Masterton District Council Council Agenda

MASTERTON DISTRICT COUNCIL

COUNCIL AGENDA

WEDNESDAY 27 FEBRUARY 2019 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, 340 Queen St, Masterton on Wednesday 27 February 2019 at 2.00pm.

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

22 February 2019 Values

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

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

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

Manaakitanga Recognising and embracing the mana of others.

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

Whanaungatanga Building and sustaining effective and efficient relationships.

Kotahitanga Working collectively. 1 AGENDA:

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

2. Apologies

3. Public Forum  Mark Shepherd and Robb McCann - White Ribbon Business Accreditation

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

5. Items to be considered under Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987  Minutes of the Ordinary Council meeting held with the public excluded 12 December 2018  Minutes of the Extraordinary Council meeting held with the public excluded 19 December 2018  Report of the Audit and Risk Committee meeting held with the public excluded 20 February 2019  Parks and Open Spaces Procurement  Queen Elizabeth Park Rejuvenation Project Stage 5  Chief Executive Interim Performance Review

6. Confirmation of Minutes of the Ordinary Council meeting held on 12 December 2018 (283/18) Pages 101-112

7. Confirmation of Minutes of the Extraordinary Council meeting held on 19 December 2018 (289/18) Pages 101-103

8. Confirmation of Minutes of the Extraordinary Council meeting held on 13 February 2019 (010/19) Pages 101-102

9. Report of the Infrastructural Services Committee Meeting held on 13 February 2019 (012/19) Pages 301-302

10. Report of the Strategic Planning and Policy Committee Meeting held on 13 February 2019 (011/19) Pages 501-503

11. Report of the Audit and Risk Committee meeting held on 20 Feburary 2019 (021/19) Pages 401-406

FOR DECISION

12. 2019-2020 ANNUAL PLAN CONSULTATION APPROACH (022/19) Pages 121-124

13. BYLAW REVIEW STATEMENT OF PROPOSAL (025/19) Pages 125-145 2 FOR INFORMATION

14. PLAY ON PARK REVIEW (TOWN CENTRE REVAMP PROJECT) (026/19) Pages 146-152

15. TOWN CENTRE REVAMP PROJECT TIMELINE (027/19) Pages 153-155

16. CHIEF EXECUTIVE’S REPORT (029/19) Pages 156-169

17. WAIRARAPA COMMITTEE MEETING REPORT (030/19) Pages 170-171

KATH ROSS - CHIEF EXECUTIVE 3 MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED COUNCIL MEETING – WEDNESDAY 27 FEBRUARY 2019

MOVED BY: SECONDED BY: That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:- Confirmation of Minutes 18. Minutes of the Ordinary Council meeting held with the public excluded 12 December 2018 19. Minutes of the Extraordinary Council meeting held with the public excluded 19 December 2018 20. Report of the Audit and Risk Committee meeting held with the public excluded 20 February 2019

General Business 21. Parks and Open Spaces Procurement 22. Queen Elizabeth Park Stage 5 23. Chief Executive Interim Performance Review

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

General subject of Reason for passing Ground(s) under each matter to be this resolution in section 48(1) for considered relation to each the passing of this matter resolution Confirmation of Minutes of Council meeting held 12 December 2018 Refer to pages 110-111 Refer to pages 110-111

Confirmation of Minutes of Extraordinary Council meeting held 19 December 2018 Refer to pages 102-103 Refer to pages 102-103

Confirmation of Report of the Audit and Risk Committee Meeting held 20 February 2019 Refer to pages 405-406 Refer to pages 405-406

Parks and Open Spaces 7(2)(i) The withholding of the s48(1)(a) Procurement information is necessary to enable That the public conduct the local authority to carry on, of this item would be without prejudice or disadvantage, likely to result in the negotiations (including disclosure of information commercial and industrial for which good reason negotiations); for withholding would exist under Section 7. 4 Queen Elizabeth Park 7(2)(i) The withholding of the s48(1)(a) Rejuvenation Project Stage 5 information is necessary to enable That the public conduct the local authority to carry on, of this item would be without prejudice or disadvantage, likely to result in the negotiations (including disclosure of information commercial and industrial for which good reason negotiations) for withholding would exist under Section 7

Chief Executive’s Interim Section 7(2)(a) Protect the privacy s48(1)(a) Performance Review of natural persons, including that That the public conduct of deceased natural persons of this item would be likely to result in the disclosure of information for which good reason for withholding would exist under Section 7 101 283/18 MINUTES OF THE ORDINARY MEETING OF THE MASTERTON DISTRICT COUNCIL HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 12 DECEMBER AT 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, C Peterson and iwi representative Tiraumaera Te Tau.

IN ATTENDANCE

Chief Executive, 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, Environmental Services Manager, Policy Advisor, Environmental and Sustainability Lead, Governance Advisor and one media representative.

CONFLICTS OF INTEREST

No conflicts were declared.

APOLOGIES

Moved by Councillor B Johnson That the apologies received from Ra Smith for non-attendance be received. Seconded by Councillor F Mailman 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

 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 102  Section 17A Review Procurement Plan.

Moved by Councillor G McClymont 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

CONFIRMATION OF MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON 31 OCTOBER 2018 (230/18)

Moved by Councillor G Caffell that the minutes of the meeting of the Masterton District Council held on 31 October 2018 be confirmed. Seconded by Councillor J Hooker and CARRIED

CONFIRMATION OF MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON 21 NOVEMBER 2018 (250/18)

Moved by Councillor F Mailman that the minutes of the Extraordinary meeting of the Masterton District Council held on 21 November 2018 be confirmed. Seconded by Councillor J Hooker and CARRIED

An amendment was required: to add Councillor Peterson to those present at the meeting. [Note to minutes: amendment made]

REPORT OF THE AUDIT AND RISK COMMITTEE MEETING HELD 21 NOVEMBER 2018 (248/18)

The report of the Audit and Risk Committee meeting held 21 November 2018 was taken as read, noting that the following items had been considered:  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.

Moved by Councillor J Dalziell That the Report of the Audit and Risk Committee meeting held 21 November 2018 (248/18) including the following resolutions be confirmed:

INSURANCE BRIEFING (240/18)

That the Audit & Risk Committee receives the Report 240/18 and verbal briefing from a representative from Jardine Lloyd Thompson (JLT).

FIRST QUARTER REPORTS (242/18)

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.

103

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

That Audit & Risk Committee receives the 3 months to date financial report and commentary, including Operating and Capital Expenditure Statements.

NON-FINANCIAL PERFORMANCE 2018/2019 FIRST QUARTER REPORT (244/18) That the Audit and Risk Committee: 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

LGFA, BORROWING AND INVESTMENTS UPDATE (241/18) 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.

PROGRESS REPORT: MONITORING OF POLICIES (243/18)

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

Seconded by Councillor G McClymont and CARRIED

The request for discussion about ethical investment and risk in relation to investment in fossil fuels would be followed up with staff and brought back to Council in 2019.

REPORT OF THE CIVIC AND YOUTH AWARDS COMMITTEE HELD 28 NOVEMBER 2018 (261/18)

The report of the Civic and Youth Awards Committee meeting held 28 November 2018 was taken as read, noting that the following items had been considered in public excluded  Civic and Youth Awards

Moved by Councillor B Johnson That Council receives the report of the Civic and Youth Awards Committee Seconded by Councillor F Mailman and CARRIED

REPORT OF THE INFRASTRUCTURAL SERVICES COMMITTEE MEETING HELD 28 NOVEMBER 2018 (262/18)

The report of the Infrastructural Services Committee meeting held 28 November 2018 was taken as read, noting that the following items had been considered  Community Facilities and Activities Infrastructure Update  Infrastructure Update

104 Moved by Councillor G Caffell That the Report of the Infrastructural Services Committee meeting held 28 November 2018 (262/18) including the following resolutions be confirmed:

COMMUNITY FACILITIES & ACTIVITIES INFRASTRUCTURE UPDATE (252/18)

That the Infrastructural Services Committee receives the update on progress from Community Facilities and Activities in report 252/18.

INFRASTRUCTURE UPDATE (253/18)

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

REPORT OF THE STRATEGIC PLANNING AND POLICY COMMITTEE MEETING HELD 28 NOVEMBER 2018 (263/18)

The report of the Strategic Planning and Policy Committee meeting held 28 November 2018 was taken as read, noting that the following items had been considered  Adoption of the Dangerous and Insanitary Buildings Policy  Parks and Open Spaces Strategy  Building and Planning Update  Environmental Services Update  Policy Update.

Moved by Councillor J Hooker That the Report of the Strategic Planning and Policy Committee meeting held 28 November 2018 (263/18) including the following resolutions be confirmed:

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

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.

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

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. 105 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.

BUILDING AND PLANNING UPDATE (251/18)

That the Strategic Planning and Policy Committee notes the contents of Report 251/18.

ENVIRONMENTAL SERVICES UPDATE (255/18)

That the Strategic Planning and Policy Committee notes the contents of Report 255/18.

POLICY UPDATE (256/18)

That the Strategic Planning and Policy Committee notes the contents of Report 256/18. Seconded by Councillor G McClymont and CARRIED

REPORT OF THE COMMUNITY WELLBEING COMMITTEE HELD 5 DECEMBER 2018 (269/18)

The report of the Community Wellbeing Committee meeting held 5 December 2018 was taken as read, noting that the following items had been considered  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.

A request by one elected member to reconsider the recommendation that Council agrees to defer the review of the Communities for Climate Change Plan was made but was not supported by the majority of elected members.

Moved by Mayor L Patterson That the Report of the Community Wellbeing Committee meeting held 5 December 2018 (269/18) including the following resolutions be confirmed:

LIBRARY AND ARCHIVE UPDATE (259/18)

That the Community Wellbeing Committee receives the update on progress of the Masterton District Library and Wairarapa Archive in Report 259/17.

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

That the Community Wellbeing Committee notes the contents of Report 260/18.

106 COMMUNITY DEVELOPMENT UPDATE (267/18)

That the Community Wellbeing Committee receives the update on progress of community development work in Report 267/18.

ENVIRONMENTAL AND SUSTAINABILITY WORK PROGRAMME UPDATE (264/18)

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

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

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 C Peterson and CARRIED

The Senior Policy Advisor and Environmental Sustainability Lead took elected members though the presentation they had given to the Society of Local Government Managers (SOLGM) Wellbeing Indicators Workshop in November 2018.

PROPOSED ALCOHOL CONTROL BYLAW (276/18)

The report seeking Council adoption of the proposed Alcohol Control Bylaw was presented by the Manager Strategic Planning.

Moved by Councillor B Johnson That Council resolves to adopt the proposed Alcohol Control Bylaw, as provided with report 276/18 as Attachment 3. Seconded by Councillor D Davidson and CARRIED

Councillor Peterson abstained from voting.

PROHIBITION OF CONSUMPTION OR POSSESSION OF ALCOHOL, CASTLEPOINT AND RIVERSDALE BEACHES – NEW YEAR CELEBRATIONS 2018/2019 (274/18)

The report seeking Council support for the prohibition of consumption or possession of alcohol at Castlepoint and Riversdale Beaches for New Year 2018/2019 was taken as read.

It was noted that there needed to be more communication with the contractors than previous years and more information and signage out at the beaches on the prohibition and road closures.

107 Moved by Councillor Mailman 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. Seconded by Councillor G Caffell and CARRIED

HENLEY LAKE WORKING PARTY (270/18)

The report seeking elected member appointment to the Henley Lake Working Party and to request the working party to further investigate options for the Henley Lake Resource Consent was taken as read.

Councillor Caffell, Councillor Peterson indicated they were interested in appointment to the group and it was suggested that Ra Smith as iwi representative also be appointed so with the leave of the meeting the recommendation was amended to appoint those three to the working party.

Updates from the working party would come to the Infrastructural Services Committee

Moved by Councillor J Dalziell That Council agrees: i. To appoint Councillors Caffell and Peterson and one iwi representative, Ra Smith, 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. Seconded by Councillor D Davidson and CARRIED

NRB COMMUNITRAK SURVEY (273/18)

The report seeking a decision from Council regarding the NRB Communitrak Survey for 2019 was presented by the Manager Strategic Planning.

Members supported the proposal to move to a triennial survey and staff advised they would investigate alternatives for the years when the survey wasn’t conducted and report back.

Moved by Councillor B Johnson That Council agrees to triennial NRB Communitrak Surveys, timed to inform the Long- Term Plan level of service review cycle. Seconded by Councillor F Mailman and CARRIED

108

MY MASTERTON CAMPAIGN FUTURE DIRECTION (278/18)

The report seeking Council agreement to discontinue the use of the MyMasterton brand for external audiences and to outsource promotion of Masterton to external audiences to an external organisation/provider was presented by the Manager Communications and Marketing.

Moved by Councillor B Johnson 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. Seconded by Councillor J Dalziell and CARRIED

GOVERNANCE CODE OF CONDUCT MINOR AMENDMENT (279/18) The report presenting a minor amendment proposed to the Masterton District Council Governance Code of Conduct was taken as read.

Moved by Councillor J Hooker 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. Seconded by Councillor D Davidson and CARRIED

PROPOSED AMENDMENT OF THE MASTERTON DISTRICT COUNCIL AND SOUTH WAIRARAPA DISTRICT COUNCIL CONSOLIDATED BYLAW 2012, PART 13 ‐ TRAFFIC (275/18)

The report seeking Council agreement to consult on proposed changes to restricted parking in the section of Queen St between Worksop Road and Harlequin St and in the section of Renall St between Chapel St and Queen St was presented by the Manager Strategic Planning.

Staff advised that there had also been an expression of interest in leasing the carparking adjacent to the Departmental Building at 39 Chapel St and Council were asked whether that area could also be consulted on. That area was currently P120. Members agreed to consultation on whether there was any public appetite to change the P120 limit but wanted to state that Council’s current preference was for the status quo. Consultation would include a number of options for discussion.

A parking survey would be undertaken in January.

Car dealers taking up public parking spaces in Dixon Street were also discussed. It was advised that parking across Masterton was something that would be addressed as part of the overall town centre rejuvenation project and a broader parking survey would be undertaken.

109

Moved by Councillor F Mailman 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 iii. whether there should there be any change to the current P120 parking limit at 39 Chapel St (adjacent to the Departmental Building). Seconded by Councillor D Davidson and CARRIED

2018 REPRESENTATION REVIEW (280/18)

The report advising Council of the final representation arrangements for the 2019 local authority elections was taken as read.

In response to a question about the rural advisory group that had been discussed, it was advised that there had been an initial meeting and that information would be brought back to Council in the new year. Whether the Pukaha to Palliser Group might be relevant to the rural advisory group was also raised.

Moved by Councillor G Caffell That Council notes the contents of Report 280/18 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. Seconded by Councillor G McClymont and CARRIED

CHIEF EXECUTIVE’S REPORT (281/18) 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 three waters review was discussed and it was advised that central government were just looking at options at the moment and that no decisions had been made. A workshop for elected members would be arranged once all the options had been outlined. In the meantime, elected members were urged to read the information referred to under item 2 in the Chief Executive’s report.

The planting on the northern approach was discussed. In relation to the social media feedback on the issue it was noted that many of the people who were interested in the planting would not necessarily use social media. Members expressed disappointment that nothing had been planted after the previous plants had been removed.

The Te Reo course for elected members was discussed and it was advised that staff would follow up and some dates would be sent out.

110

Moved by Mayor L Patterson That Council notes the information contained in the Chief Executive’s report 281/18. Seconded by Councillor G McClymont and CARRIED

MAYOR’S REPORT (282/18) The Mayor presented her report providing members with an update on meetings, appointments, events and activities undertaken since the last Mayor’s report.

Moved by Mayor L Patterson That Council receives the information in Report 282/18. Seconded by Councillor J Hooker and CARRIED

MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED AT THE MEETING OF MASTERTON DISTRICT COUNCIL HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 12 DECEMBER 2018

MOVED BY: Councillor B Goodwin

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

Confirmation of Minutes  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

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 Refer to pages 105-107 Refer to pages 105-107

111 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

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

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

Seconded by Councillor F Mailman and CARRIED

The meeting moved into public excluded at 4.17pm The meeting moved out of public excluded at 6.08pm 112 The meeting closed at 6.08pm Confirmed at the Meeting of the Council held on Wednesday 27 Feb 2019

…………………………………………………… 101 289/18 MINUTES OF THE EXTRAORDINARY MEETING OF THE MASTERTON DISTRICT COUNCIL HELD AT THE WAIRARAPA COMMUNITY CENTRE, 41 PERRY ST, MASTERTON ON WEDNESDAY 19 DECEMBER 2018 AT 9.00AM

PRESENT

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

IN ATTENDANCE

CONFLICTS OF INTEREST

Councillor Johnson and Councillor Mailman declared a conflict of interest in relation to the item on the Masterton Community Trust – YMCA Building Councillor Mailman declared a conflict of interest in relation to the public excluded item on the St John Building as he was involved with the Boxing Academy who were a tenant of the building.

APOLOGIES

There were no apologies.

PUBLIC FORUM

There was no public forum.

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

There were no late items.

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

 Service Delivery Review of Land Transport Activities Update  Update – Draft agreement between Masterton District Council and the National Aviation Centre Trust  Queen Elizabeth Park Grandstand  St John Building, Queen St, Masterton.

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 102

MASTERTON COMMUNITY CENTRE TRUST THE YMCA BUILDING (285/18)

The report seeking Council’s feedback on the questions raised by the Masterton Community Centre Trust regarding the YMCA Building at 371 Queen St was presented by the Manager Community Facilities and Activities.

It was noted that the proposal was still in its early days and Council wasn’t in a position to make any decision on the information provided. An amendment to the recommendation was proposed to signal that while Council didn’t want to acquire the building at this point, Council still wanted to engage in discussions with the theatre groups both in the context of the Civic Centre Project and their proposal. Moved by Councillor B Goodwin That Council i. Receives the proposal presented by the Masterton Community Centre Trust ii. Decline to acquire the building at this point but encourage ongoing discussions between all parties. Seconded by C Peterson and CARRIED

MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED COUNCIL MEETING – WEDNESDAY 19 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 :-

General Business 6. Service delivery review of Land Transport Activities Update 7. Update – Draft Agreement between Masterton District Council and the National Aviation Centre Trust 8. Queen Elizabeth Park Grandstand 9. St John Building, Dixon Street, Masterton 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 ______

Service delivery review of Land 7(2)(i) The withholding of the s48(1)(a) Transport Activities Update 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. 103 Update – Draft Agreement 7(2)(i) The withholding of the s48(1)(a) between Masterton District information is necessary to enable That the public conduct of this Council and the National Aviation the local authority to carry on, item would be likely to result in Centre Trust 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.

Queen Elizabeth Park 7(2)(i) The withholding of the s48(1)(a) Grandstand 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.

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

SECONDED BY: Councillor G McClymont

The meeting moved into public excluded at 9.27 am The meeting moved out of public excluded at 11.59 am The meeting closed at 11.59 am

Confirmed at the Meeting of the Council held on Wednesday 27 Feb 2019

…………………………………………………… 101 010/19 MINUTES OF THE EXTRAORDINARY MEETING OF THE MASTERTON DISTRICT COUNCIL HELD AT SPORTS HOUSE, 101 CHAPEL ST, MASTERTON ON WEDNESDAY 13 FEBRUARY 2019 AT 3.30PM

PRESENT

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

IN ATTENDANCE

Chief Executive, Manager Finance, Manager Assets and Operations, Manager Strategic Planning, Communications and Marketing Manager, Roading Services Manager, Strategic Planning Administrator, one media representative and Minute Taker.

CONFLICTS OF INTEREST

No conflicts were declared.

APOLOGIES

Moved by Councillor G Caffell That the apologies from Councillor C Peterson and Ra Smith be received. Seconded by Councillor J Hooker 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.

ELECTIONS UPDATE (008/19)

The report providing Council with an update on key personnel and dates/timelines for the 2019 Elections was presented by the Manager Strategic Planning.

The three-month pre-election period was highlighted, noting the extra care required during the period.

A paper will come to Council on the options available for the order of candidate names at a later date.

Moved by Councillor G Caffell That Council note that Warwick Lampp from electionz.com remains as the Electoral Officer for Masterton District Council and that Harriet Kennedy has been appointed Deputy Electoral Officer. Seconded by Councillor J Dalziell and CARRIED

102 ROADING PROCUREMENT STRATEGY (009/19)

The Manager Assets and Operations presented the report seeking approval of the updated Roading Procurement Strategy (February 2019 to January 2022).

The change in the tender closing date to 3 April 2019 was highlighted, along with the change in term to 5 + 3 year term, which enables partial alignment with the Carterton/South Wairarapa tender.

NZTA’s performance assessment system PACE (Performance Assessment by Coordinated Evaluation) will be used for the recording of performance assessments. It will be modified to suit the needs of the main road network maintenance contract, and the specific outcomes of greatest importance to MDC. The system is used by a number of other councils in NZ.

Members complimented the work Officers had put into the presentation and the result of the process.

Moved by Councillor J Dalziell That Council approves the Roading Procurement Strategy (February 2019 – January 2022) contained in Attachment 1 of report 009/19. Seconded by Councillor G McClymont and CARRIED

The meeting closed at 3.46 pm

Confirmed at the Meeting of the Council held on Wednesday 27 Feb 2019

……………………………………………………

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012/19 REPORT OF THE INFRASTRUCTURAL SERVICES COMMITTEE MEETING HELD AT SPORTS HOUSE, 101 CHAPEL ST, MASTERTON ON WEDNESDAY 13 FEBRUARY 2019 AT 1.00 PM

PRESENT

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

IN ATTENDANCE

Chief Executive, Manager Assets and Operations, Manager Finance, Parks and Open Spaces Manager, Properties and Facilities Manager, Library and Archive Manager, Project Manager, one media representative, Strategic Planning Administrator and Minute Taker.

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.

UTILITY SERVICES CONTRACT (001/19)

The report providing the Committee with an update on the Utility Services Contract procurement process was presented by the Manager Assets and Operations.

Moved by Councillor G McClymont That the Infrastructural Services Committee notes the progress to date and next steps in the procurement of the Utility Services Contract as contained in report 001/19. Seconded by Mayor L Patterson and CARRIED

INFRASTRUCTURE UPDATE (002/19)

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

A Member queried the use of the vision statement for the Homebush Wastewater Strategy “Wastewater is managed in an environmentally and fiscally sound way for our community.” in the Homebush Open Day communications.

The CBD segmental pavement repairs were discussed, noting that some areas will need extensive repairs due to tree roots. The repairs are an interim measure, with the CBD upgrade looking at the long-term view.

302 Moved by Councillor J Hooker That the Infrastructural Services Committee notes the information contained in report 002/19. Seconded by Councillor B Goodwin and CARRIED

COMMUNITY FACILITIES AND ACTIVITIES INFRASTRUCTURE UPDATE (003/19)

The report providing the Infrastructural Services Committee with an update on key projects and summary of progress since the last report, including highlights and any new issues was taken as read.

Negotiations on the Parks and Reserves contract will begin on 14 February, with a recommendation to come to Council on 27 February 2019. The risk level involved in the contract was queried, and Members were advised that increased costs were possible, as the contract was to be managed differently.

Members recorded their appreciation of the work Doug Bayley, from Recreational Services, has undertaken, in advance of him moving on at the end of February 2019.

Moved by Mayor L Patterson That the Infrastructural Services Committee notes the contents of Report 003/19. Seconded by Ra Smith and CARRIED.

The meeting closed at 1.26 pm

501 011/19 REPORT OF THE STRATEGIC PLANNING AND POLICY COMMITTEE MEETING HELD AT SPORTS HOUSE, 101 CHAPEL ST, MASTERTON ON WEDNESDAY 13 FEBRUARY AT 2.00PM

PRESENT

Councillor Jonathan Hooker (Chair), Mayor Lyn Patterson, Councillors J Dalziell (from 2.06pm), D Davidson (from 2.26pm), B Goodwin, B Johnson, G McClymont, F Mailman, and S O’Donoghue and Tiraumaera Te Tau.

IN ATTENDANCE

Chief Executive, Manager Strategic Planning, Planning and Building Manager, Environmental Services Manager, Strategic Planning Administrator, one media representative and Minute Taker.

CONFLICTS OF INTEREST

Councillor B Goodwin declared a conflict of interest in regard to the Gambling and TAB Venues Policies.

APOLOGIES

Moved by Mayor L Patterson That the apology from Councillor C Peterson be received. Seconded by Councillor G McClymont 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.

GAMBLING AND TAB VENUES POLICIES: DELEGATION TO THE WAIRARAPA POLICY WORKING GROUP (004/19)

The report advising the Strategic Planning and Policy Committee that the Wairarapa Gambling Venue Policy and the Wairarapa TAB Board Venues Policy are due for review; and to request that the Committee recommend Council approve delegation to the Wairarapa Policy Working Group to progress this work and make a recommendation back to the three Councils was presented by the Manager Strategic Planning.

Moved by Councillor F Mailman That the Strategic Planning and Policy Committee recommend that Council: 1. Delegates responsibility to the Wairarapa Policy Working Group to: (i) Undertake a review of the Wairarapa Gambling Venues Policy and the Wairarapa TAB Board Venues Policy; and (ii) Recommend revised policies (in a Statement of Proposal) to the three Wairarapa Councils for adoption for consultation, noting that legislation requires that the Special Consultative Procedure is followed.

502 2. Confirms the replacement of Councillor B Goodwin by Mayor L Patterson as the Council representative on the Wairarapa Policy Working Group for the Gambling and TAB Venues Policies review. Seconded by Councillor S O’Donoghue and CARRIED

POLICY UPDATE (006/19)

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

Moved by Mayor L Patterson That the Strategic Planning and Policy Committee notes the contents of Report 006/19. Seconded by Councillor B Johnson and CARRIED

BUILDING AND PLANNING UPDATE (007/19)

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

Changes to the IANZ assessment have led to more general non-compliances around the country, including by Masterton District Council. Officers are on track to clear all non- compliances by the deadline of 11 March 2019.

Members queried the Copthorne Resort staged subdivision and the need for notification. They were advised that the subdivision is a staged process, with stage one granted. Stage two relates to the development of houses on the land, which will need to be assessed when further information is provided, to see if notification is required.

The Venture Consulting consent was discussed. The Big Save building will have the same footprint as the previous building and will not be able to comply with the total parking requirements under the existing Wairarapa Combined District Plan. They have applied for a waiver to cover this.

There was a meeting of the Hood Users Group on 11 February 2019. The allocation process is being looked after by the Manager Finance and the Manager Community Facilities and Activities.

Moved by Councillor F Mailman That the Strategic Planning and Policy Committee notes the contents of Report 007/19. Seconded by Councillor S O’Donoghue and CARRIED

ENVIRONMENTAL SERVICES UPDATE (005/19)

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

The parking survey will be run from 18 February to 11 March 2019, with the results reported back to Council.

503 Vehicles parking on footpaths was discussed, with Officers advising that it wasn’t restricted to any one area, it was a widespread issue. The further action that can be taken involves a fine.

The change in phone number for the Noise Control contractor was raised, with the suggestion made that Council owns the number so it can remain the same, no matter who the contractor is. The Communications team are working to publicise the change.

Members acknowledged the work involved in the Doggy Day Out, and noted it was good to see Council working so closely with the SPCA.

In response to a query as to why there have been no infringements for bylaws in the last two years, it was advised that they have been focussing on engagement and education first.

Members questioned the frequency of the water reticulation testing, following the situation in Martinborough, and were advised that the reticulation is tested at least every 6 days, with the water treatment plant having their own sampling and monitoring.

Moved by Tiraumaera Te Tau That the Strategic Planning and Policy Committee notes the contents of Report 005/19. Seconded by Mayor L Patterson and CARRIED

The meeting closed at 2.33 pm 401

021/19 REPORT OF THE AUDIT & RISK COMMITTEE MEETING HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 20 FEBRUARY 2019 AT 3.06PM

PRESENT

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

IN ATTENDANCE

Chief Executive, Manager Finance, Manager Assets and Operations, Manager Strategic Planning, Manager Community Facilities and Activities, Communications and Marketing Manager, Policy Advisor, John Whittal (Audit NZ) and Glenda Saville (Acting General Manager Connecting Communities), Peter McNeur (Board Chair Connecting Communities) 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

There were no apologies.

MINUTES OF PREVIOUS MEETING TO BE RECEIVED (248/18)

Moved by Mayor L Patterson that the minutes of the Audit and Risk Committee meeting held 21 November 2018 be received. Seconded by Councillor D Davidson and CARRIED.

HEALTH AND SAFETY QUARTERLY REPORT (018/19)

The report providing information to the Audit and Risk Committee and Council to enable Council to meet its obligations as a Person Conducting a Business or Undertaking (PCBU) under the Health & Safety at Work Act was taken as read. It was noted that there would probably be a spike in reporting as staff have been reminded to identify risks and report issues. In response to a question about how reporting would take place in the future it was advised that the future reporting structure would be brought to the next committee meeting. Moved by Council J Dalziell That the Audit and Risk Committee: a. receives the Health & Safety report for the second quarter (1 Oct to 31 Dec 2018) b. notes the key findings of the initial stock take of current Council health and safety practice:

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i. We have areas that are doing very well with H&S management ii. Record keeping is disparate across our systems iii. There is inconsistency around handling of contractor safety management and risk management across the business iv. While the culture is improving, there are systems, process and training improvements to be made. v. recommends that Council endorse the Draft Road Map contained in report 018/19 as the basis for Council’s continuous improvement programme for Health, Safety and Wellbeing.

Seconded by Councillor G McClymont and CARRIED

HEALTH, SAFETY AND WELLBEING POLICY (016/19)

The Manager Strategic Planning presented the report requesting the Committee recommend Council adopt the Health Safety and Wellbeing Policy. It was noted that external appointees to committees weren’t ‘office holders’ under the Health and Safety at Work Act 2015 as they weren’t elected members. Moved by Mayor L Patterson That the Audit and Risk Committee: i. Notes that Council is a Person Conducting a Business or Undertaking (PCBU) under the Health and Safety at Work Act 2015; ii. Notes that Elected Members and the Chief Executive are by default, officers under the Health and Safety at Work Act 2015; iii. Receives the Health, Safety and Wellbeing Policy adopted by the Senior Leadership Team on 29 January 2019; iv. Recommends to Council that Council adopt the revised Health, Safety and Wellbeing Policy, noting that MDC is a PCBU and Elected Members and the Chief Executive are officers under the Health and Safety at Work Act 2015; v. Notes that the Audit and Risk Committee monitors the policy and its implementation.

Seconded by Councillor G McClymont and CARRIED

SECOND QUARTER AND SIX-MONTHLY REPORTS (017/19)

The Second Quarter and Six-Monthly Reports were taken as read.

A request was made of Connecting Communities and Destination Wairarapa to include the total year’s budget in addition to the year to date budget in their profit and loss reporting.

Connecting Communities A request was made for Connecting Communities to include approximate numbers of people attending events. Connecting Communities advised that information would be provided in their next report.

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Aratoi A further request was made for Aratoi to provide a breakdown of people who went through to their galleries as opposed to those who came through the door. It was noted again that Aratoi hadn’t been asked to report that statistic in their KPIs but that the request would be passed on.

Moved by Councillor G McClymont That the Audit and Risk Committee receives: (a) the quarterly report and financial statement as at 31 December 2018 from Destination Wairarapa; (b) the six-monthly report and financial statement as at 31 December 2018 from Connecting Communities Wairarapa; (c) the six-monthly report ended 31 December 2018 from Sport Wellington Wairarapa; and (d) the quarterly report and financial statement as at 31 December 2018 from Aratoi Regional Trust.

Seconded by Philip Jones and CARRIED

2018/2019 SIX MONTHS TO DATE FINANCIAL REPORT (014/19)

The Manager Finance presented the report providing the six months to date financial report and commentary.

Moved by Mayor L Patterson That Audit & Risk Committee receives the 6 months to date financial report and commentary, including Operating and Capital Expenditure Statements. Seconded by Philip Jones and CARRIED

NON-FINANCIAL PERFORMANCE 2018/2019 SECOND QUARTER REPORT (015/19)

The Manager Strategic Planning took the report advising the Committee of performance against non-financial measures for the second quarter of the 2018-2019 year as read.

Building consent processing times were discussed and it was noted that the current target might not be realistic given increased volumes and that the result was good in the circumstances.

Moved by Councillor J Dalziell That the Audit and Risk Committee receives the Quarter 2 non-financial performance report for the 2018-19 financial year. Seconded by Councillor G McClymont and CARRIED

404

AUDIT NEW ZEALAND AUDIT PLAN FOR THE YEAR ENDING 30 JUNE 2019 (019/19)

The report providing the Committee with Audit NZ’s Audit Plan for the year ending 30 June 2019 was taken as read. Council’s Auditor, John Whittal, advised that Audit NZ were happy to attend Audit and Risk Committee meetings in the future. The Auditor also advised that they were seeking feedback on the Audit Plan and whether there were any additional risks or priorities Council wanted Audit to look at.

Members noted that the 2018/2019 Annual Report would be adopted by the new council at the end of October. Audit NZ would attend the August Committee meeting to speak to the management report from the interim audit.

The Auditor was asked whether there was a broad area of focus for the 2018/2019 year. At local government level it was advised auditors had been asked to look in more depth at sensitive expenditure approval processes and at the potential for bribery and corruption. The financial risk around climate change was raised and it was advised that the Auditor General would be looking at the issue. Moved by Philip Jones That the Audit and Risk Committee receives the Audit Plan for the year ending 30 June 2019. Seconded by Mayor L Patterson and CARRIED

COUNCIL AND COMMITTEE REPORTS QUALITY REVIEW (020/19)

The report providing the Committee with an overview of the review of Council (and Committee) reports conducted and to gain support for a proposed programme of improvement and reduce risk was presented by the Chief Executive. The inclusion of risk as a supporting information factor was discussed. The Chief Executive advised that risk would be addressed as part of the options analysis rather than as a standalone factor. Moved by Councillor D Davidson

That the Audit and Risk Committee a. notes that an initial review of Council (and Committee) reports has been completed by the Chief Executive Officer as described in report 020/19. b. endorses the proposed programme of improvement to improve the quality of reports to Council and its Committees as follows: i. All staff that routinely prepare reports to Council and its Committees are trained in effective report writing to ensure legal compliance and help decision-makers make sound, well-informed decisions by June 2019 ii. All managers are trained in report reviewing to ensure reports to Council and Committees meet quality requirements and can coach and mentor new staff by June 2019 iii. Staff use a template for Council and Committee reports that is based on sector good practice and addressees the strategic, policy, financial and legislative implications of decisions and facilitates compliance with the decision-making requirements of the Local Government Act 2002

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iv. The Chief Executive Officer conducts another review in 2020 to identify further opportunities for improvement. Seconded by Mayor L Patterson and CARRIED

MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED

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

Under section 48 (1) of the Local Government Official Information and Meetings Act 1987 the following matters will be taken with the public excluded :- 13. Receive the Report of the previous meeting held with the public excluded 21 November 2018. General Business 14. SMT Risk Discussion

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

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

Minutes of Previous Meeting See page 404-406 s48(1)(d) That the exclusion held 21 November 2018 of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation in any proceeding to which this paragraph applies 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)

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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 4.35 m

The meeting returned to open session at 4.51 pm

The meeting concluded at 4.51 pm

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022/19 To: Your Worship and Elected Members Tania Madden, Manager Strategic Planning From: David Paris, Manager Finance Endorsed by: Kathryn Ross, Chief Executive

Date: 27 February 2019

Subject: 2019‐20 Annual Plan Consultation Approach

DECISION

Recommendation: That Council i. Resolves to not conduct formal consultation on the 2019‐20 Annual Plan given there are no significant or material differences from the content of the Year 2 Long‐Term Plan 2018‐28. ii. Note that the Annual Plan 2019‐20 must still be adopted and the rates struck by resolution before 30 June 2019, and include an overview of any minor changes in costs along with all other information required under Part 2, Schedule 10 of the Local Government Act 2002.

Purpose The purpose of this report is to determine the community engagement approach for the 2019‐20 Annual Plan.

Background Council must produce a Long‐Term Plan (LTP) every three years. The LTP is subject to the Special Consultative Procedure in accordance with section 83 of the Local Government Act 2003 (LGA). Consultation for the current LTP was extensive, including Council presence at events across the district, hearings held over three days, and the processing of a substantial number of submissions. Annual Plans are produced for years two and three of the LTP to confirm the forecast, taking into account any new information and/or changed circumstances. In the third year a new LTP is produced. As the LTP was consulted on, Council must seek feedback from the community on its Annual Plan only if significant changes are planned between the Annual Plan and the corresponding year of the LTP. Council’s criteria for significance is clearly outlined in its Significance and Engagement Policy.

Options Considered While reviewing forecast budgets for 2019‐20, a number of potential variations were identified and discussed with Council. These have been tested for significance against the Significance and Engagement Policy. No items were assessed as significant. Council therefore has two options for engagement on the 2019‐20 Annual Plan, as outlined in the table overleaf.

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Option Advantages Disadvantages 1 Inform‐only • Reduced costs. An effective • Potential for a negative response campaign inform‐only campaign can be from the community that (recommended) carried out for approximately consultation is not occurring, $5,000. noting that some organisations • Other projects requiring see the Annual Plan process as community feedback. LTP the mechanism for approaching consultation was undertaken last Council for funding. This would be year; and there are some key managed through clear projects that we will be seeking communication with the community feedback on over the community. coming year. Focusing efforts on priority projects that we know have meaning to our community will enable deeper conversations and participation, keep the community engaged, allow Council to provide feedback to the community on projects already consulted on, and avoid consultation fatigue. • Staff time can be invested in other projects/work.  Council has more time to consider variations to the adopted budget because it does not have to invest the substantial amount of time it takes to develop and adopt a consultation document and manage feedback. 2 Formal • Historically Council has consulted • Greater costs. Formal Consultation and the community are likely to consultation is estimated at expect a formal consultation approximately $50,000 in process. advertising, document production, submission processing, hearings and elected member time. • Opportunity cost in relation to staff time and consultation resource. • Risk of consultation fatigue given the range of consultation that is scheduled for the coming year.

Discussion of Options Option 1 is recommended for the following reasons: • Extensive community consultation was undertaken for the 2018‐28 LTP. • Variations proposed to the 2019‐20 LTP budget are not significant. • There is no legislative requirement for Council to formally consult again on the revised forecast for the same year unless there are significant differences. • Staff time and financial savings can be invested in core work and consultation efforts can be concentrated on key projects. 123

Provision for community development grants and funding for groups is maintained in the Plan. If Council support Option 1, an alternative process for allocation of this funding will be proposed. Those who have regularly sought funding from Council will be advised of Council’s decision and the process for this year.

If Council wishes to proceed with Option 2 and formally consult, it must do so in accordance with the principles of consultation in s82 of the LGA and develop a consultation document. To meet the final adoption date of June 2019, a consultation document would need to be developed and adopted before the end of March to accommodate a minimum of four weeks for submissions and the subsequent hearings and deliberations process. A pre‐requisite to developing a consultation document is the establishment of an indicative financial position prior. Indicative means basic agreement on the variations and a high‐level understanding of the implications to ratepayers. Option 2 significantly shortens Council’s decision‐making timeframe both before and after the submissions period.

Significance and Engagement The decision not to consult has been assessed against the Significance and Engagement Policy and given there are no significant or material differences proposed in the 2019‐20 Annual Plan, this is considered to be of low significance.

Timeframes With option 1, Council will adopt the 2019‐20 Annual Plan at its meeting on 26 June 2019.

If Council decide to formally consult (option 2), an indicative timeline is included below:

Date Activity/Milestone 3 April 2019 Consultation Document adopted for consultation 5 April – 6 May 2019 Consultation period 28 – 30 May 2019 Hearings and Deliberations 26 June 2019 Council adopt final 2019‐20 Annual Plan.

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Financial Implications If Council agrees with the recommendation, estimated savings (in financial and staff time) of approximately $50,000 could be invested in other core pieces of work.

Statutory Requirements All statutory requirements have been addressed as detailed throughout this report. Impact on Iwi/Māori Communities There are no implications for Māori communities. The recommendation is for an inform‐only campaign and appropriate communications with iwi will be undertaken.

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025/19

To: Your Worship and Elected Members

From: Tania Madden, Manager Strategic Planning

Endorsed by: Kathryn Ross, Chief Executive

Date: 27 February 2019

Subject: Bylaw Review Statement of Proposal

DECISION Recommendation: That Council resolves: a. That, in accordance with section 155(1) of the Local Government Act 2002, the proposed bylaws are the most appropriate way of addressing the perceived problems; and b. That, in accordance with sections 155(2) of the Local Government Act 2002, the proposed bylaws are the most appropriate form of bylaw and can be justified as a reasonable limitation on people’s rights and freedoms and therefore do not give rise to any implications under the New Zealand Bill of Rights Act 1990; and c. To adopt the Bylaw Review Statement of Proposal in Attachment 1 to Report 025/19 (including the draft bylaws) for consultation, using the Special Consultative Procedure, as identified in Section 83 of the Local Government Act 2002, subject to South Wairarapa District Council and Carterton District Council also adopting the bylaws for consultation; and d. To approve the consultation timeframes and approach described in this report under Significance and Engagement; and e. To delegate authority to the Wairarapa Policy Working Group to hear and consider submissions and make recommendations back to the three Councils on the final bylaws.

Purpose The purpose of this report is to present the Bylaw Review Statement of Proposal for Council’s adoption for consultation with the community (see Attachment 1).

Background Legislative Section 145 of the Local Government Act 2002 (LGA) empowers councils to make bylaws to: • protect the public from nuisance; • protect, promote and maintain public health and safety; and • minimise the potential for offensive behaviour in public places. Section 158 of the LGA requires a bylaw to be reviewed five years after it is first made, and then every 10 years subsequently. The Masterton and South Wairarapa District Council Consolidated Bylaw was first adopted in September 2013 and is therefore due for review. Note that although the five-year timeframe has passed, the LGA states that a bylaw is not revoked until two years past the due review date.

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Wairarapa Policy Working Group Masterton District Council (MDC) has undertaken the review jointly with South Wairarapa District Council (SWDC) and Carterton District Council (CDC). Council delegated responsibility for progressing the bylaw review to the Wairarapa Policy Working Group in May 2017. Membership of this group is: • Cr Frazer Mailman, MDC (appointed Chairperson for the bylaw review) • Cr Brent Goodwin, MDC • Cr Tracey Callaghan, CDC • Cr Rebecca Vergunst, CDC • Cr Margaret Craig, SWDC • Cr Ross Vickery, SWDC

Review Process The first stage of the process involved staff from each of the three councils reviewing the bylaws and developing a set of proposed changes. The proposed changes were then discussed and refined during two workshops held with the Wairarapa Policy Working Group on 12 November 2018 and 10 December 2018 and the Statement of Proposal developed. The next stage of the process is for each of the three Wairarapa Councils to adopt the Statement of Proposal for consultation with our communities.

Bylaw Review Statement of Proposal The proposed changes to the bylaws are summarised in the attached Statement of Proposal. Full copies of the bylaws showing all proposed changes have been circulated to Council electronically.

The Wairarapa Policy Working Group endorsed the proposed changes for submission to Council and confirmed, in accordance with Section 155 of the LGA, that they are satisfied: • a bylaw is the most appropriate way of addressing the perceived problem; • the proposed bylaw is the most appropriate form of bylaw; and • the proposed bylaw does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

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

Option Advantages Disadvantages 1 Make the Updates the existing bylaw for It may take time for the community amendments as set clarity and better reflects the and staff to become familiar with out in the Bylaw current legal and operational the new provisions. Review Statement of environment. Proposal. 2 Keep the current No change to the current situation Does not provide recommended bylaw as it is. and no new rules for the clarification, which may create community. uncertainty. Current legal and operatoinal environment may not be relected as well. 3 Revoke the existing Reduces MDC’s enforcement Does not meet the needs of the bylaw and do not activity requirements. community. replace. Removes MDC’s ability to regulate. 127

Discussion of Options Staff recommend Option 1 as it is considered the most effective way to manage the problems the bylaws address and provides an appropriate balance between regulatory control and people’s rights and freedoms.

Significance and Engagement As the proposal is to amend parts of the bylaw, MDC is required under Section 156 of the LGA to consult with the community using the Special Consultative Procedure. If Council adopts the Statement of Proposal, the community consultation period will be from 4 March to 5 April 2019. CDC and SWDC each adopted their Statement of Proposal on 20 February 2019. While SWDC and CDC will be considering the same bylaws, the Statement of Proposal for each Council will be slightly different. For example, while for MDC the bylaws are, for the most part, continuing with amendments, CDC’s proposal is to revoke their current bylaws and replace with the proposed bylaw. To ensure the message to our respective communities is clear and correct, each Council has developed their own Statement of Proposal. MDC will manage the submission process on behalf of CDC and SWDC. Associated costs will be shared between the three Councils. A community meeting is proposed for 27 March 2019. The meeting will be run as a workshop, providing the Wairarapa community with an opportunity to discuss the bylaws with elected members and staff. A joint hearing with CDC and SWDC is proposed for 1 May 2019. It is proposed that the hearing panel role be delegated to the Wairarapa Policy Working Group. The panel would then make recommendations back to each of the three Councils on the final bylaws.

Timeframes If Council adopt the Bylaw Review Statement of Proposal, the following timeframes will apply.

Date Activity/Milestone 4 March to 5 April Consult with the community on the Statement of Proposal, in accordance 2019 with the Special Consultative Procedure. 27 March 2019 Community meeting for the Wairarapa. 1 May 2019 Wairarapa Policy Working Group Hearing/Recommendation to each Council on final bylaws. 26 June 2019 Each Council adopts the final reviewed bylaws. 8 July 2019 If adopted, the amended bylaws come into effect.

Contribution to Council’s Strategic Direction Option 1 is in alignment with the purpose of local government as stated in the LGA, which includes providing efficient and effective regulatory functions that are appropriate to present and anticipated future circumstances. Option 1 also aligns with the 2018-28 Long-Term Plan, Community Outcomes and our wellbeing strategy He Hiringa Tangata, He Hiringa Whenua.

Financial Implications Budget has been allocated for the bylaw review project. As noted earlier in this report, work undertaken by MDC on behalf of CDC and SWDC will be shared equally across the three councils. 128

Legal Review A legal review of the proposed bylaws will be completed alongside the community consultation period. Any proposed changes as a result will be included in a report to the hearings panel.

Statutory Requirements All statutory requirements have been addressed as detailed throughout this report.

Impact on Māori The proposed bylaw amendments have not been assessed as having an impact specific to Māori communities. However, several parts of the bylaw with an impact on Māori have been identified, namely the Beauty Therapy, Tattooing and Skin Piercing bylaw (in relation to Tā Moko practices) and the Public Places and Cemeteries and Crematoria Bylaws (in relation to scattering of ashes and Māori burials). As part of the consultation period, we will seek the views of our Māori community in relation to the existing bylaw content.

129 ATTACHMENT 1

STATEMENT OF PROPOSAL Proposed Wairarapa Consolidated Bylaw

We’re reviewing our bylaws to ensure they continue to meet the needs of our community. The review is a team effort with Carterton District Council (CDC) and South Wairarapa District Council (SWDC) so that, wherever practical, there are consistent bylaws across the Wairarapa region.

What are bylaws and why should you care? Contents Bylaws are rules made by councils that affect the way we live, work and play in certain areas. We make bylaws when Review Process so Far...... 2 we think it’s necessary in order to: Summary of the Proposal...... 3 »» protect the public from nuisance; Proposed Wairarapa Consolidated Bylaw...... 4 »» minimise offensive behaviour in public places; Bylaws Proposed to be Revoked...... 12 »» maintain public health and safety; or »» protect the environment. Proposed Standalone Bylaws...... 1 3 Anyone who doesn’t comply with a bylaw could be fined, Minor Changes to All Bylaws...... 14 have property seized or be requested to correct a breach. Assessment Against Legal Requirements...... 15

Why are we reviewing the bylaws now? Options Considered by Council...... 15 A bylaw made under the Local Government Act 2002 Frequently Asked Questions...... 16 (LGA) must be reviewed five years after it is made, and Have your Say...... 17 then every 10 years after that. The Masterton and South Wairarapa District Council Consolidated Bylaw 2012 (the This document constitutes the Statement of existing Consolidated Bylaw) was first adopted in 2013 Proposal for the purposes of Section 83(1)(a) and and is therefore due for review. Section 86 of the LGA.

Does this proposal apply to CDC and SWDC? How you can have your say We are consulting on the same proposed Wairarapa We want to hear what you think about the changes we’re Consolidated Bylaw as CDC and SWDC. However, to proposing to make to the bylaws. Submissions are open ensure the message to our respective communities is until 4:30pm on Friday 5 April 2019. relevant and clear, each Council has customised their See page 17 of this document for details on how you can Statement of Proposal. have your say. To view the proposal for CDC or SWDC, please visit the relevant Council’s website or contact their office.

We are Local Government. WWW.MSTN.GOVT.NZ Page 1 130

REVIEW PROCESS SO FAR

Masterton District Council (MDC) has worked alongside SWDC and CDC to review the following Parts of the existing Consolidated Bylaw:

»» Part 1: Introductory »» Part 10: Water Races (MDC only) »» Part 2: Public Places »» Part 11: Wastewater Drainage »» Part 3: Trading in Public Places »» Part 12: Trade Waste »» Part 4: Solid Waste »» Part 13: Traffic »» Part 5: Water Supply »» Part 14: Speed »» Part 6: Fires in the Open Air »» Part 15: Beauticians, Nail Technicians, Tattooists and »» Part 7: Control of Dogs (MDC only) Skin Piercers »» Part 8: Keeping of Animals, Poultry and Bees »» Part 16: Food Safety »» Part 9: Cemeteries and Crematoria »» Part 18: Airport (MDC only)

Part 17: Liquor Control in Public Places is excluded from the list above as it was revoked and replaced by the MDC Alcohol Control Bylaw on 12 December 2018, following consultation with our community. Part 17 applied only to the Masterton district and this did not change under the new Alcohol Control Bylaw. For this reason, the Alcohol Control Bylaw is maintained as a standalone bylaw.

August- Staff from MDC, CDC and SWDC assessed each individual Part of the existing October Consolidated Bylaw to ensure it remains fit for purpose and meets the legal 2018 requirements under the LGA (refer page 15).

November/ Proposed changes were discussed and refined during two workshops with the December Wairarapa Policy Working Group, which is made up of elected members from 2018 MDC, CDC and SWDC.

MDC adopted this Statement of Proposal (including the proposed bylaws provided as February Appendix 1) at their meeting on 27 February 2019, for consultation with our community. 2019 CDC and SWDC adopted the proposed bylaws for consultation at their meetings on 20 February 2019.

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SUMMARY OF THE PROPOSAL

As a result of the review process, we have identified some changes to improve the bylaws. We are proposing to:

1. Make substantial amendments to the following Parts of the existing Consolidated Bylaw:

»» Part 2: Public Places »» Part 11: Wastewater Drainage »» Part 5: Water Supply »» Part 15: Beauticians, Nail Technicians, »» Part 6: Fires in the Open Air Tattooists and Skin Piercers »» Part 9: Cemeteries and Crematoria

2. Revoke the following Parts of the existing Consolidated Bylaw:

»» Part 16: Food Safety »» Part 18: Airport

3. Make minor amendments to the following Parts of the existing Consolidated Bylaw:

»» Part 1: Introductory »» Part 10: Water Races »» Part 3: Trading in Public Places »» Part 12: Trade Waste »» Part 4: Solid Waste »» Part 13: Traffic »» Part 7: Control of Dogs »» Part 14: Speed »» Part 8: Keeping of Animals, Poultry and Bees

We are also proposing to change the title and structure of the bylaw to reflect the changes outlined above. We are proposing to:

4. Rename the bylaw as the Wairarapa Consolidated Bylaw 2019 and revise the structure as follows:

»» Part 1: Introductory »» Part 2: Public Places »» Part 3: Sale of Goods or Services in Public Places »» Part 4: Prevention of Nuisance from Fire and Smoke »» Part 5: Water Supply »» Part 6: Keeping of Animals, Poultry and Bees »» Part 7: Cemeteries and Crematoria »» Part 8: Wastewater »» Part 9: Trade Waste »» Part 10: Traffic »» Part 11: Speed »» Part 12: Beauty Therapy, Tattooing and Skin Piercing

5. Remove the following Parts from the Consolidated Bylaw and continue these as standalone bylaws:

»» Masterton and South Wairarapa District Council Solid Waste Bylaw »» Masterton District Council Control of Dogs Bylaw »» Masterton District Council Water Races Bylaw

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PROPOSED WAIRARAPA CONSOLIDATED BYLAW

Substantial Changes The proposed Wairarapa Consolidated Bylaw has 12 Parts. Most of the proposed changes are minor. The Parts where the proposed changes have an effect on the meaning or intent of the existing bylaw are detailed below.

Part 2: Public Places (including Parks and Reserves) Public spaces are open to everyone to enjoy. This means that competing interests can create obstructions, health and safety concerns, or a negative environmental impact. This Part addresses problems relating to damage to public facilities, as well as activities within public places that may have an adverse effect on the facilities, or the health and safety of the people that use them.

Proposed Change Reason for Proposal Implications of Not Making the Change

Title: Amend from ‘Public Places’ to For clarity that the bylaw applies to It will not be immediately clear ‘Public Places (including Parks and parks and reserves. that the bylaw applies to parks and Reserves).’ reserves. Clauses 3.1(d) and (e): Split clause The bylaw uses the same definition Using mobility devices, skateboards 3.1(d) into two, to state that vehicles for ‘vehicle’ that is used in the Land or roller skates anywhere other must be driven on formed roads, Transport Act 1998. Under this than on a formed road, would be an except wheeled recreational devices definition, ‘vehicle’ includes mobility offence under the bylaw. and mobility devices; and that devices and wheeled recreational no vehicle should be driven in a devices such as skateboards and dangerous or inconsiderate manner. roller skates. The proposed amendment will clarify that there is no requirement that these devices only be used on formed roads (noting that there are some prohibitions on wheeled recreational devices in particular areas). Clause 6.1: Add prohibition of sowing To ensure that planting in public Council will have less ability to or scattering the seed of any plant. places is managed by Council and to control planting in public places. prevent any adverse impacts from Unauthorised planting may have an unauthorised planting. adverse impact on the environment and result in additional costs for Council to rectify the impact. Section 7: Remove content relating Signage requirements are covered Unnecessary duplication between to signage, and refer to signage under the WCDP. the WCDP and the bylaw, increasing requirements within the Wairarapa the risk of contradictory information Combined District Plan (WCDP). being published. Clause 17.2: Add circumstances To clarify that animals may be It will not be clear to the community where animals may be allowed on allowed on reserves under certain when or where animals may be reserves. circumstances e.g. several reserves allowed on reserves. are noted in the MDC Control of Dogs Bylaw as dog exercise areas. Clause 17.6: Add Council’s right to The current bylaw only refers to It will not be clear that Council has seize and contain any animal found Council securing stock that is found the right to seize an animal found loose in a public place. wandering. The amendment clarifies loose in a public place. Council can seize any animal found wandering in breach of this Part or any other Council instruction.

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Proposed Change Reason for Proposal Implications of Not Making the Change

Clause 17.7: Amend to state that To ensure that stock are not grazed Lack of clarity regarding where animals may only be grazed on a rural on urban road verges. Council may approve grazing of road road verge. verges. Section 18: Amend overhanging The mounting height for signs is Council will not have the ability to cutback minimum height from 2.1 between 2-2.5 metres. Amending the enforce the cut-back height to the metres to 2.7 metres. minimum cutback height will prevent level necessary to ensure street signs vegetation from interfering with the are not obstructed. view of street signs or lighting.

Section 20: Amend to state Council For accuracy. MDC’s Schedule of Fees Lack of clarity regarding what Council may set fees to claim any animal or includes fees for claiming impounded may set fees for in relation to this item impounded under this Part of animals and items. Part. the bylaw.

Part 4: Prevention of Nuisance from Fire and Smoke Fire and smoke can cause a nuisance or health risk to the community. This Part provides the necessary regulatory support to manage the nuisance and risk caused from fire and smoke.

Proposed Change Reason for Proposal Implications of Not Making the Change

Revoke Part 6: Fires in the Open Air The Fire and Emergency New The bylaw would be inconsistent with Zealand Act 2017 (the Act) moved the the Fire and Emergency New Zealand responsibility to manage fire hazards Act 2017. from councils to Fire and Emergency New Zealand (FENZ). Under the Act, a bylaw must be revoked or amended if it: »» relates to the removal of fire hazards; »» declares prohibited or restricted fire seasons; »» prohibits or otherwise regulates or controls the lighting of fires in the open air; or »» relates to the prevention of the spread of fires involving vegetation. A review of the current bylaw identified that all clauses are addressed by the Act, with the exception of smoke nuisance.

Replace with Part 4: Prevention of The ability to address smoke Council would have no ability to Nuisance from Fire and Smoke. nuisance is not covered in any other respond to community concerns Part of the bylaw. regarding smoke nuisance or risk to health or safety caused by smoke.

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Part 5: Water Supply The water supply network can be adversely impacted by customer activity, creating health and safety and/or environmental concerns. This Part provides the necessary regulatory support to manage the supply of water to the district and to protect the supply from damage, misuse or interference.

Proposed Change Reason for Proposal Implications of Not Making the Change

Section 1: Clarify the scope of the To ensure the purpose of the Part is Lack of clarity about the purpose of Part. clear to our community. the bylaw.

Clause 4.5: Amend to state that As part of the 2018-28 Long-Term The bylaw would be inconsistent with ordinary water use will be metered in Plan, MDC resolved that water meters the 2018-28 LTP. each of the three council districts. would be installed at all residential properties connected to the urban water supply. This amendment is consistent with that decision.

Part 7: Cemeteries and Crematoria Cemeteries and crematoria are important to our community and a balance is needed between pragmatic management and meeting the needs of the community. This Part provides the necessary regulatory support for achieving acceptable management and protocols within cemeteries and the operation of crematoria.

Proposed Change Reason for Proposal Implications of Not Making the Change

Clause 3.6: Add statement that the The nature of natural burials does not Space available for natural burials will exclusive right of burial will not be warrant exclusivity being granted in become limited over the long-term. sold in respect of any plot in those perpetuity. portions of a cemetery reserved exclusively for natural internments. Section 4. Add requirements for Requests for natural burials are Council will have no regulations to natural burials. increasing and this is expected to manage requests for natural burials. continue to grow in the future. This section provides controls around the provision of natural burial sites.

Clause 7.3: Add requirement that To give Council assurance that the Council may not have the necessary applications to erect a memorial owner or assignee is in agreement assurances to support resolution of must be accompanied by written that a memorial be erected. disputes. permission from the plot owner (or their assignee). Section 8: Add new section for To ensure that all areas of a Council will have reduced ability provisions for how adornments will be cemetery are safe for the public to manage adornments within managed. and no nuisances are created by cemeteries that may create a risk or adornments. cause a nuisance. Section 9: Add new section for how To ensure that all areas of a cemetery Council will not have the ability plots are to be maintained. are safe for the public and no to enforce plot maintenance nuisances are created. requirements.

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Part 8: Wastewater The wastewater drainage network can be adversely impacted by customer activity, causing potential damage to infrastructure or creating health and safety and/or environmental concerns. This Part provides the necessary regulatory support for managing wastewater drainage in the district.

Proposed Change Reason for Proposal Implications of Not Making the Change

Revoke Part 11: Wastewater Drainage The CDC bylaw is clearer than the Lack of clarity on the meaning of the and replace with the Carterton current MDC/SWDC Wastewater bylaw, which may affect Council’s District Council’s current Wastewater Drainage bylaw. ability to enforce. Bylaw.

For the most part, the current and proposed wastewater bylaws are the same, with changes in wording and structure to improve clarity. Changes that have an effect on the meaning and intent of the bylaw are listed in the table below. These changes are not considered significant and are proposed in order to achieve consistency across the Wairarapa region.

Clause 4.3 Add requirement that the occupier of any premises must notify Council of any hazardous material entering the public wastewater network.

Clause 4.5 Increase timeframe for notice of intention to excavate from 3 working days to 5 working days. Reduce distance Council will mark out the location of its services from within 1m to within 0.5m. Clauses 4.11a and Provide details of what additional requirements Council may require before approval would be 4.11b given to build over buried services. Clauses 7.2 to 7.10 Clarification of the connection application requirements.

Clause 8.6 Reduce the number of single dwelling units that a common drain can serve from 7 to 5.

Clause 9.6 Amend the recommended control of usage limits as follows: »» Dual flush toilet cistern (flush 1): reduced from 3L to 1.6L. »» Dual flush toilet cistern (flush 2): reduced from 6L to 3L. »» Low flow shower heads: increased from 8L per minute to 9L per minute.

Clause 9.15 Remove the requirement to always give owners/occupiers 24 hours notice of works.

Clause 9.19 Remove the requirement that Council must give customers 28 days to rectify defects.

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Part 12: Beauty Therapy, Tattooing and Skin Piercing Procedures carried out by beauty therapists, tattooists and skin piercers come with potential risk of infection if appropriate controls are not in place. This Part provides the necessary regulatory support to manage hygiene standards in commercial practices where there is a risk of infection of communicable diseases.

Proposed Change Reason for Proposal Implications of Not Making the Change

Title: Rename from “Beauty To improve readability. Poor readability. Therapists, Solarium Operators, Nail Technicians, Tattooists and Skin Piercers” to “Beauty Therapy, Tattooing and Skin Piercing”.

Section 2: Add definition for It is not clear in the current bylaw Uncertainty whether the bylaw ‘premises’, ‘mobile premises’ and that the requirements apply to mobile applies to mobile premises and ‘mobile operators’ for clarity that this premises and mobile operators. mobile operators. bylaw applies to mobile premises and to people who operate without a premises. Clause 3.3: Add requirement that For clarity that certification needs to Council could not enforce the a Certificate of Registration must be displayed in the premises. requirement for service providers be prominently displayed at the to display their certificate of premises. registration. Clause 10.1(a): Add required pressure To ensure operators are sterilising Council will have less ability to ensure levels. equipment at the appropriate equipment is effectively sterilised to pressure level, as identified in the appropriate standards. New Zealand Standard for reusable medical devices. Clause 12.9: Amend requirement to For consistency with other record Inconsistency in record retention retain medical waste disposal records retention requirements stated in this requirements which may cause from six months to 12 months. Part. confusion.

Section 13: Add registered These services are monitored Lack of clarity on the bylaw acupuncturists and commercial through their own regulation exemptions. ear-piercing services provided by processes. a registered pharmacy to the bylaw exemptions.

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Minor Changes The Parts of the bylaw that have minor changes proposed are detailed below. Minor changes are made for the purpose of clarity and accuracy and do not have an effect on the meaning or intent of the existing bylaw.

Part 1: Introductory This Part of the bylaw includes definitions and provisions of a general nature which apply to all Parts of the Consolidated Bylaw. This Part removes the need to repeat general content in every Part of the Consolidated Bylaw, which reduces the possibility of contradiction throughout the bylaw.

Proposed Change Reason for Proposal Implications of Not Making the Change

Clause 1.1: Amend the title of the The title needs to be updated to The title would not accurately reflect bylaw from the ‘Masterton and South include Carterton District Council the scope of the bylaw. Wairarapa Consolidated Bylaw 2012’ and reflect that the bylaws apply to the ‘Wairarapa Consolidated Bylaw throughout the Wairarapa region. 2019’.

Part 3: Sale of Goods or Services in Public Places Public spaces are open to everyone to enjoy. This means that competing interests can create obstructions, health and safety concerns, or a negative environmental impact. This Part requires any person who sells goods or services in a public place, to have first obtained a licence. This allows Council to balance trading with the needs of the environment and ensure that the activity doesn’t create any adverse effects.

Proposed Change Reason for Proposal Implications of Not Making the Change

Title: Rename from ‘Trading in Public The term ‘trade’ can have variations in Uncertainty regarding the meaning of Places’ to ‘Sale of Goods or Services meaning. Renaming the Part removes ‘trade’. in Public Places’. any ambiguity. Clause 7.1(c): Amend to clarify that an To clarify what form of approvals are Lack of clarity about the exemptions exemption is allowed to any market, appropriate for exempting a person under the bylaw. stall or stand, that has current from this bylaw. approval under any bylaw, legislation, resource consent or specific resolution of Council.

Part 8: Keeping of Animals, Poultry and Bees Keeping animals can cause a nuisance or health and safety risk to the community. This Part provides the necessary regulatory support to achieve acceptable standards of amenity and community safety through the control of animals, poultry and bees.

Proposed Change Reason for Proposal Implications of Not Making the Change

Clause 7.1: Amend to state that “No Enforcing the bylaw only where Council would have the ability to person shall keep bees if, in the there is a demonstrated nuisance or enforce the bylaw in situations where opinion of an authorised officer, the annoyance is considered a fairer and there is potential for nuisance. keeping of bees is, or is likely to has more measured approach. become a nuisance or annoyance to any person or potentially dangerous or injurious to health.”

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Part 9: Trade Waste The wastewater drainage network can be adversely impacted by customer activity, causing potential damage to infrastructure or creating health and safety and/or environmental concerns. This Part provides the necessary regulatory support to manage wastewater services for non-domestic uses.

Proposed Change Reason for Proposal Implications of Not Making the Change

Section 13: Remove content Content is unnecessary. Complaints Inconsistency between this Part and regarding complaints. relating to any council decision internal policy. should be managed under each Council’s complaints policy.

Part 10: Traffic Controls are required to manage the safe and efficient operation of the local road network. This Part provides the necessary regulatory support to manage traffic and parking in the district.

Proposed Change Reason for Proposal Implications of Not Making the Change

Clause 1.2(b): Amend reference to For consistency with the Land Inconsistency with the Land ‘taxi stands’ to ‘small passenger Transport Amendment Act 2017. Transport Amendment Act 2017. service vehicle stand’. Clause 21.3: Clarify that following To clarify the steps required to Less clarity on the requirements to any resolution to amend a schedule, implement a resolution to change a implement a resolution. the traffic control schedules must traffic schedule. be updated and road markings and signage will be installed in accordance with the Land Transport Rule: Traffic Control Devices 2004. Clause 22.1: Add statement that Each Council is likely to amend its Increased risk of contradictory Masterton, Carterton and South traffic control schedules from time to information being published. Wairarapa District Council will each time. Having each Council maintain maintain the schedules of traffic their own schedule electronically, control measures in their respective reduces the risk of contradictory districts. information being published. Schedules: Remove as attachment to the bylaw and maintain electronically on respective council website.

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Part 11: Speed Controls are required to manage the safe and efficient operation of the local road network. This Part provides the necessary regulatory support to manage speed limits in the district (excluding State Highways).

Proposed Change Reason for Proposal Implications of Not Making the Change

Clause 3.1: Clarify the potential For consistency with other Parts of The community may not fully penalties associated with a breach of the bylaw. To ensure our community understand the consequences for the Part. understands that breach of a bylaw is breaching the bylaw. an offence.

Clause 4.2: Clarify that where Council The current bylaw implies Council can It may not be clear to staff or elected amends the bylaw or schedules make any changes to the schedules members that consideration must be by resolution, consultation will be by resolution. While the schedules given to consultation requirements undertaken in accordance with NZ can be amended by resolution, before any part of the bylaw, including Transport Agency’s Land Transport consideration must first be given the schedules, is amended. Rule: Setting of Speed Limits 2017. to whether the change requires consultation and, if so, consultation must occur before the amendment is made. Clause 4.3: Clarify that following any To clarify the steps required to Less clarity on the requirements to resolution to amend a schedule, the implement a resolution to change a implement a resolution. Speed Schedules must be updated speed schedule. and road markings and signage installed in accordance with the Land Transport Rule: Setting of Speed Limits 2017. Clause 5.1: Add statement that the Each Council is likely to amend its Increased risk of contradictory Masterton, Carterton and South speed schedules from time to time. information being published. Wairarapa District Councils will each Having each Council maintain their maintain the Speed Schedules for own schedule electronically, reduces their respective districts. the risk of contradictory information being published. Schedules: Remove as attachment to the bylaw and maintain electronically on respective council website.

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BYLAWS PROPOSED TO BE REVOKED

We have identified two existing bylaws that are no longer relevant for our community. We are proposing to discontinue these bylaws as detailed in the tables below.

Part 16: Food Safety

Proposed Change Reason for Proposal Implications of Not Making the Change

Revoke Part 16: Food Safety The Food Act 2014 gives Council staff The bylaw would be inconsistent with the powers they currently have under the test required under the LGA that a the bylaw. This means the bylaw is bylaw is the most appropriate way to unnecessary duplication. address the relevant problem.

Part 18: Airport

Proposed Change Reason for Proposal Implications of Not Making the Change

Revoke Part 18: Airport There is no legislative requirement The bylaw would be inconsistent with that airport fees are set within a the test required under the LGA that a bylaw. The airport is a service/ bylaw is the most appropriate way to amenity so fees can be set under the address the relevant problem. general power stated in Section 12 of the LGA and be included with MDC’s Schedule of Fees and Charges. In addition to prescribing fees, the Airport Authorities Act 1966 empowers councils to make bylaws for a number of purposes, including: »» the good rule, management and administration of the airport; »» protecting airport property from damage or injury; »» precautions for health and safety; »» regulating traffic and parking; »» prescribing the times, terms, and conditions upon which the public may enter or be in or upon the airport; »» management of lost property; or »» for the control of trading activities at the airport or for the management of any business subsidiary. It is not considered that these matters need to be addressed in a bylaw for the Masterton Airport.

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PROPOSED STANDALONE BYLAWS

We have identified three bylaws that would be better to continue as standalone bylaws, rather than as part of the Wairarapa Consolidated Bylaw. The reasons for this proposal are detailed in the tables below.

Masterton and South Wairarapa District Council Solid Waste Bylaw This bylaw provides the necessary regulatory support to ensure solid waste is managed and disposed of, while achieving acceptable standards of amenity. Other than the change below and the minor amendments detailed on page 14, no amendments are proposed to this bylaw. Work on a Solid Waste Bylaw that will apply to the whole Wellington region is expected to start in the first part of 2019. For this reason, the full review of the existing Solid Waste Bylaw has been deferred. The community will be consulted when the joint Wellington regional bylaw is drafted.

Proposed Change Reason for Proposal Implications of Not Making the Change

Remove Part 4: Solid Waste from Removing this Part from the Unnecessary work would be the existing Consolidated Bylaw and Consolidated Bylaw means the completed. maintain as a standalone bylaw. subsequent review and potential revoking and replacement of the Solid Waste bylaw will not affect the Consolidated Bylaw.

Masterton District Council Control of Dogs Bylaw A balance is needed between the recreational needs of dogs and their owners, and appropriate controls to minimise the potential for harm, distress or nuisance that may be caused by dogs. This bylaw provides the necessary regulatory support for the Dog Policy, which all Councils must have in place under the Dog Control Act 1996. We reviewed and consulted our community on the Control of Dogs Bylaw in 2018. For this reason, other than the change below and the minor amendments detailed on page 14, no amendments are proposed to this bylaw.

Proposed Change Reason for Proposal Implications of Not Making the Change

Remove Part 7: Control of Dogs from This bylaw applies to MDC only, so It may not be clear to our community the existing Consolidated Bylaw and should not be included within the that the bylaw only applies to the maintain as a standalone bylaw. consolidated bylaw. Masterton district.

Masterton District Council Water Races Bylaw Water races can be adversely impacted by the activities that happen nearby, resulting in pollution and/or obstruction to water flow. This bylaw provides the necessary regulatory support to maintain flows and protect water quality for stock watering purposes in the district. Other than the change below, and the minor amendments detailed on page 14, no amendments are proposed to this bylaw.

Proposed Change Reason for Proposal Implications of Not Making the Change

Remove Part 10: Water Races from This bylaw applies to MDC only, so It may not be clear to our community the existing Consolidated Bylaw and should not be included within the that the bylaw only applies to the maintain as a standalone bylaw. consolidated bylaw. Masterton district.

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MINOR CHANGES TO ALL BYLAWS

The changes below have been made throughout all Parts of the proposed Wairarapa Consolidated Bylaw and the proposed standalone bylaws.

Proposed Change Reason for Proposal Implications of Not Making the Change

Add definitions previously included For ease of use. Having relevant Interpreting the bylaw would be more under Part 1 – Introductory. definitions within the Part means difficult. readers do not have to refer to other documents.

Add content clarifying that breach of To ensure our community The community may not fully the Part is an offence and specifying understands that breach of a bylaw is understand the consequences for the potential penalty. an offence. breaching the bylaw.

Add clarification that where The current bylaw implies Council It may not be clear to staff or elected Council amends a Part’s schedules can make any changes to schedules members that consideration must be by resolution, consultation will by resolution only. While schedules given to consultation requirements be undertaken as required, in can be amended by resolution, before any part of the bylaw, which accordance with s.156 of the LGA. consideration must first be given includes the schedules, is amended. to whether the change requires consultation and, if so, consultation must occur before the amendment is made. Minor amendments to remove To ensure the bylaw is accurate and The bylaw may be difficult for our repetition, improve clarity and to aid understanding. community to understand, which may readability, and correct references to lead to confusion. legislation and clauses.

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ASSESSMENT AGAINST LEGAL REQUIREMENTS

Section 145 of the LGA provides councils with general The bylaw is the most appropriate form of bylaw powers to make and amend bylaws. Section 160 of the MDC has considered the proposed Wairarapa LGA requires the council, when reviewing bylaws, to Consolidated Bylaw 2019 and the three standalone bylaws consider whether: and agree each is the most appropriate form of bylaw. »» a bylaw is the most appropriate way of addressing a The existing Consolidated Bylaw has generally operated problem; well without major issues to date. The review has »» the proposed bylaw is the most appropriate form of identified various improvements (as outlined on pages bylaw; and 4-14) that will make the bylaw more robust and easier to »» the proposed bylaw gives rise to any implications read and understand. under the New Zealand Bill of Rights Act 1990. Implications under the New Zealand Bill of Rights Act The bylaw is the most appropriate way to address the 1990 problem The New Zealand Bill of Rights Act 1990 details rights MDC considers the proposed Wairarapa Consolidated and freedoms in relation to life and security of people; Bylaw 2019 and the three standalone bylaws to be the democratic and civil rights; non-discrimination and most appropriate way to address the relevant problems minority rights; search, arrest, and detention; criminal and achieve the provisions of Section 145 of the LGA, procedure and right to justice. namely to: MDC does not consider that the proposed Wairarapa »» protect the public from nuisance; Consolidated Bylaw 2019, or the three standalone bylaws, »» protect, promote and maintain public health and give rise to any implications under the New Zealand Bills safety; and of Rights Act 1990. »» minimise the potential for offensive behaviour in public places.

OPTIONS CONSIDERED BY COUNCIL

In accordance with Section 77 of the LGA, MDC has considered all reasonably practicable options available. The advantages and disadvantages associated with each option are detailed in the table below. MDC is proposing to proceed with Option 1.

Option Advantages Disadvantages

1 Make the amendments and »» Updates the existing bylaw for clarity »» It may take time for the community restructure the bylaw as and to better reflect the current legal and staff to become familiar with the set out in this document. and operational environment. new provisions. This is MDC’s preferred option. 2 Keep the current bylaw as »» No change to the current situation »» Does not provide recommended it is. and no new rules for the community. clarification and may create uncertainty. »» Does not reflect best practice.

3 Revoke the existing bylaw »» Reduces MDC’s enforcement »» Does not meet the needs of the and do not replace. activities requirements. community. »» Removes MDC’s ability to regulate.

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FREQUENTLY ASKED QUESTIONS

Do we have consistent bylaws across the Wairarapa? Why isn’t the Solid Waste Bylaw being considered as The existing Consolidated Bylaw was adopted by SWDC part of this review? and MDC in July 2013 and August 2013 respectively. One of the strategic actions in the Wellington Region Waste Management and Minimisation Plan 2017-23, is CDC is participating in this current review, which means to develop and implement a solid waste bylaw for the wherever practical, bylaws across the Wairarapa will be Wellington region. Work on this bylaw is expected to begin consistent. in the first half of 2019. What about a Freedom Camping Bylaw? For this reason, we have deferred the full review of the Solid Waste Bylaw. There is no clear evidence that freedom camping causes a significant problem in the Masterton district. Why is the Water Races Bylaw not included in the Staff will continue to monitor problems caused by proposed Wairarapa Consolidated Bylaw? freedom camping. If evidence becomes available that a There are differences in how MDC, CDC and SWDC Freedom Camping Bylaw is necessary, this will be further manage the water races in their district and each Council discussed with the community. faces different challenges. The management of water races will also be impacted by the Proposed Natural Will MDC adopt a bylaw on cats? Resources Plan (PNRP). Staff will continue to monitor problems caused by cats and For this reason, there is no proposal for a joint Wairarapa the national legislation and trends in this area. If evidence Water Races Bylaw at this stage. becomes available that a bylaw for cats is necessary, this will be further discussed with the community.

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HAVE YOUR SAY

Submissions on the bylaw review proposal are welcome from any person or organisation who wishes to give feedback. Submissions close at 4:30pm on Friday 5 April 2019.

Written submissions Community Meeting Written submissions can be made using either our A community meeting is being held to give the Wairarapa submission form, by sending us an email or by writing a community an opportunity to learn more about the bylaws letter. Please note that MDC is managing submissions on and share their views with elected members and staff. behalf of CDC and SWDC. Date: Wednesday 27 March 2019 Submit Online: www.mstn.govt.nz/current-consultations Time: 6:00-7:30pm Email to: [email protected] Location: Masterton Club, 98 Chapel Street, Masterton Post to: Masterton District Council This meeting will be run as workshop, to ensure everyone Attn: Kylie Smith who attends has an opportunity to be heard. All feedback Freepost 112477 will be recorded and submitted to the joint Council PO Box 444 hearing panel, alongside formal written submissions, for Masterton consideration before a final decision is made. Deliver to: Masterton District Council You do not need to have made a written submission to 161 Queen Street, Masterton attend or speak at this community meeting. Attn: Kylie Smith

Hearing MDC, CDC and SWDC will hold a joint hearing to provide Want more information? any person or organisation who makes a written Full copies of the proposed Wairarapa Consolidated submission the opportunity to be heard. Bylaw 2019 and the proposed standalone bylaws Date: Wednesday 1 May 2019 are available on our website. Alternatively, you can Time: From 4pm contact us on 06 370 6300 to request copies. Location: Carterton Events Centre, Holloway Street, If you have any questions about the proposed Carterton changes to the Consolidated Bylaw or the consultation process, please contact Kylie Smith at Please indicate in your submission if you wish to speak at [email protected] or phone 06 370 6300. the hearing. We will contact you after submissions close in early April to arrange a time.

Next Steps

Date Activity/Milestone

4 March 2019 Submissions open.

27 March 2019 Community meeting.

5 April 2019 Submissions close.

1 May 2019 Joint MDC, CDC and SWDC hearing.

26 June 2019 Final bylaws submitted to Council for adoption.

8 July 2019 If adopted, the bylaws come into effect.

We are Local Government. WWW.MSTN.GOVT.NZ 146

026/19

To: Your Worship and Members

From: Andrea Jackson, Manager Community Facilities and Activities Shanna Crispin, Communications and Marketing Manager

Endorsed by: Kathryn Ross, Chief Executive

Date: 27 February 2019

Subject: Play on Park review (Town Centre Revamp Project)

FOR INFORMATION

Recommendation: That Council receives the review of the Play on Park trial concept.

Purpose

The purpose of this paper is to share the review of the Play on Park trial concept.

Background

In December 2018 the Play on Park concept was developed as a temporary initiative to test ideas in the Town Centre Strategy.

The objectives for a permanent rejuvenation of Park Street are set out in the Town Centre Strategy as: ‐ Bringing green space into the town centre by connecting with Queen Elizabeth Park ‐ Create a strong east‐west link across the town centre between Dixon Street and Chapel Street/SH2 ‐ Creating a greener street environment that incorporates water sensitive urban design ‐ Creating youth recreation opportunities within the street ‐ Supports day‐to‐day street activities but is flexible enough to support markets, festivals and other events ‐ Te Ao Maori is represented in the street environment through architecture, landscape, sculpture and art.

Specific objectives for the temporary initiative were developed to reflect the objectives of those in the town centre strategy and included: ‐ create a space that offered activities to engage youth ‐ partly pedestrianise to test a changed use of space ‐ bring in trees to green up the street ‐ trial a market to test community appetite for a space that has event flexibility ‐ Create strong connection between Dixon and Queen Street.

Initial engagement was undertaken with businesses in the immediate vicinity in December. The ‘Play on Park’ trial commenced with a “soft launch” throughout the week beginning 7 January and completed on Friday 18 January. 147

Attendance

All staff who volunteered to spend time at Play on Park were asked to assess attendance numbers and usage of activities every hour. Although staff were not able to be present continuously throughout, and usage was naturally intermittent, observations are provided below. Please note this excludes attendance during the night markets. ‐ Low use early morning ‐ Average of 3‐5 people in the games area at any given time during business hours. Peak usage of 10‐12 ‐ Skate equipment use was the most ad‐hoc; low or no use for a period of hours but with groups of 5‐10 (or more) using during busy periods (often in the mid‐late afternoon) ‐ Weekend use was high during activations.

Parking

Staff were also asked to document carpark usage as much as possible. The timing of the trail (a quiet period for business) needs to be taken into consideration when assessing parking availability. Observations were taken of the following carparks; Park Street northern side, Cricket Street public carpark (northern side) Dixon Street opposite and beside Parkview Motors, Dixon Street beside and opposite Southey’s Auto World, Cricket Street public carpark (southern side). Please note this excludes attendance during the night markets.

Observations include: ‐ Medium availability of parks on Park Street with very few instances of all parks taken ‐ Medium availability of parks in both Cricket Street public carparks. Southern carpark was usually 50% full with the exception of court sitting day. ‐ Low availability of parks beside and opposite Parkview Motors ‐ Medium availability of parks on Dixon Street beside and opposite Southey’s Auto World with the exception of court sitting day.

Youth engagement

Engagement with youth was strong throughout the trial phase, especially with the 10‐20 age group and those with a keen interest in skateboarding. There was goodwill from those using the skate equipment, so much so that skateboards and scooters were shared and older youth coached those that were younger. Towards the end of the trial, youth took on responsibility of packing away the skate equipment into the container when they wanted to keep using it beyond the pack up time.

Some youth commented that they felt more a part of the community and not “shunned” to the outskirts of town (please see the video on the MDC Facebook page: https://bit.ly/2GzYn9W).

Prior to the trial, concerns were raised that bringing youth into Park Street would increase instances of misbehaviour and vandalism. Unfortunately, there were two isolated instances of minor graffiti. However, no vandalism or trespassing on to property was reported.

Following the trial the project team visited neighbouring businesses to understand their experiences. While many were supportive, others commented that bad language was witnessed, although not directed at them or employees. Concerns were also raised about the level of noise that the skateboarding and basketball generated.

Accessibility

The trial concept included temporarily shutting off Cricket Street at the entrance on to Park Street from the south end. This meant vehicles could not cross Park street into the north side of Cricket Street or vice versa. The closure of the southern side of Park Street also meant traffic that would 148

normally travel from Dixon, via Park, into Cricket Street (northern side) needed to change their route to take the entrance directly into Cricket Street further north up Dixon Street.

This was considered a significant impediment to some businesses and, as a result, the end date for the trial of the concept was brought forward by two weeks.

Communication

Public promotion of Play on Park began in December when a media release was shared (21 December). It was picked up by local media, including coverage of the concept design for Play on Park published in the Wairarapa Times‐Age.

This promotion continued in 2019 with posters, flyers, direct email campaigns and radio and social media advertising alerting people to the trial placemaking space.

Communication with Park Street businesses also began in December. However, this engagement was not extensive and did not include businesses that backed on to Cricket Street.

Night markets

The night market concept was included in the trial to test appetite for that sort of evening event and, therefore, determine whether there was a need to develop street space that was more amendable to market‐style events (for example removing large curbs).

Each of the two markets at Park Street were well attended with approximatly 200 people at each one. Vendors were extremely happy with both events with many selling out of food both nights. Each market had approximately 15 vendors.

The success of the Park Street markets prompted vendors to request further markets and enquire as to whether Masterton District Council would continue to run the event. It is possible we will be able to motivate one, or some, of the vendors to take on the concept with Council support via an appropriate location.

Town Square activation

Following the closure of the Play on Park concept the giant games and final two night markets were relocated to the Town Square. Observations were that attendance was much lower, both during the day and the two night markets. Vendors also reported much lower sales.

Considerations such as the Martinborough Fair being on the weekend following one of the markets needs to be taken into account, as does the fact school returned the same week the concept moved to the Town Square.

Survey

Throughout the trial period a survey was open to the Masterton community, including business operators. The results of this survey are included in Appendix A. While it was not solely about Play on Park, some questions related specifically to this initiative.

Lessons learned

The below table presents more specific lessons learned, as identified by the project team.

Planning The short turnaround from concept development to launch put the implementation under pressure 149

Communication Engagement needed to be more direct with some businesses, and be across a more extensive number of businesses/building owners Access Cutting Cricket Street access and removing the east to west lane was unworkable for some businesses Resourcing The temporary initiative required significant staff resourcing for pack‐up and pack‐down of concept (putting away equipment) Noise Noise levels needed to be more carefully considered when determining placement of activities Phased set‐up Created some confusion for community 150

APPENDIX A - Town Centre Project – Phase One survey

This survey was undertaken during activation of the ‘Play on Park’ initiative. Responses were collected online, in person at the active space and during other events (eg Waifest, Farmers’ market and car boot sale).

There were 254 surveys completed. 190 responses were collected via the website (promoted through advertising and direct email campaigns) while the remainder were collect through paper surveys (34) or via staff at the parklet (30). Demographic/behaviour information

 80% of respondents live in the Masterton District  Respondents were relatively evenly spread across age brackets with only the 75+ and under 18 age groups under-represented (based on Census data)  53% of respondents visit the town centre daily (40% once per week)  Shopping is the most common reason people come into town (49%) followed closely by work (25%) and recreation (24%)

Age demographics Census Responses

0 Under 18 18 to 24 25 to 34 35 to 44 45 to 54 55 to 64 65 to 74 75 or older

Town Centre project feedback What do you think of the temporary placemaking idea?

 I think it’s a good idea – 55%  I’m not sure – 20%  I don’t like the idea – 25%

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What do you think of the temporary placemaking initiative?

I think it’s a good idea (55%) I’m not sure (20%) I don’t like the idea (25%)

Of those that chose the “I don’t like the idea”, parking and the impact on neighbouring businesses were the main concerns (76% and 73%)

Of those that chose “I like the idea” the fact it is something different, had interesting activities and brought people together were the leading reasons (72%, 67% and 64%). Parents/caregivers also liked the fact that it kept the kids busy (62%).

Of those that liked the idea, we asked them what activities they liked the most at Play on Park.

We also asked people if there were things NOT provided that they would like to see. Music, seating, water-based play areas and shade were the most common suggestions.

We also asked people whether they spent more time in the town centre because of the placemaking initiatives, 58% said yes while 16% said they weren’t sure. 152

Finally, we asked people to provide any additional comment. Below is some feedback we received.

 I like the idea of pedestrianising some areas on a permanent basis, but also see the opportunity to do it on a temporary basis outside of normal business hours for things such as market nights, food stalls.  Good idea but silly place right by the park where there already are things to do  I found that there was good interaction between the elderly and the children. They liked to stop and chat and observe the children  Why not do it outside the old town hall places to park cars… people can walk to Town  Really like the ideas and think we need to think about future generations  Please, don't be deterred by the negativity - keep going.  Great to see people using the activities and trying to bring different people into different parts of town  The Council should stick to what it is elected for-the provision of services and infrastructure for the business and commercial community not provide duplicated play areas for non-ratepaying residents  Council should complete infrastructure replacement before thinking about town centre revamps  Look at other successful cities/towns for inspiration, but be bold, brave and go for it. We need to move away from cars in the middle of town- pedestrian only in the centre would be a positive move forward. There will always be people who don't want change, but we have had that in our town centre for far too long. We need to re-invigorate the energy of our town and be proud to show visitors from afar. At the moment it is bland, boring and hard to ignore the empty shops :( Bring on the Revamp!  We need more for young kids, teenagers and the older demographic. Keep the younger people entertained and parents spending money in the local community. It is always said to see more and more shops closing on the main strip.  Definitely worth a crack.  I feel there are better places for the Parklet idea that won’t have negative impacts on local businesses.  Perhaps the road between New World and Entice/Aratoi could be closed to traffic and the car park of New World extended to make up for lost car parks…  I'd like to applaud those who have vision and determination to try something new. Our town is dying visually....I cannot believe how many empty shops are standing vacant. The revamp of the town is exactly what is needed…  Its great to see. If we don't start thinking about our town centre's in other lights beside a place to buy things they will all end up ghost towns. In an era of online shopping and malls, coming together and meeting other people, supporting a healthier environment, and sharing our culture are great things to see being trialled in the town centre.  I congratulate MDC on their initiative and courage to make change to engage and improve their community. Great things don't happen unless you try new things! 153

027/19

To: Your Worship and Members

From: Andrea Jackson, Manager Community Facilities and Activities Shanna Crispin, Communications and Marketing Manager

Endorsed by: Kathryn Ross, Chief Executive

Date: 27 February 2019

Subject: Town Centre Revamp Project

FOR INFORMATION

Recommendation: That Council receives the revised timeline for completion of developed design for the Masterton Town Centre Revamp project.

Purpose The purpose of this paper is to advise Council of revisions to the initial timeline for the development of detailed design for the Town Centre Revamp project. The revision has been made to allow sufficient time to incorporate feedback from the Reference Group and other stakeholders and make relevant refinements to the design.

Background The Masterton Town Centre Reference Group was established subsequent to a Council resolution in August 2018. On 19 September 2018 the Terms of Reference for the group were approved by Council.

An updated timeline for development of the detailed design was accepted by the Reference Group on 4 December 2018 as follows: Task Date Establishment and background 02/10/18–16/11/18 Concept design 29/10/18–08/03/19 Developed design 04/02/19–04/04/19 Developed design presented to Project Team and Reference Group 26/03/19 (iteration 1) Developed design presented to Council 04/04/19

The graphic on the next page demonstrates where we are in the process.

Timeline Revision Based on feedback from the Reference group to date, Boffa Miskell has provided further revisions to the timeline for design. Task Date Establishment and background 02/10/18–16/11/18 Concept design 29/10/18–08/03/19 Developed design 04/02/19–04/04/19 Draft Developed design presented to Reference and Project Groups 22/03/19 Feedback from Reference and Project groups received 05/04/19 Revised Developed design complete 26/04/19 Developed Design presented to Project and Reference Groups TBA Developed Design presented to Council TBA

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Dates for presentation to Project and Reference Groups and Council are dependent on the availability of these parties and will be confirmed subsequently.

Current progress:

Engagement A successful design progress requires involvement of key stakeholders including business operators and building owners.

Over the last three weeks the Project Team has communicated with more than 100 business operators and 160 building owners in the Town Centre. This has included the following: ‐ Letters to building owners inviting a discussion of the concept designs ‐ Letters to business operators inviting a discussion of the concept designs ‐ Invitation to Queen Street business operators and building owners to Queen Street‐specific event Monday 25 February ‐ 13 meetings held with business operators and/or building owners with another 10 booked for coming days ‐ Email update to Town Centre database (325 contacts)

The purpose of these communications and meetings are to: ‐ Update stakeholders on progress and clarify next steps ‐ Gather feedback on concept design to enable refinements

Discussion in these meetings is being documented and fed back to the Reference Group to inform the continuing design process. However, we have also asked stakeholders to take some time to consider the designs and send us any further feedback. It is important to allow enough time for this feedback to come through and to be integrated into the designs.

Risks The following risks for the developed design stage of this project have been identified: 1. It is prudent to ensure enough time is allowed for review of concept designs to be undertaken and refinements incorporated into the design process and, therefore, the delivery timeframe. A rushed process is likely to result in oversights and compromised outcomes due to insufficient consideration.

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2. Masterton’s business community must be allowed adequate time for engagement. Consultation is the cornerstone of this project and local businesses are immediately affected by any change to the central business district. If insufficient time is allowed for engagement with these stakeholders it is likely that the design will not properly incorporate their needs and concerns and there is risk of alienating the community if there is any real or perceived lack of communication. 156

029/19 To: Your Worship and Members

From: Kathryn Ross, Chief Executive

Date: 27 February 2019

Subject: Chief Executive's Report

FOR DECISION

Recommendation: That Council a. notes the information contained in the Chief Executive's report 029/19; b. endorses the Greater Wellington Te Kāuru Upper Ruamahanga, Draft Floodplain Management Plan Volume 3: Waipoua Urban Reach Values, Issues and Responses for public consultation subject to minor amendments to aid public understanding of the staged approach and future potential costs.

Purpose The purpose of this report is to provide Council with an update (as at 20 February) on the key projects and areas of focus for the Chief Executive and Senior Management Team since the last CEO report to Council (12 December 2018). Chief Executive’s Overview 1. Transport and Roading: Council approved the Masterton Roading Procurement Strategy (February 2019 – January 2022) on 13 February 2019, with a tender closing date of 3 April 2019. Carterton and South Wairarapa District councils are updating their joint strategy and contract documents also working to the same tender closing timeframe.

Greater Wellington Regional Council (GW) is reviewing its 2014 Wellington Regional Public Transport Plan (PT Plan). The PT Plan guides the provision of public transport services and infrastructure in the Wellington region. When preparing the draft PT Plan, GW is required to consult the regional transport committee, the Transport Agency, public transport operators in the region including operators of exempt services, the Minister of Education, the territorial authorities in the region, and the railway line access provider. A pre-engagement draft has been provided to Council for feedback and staff are preparing initial feedback that will inform the development of the draft PT Plan, which is expected to be released for full public consultation in April 2019. Initial comments have been requested by Monday 11 March 2019 and will be circulated to elected members prior to being sent to GW.

2. Water: Progress update on the Three Waters Review

As Council is aware, the Government is reviewing how to improve the regulation and supply arrangements of drinking water, wastewater and stormwater (three waters). The Department of Internal Affairs, Ministry of Health and Ministry for the Environment will undertake targeted 157

regional engagement over March and early April to inform the development of new regulatory arrangements for drinking water and environmental performance of wastewater and stormwater systems.

A workshop targeted at people with operational and technical expertise of implementing, operating and managing drinking water, wastewater and/or stormwater systems is scheduled for the 4th of March in Upper Hutt. The Manager Assets and Operations has been invited. The workshop will test emerging proposals and this information will be available on the DIA website www.dia.govt.nz/Three-waters-review during March.

The Three Waters Review Team has also commissioned a number of reports, which are also available on their website. Further work is occurring to understand the costs associated with upgrading infrastructure discharging into the coastal environment and the costs associated with reducing wastewater network and overflows, and providing for future resilience, including climate change. We have proactively provided information on the Masterton District’s “coastal” wastewater treatment works to the review team.

Allan Pragnall (DIA) and John McGrath (MoH) will be updating the Rural and Provincial Sector meeting on the 8 of March 2019 on the review and proposed changes to the regulation of drinking water.

Te Kāuru Upper Ruamāhanga Floodplain Management Plan

The Te Kāuru Upper Ruamāhanga Floodplain Management Plan Subcommittee (of GW) is responsible for the development and adoption of Te Kāuru FMP. Council is represented on the Subcommittee.

Draft flood maps for the urban reach of the Waipoua River were publicly released on 31 October 2018. A separate round of engagement was undertaken in early December 2018 to discuss several proposed flood management approaches that were being considered for managing the flood risk to Masterton.

GW circulated and then presented to Council (20 February 2019) their Te Kāuru Upper Ruamahanga, Draft Floodplain Management Plan Volume 3: Waipoua Urban Reach Values, Issues and Responses. The Council supported the staged approach being taken, particularly the gathering of further information in stage one before proceeding to designs and construction, and asked for minor amendments (to aid readability and understand future potential costs) to be made to the version that is used for public consultation (which is scheduled for later this month).

Other

The Utility Services Contract (for the maintenance of the water, sewerage and stormwater networks in the Masterton District) Registration of Interest process is underway (closing date Friday, 1 March 2019 4:00 PM). 158

Staff and the Mayor have offered assistance to South Wairarapa District Council to address and manage the E. coli in the Martinborough water supply (which led to a boil water notice being issued on 1 February 2019).

This month South Wairarapa District Council will consider adopting a statement of proposal to join Wellington Water as a shareholding member and contract Wellington Water to manage its three waters infrastructure assets. If adopted, this will lead to public consultation. Wellington Water has been assisting SWDC with the Martinborough water supply.

3. Communications and Engagement MEDIA:

• 2019 began with coverage of Play on Park. Sentiment shifted over time across the holistic media channels (social media) as community representatives had their say in addition to businesses. This will be shortly updated with the outcome of community/stakeholder engagement during the Play on Park and Town Square initiatives • Circa 50 media requests to date (14 Feb). In addition to Town Centre revamp, refugee resettlement and water restrictions featured highly

SOCIAL MEDIA: • MDC Facebook follower numbers increased 7 per cent (to 2,445) since the start of 2019 with engagement (clicks, comments, likes) high on Town Centre project updates, toxic algae warnings, water restrictions and job postings. Statistics indicate this audience is valuing the posts related to “need to know” information (water restrictions etc) and projects that are of interest to them (town centre) • MyMasterton Facebook follower numbers increased 2 per cent (to 7156) with posts related to the Night markets and Waifest performing highly.

WEBSITES • Users of MDC website was 6,978 for the month of January with a bounce rate of 51.9% (people who left the site after visiting one page). This compared to 6,000 and BR of 54% in December • Most visited pages were the homepages, rates search and waste collection information • Most visitors are coming via organic search (75% using google to find Council information), following by direct links in documents such as the Masterton Monthly Wrap.

DIRECT COMMS • In 2018 we started a regular monthly newsletter to Masterton residents – the Masterton Monthly Wrap. This is published in the Midweek, online and print copies are also distributed to cafes around town and the Council office and library. • In 2019 the distribution has been taken further by using email to connect with residents. The first two editions have had outstanding results far surpassing industry benchmarks for electronic direct mail campaigns. The below table covers off the “Open Rate” – number of people that open the email. “Click-through rate” – number of people that clicked a link, and the rate of people unsubscribing.

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January Recipients Open Rate CTR Unsubscribes

INDUSTRY BENCHMARK 21.17% 8.57%

Jan MMW 2103 66.24% 37.31% 1.14%

Feb MMW 2009 50.31% 27.12% 0.51%

ENGAGEMENTS • Town Centre engagement has performed highly with circa 250 surveys completed. This was promoted via social media, advertising, on-the-ground engagements and direct mail to our town centre email database. The results will be shared with Council. The Comms Team is now engaging directly with business operators and building owners. Letters to all building owners in the Town Centre (around 160) were sent last week and tailored comms have been delivered to businesses/ building owners in different parts of the town centre. • What’s Our Welcome engagement has kicked off strongly with 200 survey response within the first week, this has now increased to almost 300. This is being promoted via advertising, social media and targeted engagement with stakeholders. • Town Centre website had 633 users in January, compared to 38 in December with a bounce rate of 67%. Most of the traffic was driven by a post “parklets – your questions answered” which responded to key concerns voiced during the launch of Play on Park

4. Compliments / complaints From 4 December 2018 to 7 February 2019: • Five official complaints have been received (four have been closed and the remaining one is being actively managed). • 12 compliments have been received (ranging across the Health, Parks, Customer Service, Property, Roading, Archives and Economic Development departments).

5. Service Requests Over the 4 December to 7 February period, Council has received 1,287 service requests. 293 of these remain open. 12 of these have come from the Mayor and two from Elected Members. There are three internal requests from staff to Recreational Services. The remainder are from the public.

6. Civic Centre The project remains on track to deliver the Market Demand and Economic Impact Report for a civic centre within Masterton. Early analysis confirms that the former Town Hall was not fit for purpose for those groups that were using it prior to its closure (and usage numbers had declined). There is a working assumption that the Municipal Building’s façade is important to the community. 160

High level optioneering and information gathering to enable costing of options will commence this month.

7. Town Centre rejuvenation The activation of Park Street was carried out in January. The February Council agenda contains a specific project progress report, including feedback on and lessons learnt from the parklets and activations that have occurred to date. One unanticipated benefit, as a result of the Park Street project, was that a local skateboarder who is passionate about the future of the skatepark, Sam Hall, to put on an event at the skatepark with our support and encouragement. The event was an incredible success and built capacity, pride and confidence in organiser, utilised the existing asset and gave attendees something different and fun to do. Thank you to the Council team that supported the event.

8. QE Park Construction of stage five of the ‘Queen Elizabeth Park Rejuvenation Project’ starts on Tuesday, 26 February focusing on the area of the park along Memorial Drive and the Lake of Remembrance. The work will increase separation between pedestrians and cars, improve overall accessibility around the lake and enable better connection throughout the park and surrounding areas. Existing seats and tables will also be replaced.

9. Other - Coronation Hall lease Two proposals for the Coronation Hall were reviewed for the lease of Coronation Hall. The lease has been awarded to Pappus Limited for an initial three year initial term with two three year rights of renewal (a total of nine years).

10. Wairarapa Economic Development Strategy and Action Plan: On the 28th of January, a primary sector skills workshop was held with key stakeholders to discuss skills training in the primary sector in Wairarapa (and nationally) to match current and future workforce demands including emphasis on value-added production as described in the Action Plan. This was followed up with a meeting between the three Mayors and the Minister of Education on 30 January.

The Wairarapa Food Story Workshop was also held on 28 January, facilitated by Steve Maharey, and focused on developing a series of small projects that will make an immediate positive impact.

Wairarapa Water Limited have submitted a Provincial Growth Fund application supported by the Steering and Governance Groups. A meeting of water users and councils will occur (week commencing 25 February) to discuss how to pursue the development of the Water Resilience Strategy. 161

Initiatives that were included in the Plan (such as the Food and Beverage Acceleration Service, an incubation programme for knowledge intensive industries, Dark Skies and the Five Towns Trail) continue to develop. The business case for the introduction of long-distance trains is currently with NZTA. Progress on the Aviation Centre and MoUs and agreements should pick up after Wings over Wairarapa. Carterton District Council have decided to pursue funding for a Hotel in Carterton from funding sources other than the PGF. Further information on trees is included in the next section of this report.

The appointment of the permanent fixed term Programme Manager, Marie-Claire Andrews, has been announced and is a positive step forward for the Action Plan. Marie-Claire will be part of the WREDA team but will be based in Wairarapa and started in the role on the 18th February.

The Governance Group chair, Dame Margaret Bazley and the Steering Group have acknowledged and thanked Interim Programme Manager Phoebe Chamberlain, who has been on secondment from her role as Economic Development Manager for Council, for the great job she has done. She has steered the strategy through the important formation stages and established a great platform for Marie-Claire to work from. It will be good to have Phoebe back at Council.

11. Billion Trees Programme The New Zealand Government has developed an initiative to increase the current rate of tree planting throughout the country. This initiative, referred to as the “Billion Trees Programme”, is intended to provide subsidies to landowners looking to plant or replant their land. The target of the programme is to plant one billion trees over the next 10 years, with money set aside from the Provincial Growth fund. A total of $238M is available over the next 3 years, with the programme being run by MPI and Te Uru Rakau - Forestry New Zealand.

The goals of the programme are to improve economic performance as well as environmental, social and cultural outcomes for the country. Funding is available via 3 pathways: Joint Ventures with Government, Direct Grants to Landowners and Partnerships.

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GW is leading the trees programme on behalf of the WEDSAP (and has obtained over $4m of funding to implement the programme). Council staff are actively considering opportunities (primarily around the Direct Grants which are available to assist in the establishment of new planted areas) where Council as a land owner is looking at planting or replanting for a range of projects. For example, the decommissioned oxidation ponds at Homebush.

The full details of the programme are available at the Ministry website https://www.mpi.govt.nz/funding-and-programmes/forestry/planting-one-billion-trees/

12. Wellbeing update – in lieu of a Committee meeting in February Community Development Te Pātukituki o Wairarapa - The venue is open to the public each Tuesday and Thursday and upgrades are occurring (for example using JNL donated timber to lay a wooden floor and upgrade furniture and unused spaces) with the help of working bees and Makoura College building classes. Community programmes have started (weaving classes & carving classes for at-risk youth) and other programmes are in development. Work to build capability and capacity has commenced with fortnightly Project Team meetings and the start of governance training. Funding applications are being developed for submission to Trust House, TPK, and REAP.

Eastside Community Development - Council is one of several organisations (MDC, CCW, Te Awhina, REAP, Police, Kahui Wairarapa, & the Eastside residents’ group) working to support community development on the Eastside. Council plays a co-ordination role and the first Liaison Team (participating organisations managers) meeting for the year has been held. Priorities have been identified and the group is looking at DIA Community Led Development Partnership funding.

Council’s contribution this year and into the next financial year will focus on: completing the traffic calming; development of an urban green space; completion of McJorrow Park; review of the Park kaitiaki project; continuation of the Youth Wairua Project and provision of education programmes to Eastside youth by the Library Learning Centre. Youth Led Social Enterprise - MYD has now officially committed to funding $60,000 towards the youth led café (Beanbags), supporting mental wellbeing of local youth. This funding unlocks the Department of Internal Affairs match funding. The workplan for delivery of Phase 1 is currently under development.

Waifest - Waifest 2019 had a great entertainment line-up of local entertainers including a range of solo acts, bands, new artists and cultural groups, alongside the award winning and crowd favourites Three Houses Down and General Fiyah. Despite the rain, a large crowd had gathered for the headline event and it was great to see families and friends enjoying the entertainment. Over 30 food trucks, market stalls and community organisations were booked to attend (to trade and or share information about what they do in the community).

A very big thank you to Bailey Peterson our event organising specialist and to the elected members and staff that assisted with the displays, information sharing and consultations and volunteered their time to support the success of the event.

Skatepark Revamp: A community led project team of community champions and council staff have been assembled. Early discussions led by the community have already occurred and the team has been in communication with appropriate design professionals to support this process. 163

The project will likely include two stages. An initial stage which includes consultation, the development of a full design and the execution of some strategic remedial work. Stage two will involve acquiring funding for and construction of any major elements in the design.

Education Library and Archive based activities: The library has been focussing on making new books and materials available to customers faster and to have the majority of the new materials available for the Summer Reading Programme and the Christmas holiday period. The issues for the months of October, November and December were all up over the previous year by around 5%.

The monthly library magazines are now being bulk emailed to customers registered for this service. We will have a monthly calendar of events and activities published in the Wairarapa Times age as promotion and to lift attendance numbers for when we have the space available in the Library Learning Centre. The Library is also now home to a community seed bank. We have partnered with OpenAirLife to facilitate the sharing of seeds between community members. People have started to access the seeds and we anticipate that there will be deposits when it is the season for seeds.

The Archive use statistics for November/December continue the recent trend of considerably higher numbers than the same month, previous year. November was a 40% increase in use. A donation of 37 large boxes of records from the Nikolaison family relating to their business operations over almost 70 years plus Ted Nikolaison’s research into Scandinavian migration to New Zealand, including to Mauriceville. Ted was a respected New Zealand authority in this area. The donation stretched the storage capacity of the Archive and we are looking at how we address storage now and into the future.

The archive staff published articles in relation to the Armistice of 1918 and the Influenza epidemic of the same year and Christmas 1918. The District Archivist presented at the Wairarapa Services Club Centennial, to a large group at the Wairarapa Village and as part of the Library’s Armistice Day commemoration. In November the District Archivist also hosted the lower North Island meeting for convenors of the New Zealand Society of Genealogists.

Digital - Spark Jump and Stepping Up Courses – Paul Greville Digital Services Librarian was funded to attend the Spark Jump Hui in Auckland and asked to deliver Spark Jump training sessions to three groups of Auckland Libraries staff responsible for delivering their sessions. Several recommendations for changes and additions to Spark Jump came out of the meeting and have been sent to Telecom for consideration. Paul has also had meetings with Vodafone and has been asked to attend their 2 day Hui in Wellington on 27 and 28 February to input into their plans for a philanthropic service, similar to Spark Jump. The increase in commitments for Paul means that he has been training other staff to deliver Spark Jump, Stepping Up and Device Advice sessions.

Digital - STEAM Activities – Schools are continuing to develop their Digital Technologies and Hangarau Matihiko curriculums towards the requirement from the Ministry of Education for full implimentation by 2020. The Library is receiving requests for information sessions for school staff and for sessions for students that the teachers can then use to develop their own Digital Technologies lessons. Planning is in place for new digital programmes and activities in the 164

Library Learning Centre space including form making, coding, robotics and circuits for all ages, and APP building using AI and VR.

Literary and Educational Programmes - Summer Reading Programme 350 participants enrolled for our summer reading programme. It concluded with bubbles, food, medallions, books, certificates and fun.

Evaluations by parents note that the reporting sessions are the most valued part of the Summer Reading Programme. When asked Which part of the programme was most enjoyable and why? o Sharing and reading stories together because it is developing interest and essential skills for my daughter and it encourages quality time together. My daughter enjoyed interacting with staff at the report ins, it gave her a sense of pride. o Sharing books with the librarians, the boys reading throughout the summer, coming to the Library, talking about books at home. o Seeing my children’s confidence build over the holidays the more they read. o Talking to the staff one on one about the books o The children loved the report ins and were very excited each time to talk about their books.

At the programme’s completion a debriefing meeting was held. As a result and as part of the outreach work we are planning for the year (to connect with non-library users), the library team are working on a pilot project to identify potential children and their families from lower decile schools and deprived situations and put in place support networks and processes to encourage them to have confidence in their ability to participate in and complete the programme.

Statistics Summer Te Reo IREAD Reading Programme Programme Programme Enrolled 350 20 20 Male 165 12 12 Female 185 8 8 Completed 274 16 16 1st Time particpants 115 6 1 Reading Assistance 36

Summer Holiday Activities - Stop Go Motion: these activities encourage children to collaborate, solve problems cooperatively and use their imagination to create. Over four days different groups of children decided on a theme, teleportation, set a storyline, built sets, Lego structures and characters and took 2,400 individual digital photos that were then uploaded into a movie programme to make their movie which was premiered in the Library on Friday 21 December to great acclaim. The movie is available to view on YouTube https://www.youtube.com/watch?v=tVnflgAKap8

YETE Progress Update: Reporting on the 2018 Annual Plan is underway as is the process to confirm the 2019 Annual Plan. Two new YETE staff (A Relationship Lead & an Implementation Lead) have been recruited and the L2W (License to Work) facilitator training for 2019 is being organised and the programme continues to be successful. YETE has been invited to participate on a national forum for work-readiness programmes and the re-establishment of R2Ms (Rangitahi to Mahi) for 2019 is underway. The Chair of Business Wairarapa will join the YETE Action group and the first Action group meeting for 2019 was scheduled for 15 February. 165

Community of learning - The first tertiary community of learning (CoL) get together is set for 21 February. The purpose of setting up the CoL is to improve coordination and collaboration amongst the community’s providers to broaden and strengthen programme provision and to promote more needs and interest-based programmes. A UCOL Advisory group has now been established to work with UCOL to improve the amount and quality of course provision and ensure provision is well aligned with the region’ s needs. Staff continue to develop the programme to support beyond-school transitions for at-risk rangatahi (youth) with a view to submitting a PGF application with regional support.

He Korowai Wairua - He Korowai Wairua is an introductory Māori language and tikanga programme developed for Council. We currently have two groups of staff undertaking the programme.

Environment The Climate Change Working Group (CCWG) held a meeting on 10 December 2018. Discussion focused on the following items: • The 2014 Intergovernmental Panel on Climate Change (IPCC) Sea Level Rise projections were underestimated as the implications of ice-melt in Antarctica were not well understood at the time of publishing and excluded. More recent research indicates that we will need to add an extra 0.33 – 0.77 metres to the IPCC projections by 2100. This will be taken into consideration by those working on the Sea Level Risk Assessment for the Wellington region. Feedback on potential impacts for the Wairarapa is expected later in 2019. • Venture Southland (the Economic Development Agency for Southland) presented on climate change mitigation work that they have been involved in over the last decade: The Wood Energy South programme (replacing coal with wood fuel) mitigated 235,000 tonnes of CO2 in the period 2013-17. They are also leading a new Carbon Neutral Southland Project (for all GHG emissions) that involves a broad partnership of businesses and other groups. The CCWG agreed to work closely with WREDA to advocate a similar leadership role with businesses in the Wellington region on climate change mitigation and adaptation actions. • Wellington Region 2050 Emissions Calculator: a draft calculator that shows how ‘big picture’/systemic changes to activities and technologies in the region affect emissions out to the year 2050 was presented. The calculator is intended to give a sense of the kind and scale of change that will be necessary to reach net zero emissions. The proposed launch date is March 2019 and will be aligned with the launch of Wellington City Council’s ‘personal footprint calculator’.

Staff are currently working on the Year 2 emission source report. This is a requirement of the CEMARS programme and is due by the 30 June 2019. We are also developing an Energy Efficiency Plan (EEP) (based on the CEMARS data). This will be completed in the current financial year. The Plan is expected to result in overall cost savings for Council and will also contribute to Climate Change mitigation action. A staff sustainability programme will support the EEP initially, and broader environmental action over time, raising awareness and promoting more sustainable environmental practices within the workplace. The programme will be launched later in 2019.

The Climate Change Action Plan, scheduled to be completed in Year 2 of the LTP, will consider risk and opportunities and propose actions for climate change mitigation and/or adaptation. The Plan, once completed, will assist in informing the next review of key strategies like the Infrastructure Strategy.

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Air Quality – We continue to work on an Air Quality Work Plan to improve air quality in Masterton’s urban area with GW, who are proposing to lead a behaviour change programme.

Connecting Communities Wairarapa Wellbeings Report to February 2019 is attached (see Attachment 1). 167 Connecting Communities Wairarapa 41 PERRY ST, MASTERTON | 06 3788900

MDC WELL BEINGS REPORT – YEAR TO DATE, FEBRUARY 2019

• Rent Wise – Two more workshops planned: students, to engage in Youth Council. The COMMUNITY DEVELOPMENT Masterton, 20-21 Feb and Featherston, Mar Youth Development Coordinator has School Holiday Programme 2019. contacted all schools to meet with student councils or student leaders to discuss the • January SHP was held 22 – 25 January • Wairarapa Food Poverty Research project role of Wairarapa Youth Council members in 2019. 135 registrations were received. – Questionnaire and interview schedule more depth. Places offered to 110 children with 80-90 currently being developed in conjunction attending each day. with the Planalytics research team. • Planning has started for our Youth Week • Masterton East - Supporting Masterton 2019 events. Community Events East Community Development Coordinator • Christmas on Queen Street Festival was to assist the Eastside community as they Youth Events held, in conjunction with MDC, on 1 continue to develop plans and seek future funding. • Supporting Whiti Te Ra, Christmas on December 2018. CCW managed and Queen, Youth Awards, WaiFest and coordinated the entertainment Carterton Colour Run. component, which ran from 10.30am – 1.00pm. Entertainment was provided by YOUTH DEVELOPMENT • Funding received from MDC to run an event during Youth Week, May 2019. various local performers, school and Youth Council community groups. • Fortnightly meetings continue during school Youth Groups Neighbourhood Planning terms. Meetings are scheduled to start • • Solway Group – the group continues to 5th February 2019. Continue to Support the Te Awhina Youth meet monthly. Currently planning for a Group. The group continue to meet every Solway community Neighbours Day Wednesday night. Youth group sessions are Aotearoa event to be held on Sat 30 March. • Wairarapa Youth Council members scheduled to start 13th February 2019. supported the community event Christmas • Upper Plain Group – Planning underway to on Queen. • Planning is underway for camp. The focus of host first meeting for this group, Feb/Mar the camp is Health and Wellbeing and 2019. • The annual end of year dinner was held at exposure to new experiences. This has been ATTACHMENT 1 Community Projects Apache Jacks. It was a bitter-sweet moment partially funded by MYD. TAYG have as we celebrated the successes of 2018 and completed 2 fundraising opportunities - • Come Sew With Me - CCW continues to also fare welled some members on to Whiti Te Ra and Waifest 2019. The camp is support. Assistance has been provided with university and further education. schedule to take place in April. 4 funding applications, two of which have been successful. Awaiting notification of • The beginning of a new year always starts • For the end of year trip, the rōpū decided the outcome of the other two applications. with a push to all secondary schools to put they would hold an event for the community forward representatives, encourage rather than going out for dinner. It was [email protected] 168

Youth development Continued… N EIGHBOURHOOD SUPPORT of these streets will need to happen to re- establish the group. decided that the best time would be the Group Numbers same weekend as the eastside community • Working with NS group contacts to event Whiti Te Ra. It was a fantastic whānau 184 current groups however, this number will encourage them to relay the police weekend for Masterton East, having a range reduce as investigating into database groups to messages of “to report all crime” and also of activities and events running throughout see if still operational. Finding a contact person any “suspicious activity” as well, to their the weekend gave all the community a seems to be a problem with some groups. WIP groups. chance to join in. to get new contact persons. • Working with Police to resolve any NS group concerns and looking at ways to 6 new groups, year to date. with 1 WIP (2 are record this correspondence and being reestablished. Issues are: Contact person Other Supported / Special projects information. isn’t getting in touch to say that they are no • Funding received from MYD for Eastside longer doing it or have moved). Contact details • Working with Police to resolve any NS group Wairua to plan and run three youth-led have changed and they haven’t advised issues Coordinator. events Special Programmes • Eastside Wairua – Groups have been Group Maintenance • New name for CALD project, now established within Makoura College and Te WeConnect and a logo has been designed. Strategies to maintain and understand Kura Kaupapa Maori O Wairarapa of young Additional funding of $6,000 was received effectiveness of groups: people who will make up the kaitiaki group. in December to continue with this project. The aim is to determine some key aspects • Meeting with MDC on Monday 4 February 10 non-English speaking residents are now that will make up a term of reference and 2019 to discuss the situation with the old registered and “buddied” up with their NS vision then bring the groups together to street signs which is being used as a volunteer. Further organisations have been define it. We believe establishing smaller contact point for street to see if group is approached, MCLaSS (Multicultural groups before merging them together will still operating. If yes, a new sign will be Learning and Support Services) & give the facilitators the relationship and put up, if no, then connect with street to Wairarapa Road Safety Council connection with the young people needed to re-establish a group (Community Driving Mentor Programme) to develop a strong team that is comfortable align with the needs that are being and open to new experiences. • Updates from NS groups are still coming in highlighted as the relationships develop slowly, and updates onto Mailchimp mailing with the volunteer “buddies”. • Within the groups they have started list for newsletter and the database being brainstorming ideas for community updated accordingly. • WREMO workshop has been planned for initiatives and youth-led events that they • Overhaul of database by, targeted March 9 2019 to encourage all NS groups would like to see happen in Masterton East. correspondence (via phone & email) with 5 contacts to attend. They will also be consulted on the NS groups per week – working development of the empty Cameron alphabetically through the database, is Crescent corner plot near the netball resulting in a number of groups, 4 to date, • Emergency Services: - Have organized a courts. where no contact has been possible as no series of FM Arrow Radio interviews (to be response to any/all contact details completed by early 2019), with each available on the database. A visit to each agency to increase awareness of our [email protected] Page 2 169

Neighborhood Support Continued… relationship, our key messages to improving community welfare, resilience and crime prevention.

• Attended and was a guest speaker at the FMG NZ Police & Federated Farmers - Rural Crime Prevention workshop in November to support and get a better understanding of the crime issues happening in rural areas. Main message from police at workshop was “to report all crime”. As part of the WeConnect project a training session ‘speed dating’ style with all Emergency services, CCW and MDC Library + Presentation) was held in November to inform the volunteers (15 in total) on the programme about working with non-English speaking immigrants, respecting and understanding ethnic diversity and making sure to set boundaries and make sure they understand what the key main messages from each of the agencies present are to relay to their “buddies”.

[email protected] Page 3 170

030/19 To: Mayor and Councillors

From: Councillor John Dalziell

Date: 27 February 2019

Subject: Wairarapa Committee

FOR INFORMATION Recommendation: That Council receives the report back on the Wairarapa Committee meeting held on 19 February 2019.

Purpose The purpose of this report is to provide Council with a report on the meeting of the Wairarapa Committee held on 19 February 2019.

PUBLIC TRANSPORT REPORT

 December Wairarapa rail performance has dropped off slightly mainly because of track heating issues.

 Increasing performance on the 4.25 Wairarapa service is progressing slower than expectations. This will not be in place before April 2019. GWRC disappointed at the delay and are continuing dialogue with Transdev and Kiwirail to coordinate this work as soon as possible.

 Train Crew shortages are causing many Wellington trains to be cancelled.

 Air conditioning issues on Wairarapa trains seem to have been resolved.

 Late trains have been an issue especially ensuring connection to buses that have set timetables.

 Capital work being progressed includes o the double tracking contract work to start in June ‐July o Track changes in tunnels o Yellow machine purchase which is a 5 to 7 year programme

WAIOHINE UPDATE

 The Flood Management Plan Project Team have been continuing their development of the plan and are looking to complete their work by mid‐2019

 This scheme is an example of a new concept for the Council in progressing Flood Management Schemes and hopefully will be used as a template for future schemes. It has been community‐led working closely with GWRC staff. 171

TE KAURU RUAMĀHANGA FLOODPLAIN MANAGEMENT PLAN UPDATE

 A report was presented updating the Committee on the progress to date with Volumes 1 and 2 and the next steps for volume 3

 Public engagement on the plan is scheduled for late February early March