year will be undertaken at the beach resorts between 21 December 2018 and 28 February 2019.

Comment cards and ‘post‐boxes’ will be set up at four locations, two at Castlepoint and two at Riversdale Beach, seeking feedback on the level of support for alcohol control measures applied over the 2018‐19 New Year period. At the time of writing, staff are confirming the locations.

The comment cards will also be included with the rates notices sent to Castlepoint and Riversdale Beach ratepayers in the week starting 7 January 2019.

This more informal method of providing feedback is aimed at encouraging greater participation. It is also intended to differentiate between the consultation recently completed on the proposed Alcohol Control Bylaw.

Participation will also be encouraged by having all returned feedback forms entered into a prize draw to win a $100 fuel voucher.

This feedback will be used to support Council decision‐making on temporary alcohol control measures for future years.

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ATTACHMENT 1

The Policing Act 2008 35 Temporary closing of roads (1) A constable may temporarily close to traffic any road, or part of a road, leading to or from or in the vicinity of a place, if the constable has reasonable cause to believe that— (a) public disorder exists or is imminent at or near that place; or (b) danger to a member of the public exists or may reasonably be expected at or near that place; or (c) an offence punishable by 10 or more years’ imprisonment has been committed or discovered at or near that place. (2) In this section,— road has the meaning given in section 315(1) of the Local Government Act 1974 except that it includes— (a) a motorway within the meaning of section 2 of the Transit New Zealand Act 1989; and (b) a private road within the meaning of section 315(1) of the Local Government Act 1974; and (c) a private way within the meaning of section 315(1) of the Local Government Act 1974 temporarily means for a period that is reasonably necessary in the circumstances traffic means all or any specified type of traffic (including pedestrian traffic). Compare: 1974 No 66 s 342A Section 35(1)(c): replaced, on 1 July 2013, by section 413 of the Criminal Procedure Act 2011 (2011 No 81). 36 Care and protection of intoxicated people (1) A constable who finds a person intoxicated in a public place, or intoxicated while trespassing on private property, may detain and take the person into custody if— (a) the constable reasonably believes that the person is— (i) incapable of protecting himself or herself from physical harm; or (ii) likely to cause physical harm to another person; or (iii) likely to cause significant damage to any property; and (b) the constable is satisfied it is not reasonably practicable to provide for the person’s care and protection by— (i) taking the person to his or her place of residence; or (ii) taking the person to a temporary shelter. (2) A person detained under subsection (1)— (a) must be released as soon as the person ceases to be intoxicated: 154

(b) must not be detained longer than 12 hours after the person is first detained, unless a health practitioner recommends that the person be further detained for a period not exceeding 12 hours. (3) A health practitioner must not recommend the further detention of a person detained under subsection (1) unless the health practitioner satisfies himself or herself that— (a) the person remains intoxicated and is incapable of protecting himself or herself from physical harm; and (b) the person does not have health needs that may require medical attention; and (c) it is not reasonably practicable to provide for the person’s continuing care and protection by— (i) taking the person to his or her place of residence; or (ii) taking the person to a temporary shelter. (4) In this section,— intoxicated means observably affected by alcohol, other drugs, or substances to such a degree that speech, balance, co‐ordination, or behaviour is clearly impaired temporary shelter means a place (other than a place operated by the Police) that is capable of providing for the care and protection of an intoxicated person. (5) Section 31 of the Crimes Act 1961 applies in respect of the power to detain and take a person into custody under this section as if the power were a power of arrest. Compare: 1966 No 97 ss 37A, 38; 1992 No 46 s 122A

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270/18 To: Your Worship and Elected Members

From: David Hopman, Manager Assets and Operations

Endorsed by: Kathryn Ross, Chief Executive

Date: 12 December 2018

Subject: Henley Lake Working Party

DECISION Recommendation: That Council agrees: I. To appoint two Councillors ______and ______to the existing Henley Lake Working Party; II. That the Henley lake Working Party explore the options for the future of Henley Lake; and III. The Working Party report back to full Council with a preferred option for Henley Lake by 30 June 2019.

Purpose The Purpose of the report is to obtain a decision from Council on the membership of the Henley Lake Working Party, and to request the Working Party to further investigate options for the Henley Lake Resource Consent.

Background The Resource Consent for the Henley Lake water take expired in May 2017. Prior to the expiry of the Consent, Council lodged an application for renewal. Consequently, Henley Lake can continue to take water while the Resource Consent renewal is determined. The Henley Lake Working Party was established in 2016 to co‐ordinate the Council’s management of the Lake, and to seek methods to address the season toxic algal blooms. The Working Party determined early on that good, consistent flows into the lake are required to minimise the impact of the algal blooms. Consequently, the Working Party has also been involved in the Resource Consent application, seeking to address the issues being raised through the Resource Consent process to ensure that the flows continue. Working through the Resource Consent application with the Regional Council has identified issues. These are related to the Proposed Natural Resources Plan and the work of the Whaitua Committee. Council engaged the Planning Consultant firm Boffa Miskell to assist in the preparation of the further information and Assessment of Environmental Effects (AEE) required for the Application. The problems and conflicts with the PNRP have become apparent through their work. The Working Party has considered how to proceed. At this point, we have identified 4 options. These are high‐level and will require further refinement. It is possible other options may be identified going forwards. 156

To date the Working Party has been comprised solely of Council staff. However, given the ramifications of the various options, we believe it is appropriate to include Councillors in the working party in assessing the options and bringing forward a preferred option to Council.

Matters for Discussion There are two decisions that Council is being asked to make:

i. Whether to nominate Councillors to join the Working Party

ii. Whether to request the Working Party to report back to Council with an assessment of the options to progress the Henley Lake resource consent application by 30 June 2019.

Options Council has two options around the working party ‐ to A Nominate Councillors for the Working Party; or B Not nominate Councillors for the Working Party. It is considered that in either case, the Working Party will still be required to report to Council on the options for progressing the Resource Consent application. If Council decides to nominate councillors for the working party and there are more than two nominations, it is recommended that voting occur according to the voting systems provided for in Council’s standing orders for the election of chairs, deputy Mayors and committee chairs. Staff recommend System B which provides: The candidate will be elected or appointed if he or she receives more votes than any other candidate. This system has the following characteristics: (a) there is only one round of voting; and (b) if two or more candidates tie for the most votes, the tie is resolved by lot. (Masterton District Council Standing Orders, page 20)

Current Membership of the Henley Lake Working Party Current members of the Henley Lake Working Party are: Chief Executive ‐ Kath Ross; Manager Assets and Operations ‐ David Hopman; Community Facilities and Activities Manager ‐ Andrea Jackson; Environmental Services Manager ‐ Terri Mulligan; Senior Parks and Reserves Advisor ‐ Rosanne Heyes; Senior Advisor Wastewater Strategy and Compliance ‐ Phil Evans; and Technical Services Officer ‐ Ken Downing.

Discussion of Options Council staff have been seeking a pathway forward on the Consent application. The options that have been developed include options with significant financial and/or political implications. While staff can progress these options and report back to Council, it is believed that having input from Councillors at this

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stage will help to develop an option that best represents the needs of the Council and Community. For that reason, Option A above is the preferred option. Note that no formal delegations are proposed for the Working Party, as its role will be to consider options and report back, with any decisions on progressing an option being made by the full Council. In addition, no formal Terms of Reference have been prepared as the scope is to explore options and report back. Timeframes The current working party meets on an as‐needs basis, and members will informally meet to discuss issues as they arise. The inclusion of elected members to the working party will require this to be formalised to a 6‐8‐week schedule. The initial meeting would occur in early 2019 with a report‐back to Council on a preferred pathway forward by 30 June 2019.

Strategic Alignment In terms of the Councils Community Outcomes, the decision contributes to the following; A Sustainable, Healthy Environment We will look after our green spaces and waterways, reduce waste to landfill and reduce our energy consumption.

A Reliable and Well Maintained Infrastructure

We want to provide water supply, stormwater and wastewater systems in a cost‐effective way to address the present and future needs of the district.

Henley Lake is a significant asset in terms of both the Councils Parks and Open Space and storm water infrastructure. The importance of Henley Lake has been detailed in the Henley Lake Park Management Plan, Parks and Open Spaces Asset Management Plan and the Storm Water Asset Management Plan, with developments identified and included in the Councils Long Term Plan.

This decision supports these outcomes by helping to ensure that Henley Lake is sustainable in the long term and aligns with Councils strategic objectives. Henley Lake park and associated non‐market values will directly support the implementation of the environmental, cultural and social chapters of the He Hiringa Tangata, He Hiringa Whenua My Masterton Our People, Our Lands Strategy and indirectly the economic chapter.

Significance and Engagement This decision does not trigger the significance and engagement policy. Council will be aware that depending on the options recommended to Council by the working party significant decisions may need to be made in the future and community consultation and engagement may need to occur.

Financial Implications At this point, there are no financial implications of the decision being sought. There may be significant financial impacts depending on the outcomes and recommendations of the working party.

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Conclusion The Henley Lake Resource Consent is currently in the process of being renewed. Proposed rules in the Regional Plan are presenting difficulties with the renewal which were not anticipated and have come to light through the preparation of the AEE. Council needs to consider its options going forward, and officers are recommending that Councillors be co‐opted to the Henley Lake Working Party to ensure that the options developed represent the best interests of the community.

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273/18 To: Her Worship the Mayor and Councillors

From: Tania Madden, Manager Strategic Planning

Endorsed by: Kathryn Ross, Chief Executive

Date: 12 December 2018

Subject: NRB Communitrak Survey

DECISION

Recommendation: That Council agrees to triennial NRB Communitrak Surveys, timed to inform the Long‐Term Plan level of service review cycle.

Purpose The purpose of this report is to seek a decision from Council regarding the NRB Communitrak Survey for 2019.

Background Council has engaged the National Research Bureau (NRB) to undertake a residents’ survey each year since at least 2000. The survey measures use of, and satisfaction with, Council services.

Historically the results have been used as part of our performance measure framework. In December each year Council has confirmed which version of the survey (short or long) it wants to undertake the following year.

In December 2016, the then incoming Council, questioned the value of the survey given its sampling methodology relies heavily on telephone sampling, and the cost. However, as Council’s performance measure reporting relied on the survey, it was required.

This was taken into consideration, and discussed with Council, as the performance measurement framework for the 2018‐28 Long Term Plan (LTP) was developed. The 2018‐28 LTP performance measures do not include any measures that rely on NRB Communitrak data.

Given that, there is no longer a requirement for Council to undertake annual surveys unless they choose to.

NRB Survey

Methodology Historically NRB have telephone surveyed 400 residents in the Masterton District. The white pages of the telephone directory are used as the sample source. Each residential number selected is chosen in a systematic, randomised way. The survey targets 300 urban and 100 rural residents over the age of 18. A target of interviewing approximately 100 residents aged 18‐44 is also set.

In 2018 NRB included some face to face surveys at UCOL to assist in reaching the 18‐44 target. 160

For 2019, NRB have advised that they are mindful that while the 2018 Census figures for landline phone penetration for Masterton District haven’t been released yet, they expect the figure will have dropped. Given that, they propose extending the number of face to face to 80 in 2019. In 2018 only those aged 18‐44 years were interviewed face to face. For 2019, they would also interview those aged 44‐64.

NRB makes adjustments to the demographic profile of respondents, using statistical methods, to reflect the population demographics of the district.

Survey Options There are two versions of the survey:  The short version asks about participation and satisfaction with council services but does not seek any reason for responses for most questions.  The long version seeks reasons for dissatisfaction responses on all or specified questions.  With either option ‘local issue’ questions (including spend emphasis) can be added if there is a specific matter that Council would like to seek community views on.

Historically the long version was only used every three years, however Council opted to undertake the longer version in 2015, 2016 and 2018. In 2017 Council chose to undertake the short version. In 2016 and 2018 the ‘spend emphasis’ question was added which asked respondents to indicate whether they would like to see more, less or the same amount of money spent on services included in the survey. In 2015 and 2018 local issue questions were also included. Survey Costs The final cost of the 2018 Survey including the additional questions was $24,800 + GST. Going forward, NRB have advised that they would not be able to absorb the cost of 80 face to face interviews and therefore would need to charge an additional cost of $500 plus GST for this. NRB have provided quotes for a 2019 survey as per below (fees below include the $500 extra for 80 face to face interviews):

The short version survey as per the 2017 questionnaire (with 80 $20,800 + GST Option A face to face interviews). $22,200 + GST The long version of the survey (includes reasons for dissatisfaction) Option B (with 80 face to face interviews).

The long version of the survey (includes reasons for dissatisfaction) $25,000 + GST Option C AND the spend emphasis question, as per 2016 and 2018 (with 80 face to face interviews).

NRB’s pricing for additional questions start at $350.00 plus GST where the question does not involve asking an open‐ended response (i.e. asking respondent to say why they feel a particular way). If the question is open ended and therefore requires responses to be coded, the cost is $450 plus GST. If a group of questions is asked about the same topic a discount can be applied.

Council has budgeted $22K per annum over the next three years to undertake the survey.

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Proposed Timeline ‐ 2019 Should Council proceed with a survey in 2019, the timeline for that would be as follows: 1. Questionnaire finalised: mid February 2. Interviewing: late Feb through until early March. This is consistent with the survey period for 2017 and 2018. 3. Summary results provided early April 2019. 4. Full Report provided late April 2019.

In 2016 and 2017, the survey was replicated on line at the close of the phone survey to allow the wider community to participate. This did not occur in 2018 given consultation on the draft LTP was underway.

Survey Pros

 The survey provides an opportunity for our community to provide feedback.  The data provides a snapshot in time that can be used to measure the level of satisfaction with the services we provide. Along with other information, this can help to build a picture of how satisfied our community are.  The survey methodology ensures a robust process and data that is comparable over time against our own trends and with peer groups.

Survey Cons

 The sampling methodology relies heavily on phone‐based surveying with participants primarily selected from the white pages. Given the number of people with landlines is declining, questions have been raised regarding how representative of our community the sample actually is. o NRB have taken this on board and are moving to more face to face surveying, however there are increased costs involved with this and the majority of the sample is still sourced via the white pages.  For the vast majority of services, any changes year on year are within the error of margin for the survey sample.  Where there are sudden peaks or drops these often reflect something external that can be explained e.g. in 2017 when there was a flooding event, satisfaction with storm‐water services declined.

Matter for Discussion

Council now need to decide whether to proceed with an NRB Survey in 2019, and if so, which version of the survey. There is also an opportunity at this point to consider the frequency of surveying going forward.

Options Considered

Option Advantages Disadvantages 1. Proceed with annual Satisfaction survey data Survey costs between $20K ‐ $25K surveys (next survey would continue to be per annum. 2019) available providing robust comparative data against In general, there is not a lot of MDC trends and with peers. variation in levels of satisfaction 162

across services ‐ changes compared to the previous year are usually within the margin of error.

Often where there are ‘spikes or dips’ there is an external factor that has influenced results.

2. Change to bi‐annual Satisfaction survey data Data would be available less surveys (next survey would continue to be frequently. would be 2020) available providing robust comparative data against MDC trends and with peers.

Cost savings of up to $20K‐ $25K over two years = up to $10K ‐ $12.5K per annum.

Savings could be used to explore or invest in alternative feedback / engagement mechanisms.

3. Change to triennial Satisfaction survey data Data would be available less surveys aligned to would continue to be frequently. inform the LTP level of available providing robust service review process comparative data against (next survey would be MDC trends and with peers. 2020, then three yearly from then). The availability of this data could be timed to feed into the LTP LOS review every three years ensuring the data was actively used.

Cost savings of up to $40K ‐ $50K over three years = up to $13K ‐ $16.5K per annum.

Savings could be used to explore or invest in alternative feedback/ engagement mechanisms. 4. Cease NRB Surveys Cost savings of up to $20K‐ We would no longer have $25K per annum. comparative satisfaction survey data. Alternative feedback/ engagement tools could be explored/invested in.

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Discussion of Options Staff recommend option 3. This option would enable ongoing satisfaction feedback that can be compared with past trends and against peers ‐ Council wouldn’t lose this data source. The feedback could be timed to help inform (along with other tools) the LTP level of service review process, ensuring it is actively used. Cost savings could be invested in exploring/trialing alternative means of seeking feedback from our community.

Significance and Engagement: Option 3 has been reviewed against MDC’s Significance and Engagement Policy and has been assessed as Significant given the survey provides feedback from our community on Council’s strategic assets; and changing the frequency of the survey would change the current level of service to our community i.e. the frequency of the opportunity, if selected, to provide feedback via the survey. The level of significance has been assessed as LOW given the survey would still be conducted, just less frequently. The change in this level of service would be minor; other opportunities for feedback and engagement could be explored; and the decision is easily reversible.

Legislation/Policy: There is no legal reason why the survey could not be conducted less frequently; and the performance measurement framework no longer relies on this survey data.

Strategic Alignment:

Aligning the timing of the NRB Communitrak survey to inform the LTP LOS Review process would ensure that the data is actively used to help inform key planning cycles, such as the LTP.

Making it easier for people to engage and participate in Council decision making processes is a key direction in our Social Development Strategy. We committed to looking at new and different ways that this can be achieved.

One of the community outcomes in our 2018‐28 LTP is to aspire to an Engaged and Empowered Community. In our LTP we also state our commitment to establishing and maintaining mechanisms that encourage Māori involvement in Council decision making, and we outline our intention to identify ways for better involving and engaging local hapū; and we have a performance measure focused on increasing the diversity, both age and ethnicity, of those ‘having a say’.

Reducing the frequency of the NRB Survey could enable some new and different opportunities for engagement to be explored and trialed alongside the more traditional NRB tool.

Financial Implications:

Council has a budget provision of $22K per annum over the next three years for the NRB Communitrak Survey. Reducing the frequency of the NRB Survey to every three years would enable cost savings of approximately $44K over the three‐year period or up to $14.5K per annum, depending on which survey option was selected.

Some of this funding would be required for one off surveys regarding issues of concern in the current year and could be invested in alternative forms of engagement going forward. 164

Community Views: No consultation has been undertaken with the wider community regarding the frequency of the survey. The survey targets 400 individuals as a sample of our community and this would continue, only less frequently.

As noted, the cost savings could be used to explore other feedback mechanisms that may engage other sectors of our community that could be considered alongside the NRB feedback.

Impact on Māori: As stated above, Council has made a commitment through its LTP to improving engagement with and participation of Māori in Council decision making processes. NRB does not currently ask the ethnicity of those who participate so we do not know how many people identifying as Māori are reached through the survey. As previously stated, the cost savings could be used to explore other ways of engaging with our community, in addition to the NRB survey. This could include opportunities that are preferable for Māori.

Next Steps Should Council confirm Option 3, we will advise NRB that we will proceed with a survey in 2020, and three yearly from then. Staff will investigate alternative forms of engagement and customer satisfaction surveys over the next 6 months and report back to Council prior to the adoption of the annual plan 2019/20.

In the current year, one off surveys relevant to issues of concern, for example how people in our community would like Council to communicate with them, will need to be undertaken. Given that full cost savings would not be realised in the current year.

If having considered the above, Council would prefer to undertake an NRB survey in 2019, we will proceed with arrangements for that.

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278/18

To: Your Worship and Elected Members

From: Shanna Crispin, Communications and Marketing Manager

Endorsed by: Kathryn Ross, Chief Executive

Date: 12 December 2018

Subject: My Masterton Campaign Future Direction

DECISION

Recommendation: That Council agrees to Option 3 presented in report 278/18, which is to:

i. discontinue use of the My Masterton brand for external audiences (those not situated in the Masterton District) ii. outsource promotion of Masterton to external audiences to an external organisation/provider within current economic development spend.

Purpose

This paper is intended to guide Council’s decision‐making around the future direction of the My Masterton campaign.

Background

The My Masterton campaign was initiated in 2014. It was intended as an economic development campaign to market Masterton to audiences in New Zealand major cities, namely Wellington and Auckland.

However, the campaign began with “selling Masterton to itself” first. The rationale being Masterton could not be marketed to external audiences without the existing community first becoming champions.

Thus, the My Masterton campaign started with small events targeted at the local community, including ad hoc consultation about what people loved most about Masterton.

The campaign then progressed on to targeting the external audience with the main marketing channel a print product inserted into daily papers or mail dropped in Auckland and Wellington.

Anecdotal feedback was that the campaign had been “very successful”.

2018 campaign

The current Communications and Marketing Manager and Economic Development Manager both joined the organisation in 2018.

A decision was taken to develop a fresh strategy for the My Masterton project to underpin activity in 2018‐19. The first half, and most resource‐intensive, part of this work has now been undertaken. Planned events in the local community haven’t eventuated as yet due to the priority on the external audience. 166

The refreshed strategy was founded on a Spring 2018 campaign into the Auckland market. It included:

- Relaunched My Masterton website - Print product with all new content developed - Print product distributed to Auckland audience via New Zealand Herald (93,000 copies) and available online - In‐person marketing at the Auckland Home Show (50,000 visitors) - Digital marketing through NZME to support print and event marketing.

Results (overall strategy)

The interim results from the 2018‐19 strategy are set out below, with reference to the initial objectives for the campaign. Please note these are interim results for the overall strategy as the full strategy hasn’t been implemented.

Objective Interim results - Estimated 200 local residents signed up to Facilitate “sense of pride” development in email database Masterton district. Measured by: - Engagement on social media has increased - Local residents signing up to My – some posts resulting in engagement of Masterton updates with target of 60% (of people who viewed) +5,000 digital database (currently 200) - Local residents’ social media engagement and amplification (sharing) - New website launched Develop best‐practice information sources targeted to audiences in Wellington and - First “What’s On” newsletter to be Auckland. Measured by: distributed in December 2018 - Database currently at 2,645 - Development of best‐practice website - My Masterton magazine distributed in - Establishment of quarterly “What’s on” September 2018 to Auckland market. newsletter - Real estate agent results: - Increase non‐local database to +5,000 o Of the seven respondents, four (currently 500) indicated that they had received - Once yearly My Masterton magazine inquiries from potential buyers as a distributed to target markets. Success result of the campaign, with a total of measured by feedback in survey of twelve inquiries received. participating estate agents o Of these twelve, we have an indication that 50% progressed into either the serious consideration of a property or a property sale. o The majority of buyers were interested in looking at either residential property or rental property. o Five out of seven respondents noted that they believed the My Masterton campaign was beneficial/important to their business on the whole. Attract positive media coverage of Masterton Not yet achieved in target markets in high‐readership publications (Dominion Post, NZ Herald and/or NB: there has been coverage of Masterton in high‐profile publications not related to the 167

Objective Interim results magazines suitable for target audiences. campaign such as in Kia Ora magazine and New Measured by: Zealand Business and Management. - Coverage in relevant high‐readership publication

- Facebook followers increased to 7,000 – Develop awareness of Masterton as a desirable place to live and visit in target not significant increase as haven’t carried audiences. Measured by: out promotions to increase followers. - Instagram followers at 506 – as per above - Increase Facebook followers to +10,000 re results. (Currently 6,900) - Increase Instagram followers to +2,000 (Currently 350) - Gain two case studies of people who have moved to Masterton, citing My Masterton campaign as a contributing factor.

Results (Spring campaign)

Website launch New website launched in late August Circa $4,000 1,500 users in September investment

Print publication All‐new content created for print magazine, shared on My Masterton website, used for social media content $25,000 investment Distributed to 93,000 homes in Auckland Distributed at Auckland Home Show

Event marketing Presence at Auckland Home Show over five days Circa $6,000 Collected more than 2,000 emails (as part of competition) and engaged investment with each person – raising awareness of Masterton

Digital advertising Through NZME on NZ Herald website $10,000 Click through rate higher than industry average investment Almost 1,900 clicks on advertising or video pre‐roll

Overall Generating interest in property is a key outcome intended from the campaign. In line with this, local real estate agents were surveyed

following the Spring campaign. The results include: o Of the seven respondents, four indicated that they had received inquiries from potential buyers as a result of the campaign, with a total of twelve inquiries received. o Of these twelve, we have an indication that 50% progressed into either the serious consideration of a property or a property sale. 168

o The majority of buyers were interested in looking at either residential property or rental property. o Five out of seven respondents noted that they believed the My Masterton campaign was beneficial/important to their business on the whole. Return on While measuring the effectiveness of marketing campaigns from an ROI Investment point of view is notoriously challenging, the My Masterton campaign offers some positive insights. With the Spring 2018 campaign circa $45,000 was invested (staff time was additional with an estimate of at least $5,000 worth of staff time, including attendance at the event in Auckland). The level of interest gained and anecdotal feedback from real estate agents seems to indicate likely results of motivating people to move or invest in Masterton. Economic impact analysis indicates that a one unit increase in population in the Masterton District would increase GDP by $42,300 when based on a regression analysis from 2003‐2017 (if future population growth estimates are accounted for, this jumps to $72,600). This means that a near 100% return on investment would be gained from a one‐unit population increase, using GDP as the sole measure.

Future campaign

There is strong anecdotal feedback (outside of the surveyed real estate agents) that the My Masterton project overall is positive and beneficial for the district. Therefore, many would like to see it continue. However, there two key challenges with continuing the project in its current form:

- The My Masterton branding is confused and not relevant to an external audience (those outside the Masterton District) - Internal resourcing is not adequate to manage integrated campaigns encompassing print, digital and event marketing on a regular and ongoing basis

Options

Option 1 – Continue with the My Masterton project managed in‐house with existing branding Pros: Cons: - In‐house teams familiar with concept and - My Masterton brand doesn’t resonate with objectives audience not familiar with Masterton - Learnings from most recent campaign can - Brand has a strong local following, be factored in to future campaigns especially on social media - Internal teams will likely struggle to resource implementation of an ongoing project and achieving meaningful results

Option 2 – Stop use of My Masterton brand for external audiences. Continue with promotion of Masterton to external audiences managed internally as an Economic Development project Pros: Cons: - Dropping use of My Masterton brand for - Internal teams will likely struggle to external promotion project will remove resource implementation of an ongoing project and achieving meaningful results 169

confusion and present opportunities for community engagement - In‐house teams familiar with concept and objectives - Learnings from most recent campaign can be factored in to future campaigns

Option 3 (PREFERRED OPTION) – Stop use of My Masterton brand for external audiences. Outsource promotion of Masterton to external audiences to an external provider, such as Destination Wairarapa Pros: Cons: - Dropping use of My Masterton brand for - MDC may lose control over elements such external promotion project will remove as content confusion and present opportunities for - MDC will need to invest in outsourcing community engagement management and delivery of the project - Internal team resources will not need to be dedicated to campaign development and implementation - Marketing and promotional campaign can be handed to organisation or person that is specialist in that field - MDC currently renegotiating contracts

Option 4 – Discontinue promotion of Masterton to external audiences as an Economic Development project Pros: Cons: - Internal team resources will not need to be - Strong local following of My Masterton dedicated to campaign development and brand implementation - Strong local support amid stakeholders of - Savings will be made through removed My Masterton project investment in project - Missed opportunities to build on success already gained

Recommendation:

It is recommended Council support Option 3:

‐ Stop use of My Masterton brand for external audiences. ‐ Outsource promotion of Masterton to external audiences to an external provider, such as Destination Wairarapa

Using the My Masterton branding for external audiences (outside of Masterton) is challenging. In contrast, there is a strong local following and engagement with the My Masterton brand – more than 50 per cent of Facebook followers currently live in the Masterton district. A recent poll of our Facebook followers found the majority either live in Masterton, or are from the Masterton region but live elsewhere.

With this in mind, it is recommended that the My Masterton brand be dedicated solely to community engagement initiatives such as consultations. NB: this would not impact significantly on the current 170 website aside from removing the My Masterton logo that is currently on the website and replacing it with a generic brand/title promoting Masterton.

Outsourcing the development and implementation of an ongoing promotion strategy for Masterton would enable a better outcome for the project overall: having dedicated resources working on it will ensure effective development, implementation and reporting – something which the internal team currently finds challenging. In addition, this promotion seems better suited to an organisation or professional with a dedicated tourism marketing skillset.

If this option is supported there are also opportunities to look at our current relationships and funding, for example with Destination Wairarapa and WREDA, to establish whether a reallocation of current budgets could deliver better value.

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279/18 To: Mayor and Elected Members

From: Tania Madden, Manager Strategic Planning

Endorsed by: Kathryn Ross, Chief Executive

Date: 12 December 2018

Subject: Governance Code of Conduct Minor Amendment

DECISION Recommendation: That Council adopts the minor amendment to the Masterton District Council Governance Code of Conduct, as provided with this report (279/18) as Attachment 1.

Purpose The purpose of this report is to present the minor amendment proposed to the Masterton District Council (MDC) Governance Code of Conduct, for Council’s adoption.

Background The MDC Governance Code of Conduct (the Code) sets out the standards of behaviour expected from MDC’s elected and appointed members.

Under Schedule 7 of the Local Government Act 2002 (LGA), the Code may be amended at any time, subject to a vote in support of the amendment by at least 75% of the members present at the Council meeting where the amendment is considered.

A minor amendment to the Code is proposed following recent policy amendments to retain consistency.

A more detailed review of the Code will be completed with members, following the 2019 local elections.

Proposed Amendment to the Governance Code of Conduct MDC updated its internal Fraud, Dishonesty and Corruption Policy in April 2018 and its internal Sensitive Expenditure Policy Manual in August 2018.

The previous versions of these policies stated that they were applicable to elected members. As these are internal policies set by the Chief Executive for staff, the references to the policies applying to elected members have been removed from the current versions.

Instead, it is recommended that elected members formally agree to adhering to these policies through their own code of conduct.

To this end, a change is proposed to Section 10: Ethical Behaviour of the Code, specifically that members will:  adhere to MDC’s internal Sensitive Expenditure Policy Manual; and  adhere to MDC’s internal Fraud, Dishonesty and Corruption Policy. 172

The amended page of the Code is provided with this report as Attachment 1.

The Sensitive Expenditure Policy Manual and the Fraud, Dishonesty and Corruption Policy (and supporting procedure as referenced in the policy) have been circulated to elected members via email.

Options Considered A summary of the options considered is included in the table below.

Option Advantages Disadvantages 1 Adopt the proposed  Maintains original intent of  No disadvantages identified. amendment to the the code of conduct – i.e. Code, agreeing to that the same rules apply for adhere to MDC’s staff and elected members. internal fraud and  Supports clarity and sensitive expenditure efficiency by having the same policies rules for elected members and staff 2 Do not adopt the  No advantages identified.  Increased risk of error due to proposed amendment different rules in place for to the Code and instead elected members and staff develop content on  Potential for negative fraud and sensitve perception internally and expenditure specifically externally if elected for elected members members and staff are held to different standards  Additional staff time required to develop content

Staff recommend option 1 for the reasons outlined above. 173 ATTACHMENT 1 9. Register of Interests

Members shall annually make a declaration of interest. These declarations are recorded in a Register of Interests maintained by MDC (refer Appendix A for Register of Interests template). The declaration must include information on the nature and extent of any interest, including:  any employment, trade or profession carried on by the member or the members’ spouse for profit or gain;  any company, trust, partnership etc for which the member or their spouse is a director, partner or trustee;  the address of any land in which the member has a beneficial interest, within the jurisdiction of MDC;  the address of any land owned by MDC in which the member or their spouse is: - a tenant; or - the land is tenanted by a firm in which the member or spouse is a partner, a company of which the member or spouse is a director, or a trust of which the member or spouse is a trustee; and  any other matters which the public might reasonably regard as likely to influence the member’s actions during the course of their duties as a member (if the member is in any doubt on this, the member should seek guidance from the Chief Executive). Please note: Where a member’s circumstances change they must ensure that the Register of Interests is updated as soon as practicable.

10. Ethical Behaviour

Members will seek to promote the highest standards of ethical conduct. Accordingly, members will:  claim only for legitimate expenses as determined by the Remuneration Authority and any lawful policy of MDC developed in accordance with that determination;  adhere to MDC’s internal Sensitive Expenditure Policy Manual (attached to this Code as Appendix B);  adhere to MDC’s internal Fraud, Dishonesty and Corruption Policy (attached to this Code as Appendix C);  not influence, or attempt to influence, any MDC staff, officer or member in order to benefit their own, or families personal or business interests;  only use the Council resources (such as facilities, staff, equipment and supplies) in the course of their duties and not in connection with any election campaign or personal interests; and  not solicit, demand, or request any gift, reward or benefit by virtue of their position and notify the Chief Executive if any such gifts are accepted. Where a gift to the value of $50 or more is accepted by a member, that member must immediately disclose this to the Chief Executive for inclusion in the publicly available register of interests. Any failure by members to comply with the provisions set out in this section represents a breach of this Code.

10.1 Undischarged bankrupt In accordance with clause 15(5) of Schedule 7 (LGA 2002) any member who is an “undischarged bankrupt” will notify the Chief Executive prior as soon as practicable after being declared bankrupt. The member will also provide the Chief Executive with a brief explanatory statement of the circumstances surrounding the member’s adjudication and the likely outcome of the bankruptcy.

Masterton District Council/Te Kaunihera ā-rohe o Whakaoriori: Code of Conduct - page 8 174

275/18 To: Her Worship the Mayor and Councillors

From: Tania Madden, Manager Strategic Planning

Endorsed by: Kathryn Ross, Chief Executive

Date: 12 December 2018

Proposed Amendment of the Masterton District Council and South Wairarapa Subject: District Council Consolidated Bylaw 2012, Part 13 ‐ Traffic

DECISION

Recommendation: That Council adopts the proposed amendments to Part 13 (Traffic) of the Consolidated Bylaw 2012 as illustrated in the map in Appendix 3, and outlined below, for consultation: i. Convert 28 parks on the East side of Queen Street, between Worksop Road and Harlequin Streets, to P120, maintaining eight P30 parking spaces ii. Convert four currently unrestricted parking spaces in Renall Street, between Queen Street and Chapel Street, to P120; and add two additional P120 car parks in this section of Renall Street.

Purpose The purpose of this report is to seek Council agreement to consult 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.

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.

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.

In addition, there is a Council owned carpark (the Smith Street Carpark which is part of what is commonly known as the ‘Moore Wilsons carpark’) within walking distance of the area that provides 38 all day parks. 175

In response to concerns, a parking survey was undertaken to assess parking availability and turnover in the area. Following that, a recommendation for change was put forward. Feedback on the recommendation was sought from 17 organisations in the area. Seven organisations responded. A summary of the feedback received is included at Attachment 1.

Queen Street Parking Survey The parking survey showed that:

 Unrestricted parking on the West (UCOL) side of the street was occupied 81% of the time (on average); and that 92% of vehicles using these parking spaces were parked for more than 3 hours.  However, on the East side of the street, P30 restricted parking spaces were occupied only 17% of the time (on average). Overall the survey suggested that parking availability in this area of Queen Street is unbalanced. Given that, the recommendation was that a number of P30 parking spaces on the East side of the street be converted to P120 parking spaces to allow people up to two hours free parking. In addition, given growth in the District, changes to cycle lanes and the planned CBD upgrade, it was also recommended that a more comprehensive parking assessment be undertaken (last completed in 2010) in the future. This could be aligned with the review of the CBD.

Feedback from Organisations: Staff hand delivered surveys to seventeen local businesses to seek their views on the parking survey recommendation. Seven organisations responded. Those that responded: o Agreed that the current parking arrangements were not meeting the needs of the area; and o Were supportive of extending the majority of the P30 to P120.

Proposed Changes: Based on the parking survey, and feedback received from organisations in the area, the following is proposed (see map in Attachment 3 for proposed changes):

 Queen Street:

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

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

176

 Renall Street –Southern side of the road between Queen Street and Chapel Street convert four currently unrestricted parking spaces to P120 for consistency and add two new P120 parking spaces. This will provide more parking and encourage greater turnover.

It is anticipated that the proposed changes will address current parking challenges in the vicinity. Options Considered Options Advantages Disadvantages 1. Maintain Status No cost to council in This will not address the concerns quo implementing change. raised about parking availability in the area in the immediate future. Parking provision in the area could be reviewed once a There is currently no allocation of broader review of parking has funding for a broader parking review. been completed, enabling the ‘bigger picture’ to be considered.

2. Adopt This will address parking Cost of installing new and recommended concerns in the area now, replacement parking signage. changes without limiting further change

in future if this is assessed as being necessary.

Discussion of Options Significance and Engagement: The proposed change has been considered under Council’s Significance and Engagement policy. On most points the decision would not be assessed as significant given the provision for longer term parking would be maintained, organisations in the area have provided feedback, 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. However, decisions relating to parking can attract a lot of community interest. Given that, consultation with the wider community, who may use these car parking spaces, is recommended to seek their views on the proposed changes. Consultation would consist of an online survey promoted to the community via Council’s Facebook page and website. Organisations in the vicinity (e.g. Wairarapa REAP and UCOL) would also be invited to ‘promote and/or host’ the survey e.g. send to their contact lists and/or have copies (electronic or hard copy) and a collection box available on site. Legislation/Process:

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 the matter concerns a significant matter (identified in the significance and engagement policy 177

as such) 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 matter has not been classified as significant, there is the 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). For this reason, a period of relatively informal consultation and engagement is proposed.

Under s.156(2) minor amendments to a bylaw can be made by ordinary resolution publicly notified where the amendment does not affect “an existing right, interest, title, immunity or duty”.

Community Views:

Feedback has been sought from 17 organisations in the area, with seven responding to the survey. These organisations are generally supportive of the proposed changes, seeing these as a way of resolving current parking challenges in the area. See Attachment 1 for further information. As noted above, consultation with the wider community will be undertaken.

Financial Considerations:

There will be minor financial impact given parking signage will need to be changed; and some staff time will be required to manage the consultation and implement the change should that proceed.

Bylaws Review The three Wairarapa councils are currently undertaking a review of Bylaws. The review is expected to be completed by June 2018. Restricted parking areas are defined under the traffic bylaw, however each Council will have a schedule specific to them. Given that, there is no need to defer this decision until then as it could be incorporated into the new schedule.

Next Steps: Should Council adopt the changes:  A survey and communications plan will be developed to support consultation with the community.  Responses to the survey will be reported to Council’s February 2019 meeting.

178

ATTACHMENT 1 Summary of feedback from Organisations: o Survey forms were hand delivered by staff, who also discussed the proposed changes with recipients, to 17 organisations in the area with MDC receiving feedback from seven organisations. o The majority of the feedback was supportive of the proposed changes: o Six of the seven Businesses indicated that they thought the parking allocation was unsuitable for the community. o All 7 respondents indicated that the current 30 minute allocation for the majority of parking on the East side of Queen street in that area is not long enough for the community to attend to meetings, appointments and run errands in the area. o Five respondents indicated that they have some off‐street parking available for staff and/or customers. Two respondents did not. o Comments that were not in support of the proposal included: . One premise expressed a preference for time restricted parking to be located directly outside their organisation rather than across the road. . One premise had concerns that there would not be enough long‐term car parking nearby for staff. o Comments were also received relating to car dealers in the area utilising all day parking spaces.

179

‐‐‐‐‐‐‐‐‐‐‐‐ 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

180 ATTACHMENT 3 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

181

280/18 To: Your Worship and Elected Members

From: Tania Madden, Manager Strategic Planning

Approved By: Kathryn Ross, Chief Executive

Subject: 2018 Representation Review

Date: 12 December 2018

INFORMATION Recommendation That Council notes the contents of this report which confirms that the final representation arrangements for the 2019 local authority elections will be as follows: 1. There will be ten elected members plus the Mayor. 2. All members will be elected ‘At Large’. 3. There will be no community boards.

Purpose The purpose of this report is to advise elected members that the representation arrangements that were proposed and then consulted on for the 2019 local authority elections are now confirmed.

Background The Local Electoral Act (LEA) 2001 requires all local authorities to review their representation arrangements at least once every six years. MDC was required to undertake a review in 2018.

MDC Representation Review Process Council adopted its initial proposal for consultation on 27 June 2018. Consultation on the initial proposal took place between 7 July 2018 and 13 August 2018, and a hearing was held on 29 August 2018. On 19 September 2018, MDC confirmed its final proposal for representation arrangements for the 2019 local authority elections as follows:  Maintain the number of Councillors at 10 and the Mayor.  Have all members elected At Large.  Maintain the status quo in relation to community boards (i.e. no community boards were proposed). This was publicly notified on 24 September 2018. Appeals closed on 29 October 2018. No appeals were received 182

Rural Advisory Group At the time representation the final proposal was confirmed, Council also agreed to explore the establishment of a Rural reference or advisory group outside of the representation review process. Staff have had an initial meeting with Federated Farmers and are exploring options. Further information will be reported to Council early next year.

Representation Arrangements for 2019 Under Section 19Y(1) of the Local Electoral Act 2001, if there are no appeals or objections, representation arrangements for the 2019 elections will be as per the final proposal, as outlined above for MDC. Public notice must be given of the final arrangements, with no fixed date for this. MDC’s final arrangements were publicly notified on 8 December 2018. A copy of the final public notice is attached for information.

MASTERTON DISTRICT COUNCIL ATTACHMENT 1 FINAL REPRESENTATION183 ARRANGEMENTS FOR THE 2019 LOCAL ELECTIONS On 24 September 2018 the Masterton District Council gave public notice of its final proposal for representation arrangements to apply for the Council for the local elections to be held on 12 October 2019. Notification of the right to appeal was also given. No appeals were received in respect of the resolution, therefore the representation arrangements for the Masterton District Council’s 2019 local elections will be the same as in the final proposal: Council Representation • The Council will comprise 10 members plus the mayor. • All members will be elected at large. • There will be no community boards. Further information Any queries regarding the Council’s decision should be directed to Tania Madden. • By phone 06 370 6300 • By email to [email protected] • By post to Masterton District Council, Attention - Tania Madden, PO Box 444, Masterton 5840 • In person at our Customer Service Centre, 161 Queen Street, Masterton. Kathryn Ross Chief Executive 8 December 2018

We are Local Government WWW.MSTN.GOVT.NZ 184

281/18 To: Your Worship and Members

From: Kathryn Ross, Chief Executive

Date: 12 December 2018

Subject: Chief Executive Report

FOR INFORMATION

Recommendation: That Council notes the information contained in the Chief Executives report 281/18.

Purpose The purpose of this report is to provide Council with an update (as at 5 December 2018) on the key projects and areas of focus for the Chief Executive and Senior Management Team since the last CEO report to Council (31 October 2018 Council meeting). Chief Executive’s Overview 1. Roading: Following Council’s decision on the review of roading services work has continued on:  the draft governance arrangements, specifically the status of NZTA in any governance arrangement and the inclusion of Greater Wellington Regional Council  the Healthy Market analysis (confidential report completed) and its implications for procurement  a high‐level procurement framework to frame advice to Council on a draft procurement strategy and plan  the shape, form and resourcing of a potential shared unit.

Staff will report findings and make recommendations to the 19 December 2018 extraordinary Council meeting.

2. Water: Local Government Minister Nanaia Mahuta and Health Minister David Clark have announced (November 2018) work to overhaul three waters regulation as part of the Three Waters Review. The latest information can be found in the following documents, this was also emailed to you on 20 November.  Cabinet paper – Future state of the three waters system: regulation and service delivery – November 2018  Cabinet minute ‐ Future state of the three waters system: regulation and service delivery – November 2018  Minister's media release: Wellbeing and water ‐ a necessary conversation with Local Government The immediate priority for the Government is the detailed policy work on the overarching shape and form of regulatory arrangements for drinking water and wastewater. Proposals to Cabinet are expected to occur in June 2019. There is widespread agreement that change in this area for water is required. A new risk management regime for sources of drinking water 185

and targeted reform of environmental regulation of wastewater, within the existing framework of the Resource Management Act 1991 are also included. There is potential for greater involvement of the Environmental Protection Agency in the enforcement and monitoring of performance.

Issues such as ownership, aggregation and funding are to be resolved on a slower timetable. There is a Cabinet commitment that existing three waters assets and services must remain in public ownership, however the nature of the public ownership is unclear (CCOs, Trusts) as is whether these will be asset owning or asset managing entities, and which water will be included (water, wastewater, and/or stormwater). Service delivery, regulatory, funding and aggregation options as well as options around an economic regulator are to be reported back by the end of 2019. A three waters fund to support voluntary service delivery improvements is in the mix, although the details are yet to be established (including the source of funding).

Local Government New Zealand’s position statement was also released in November – it contains four key principles: 1. Fix drinking water first: 2. Let existing regulations run their course 3. Take mandatory aggregation off the table: 4. Incentives matter: Full details can be found at www.lgnz.co.nz/our‐work/publications/local‐government‐ position‐on‐three‐waters/

The timing of the Rural and Provincial meeting last month (post the release of the November cabinet papers) and the attendance at that meeting by the Minister of Local Government meant that water was a significant focus at that meeting. No one in attendance disputed that it was important to provide safe drinking water. Those that had issues were committed to addressing them. Funding, innovation and investment that had already occurred to achieve compliance as well as risk management were highlighted to the Minister.

In addition to the Government’s position, Professor Michael Baker (University of Otago) gave a well received presentation on the state of drinking water quality in NZ. Water quality in NZ is generally high: 96% of the monitored supplies meet bacteriological standards, which is reasonable protection against serious bacteria e.g. campylobacter, verotoxigenic Escherichia coli (VTEC). However only 83.1% supplies protected against protozoan pathogens e.g. giardia, cryptosporidia. Masterton’s main water supply is both chlorinated and sand filtered and gives a good level of protection against bacteria and pathogens.

An interesting discussion followed the Professor’s insights into NZ’s overall picture of risk and the national response to it. For example there are inconsistencies:  Campylobacter contaminated chicken meat sold in NZ equals one Havelock North outbreak every 2 months  Unsafe homes cause huge number of falls and costs (est $2.2 billion pa), which could be could be reduced by 33% with cheap and easy interventions  False standards for decontaminating meth contaminated housing have cost tenants, landlords and government agencies (Housing NZ) a significant amount (both financially and otherwise).

For those members that were unable to attend the meeting you can listen to Professor Baker’s analysis of water quality and risk in an interview with Radio NZ. A copy of his presentation can be made available. 186

Water NZ also presented to the CEO forum at the meeting. Their messages around reform, efficiencies of scale and aggregation were less well received.

Next steps:  Government has committed to further dialogue with local government over regulation and other policy proposals.  It may be appropriate to invite Government officials to Masterton to view first‐hand what good practice drinking water management looks like.  Council, potentially in collaboration with the other Wairarapa Councils, will need to take a position on what form of service delivery is fit for the future, alongside options for water resilience in the face of climate change, a growing population and changing land use.

3. Water Storage Options Opus have collected information regarding MDC urban water use and are preparing their integrated water strategy report. This report will focus on urban water infrastructure, regional prosperity and environmental expectations, and will be completed early next year.

4. Waipoua Flood Plain Management Group The Waipoua management group have confirmed a short list of urban flood mitigation options to be investigated further. The options are:  Continue with existing flood protection structures and maintenance regime  Continue with existing flood protection structures and maintenance regime and introduce non‐structural improvements e.g. flood warning systems, land use and planning controls  Upgrade stopbanks in their current location  New stopbanks  Improve conveyance through the reach e.g. increase capacity of river, remove vegetation, install debris screens etc.  Increase upstream storage.

These options will be outlined to the public and the Oxford Street residents this week for initial feedback. Cost and impact details of the different options, along with initial public feedback, will be presented to the management group in January.

5. Wellbeing and local governance At the time of writing the Local Government (Community Wellbeing) Amendment Bill is still awaiting its second reading.

In November the Cabinet also released papers that addressed localism and the role of local and central government in delivering services to NZ’s communities. The Cabinet:

 agreed to consider the future role of local governance in New Zealand ….  invited the Minister of Local Government to share some initial thinking with key relevant Ministers in December 2018  invited the Minister of Local Government to report back to the relevant Cabinet Committee in April 2019 with a set of guiding principles anchored in the goal of intergenerational wellbeing, which will inform a future conversation with the sector and its communities. 187

This review is linked to the three waters review and the Productivity Commission’s Inquiry (see next item) into local government funding. There is potential for the role of local government in NZ to change significantly and there are signals that the Minister does not intend to pursue devolution – decentralisation. The way forward is not entirely clear.

To support the collective achievement of the four community wellbeings a draft sector framework (and indicators) are being prepared. Council is represented on the group developing the framework and indicators (by Nerissa Aramakutu, given her previous work on our Wellbeings strategy He Hiringa Tangata, He Hiringa Whenua). We will keep Council informed of progress.

6. Productivity Commission Inquiry On 6 November the Productivity Commission released an issues paper that seeks to gather information and evidence regarding its inquiry into Local Government Funding and Financing.

Council staff are involved with SOLGM groups that are examining the issues raised and will make recommendations to Council on whether a Council specific response to the issues paper is necessary (or desirable) and if so, what the content of that response should be. The due date for submissions on the issues paper is 15 February 2019 (which may be challenging given the Council meeting cycle, Christmas period and current priorities).

Some key points:  Most of the cost drivers identified by the Commission are well established: population growth, increased regulatory standards.  Meeting economic growth demands, distance from markets, supply chain costs and current buoyant economy are all relevant to the cost of infrastructure including building and maintaining civic / community infrastructure.  Climate change adaption costs are currently uncertain and may be very large.  The current suite of funding tools is insufficient.  There is insufficient analysis of the costs of implementing regulation, and insufficient cost sharing between local and central government for the delivery of services, regulation and infrastructure for the public good.

7. Wairarapa Economic Development Strategy and Action Plan: Following the successful launch of the Plan and Council’s extraordinary meeting last month, the Governance and Steering Groups have met to discuss membership, action groups, and the prioritisation of initiatives and focus, supported by the Interim Programme Manager (Phoebe Chamberlain). The Programme Manager has had a series of meetings with stakeholders and those proposing projects that may be eligible for PGF funding; and a workshop on the Provincial Growth Fund and the Plan will occur in the New Year (February 2019). Advertising for the fixed term Programme Manager position will occur prior to Christmas.

8. MEDIA: Annual Report Summary and snapshot – insertion into the Midweek ensured every household received key information, while keeping costs down. Use of infographics also helped engage people, with posts on social media and Neighbourly.

Proactive media engagement has increased in November with releases on: ‐ Wairarapa Economic Development Strategy ‐ Bedding plants 188

‐ Lido pool ‐ Town centre parklet launch ‐ Shift programme ‐ Civic centre project manager Media queries have focused on the above, questions regarding papers to Council, or environmental conditions such as flooding.

SOCIAL MEDIA:  It was a busy month again for social media, with steady posts and promotions for Latin Fiesta, Pack the Bus and Christmas on Queen. Each of the promotions has garnered a huge interest from the community. With an average of 10,000 impressions (no. of times a post from our page is displayed) per event, the approximate reach has been about 5,000 for each of the events.

 The MDC Facebook audience has seen steady growth in November following through from October; once again as a result of direct engagement and inviting people to follow us. Promotions relating to events that are in the interest of and relevant to our community typically see high engagements, and event promotions for some our biggest events has taken the page following to about 2,200 from the previous 2,100. We’re now averaging about a 100 new followers per month. Event promotions are instrumental in gaining new page followers.

 The most popular posts continue to be “need to know” information: road closure updates, job announcements and public consultations – alcohol bylaw and bedding flowers for this month.

Bedding Plant engagement ‐ 686 people voted on our Facebook poll (below). 83 per cent voted for “drought‐tolerant plants”. 28 people filled out the SurveyMonkey survey. 85 per cent supported water conservation. 189

The removed bedding plants will not be replanted this year, however weeding will occur. The usual plant suppliers will not be adversely impacted as arrangements have been made.

WEBSITES  There were about 9,000 “sessions” (visits) to the MDC website in November, down 15% from the previous month.  Most visited pages include the usual ‐ property rates search, district plan, online maps, cemeteries, with council job vacancies making it to the top five (demonstrating the success of using Facebook as a channel for communicating this). The road closure updates section saw over 400 visits.  The Town Centre rejuvenation website has also experienced a drop in traffic. The Communications Team is planning campaigns in the lead up to the next temporary activation in Park Street.

9. Civic Centre The project manager is on board and an initial briefing session has occurred. The Demand Analysis & Feasibility (which includes scoping requirements and economic impact assessment) is underway.

10. Library Learning Centre (relocatable) project The Wellbeing Committee received an update on the project at its 5 December 2019 meeting. The construction of the buildings is underway with delivery to site still planned prior to the end of the year. The engineer’s report for the verandah portals, which are required for the building consent, is due end of November.

11. Town Centre rejuvenation The King Street Parklet launch: approximately 150‐200 people joined in on the fun on the day. We also used our Smiley Terminal for the first time – 172 people provided feedback in response to the question “How did we do today?”. 85 per cent provided positive ratings. Future town centre rejuvenation engagement will utilise surveys to better understand responses and feed into the development of the permanent projects. The next parklet will be activated week commencing 7 January 2019.

The reference group for the overarching design has met once and has another meeting scheduled for December 2018.

12. Rural halls, sporting facilities Essential works will commence to ensure the buildings are safe and sanitary and comply with relevant legislation. In the New Year Council staff will present communications and engagement options for Council consideration to enable conversations with communities and stakeholders that have an interest in the use of these facilities now and in the future.

13. Other I have spent time with our customer services, records administration and bylaws, environmental health and animal control staff over the past six weeks getting to know what they do, how they do it and why they do it. I am proud of the work they do, the way they do it and their dedication to our community and continuous improvement.

Geotechnical Database EQC and MBIE are jointly funding the NZ Geotechnical Database (NZGD). This database is aiming to provide more efficient access to geotechnical information and enables the sharing 190

of this information between numerous parties for mutual benefit at no cost. The Council has been asked to commit to providing any future Geotech data it collects to the database and to upload any historic data. This only covers council owned data and not data from building consent files submitted by private developers/property owners. SMT has supported this initiative as it is in the public interest and has already been publicly funded. Care will need to be taken with the messaging on the database to ensure it represents the information and risk accurately.

Tsunami Blue Lines Consultation with the beach communities across Wairarapa regarding painting blue lines on roads to indicate hazard Tsunami zones will take place over the summer. This will focus on the hazard safety message and the proposed locations. Painting of the lines and installation of signage is planned for Easter, subject to community feedback.

Wellington Region waste management and minimisation plan joint committee have recommend to their constituent councils that the following actions regarding Construction and Demolition (C&D) be taken:  Include in Council contracts the requirement to recover/minimise C&D waste.  Consider options for regional/shared Resource and C&D Recovery facilities.  Include C&D waste minimisation as a regional bylaw issue.  GWRC address the inappropriate and illegal disposal of C&D waste.

A report will be coming to the Wairarapa councils in the new year detailing these recommendations and implications. Staff will prepare advice to support Council decision making.

14. Compliments / complaints From 27 October through to 3 December:  6 official complaints have been received; 2 are still open but are being actively managed by staff and are expected to be closed off within the next few days.  18 compliments have been received (ranging from “thanks for” being part of the Pukaha open day to “thank yous” for presentations by staff, Masterton Free School Holiday programme, walking tracks, rural roading, after hours service, an archives story, service from front line staff and the Green Flag Award).

15. Service requests Over the 27 October – 3 December period, Council has received 832 service requests. 50 of these remain open. Six of the total number of service requests have come via Elected Members; 2 were requests to contractors (i.e. to Recreational Services) from staff. The remainder came from the public. In general, the service requests cover the full range of Council activities such as footpaths, leaking tobys, signs, dogs, trees etc. People have continued to be pro‐active in reporting water leaks.

Council has been advertising the customer call centre number and this appears to be bringing in more calls, which is positive as the more we know the more we can address.

16. Staff: Recruitment for the Senior Communications Advisor role is underway. Applications closed 29 November and interviews are currently taking place. 191

Internal realignment of roles has created extra support for all Council design work (reducing the cost of external procurement of this service) within existing head count, which in turn will enable the Marketing and Communications Coordinator to focus on internal communications, social media and event support. The Kaitakawaenga has resigned (for retirement) and his last day will be Friday, 26 April 2019. The Wellbeing Committee acknowledged and thanked Hoani for his service and dedication to Council and the community. Applications for caretaker contract (at Panama) closed 19 November. Interviews are taking place this week (3 ‐7 December), with appointment anticipated to occur by 14 December 2018. Barbara Wilson (previously with the Administration Team) started as Strategic Planning Administrator on 3 December. An offer is being prepared for the Graduate Planner role. This person is currently overseas. Brett Tickner will be joining the Community Facilities and Activities Team permanently for three days a week commencing 7 January in the Building Maintenance and Development Facilitator Role. Applications for the Building Facilitator role have now closed (3 December 2018) and the Building Team are also being supported by a temporary secondment (until Christmas) from Carterton District Council.

Financials: The current position is largely unchanged from that reported to the Audit and Risk Committee. The two financial statements attached show the overall financial position tracking well at 4 months through the year. Net expenditure against Rates funding shows as 3.2% underspent year to date. There are unders and overs, with the main ones being bullet‐pointed below. The Statement of Revenue & Expenditure shows a surplus of $196,000 versus our expected budget position of a YTD deficit of $832,000. Reasons for this $1 million better than plan variance include:  Roading subsidies $189,839 variance relates to more income from NZTA as more renewals work has been done in the first quarter than was planned and the resulting extra subsidy has resulted  Financial contributions from subdivisions were $495,500 in the first 4 months. That is $293,000 more than planned, reflecting the continuing high number of new sections being developed  Fees, Charges & Other Revenue is running 10.8% ahead of plan largely due to subdivision and building consent volumes being high, waste volumes tracking higher than planned and a number of other areas where revenue is ahead of plan YTD.  Interest income is ahead of planned due to holding more funds than expected because the Waiata House settlement has been delayed.  Personnel costs are 9.4% less than planned YTD. Savings are across several areas of the business where staff vacancies have yet to be filled. Back‐dated cost of living adjustments have yet to be applied which contributes to the below plan costs YTD. 192

 Other operating costs overall have run very close to the planned levels. In Roading the maintenance expenditure year to date is above planned, but savings in other areas have largely offset this.

In the Activity areas:  As per last month’s comment, Roading rates required has run above the planned level as a number of renewals contracts were progressed early in the year. These include rehab, footpath renewals, kerbing and roadmarking. In the maintenance areas, storm response costs have been up on plan. It is expected that these are timing variances that will even out over the balance of the year.  District Building has realised savings vs Plan as the Plan allowed for Waiata House costs such as rates, insurance, depreciation and loan interest. External rent on Public Trust and Bannister Street was allowed until September.  Resource Management & Planning better than Plan reflects the higher level of resource consent fee income from subdivision developments than planned.  Building Services revenue is 20.5% ahead of the plan, but costs processing the high volumes of consents are also up. Legal costs have also offset the higher than plan income.  Internal functions overall show $86,863 in net costs less than planned (3.2% of expenditure). Savings have largely been generated from several staffing roles that have yet to be filled. 193 194

282/18 To: Council

From: Mayor Lyn Patterson

Date: 12 December 2018

Recommendation: That Council receives the information in Report 282/18.

Purpose To provide an information update to members.

Meetings, Appointments, Events and Activities 1 November – 8 December

Meetings Attended and Appointments

 Water Users Meeting  Castlepoint Residents Assn meeting  Lansdowne Residents Assn  WREDS Governance meeting x 3  UCOL new CEO meeting with 3  Rural & Provincial Meeting Wairarapa Mayors  Dark Skies meeting  St Johns Executive  Wairarapa Combined Council Forum  Industry and Apprentice Graduation  Lansdowne Park Residents meeting Ceremony meeting  Regional Transport Committee meeting  Manaaki Health Wairarapa meeting  Regional Strategy Committee meeting  Dinner hosted by Minster Ron Mark – 5  Waipoua Project Group meeting Mayors, MP’s, Ministers  Electoral College Interviews for Aratoi  Resident – Rivers and Parks Regional Trust  Met with Golden Shears Executive  Trusts and Council Forum  Wairarapa DHB Planning session –  NZTA and Stakeholders – SH2 Carterton presentation on Wellbeings to Masterton  Water Storage and Resilience meeting  RSA meeting with residents re Crosses  Remutaka Pass (Hill) Road Forum  Cricket Grandstand Meeting  Resident – Urban Streams  Mayoral Forum with Minister  Met with staff member Connecting  Massey University – research Communities  Homebush Working Group  Community Meeting – Proposed  Road Transport Authority Meeting Alcohol Bylaw

Events and Activities

 RSA – speech and open discussion with  Featherston Sculpture Official Opening members  Armistice Day commemorations  Wairarapa College Senior Prizegiving  St Mathews Church Armistice Concert  Tinui Fire Station Official Opening  Wairarapa Economic Development  Chanel College Prizegiving Strategy launch  Makoura College Senior Prizegiving  Industry Training and Apprentice  Arrow FM Radio Opening new premises Graduation Ceremony 195

 Aratoi Book Launch 100 years 100 lives  Community Kitchen – cooking  YETE End of Year Celebrations  RSA – Presentation of Life Membership  School Road Patrol Pool Party  Solway College Prizegiving  Visit VR Lounge  Community Fair – Burling Park  YETE Graduation Ceremony  Parklet Official Opening  St Mathews Prizegiving  Farewell Dave and Amy Crockett –  Wairarapa Teen Parent Unit EOY Panama Village  More FM Fundraiser  Arrow FM Annual Xmas function  Peter Laing Memorial Trust Awards  Wairarapa Chamber of Commerce AGM  Rangitāne Christmas Lunch  Wairarapa Women’s Centre AGM  Wairarapa Police Awards Ceremony