Notice of Meeting
A meeting of the Tararua District Council will be held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 26 May 2021 commencing at 1.00pm.
Bryan Nicholson Chief Executive
Agenda
1. Present
2. Council Prayer
3. Apologies
4. Public Forum
A period of up to 30 minutes shall be set aside for a public forum. Each speaker during the public forum section of a meeting may speak for up to five minutes.
Standing Orders may be suspended on a vote of three-quarters of those present to extend the period of public participation or the period any speaker is allowed to speak.
With the permission of the Mayor, members may ask questions of speakers during the period reserved for public forum. If permitted by the Mayor, questions by members are to be confined to obtaining information or clarification on matters raised by the speaker.
5. Notification of Items Not on the Agenda
Major items not on the agenda may be dealt with at this meeting if so resolved by the Council and the chairperson explains at the meeting at a time when it is open to the public the reason why the item was not listed on the agenda and the reason why discussion of the item cannot be delayed until a subsequent meeting.
Minor matters not on the agenda relating to the general business of the Council may be discussed if the chairperson explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at that meeting, but no resolution, decision or recommendation may be made in respect of that item except to refer it to a subsequent meeting.
6. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business
7. Personal Matters
8. Confirmation of Minutes 5
Recommendation That the minutes of the Council meeting held on 28 April 2021 (as circulated) be confirmed as a true and accurate record of the meeting.
9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda
10. Community Boards and Community Committees Reports
10.1 Woodville Districts' Vision 13
Recommendation That the report of the Woodville Districts’ Vision meeting held on 4 May 2021 (as circulated) be received. 10.2 Pahiatua On Track 31
Recommendation That the report of the Pahiatua On Track meeting held on 5 May 2021 (as circulated) be received. 10.3 Dannevirke Community Board 37
Recommendation That the report of the Dannevirke Community Board meeting held on 3 May 2021 (as circulated) be received.
10.4 Eketahuna Community Board 43
Recommendation That the report of the Eketahuna Community Board meeting held on 10 May 2021 (as circulated) be received.
Note: Any of the Community Boards and Community Committees may send a representative to address the Council on any issues within the agenda or matters of interest to them.
Tararua District Council – Notice of Meeting – 26 May 2021 Page 2
11. Reports 11.1 Draft Long Term Plan 2021/2031 Submissions 47 11.2 Proposed Dog Registration Fees and Charges for the 2021/2022 financial year 59 11.3 Third Quarter Financial Performance for the Period ending 31 March 2021 63 11.4 Road Stopping - Mangatainoka 99 11.5 Staff Report 105
12. Portfolio Reports
Councillors assigned the responsibility to undertake the portfolio for a specific activity can report back on any of these matters.
13. Mayoral Matters
14. Items Not on the Agenda Accepted in Accordance with the Procedure Outlined as per Agenda Item 5
15. Closure
Tararua District Council – Notice of Meeting – 26 May 2021 Page 3
Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 28 April 2021 commencing at 1.00pm.
1. Present Her Worship the Mayor - Mrs T H Collis, Crs E L Peeti-Webber (Deputy Mayor), A K Franklin, S A Hull, C J Isaacson, P A Johns, K A Sutherland, R A Treder and S M Wards.
In Attendance
Mr B Nicholson - Chief Executive Mr R Taylor - Manager - Democracy Services Mr R Suppiah - Group Manager - Corporate Mr C Chapman - Group Manager - Infrastructure Mr M Maxwell - Group Manager - Economic and Community Development Ms T Love - Group Manager - Operations Mr C McKay - Finance Manager Mr P Wimsett - Manager Strategy and Climate Change Mr D Watson - Manager - Special Projects Ms V Tomlinson - Woodville Districts’ Vision Chairperson
2. Council Prayer
2.1 The Mayor opened the meeting with the national anthem of New Zealand, and acknowledged the passing of Prince Philip, Duke of Edinburgh and Dave Cull, former Local Government New Zealand President.
3. Apologies
3.1 Nil
4. Public Forum
4.1 Nil
5. Notification of Items Not on the Agenda
5.1 Nil
Meeting of Tararua District Council – 26 May 2021 Page 5
6. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business
6.1 Nil
7. Personal Matters
7.1 Thanks are conveyed to Eric Bonny for his service and contribution to Council (both current and former authorities) as its Projects Engineer over thirty-six years working in the water supplies team, and in particular the attention he gave to managing Woodville and Pahiatua water supplies. Best wishes are extended for his retirement and future plans.
8. Confirmation of Minutes
8.1 That the minutes of the Council meeting held on 31 March 2021 and extraordinary Council meeting held on 7 April 2021 (as circulated) be confirmed as true and accurate records of the meetings.
Crs Hull/Johns Carried
9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda
9.1 Emergency Management (Item 11.3.5.1)
9.1.1 Thanks are conveyed to Stephen Dunn (formerly this Council’s Emergency Management Advisor who is now Horizons Regional Council Emergency Management Coordinator - Resilience) for attending the Civil Defence Emergency Management community meeting in Pahiatua, and introducing Peter Sinclair as the replacement Emergency Management Advisor appointed to that position.
10. Community Boards and Community Committees Reports
10.1 Dannevirke Community Board
10.1.1 That the report of the Dannevirke Community Board meeting held on 6 April 2021 (as circulated) be received.
Crs Peeti-Webber/Isaacson Carried
10.1.2 Carnegie Building
10.1.2.1 Council is working through the process to implement its decision to demolish the Carnegie building and retain the facade, with funding included in year one of the 2021/2031 Long Term Plan to progress its intentions and determine options for the site.
Page 6 Meeting of Tararua District Council – 26 May 2021
10.2 Eketāhuna Community Board
10.2.1 That the report of the Eketāhuna Community Board meeting held on 12 April 2021 (as circulated) be received.
Crs Peeti-Webber/Isaacson Carried
10.3 Pahiatua On Track
10.3.1 That the report of the Pahiatua On Track meeting held on 7 April 2021 (as circulated) be received.
Crs Peeti-Webber/Isaacson Carried
10.3.2 Smith’s Track
10.3.2.1 Tararua Alliance is looking at the request from Pahiatua On Track to close Smith’s Track to vehicular traffic for the purpose of providing a proposed walkway and cycleway.
10.4 Woodville Districts' Vision
10.4.1 That the report of the Woodville Districts’ Vision meeting held on 6 April 2021 (as circulated) be received.
Crs Peeti-Webber/Isaacson Carried
10.4.2 Term Deposit Analysis Report
10.4.2.1 Woodville Districts’ Vision Chairperson Vicky Tomlinson clarified a term deposit analysis was undertaken to make the society’s funds held in its accounts more transparent.
10.4.3 Solid Waste Management Services
10.4.3.1 Cr Peter Johns is requested to provide clarification at Woodville Districts’ Vision next meeting regarding Council’s proposed future intentions for providing solid waste management services in the district.
11. Reports
11.1 Review of Water Supply Bylaw - Initial Section 155 Determinations
11.1.1 That the report from the Manager Strategy and Climate Change dated 21 April 2021 concerning the review of the water supply bylaw - initial Section 155 determinations (as circulated) be received, and
Meeting of Tararua District Council – 26 May 2021 Page 7
That pursuant to Section 155(1) of the Local Government Act 2002, the Council determines that a bylaw is the most appropriate way of addressing the perceived problem of providing a dependable, cost-effective, efficient water supply system that maintains public health, safety and the environment, and
That pursuant to Section 155(2)(a) of the Local Government Act 2002, the Council determines that a standalone bylaw is the most appropriate form for a water supply bylaw, and
That pursuant to Section 155(2)(b) of the Local Government Act 2002, the Council agrees that it is not anticipated the water supply bylaw will give rise to implications under the New Zealand Bill of Rights Act 1990, and
That the Chief Executive is instructed to prepare a new water supply bylaw that addresses the perceived problem of providing a dependable, cost-effective, efficient water supply system that maintains public health, safety and the environment, with an accompanying statement of proposal for Council to consider prior to a decision to consult, and
That it is noted that Council will revisit at the time the Chief Executive reports on the new proposed water supply bylaw whether:
(a) The draft bylaw is the most appropriate form of water supply bylaw under Section 155(2)(a) of the Local Government Act 2002; and
(b) The draft water supply bylaw gives rise to implications under the New Zealand Bill of Rights Act 1990 under Section 155(2)(b) of the Local Government Act 2002.
Crs Hull/Sutherland Carried
11.1.2 Manager Strategy and Climate Change Peter Wimsett indicated it is anticipated the process to implement a new water supply bylaw will take until the end of the year to complete, with Council emphasising this is a priority it requests be done expeditiously without delay.
11.2 Funding for the Replica Sedcole Flagpole in Pahiatua
11.2.1 That the report from the Manager - Democracy Services dated 21 April 2021 concerning funding for the replica Sedcole flagpole in Pahiatua (as circulated) be received, and
That Pahiatua On Track be granted the sum of $27,460 from the Heritage Protection Reserve Special Fund to construct and complete a replica Sedcole flagpole in Main Street, Pahiatua, thereby preserving this heritage feature as a prominent landmark of historic significance for the local community to mark civic occasions and important events.
Crs Hull/Franklin Carried
Page 8 Meeting of Tararua District Council – 26 May 2021
11.3 Road Closure Requested Under the Tenth Schedule of the Local Government Act 1974
11.3.1 That the report from the Alliance Director dated 19 April 2021 concerning a road closure application under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and
That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local Government Act 1974, Council close the following road for the purpose of allowing Dannevirke Car Club to hold a motorsport event. Road name: Tararua Road Date of closure: Saturday 12 June 2021 Period of closure: 9.00am to 5.00pm
Conditions Applied to the Granting of this Road Closure
1. That Tararua Alliance in conjunction with the organiser will assess shortly prior to this event the condition of the road involved to determine its suitability for this purpose. 2. That if Tararua Alliance identify the road as being in an unsuitable condition arising from this assessment then they have the discretion to request the organiser to withdraw the road from the route of this event. 3. That shortly after the event has been held Tararua Alliance shall carry out a drive over of the road that was closed for this event to assess its condition. Advisory Note
That should the Council incur any additional maintenance costs arising from the event then those expenses shall be recovered from the event organiser.
Crs Sutherland/Treder Carried
11.4 Staff Report
11.4.1 Akitio Updates
11.4.1.1 Group Manager - Infrastructure Chris Chapman is requested to include in future staff reports updates on Akitio foreshore protection consent, water system and wastewater scheme, noting these matters were discussed at this month’s Works Liaison Committee workshop briefing session.
11.4.2 Road Maintenance
Meeting of Tararua District Council – 26 May 2021 Page 9
11.4.2.1 It is noted the Tararua Alliance road maintenance teams have been extremely busy through the month of March, with some of the works including (but not limited to) filling 886 potholes, 6,950m2 of sealed pavement repairs, 201 kilometres of unsealed road graded, 15 kilometres of drain cleared and 150 kilometres of kerb and channel cleaned. 11.4.3 Building Consents
11.4.3.1 The number of building consent applications continues to increase, and Council has begun forwarding applications to its contractor to process remotely. 11.4.3.2 With ongoing significant demand improvement in processing timeframes is likely to be gradual, and subject to available resourcing to enable that to occur. 11.4.4 Dog Attacks
11.4.4.1 Group Manager - Operations Tina Love will discuss with Manager Regulatory Services Craig Lunn expanding the information included in the staff report regarding dog attacks, but taking into account the details provided cannot breach privacy considerations. 11.4.5 Marketing and Promotions Websites
11.4.5.1 The IT Alliance and communications team are working together to build, migrate and implement a new website over the coming six to eight weeks. 11.4.6 New Highway Walk
11.4.6.1 A walk which travels the route of the new highway will be held on 23 May 2021, and tickets are selling very well for this Woodville Lions/Woodville School fundraising event. 11.4.6.2 Cr Kerry Sutherland temporarily departed from the meeting at 2.23pm.
11.4.7 Customer Services
11.4.7.1 Key statistics for response times to telephone calls received are noted, with the way that information is included in the staff report to be revised regarding the details provided. 11.4.8 Sport Manawatu 10,000 Steps Workplace Challenge
11.4.8.1 It is noted the Sport Manawatu walk 10,000 steps a day workplace challenge is held next month. 11.4.9 That the report from the Chief Executive dated 21 April 2021 concerning an update on key projects and items of interest to the Council (as circulated) be received.
Crs Franklin/Peeti-Webber Carried
Page 10 Meeting of Tararua District Council – 26 May 2021
12. Portfolio Reports
12.1 Mayor and Councillors Report
12.1.1 A copy of the Mayor and Councillors April report is tabled, and the information set out in that document is circulated for reference as an attachment to the agenda relating to these minutes. 12.1.2 Matters included in the Mayor and Councillors report are as follows: • Connect Tararua powering up the towers celebration. • 2021 CACTUS programme graduations. • 2021/2031 Long Term Plan consultation roadshows. • Local Government New Zealand Zone 3 conference in Hastings. • His Royal Highness Prince Philip, Duke of Edinburgh state memorial service in Wellington attended by Mayor Tracey Collis and Cr Shirley Hull. • Ruahine Kennel Association 125th anniversary show in conjunction with the Hawke’s Bay Kennel Association Championship Show held at the Dannevirke A and P Showgrounds. • Anzac Day services in the district, Lest We Forget to commemorate all New Zealanders and Australians that served in wars, conflict and peacekeeping operations. • Events attended by the Mayor. • Councillors portfolio reports.
13. Mayoral Matters
13.1 Nil
14. Items Not on the Agenda
14.1 Nil
14.2 The meeting adjourned at 2.43pm, and resumed at 2.58pm.
14.3 Cr Kerry Sutherland returned to the meeting at this point of the proceedings.
15. Public Excluded Items of Business
15.1 That the public be excluded from the following parts of the proceedings of this meeting, namely: • Proposed sale of Birch North forest • Proposed purchase of 40 Denmark Street properties (land and buildings) 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 follows.
Meeting of Tararua District Council – 26 May 2021 Page 11
General subject Reason for passing this Ground(s) under matter to be resolution in relation to Section 48 (1) for considered each matter the passing of this resolution
Proposed purchase To protect commercial Section (1)(a)(i) of 40 Denmark and industrial Street properties negotiations (land and buildings)
Proposed sale of To protect commercial Section (1)(a)(i)
Birch North forest and industrial negotiations
This resolution is made in reliance of Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows: S7(2)(i) The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).
Crs Johns/Treder Carried
15.4 That open meeting be resumed.
Crs Sutherland/Johns Carried
There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 4.00pm.
______
Mayor
Page 12 Meeting of Tararua District Council – 26 May 2021 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision MINUTES OF THE WOODVILLE DISTRICTS’ VISION MEETING Held on Tuesday 4 May 2021 at 7.00pm in the Supper Room, Stadium, Woodville
PRESENT: Vicky Tomlinson (Chair), Jane Hill (Secretary), Geoff Haglund (Treasurer), Rosie McMillan (Coordinator), Turia Brackenbury, Gaye Parkes, Andrew Child, Ian Daily, Trudie Flynn, Rosie Karena, Malcolm Stuart, Paul Tayler, Janice Wiri IN ATTENDANCE: Councillor Peter Johns, Councillor Sharon Wards and Kara Atkinson APOLOGIES: Kari Gray, Brent Tomlinson, Denise Quinney, Chris Archer, Jo Field, Carole Wilton, Marc Kortenhorst, Bob Parkes, Bruce Hutton, Kevin McIntyre V Tomlinson moved the Apologies be accepted G Haglund/Carried GUEST SPEAKER: Trudie Flynn, Employment Liaison and Support/Strengthening Families, Tararua REAP. A new programme is being delivered in Woodville that is aimed at removing barriers for young people getting into employment, i.e. driver licensing, drug testing, budgeting, etc. Key Tararua employers have been invited. Items Not on the Agenda: • Tararua Funding Forum • Mobility Scooter Training from Horizons Regional Council CONFLICTS OF INTEREST: Nil MINUTES: The April meeting minutes were tabled. V Tomlinson moved the minutes be taken as read P Tayler/Carried Received with amendment in Councillor John’s report –Correct sentence “…that the whole issue of food waste has been discussed but is still under discussion. It may or may not be practical….” M Stuart/Carried MATTERS ARISING: T Brackenbury asked who the new accountant is, that was voted on last month (in a blind vote). G Haglund replied, Ask Away Accountants. ACTION LIST: (updated as per the attached) No. 28) Plaque for Sean Burgess: Mrs Burgess is agreeable to the suggestion but wants the community to decide on it. V Tomlinson moved WDV obtain a quote G Parkes However, it was suggested that a quote is not necessary as the cost should be minimal. V Tomlinson amended her motion to obtain a plaque in memory of Sean Burgess from a local supplier up to the value of $250 T Brackenbury/Carried
Executive Report: V Tomlinson tabled her report and moved it be taken as read T Brackenbury/Carried CORRESPONDENCE: Inward: Nil Outward: Nil
Meeting of Tararua District Council – 26 May 2021 Page 13 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision
REPORTS: Treasurer: The two term deposits have been cancelled and transfer will take place on 24 May 2021. G Haglund moved the financial report for April be accepted I Daily/Carried G Haglund moved three payments be made: reimbursement to V Tomlinson for payment of the domain name ($49.40); late Four Square invoice for Mad Hatters Day expenses ($100); Fab Flowerz for the ANZAC wreath ($120) M Stuart/Carried V Tomlinson moved WDV advertise for applications to the Discretionary Grants fund in the Bush Telegraph R McMillan/Carried Chair: V Tomlinson tabled the report and moved it be taken as read R Karena/Carried Council – Councillor Peter Johns (verbal only) – General update on issues. – Long Term Plan Roadshows have had mixed responses in each town. – Discussion on the need for a district plan.
Recreation and Play Park (WRAP), Swimming Pool and Railway Gardens: (attached) V Tomlinson tabled these reports and moved they be received P Tayler/Carried Streetscape Main Street: No report this month. Events Team: V Tomlinson tabled the reports and moved they be taken as read T Brackenbury/Carried The Chair noted one item for discussion from the report - a noticeboard to be erected in town. P Tayler, Chair of Woodville Animal Welfare (WAW), offered the use of the fence outside the WAW shop. This would be a ‘changeable’ sign that would advertise upcoming events, important consultations, etc. V Tomlinson moved the Events Team seek quotes for such a sign; results to be brought to the next general meeting R Karena/Carried The Executive discussed at their last meeting allocating regular funding to the Events Team to enable them to carry out purchases for upcoming events as and when needed, rather than waiting for approval at the next general meeting. V Tomlinson (as Chair of the Events Team) moved approximately $1200 from the 2021 budget and $4800 from the 2022 budget be forwarded to the Events Team T Brackenbury/Carried Woodville Signage: Further to the community meeting as follow-up to Angela Rule’s presentation, the general consensus was to have the same colour on both sides of each sign, being a dark red/brown colour (61, 62 or 63 from TDC’s selection), and there was discussion about what images to put on each sign – a different picture for each of the six sides. This has been put out on social media, requesting photos/paintings from Woodvilleans to consider at the next community meeting once Angela Rule has advised of the new deadline. Long Term Plan: The Chair noted that consultation closes soon on the Councils Long Term Plan. There was a general discussion on issues of concern for the community. There was agreement for the preferred options as outlined within the document to be supported.
M Stuart moved his pool maintenance report be endorsed by WDV as a submission to the LTP I Daily/Carried Page 14 Meeting of Tararua District Council – 26 May 2021 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision Councillor Wards added comments re TDC’s hopes and aspirations for Woodville. V Tomlinson moved WDV put in a submission for improving Woodville’s infrastructure and water, emphasising the need to allow for growth, both expected and current experience T Brackenbury/Carried
Woodville School Historical Building: The Chair noted that it had recently been brought to the community’s attention that the Ministry of Education (MoE) is working with Woodville School regarding options around the Schools “old block”, which is a historical building. It is the oldest classroom in New Zealand that is still in use, there was a lot of discussion about how the community could retain and use the building if the final decision was to sell it. Suggestions were Woodville Community Hub, adult classes, continued use by Woodville School, etc. It was agreed that WDV would contact MoE regarding consultation on the building. Sculpture Tree: A brief meeting was held with Chris Chapman, Head of Infrastructure, TDC, with the Chair, Secretary, and Turia Brackenbury to determine what would be the most efficient way to move forward, taking into account the galvanising required, transport, and cost of reinstallation. Currently WDV is waiting on information and hopes to make a decision before the end of the financial year. Location of Ongoing Meetings: The Secretary suggested, due to increased meeting numbers, that WDV meetings could be held in the Anglican Church hall, as there is more room, particularly if social distancing is required. It was decided that, since there was a small number of members at this meeting, discussion with other members needs to be held before a decision is made. It will also be discussed at the Holy Trinity’s Vestry meeting and their decision will be brought to the next WDV meeting. Funding Meeting in Dannevirke: Notice of this meeting, as well as a flyer, was put to the meeting. Councillor Wards mentioned the lack of applications for funding and encouraged everyone to make use of available funding for their group/community projects. Horizons Mobility Scooter Session: The Chair mentioned the session to “learn the pros and cons of using a mobility scooter”. The meeting closed at 9.10pm. Next meeting: Tuesday 1 June 2021 at 7.00pm
Signed: ...... Signed: ...... Chair Secretary
Meeting of Tararua District Council – 26 May 2021 Page 15 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision Woodville Districts’ Vision – ACTION LIST As at: 4 May
# Date of Meeting Action Owner Due Date Status/Update 1 7/7/2020 Clarification is sought from Richard V Tomlinson TBA Chair and Treasurer to follow up. Taylor, Governance Manager regarding 3/11/20 honorarium payments. Chair and Treasurer agreed to defer until constitution has been finalised. 3 7/7/2020 A working party be established so the M Hoare/V Ongoing 4/8: Discussion/decision on the constitution Society can move forward and lay the Tomlinson be held over to AGM. groundwork for a new constitution and AGM: Chair of AGM advised that the 2018 community committee that is dynamic constitution will be adhered to, after she took and engages with the community. advice from CE of TDC and Governance Manager. 1/9: Working group to be reformed. 6/10/20 Ongoing The working group will follow the correct process going forward. 3/11/20 V Tomlinson update: two meetings have been held; progressing well. New members invited. The new constitution will be circulated for discussion before holding a Special General Meeting to registering. 9 7/7/2020 Induction Pack for new members to cover V Tomlinson Ongoing historic items and ongoing projects. 6/10/20 Chair and Secretary to produce. 3/11/20 A draft has been produced. To be edited before circulating to members for review 1/12/20 On hold till some historic issues are resolved. 16 4/8/2020 Mayor to investigate whether Chorus Mayor Noted in TDC meeting. boxes can be painted. V Tomlinson 6/10/20 It is not a Chorus box; it belongs to Scanpower. L Gray-Stuart to make enquiries. 3/11/20 Permission has been granted to paint boxes, in consultation with Scanpower. Chair to
Page 16 Meeting of Tararua District Council – 26 May 2021 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision # Date of Meeting Action Owner Due Date Status/Update contact Scanpower to get details. 1/12/20 2021 Chair has spoken with Scanpower and they are happy for the box to be painted, in consultation with them. Chair suggested a competition with local school children. Matter to be further discussed in 2021. 6/4/21 V Tomlinson moved that this item is managed by the Events Team. Second T Brackenbury/Carried 18 1/9/2020 Street Speakers – discussions with Eric V Tomlinson 29/9/2020 Chair attended Radio Woodville meeting and Bodell (Radio Woodville) and business discussed with members. owners required. 6/10/20 Ongoing Chair contacting business owners. Deferred to next meeting. 3/11/20 Chair recommended deferring until next year as some business owners are not in favour and new business owners are coming in. March V Tomlinson moved deferring to early 2021 T 2021 Second: J Preston Carried 2/3/21 Brackenbury Item discussed at meeting. (Noted in minutes) V Tomlinson moved that this is now taken up by Events Team. Committee agreed. T Brackenbury volunteered to follow up. 4/5/21 May 21 T Bracenbury noted that the Events Team has now taken up this action. 21 1/9/2020 Gym Equipment in Square requires V Tomlinson 6/10/2020 maintenance. A Chapman to be approached for assistance. 6/10/20 No action yet. 3/11/20 March Ongoing discussions. V Tomlinson moved 2021 that the gym equipment be delegated to the Recreation and Play Park Sub-Committee Second: M Stuart Carried Meeting of Tararua District Council – 26 May 2021 Page 17 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision # Date of Meeting Action Owner Due Date Status/Update 24 6/10/20 Invitation to Colin Yonge and team to V Tomlinson 1/12/20 Replied: suggested December’s meeting. WDV meeting Waiting for response. 3/11/20 Chair to meet with C Yonge. Report to come next meeting. 1/12/20 Feb 21 Chair confirmed C Yonge will attend 2021 meeting as the feasibility study has just got underway (funded by Council). 2/2/21 March 21 Chair advised C Yonge will attend the March meeting as the feasibility into the walkway was not yet finished. 2/3/21 May 21 Chair advised that C Yonge is now leaving the Council, but also the study was not completed. M Maxwell from Council will present once report is completed, most likely May. 4/5/21 4/5: The Chair noted that the feasibility study has now been put on hold by the Council as Councillors discuss it further. Mark Maxwell will update the Chair in due course. 25 2/2/21 Recycling Centre Woodville: Continued V Tomlinson March 21 investigations into possible options of either moving it, or reducing the disturbance to visitors using the camping grounds. The Chair noted that options were still being 2/3/21 considered and a possible interim solution, which she will be discussing with Council staff, is signage and or a gate to restrict the hours people can use the glass recycling section. 4/5/21 TBA On hold until TDC trial is complete 26 2/3/21 80km Sign: J Smith volunteered to follow- J Smith April 21 up the CRM that was lodged and to contact NZTA if necessary regarding the
Page 18 Meeting of Tararua District Council – 26 May 2021 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision # Date of Meeting Action Owner Due Date Status/Update 80km Sign that is currently lying down outside Woodville. 6/4/21 6/4/21 The Chair noted that she had spoken with J Smith who had lodged the issue with NZTA twice. Still ongoing. 27 4/6/21 Concept Tree Sculpture: With the return ALL May 21 4/5: Discussion held. The Chair to approach of the concept tree sculpture, the Chair the Medicine Depot to see if they are happy asked members to think, over the next to display the tree until a permanent/semi month, where an appropriate place is to permanent home is agreed upon. This venue house it permanently, given it is a WDV give members of the public access to view it. asset. 28 6/4/21 Plaque for Sean Burgess: The Chair to V Tomlinson May 21 4/5: Mrs Burgess is agreeable to the discuss with family and Council regarding suggestion but wants the community to a plaque for the seat outside the flat Sean decide on it. V Tomlinson moved WDV obtain use to live in. a quote G Parkes However, it was suggested that a quote is not necessary as the cost should be minimal. V Tomlinson amended her motion to obtain a plaque in memory of Sean Burgess from a local supplier up to the value of $250 T Brackenbury/Carried
29 6/4/21 Water Tanks: The Chair to investigate V Tomlinson May 21 4/5: Location of one of the tanks is confirmed and confirm the locations of the water behind the rose garden (Vogel Street), though tanks purchased by WDV and who they it is not currently connected to a building. now belong to. Ownership of the second tank is still to be confirmed for clarity of the asset register
CLOSED ACTIONS – Please see Secretary or Chair of WDV for full closed list. It will be presented to Council every quarter to ensure records are kept up to date.
Meeting of Tararua District Council – 26 May 2021 Page 19 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision Woodville Districts’ Vision – Conflict of Interest Register Name of Society Description of interest Has the Date of Steps taken by the society Society member Member Society been disclosure for dealing with the conflict action to address notified? the conflict Jane Hill Co-founder of Yes Exec Mtg Disclosed at meeting, Jane will abstain Woodville Wire 25/10/20 noted/recorded. from any votes related to Woodville Wire. Geoff Haglund Partner of D Quinney, Yes 6/10/20 Geoff will abstain person who gets paid from any votes for the delivery of the related to Woodville Woodville Wire Wire. Currently undertakes Yes 6/4/21 Disclosed at meeting, Geoff abstained business with one of noted/recorded from voting on the the shortlisted shortlist of accounting firms. Accountants Denise Quinney Receives money from Yes 6/10/20 Denise will abstain WDV, via the from any votes Woodville Wire Sub- related to Woodville Committee, for Wire. delivery of newsletter Natalie Burt Partner of George who Yes 6/10/20 Disclosed at meeting, Natalie will abstain is coordinating the noted/recorded. from any votes Traffic Management of when her husband Christmas Parade is involved in that motion. Vicky Tomlinson Chair of Holy Trinity Yes 2/2/21 Disclosed at meeting, Vicky will abstain Anglican Church noted/recorded. from any votes Vestry related to Holy Trinity Church. Janice Wiri Member of Holy Trinity Yes 2/2/21 Disclosed at meeting, Janice will abstain (became a Anglican Church, noted/recorded. from any votes member after Vestry related to Holy 2/2/21) Trinity Church. Page 20 Meeting of Tararua District Council – 26 May 2021 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision Name of Society Description of interest Has the Date of Steps taken by the society Society member Member Society been disclosure for dealing with the conflict action to address notified? the conflict Merril Hoare Member of Holy Trinity Yes 2/2/21 Disclosed at meeting, Merril will abstain Anglican Church noted/recorded. from any votes Vestry related to Holy Trinity Church. Rev Rosie Member of Holy Trinity Yes 2/2/21 Disclosed at meeting, Rosie will abstain McMillan Anglican Church, noted/recorded. from any votes Vestry related to Holy Trinity Church. Turia Chair of WRAP Yes 2/2/21 Disclosed at meeting, To be worked Brackenbury (formally known as noted/recorded through on a case WIFI) by case basis. Malcolm Stuart Member of WRAP Yes 2/2/21 Disclosed at meeting, To be worked noted/recorded through on a case by case basis. Carole Wilton Member of WRAP Yes 2/2/21 Disclosed at meeting, To be worked noted/recorded through on a case by case basis.
Meeting of Tararua District Council – 26 May 2021 Page 21 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision MINUTES OF THE WDV EXECUTIVE COMMITTEE Held on Thursday 13 April 2021 at 11.00am Anglican Church Hall, Fox Street, Woodville
PRESENT: Vicky Tomlinson (Chair), Jane Hill (Secretary), Geoff Haglund (Treasurer), Rosie McMillan (Coordinator) APOLOGIES: Nil ANZAC Day: Pre-approved budget of $400. V Tomlinson moved that WDV Executive support local businesses by buying a locally made wreath R McMillan/Carried Town Signage: Following on from Angela Rule’s (TDC) presentation at the last general meeting, the Chair suggested the Executive hold a town/community meeting to collate ideas from the general public for the design of Woodville’s new signs, which will be passed on to Angela for a mock-up to be produced. This meeting will be held at the Anglican Church Hall on Thursday evening, 22 April. The Chair mentioned a school holiday programme endorsed by WDV at which she would like to take the signage presentation to the youth of Woodville to get their feedback, which she will bring to the community meeting, as the youth of Woodville will be living with the signs for longer than the existing adults. Tree Sculpture: The Chair is liaising with Chris Chapman, Group Manager Infrastructure, TDC, to arrange a discussion with TDC staff regarding the costs of transporting the sculpture, both for remediation works and final installation. The Secretary and Coordinator to also be part of the discussion. Water Tanks: After ascertaining at the last general meeting the locations of the two water tanks purchased by WDV in the past (one being situated behind the Lindauer Gallery), there remains finding the location of the second tank. A former Chair of WDV stated at the last general meeting that it was gifted to Civil Defence. V Tomlinson has spoken with Chris Chapman to seek confirmation of this, which he was unable to give, so he will contact Steve Dunn or Peter Sinclair about it. Assets/Property: The Secretary is to produce a ‘property list’ of those items stored in the WDV container (and anywhere else they might live) that do not fall under the term “asset”, and which include second- hand goods purchased by WDV. Chair’s Meetings: V Tomlinson stated that she is unable to appraise the Executive of all the meetings/appointments on her schedule as they are arranged as this is not practical. Bank Accounts: The Treasurer has been tasked with closing one of the existing BNZ accounts. However, The Dannevirke branch of the BNZ is closing on Friday 16 April 2021 and there are no appointments available before then. Therefore the Treasurer and Secretary will go to Palmerston North on Wednesday 21 April to perform this function.
Page 22 Meeting of Tararua District Council – 26 May 2021 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision The Treasurer has been given a ‘deposit card’ by BNZ, which enables cash deposits at ATMs in the area. This can be used by other Executive members when the Treasurer is not available. Events Team Funding: G Haglund suggested that the Executive pre-approve regular funding for the Events Team to enable them to begin scheduled/approved projects (similar to the past Lindauer funding arrangement). This would allow them to spend up to a set amount between general meetings without having to use personal funds and wait to be reimbursed. Connect Tararua: The Secretary gave a brief report on the gathering at Kumeroa to celebrate the installation of a ninth cell phone tower. There was a large gathering of residents and Councillors, as well local politicians, and a communications company representative, who stressed that they are lobbying the Government continually for better cell phone coverage nationally. Payment: The Chair will pay the invoice for the domain name with her personal credit card and the Treasurer will reimburse her from the WDV account, once approved at the next general meeting. R McMillan wanted to acknowledge everyone’s hard work and the desire to remain positive moving WDV forward. The meeting closed at 12.10pm.
Meeting of Tararua District Council – 26 May 2021 Page 23 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision
WOODVILLE DISTRICTS VISION Treasurer's report 30 April 2021
Discretionary Fund Opening Balance $ 2,970.51 Income Expenditure
$ - $ - Closing Balance $ 2,970.51
General Working A/c Opening balance $ 51,786.32 Income Expenditure 1/04/2021 JMJ Hill Honorarium $150.00 9/04/2021 D. Quinney WDVL Wire delivery - Mar $100.00
Closing Balance $ - $250.00 $ 51,536.32
Comitted funds ongoing Secretary Honorarium 300.00 10/07/2021 GST to IRD 3,769.48 ongoing Delivery - Woodville Wire 200.00 ongoing DIA Community Projects 30,000.00
Total Comitted: $ 34,269.48
Approved Projects (Balance) Date Approved: Recreation and Play Park (1000) 2/02/2021 1000 Website Development (1,200) 4/06/2019 1200 Total Approved: $ 2,200.00
Expected Projects Community Picnic Est. based on 2019 2000 ANZAC Est. based on 2019 400 Tree sculpture repairs Verbal Discussion 8336.92
Total Expected: $ 10,736.92
Accounts to be approved for payment on 4/5/2021 Domain Registration - ThisIsWoodville.co.nz - V.Tomlinson 49.4 4 Square - Mad Hatters 100.00
Total for Payment: $ 1 49.40
TOTAL AMOUNTS Comitted / Approved / Expected / Received: $ 47,355.80
Potential Available General Funds 2020/21 $ 4,180.52
Term Deposits #005 Funds allocated to Gen A/c 24/5 $ 11,637.06 #007 Funds allocated to Disc A/C 24/5 $ 9,624.77 #008 Grant fr Meridian for Walkway $ 5,740.44 #011 Funds allocated to 150 Year celebration $ 5,578.30 #012 Reserved Funds from 2019/20 $ 15,118.36 Total funds in reserve $ 47,698.93
Notes: * Items already have budget approval, these notices are for transparency ** Note that this is the publish date not the delivery date *** These projects have closed
Page 24 Meeting of Tararua District Council – 26 May 2021 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision
Woodville Districts’ Vision Chairperson’s Report Up to 4 May 2021
The Chair’s report will now focus on key highlights from each month, so more information can be shared: • Saturday 10th April – Initial community meeting regarding the ‘Kids Club’ which is a WDV Community Initiative. Ann-Maire Hapuka, who is leading the project, led the meeting with the volunteers interested in supporting/leading the clubs. It was a great discussion and eight clubs were established for wider consultation with the community. This was done via social media and ‘word of mouth’. The leads for each area were tasked with investigating what equipment, spaces, grounds would be required and a budget. A follow up meeting was held on Sunday 2nd May where seven of the eight clubs were confirmed. The eighth club, gymnastics, is still being worked on due to the high cost of basic equipment. The group discussed and agreed to get the first seven up and running and support the eight where possible. i.e. next funding round, seek donated equipment, seek other funding. • Sunday 11th April – Initial community meeting regarding the ‘Community Garden’ which is a WDV Community Initiative. Mel Reiri, who is leading the project, led the meeting with the volunteers interested in supporting this project. There were great ideas put forward and everyone there were to take time to view potential sights while permissions of land use were getting finalised. A wonderful response of donated goods and time were already coming forward. • Between Monday 19th and Friday 30th April, Mel Reiri ran a School Holiday Programme in the Sports Stadium. I popped in every now and then to see how everything was going. It was a great success with all the children having a great time. Thanks to all you supported this programme and to Mel for running it. Fantastic for our young ones. • Thursday 22nd April – Community Meeting regarding town signage. A great discussion was held, facilitated by Paul Tayler – thank you Paul. This is an exciting opportunity for Woodvillians to have their say in our town signage, which will be seen for years to come. • Sunday 25th April – Along with Holy Trinity Anglican Church, WDV led the ANZAC 10.00am Civic Service. We were supported by two members of the RSA who read the ODE and raised/lowered the flag. It was wonderful to see so many Woodvillians come out and commemorate the day, especially so many young ones.
Meeting of Tararua District Council – 26 May 2021 Page 25 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision
Page 26 Meeting of Tararua District Council – 26 May 2021 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision
Meeting of Tararua District Council – 26 May 2021 Page 27 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision
Page 28 Meeting of Tararua District Council – 26 May 2021 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision
Woodville Districts’ Vision Events Team Meeting (Sub-Committee) Report 19th April 2021
In Attendance: Vicky T, Rosie M, Turia B, Malcolm S, Merril H Apologies: Jo F, Janice W
Notes/Actions: 1. General discussion regarding advertising of events. There was consensus that flyers and adverts in Woodville Wire are the best approach and get the most coverage. Where possible, social media should also be utilised. 2. Event planning: There was agreement that event planning was currently still on the ‘back foot’ and we should be planning much more in advance. AP) VT to schedule another meeting before the next town meeting to ensure items ‘keep moving.’ 3. ANZAC 25th April: Everything is in place with Holy Trinity Anglican Church for 10.00am Civic Service and cup of tea after service (Anglican Church Hall). 4. Community Discussion Day: Discussion and agreement to move the next Community Discussion Day from 4th July to 20th June as the Mid-Winter Light and Matariki Festival along with announcing the winner of the Slogan Competition was enough for one function. Discussion and agreement to run a Kids Colouring Competition (circulated in Woodville Wire) with prizes given out on 20th June. Soup/hot drinks also to assist on the day. Volunteers required. 5. Mid-Winter Light and Matariki Festival: Discussion around possible ideas for this festival – they included hiring (or seeing if a member of the community has one) a telescope. Approaching local Kapa Haka Group to perform. Approaching Ta Daymond at Tararua College for guidance and inclusion of College students. Seeing if the local food-truck (Bluebell) would like to supply food either paid for or subsidised by WDV. AP) TB to approach Bluebell owner to discuss possible options and bring back to meeting. Approaching Te Manawa for inclusion and possible assistance. 6. New November Event (to replace Mad Hatters): Discussion and agreement on 1950’s theme as this would/could include multiple groups, i.e. Retro Car Clubs, Elvis Comp, Rock’n’Roll dancers, fashion show, dance and supper at night as well as having a market day. Possible rail car from Wairarapa also. ‘Bobby Socks and Winklepickers’ 1950’s Day/Night Event. AP) VT to check with local Rock’n’Roll club regarding possible dates – either end of October or start of November. 7. Possible 2022 Activities: Music in the Park 2022 – link in with Council and if they plan to sponsor any entertainment like in 2021; Garden Ramble (Nov 2022) with Plant Fair / Garden Competition; Tree for every new build – possible initiative for WDV to look at once new constitution comes in to effect; Flicks in the Square; Walk and Picnic to Ferry Reserve (summer time).
Meeting of Tararua District Council – 26 May 2021 Page 29 10.1 Woodville Districts' Vision Attachment 1 Woodville Districts' Vision Woodville Districts’ Vision Events Team Meeting Report Monday 3rd May 2021
In Attendance: Vicky T, Rosie M, Turia B, Malcolm S, Merril H, Rosie K, Paul T, Carole W Apologies: Jo F, Janice W, Julie S, Luke S
Notes/Actions: 1. Advertising: Discussion and agreement to raise at WDV general meeting a public notice board. Paul offered space on the WAW fence. 2. 20th June - Community Discussion Day: Confirmation that TB was arranging the colouring competition pictures. AP) VT to email Woodville Wire making them aware of item/slot required in June publication. Discussion regarding soup/hot drinks. Agreement to approach local PlayCentre as a funding opportunity. Group can approach other groups in events coming up, to spread the opportunities around. 3. 4th July - Mid-Winter Light and Matariki Festival: TB offered to contact Joel Mudford, Ta Daymond and Te Manawa for event. Theresa from Bluebell food truck advised a price for a roast pork burger. The group discussed and agreed it was too much, just for a burger. AP) TB to go back to Theresa and see if she is able to do burger and chips for $10/head. AP) VT to work with LG regarding lighting options. Approaching Te Manawa for inclusion and possible assistance. 4. 6th November - Bobby Socks and Winklepickers – 50’s Festival: Discussion regarding date – now confirmed as 6th November 2021. Agreement that poster to be designed ASAP and circulated with some information. A more detailed poster will be produced closer to the time once groups are confirmed. AP) CW to approach Pahiatua Railcar, ensure Stadium is booked for appropriate timeframe and approach Tui for contacts of Retro Car Clubs. AP) VT to arrange poster and lock in date with dancers. Discussion regarding the inclusion of the new town signage/colours and slogan. AP) MH to contact Marching Band to see if they would like to participate. Discussion regarding market / stall holders – option of not allocating spots will be determined closer to the date, also refining the times more. i.e. for each section of the day if multiple things are happening. Further discussion required. Discussion regarding catering of this event and future events. AP) PT to draft a catering quote request form. 5. 18th July – Welcome to Woodville Expo: Discussion and agreement to hold event from 12noon to 4.00pm and ask groups to bring/sponsor a plate for afternoon tea. AP) CW to email VT list of new residents for invitations. AP) VT, Article to go in Woodville Wire and letterbox drop to all Woodvillians. Stalls already confirmed: WDV Pantry, WAW, I-site/Digital Hub, Papatawa Garden Club and Brackenbury Gallery. 6. Slogan Competition: VT confirmed that 99 entries had been received for the competition. They will be collated and sent through to the judging panel. The top ten will be circulated in Woodville Wire, I-Site (where next round of voting will take place) and letter box drop. Winner announced on 4th July. Next meeting set for Tuesday 25th May 7.00pm, in Anglican Church Hall.
Page 30 Meeting of Tararua District Council – 26 May 2021 10.2 Pahiatua On Track Attachment 1 Pahiatua on Track Minutes PAHIATUA ON TRACK INCORPORATED
Minutes of the Pahiatua On Track Incorporated meeting held in the Pahiatua Service Centre Chamber, 136 Main Street, Pahiatua on Wednesday 5th May 2021 commencing at 7.00pm.
1. Present Committee Members: Louise Powick (Chair), Jared Brock (Deputy Chair), Fiona Stokes (Secretary), Gerry Parker (Treasurer), Rhys Punler, John Arends, Leeroy Harris, Ingrid de Graaf
Members of the Public: Cr Raylene Treder, Stan Wolland, Karolyn Donald
2. Apologies 2.1 Cr Alison Franklin 3. Notification of Items Not on the Agenda • 150-years celebrations
• Anzac Day
4. Confirmation of Minutes
4.1 That the minutes of the Pahiatua On Track meeting held on 7th April 2021 (as circulated) be confirmed as a true and accurate record of the meeting.
Leeroy Harris / Gerry Parker Carried
5. Matters Arising
5.1 Pahiatua Town Signage - Tararua District Council
Discussion of photos for the town entrance signage was revisited from the last meeting. It was decided the pictures are to reflect Pahiatua’s history and culture. Iwi representation - picture of people in traditional dress (Tararua College Kapa Haka group) Polish history - picture of Polish dancers Agriculture - Picture of a farmer with cattle, picture of the saleyards Colours - Pahiatua On Track will give the designer its chosen pictures for them to recommend a colour palette
5.2 NaeNae Track Carpark
Meeting of Tararua District Council – 26 May 2021 Page 31 10.2 Pahiatua On Track Attachment 1 Pahiatua on Track Minutes
Ian Argyle has been directed back to Council to discuss this project further.
5.3 Pahiatua Shears Money Refund of extra funds paid has been received.
5.4 Petrol Vouchers for Anne Nelson Anne has an electric vehicle so has no use for the donated petrol vouchers. She has asked to donate them to a community group. The vouchers will be credited on 13th May to the community vehicle trust account at Laskey’s Auto.
5.5 Youth Centre Carpet
A quote was received for new carpet installation at the Youth Centre.
That the committee accept Mills Brothers quote to carpet areas in the Youth Centre for an amount of $1284.00 (including GST).
Ingrid de Graaf / Leeroy Harris Carried
6. Tararua District Council Report 28th April 2021
6.1 Sedcole Flagpole Funding
The committee wish to thank Council for the funding of this project as this is a significant part of Pahiatua’s history.
6.2 Smith’s Track The letter for support of the closure of Smith’s Track to vehicular traffic has been received by Chris Chapman.
6.3 Long Term Plan Consultation
Louise Powick is to write a submission to the Long Term Plan on behalf of the committee to include:
- Walkway/Cycleway project - Bridge to the Brewery
- Princess Street angle parking / Huxley Street drain / Kauri Park
- Information Centre / toilet block refurbishment
- Support of the community hub approach
- Option 2 to be Pahiatua On Track’s response to community development proposals in the Long Term Plan Page 32 Meeting of Tararua District Council – 26 May 2021 10.2 Pahiatua On Track Attachment 1 Pahiatua on Track Minutes
- Growth / Rezoning - John Arends is to complete feedback on this and combine with Louise
- Dog park - to be developed at Rotary Park
That the report of the Tararua District Council meeting held on 28th April 2021 (as circulated) be received.
Fiona Stokes / Leeroy Harris Carried
7. Correspondence
Outwards
• Letter sent to Tararua District Council regarding Smith’s Track
Inwards
• Tararua District Council mock rates assessment 2021/2022 for Youth Centre property
• Invoice Paper Plus
• Invoice Mitre 10
• Tararua District Council Long Term Plan Consultation Document
• Invoice Greenhouse Creative
• Email regarding Tararua funding information evening
• Discretionary grant Bush Small Bore Club
• Mills Brothers - Youth Centre carpet quote
That the correspondence be received.
Louise Powick / Fiona Stokes Carried
8. Financial Report
There has been an over payment of $200 to Anne Nelson - Friends of the Cemetery. This money is to be gifted to Anne for her time in lieu of the petrol vouchers.
Meeting of Tararua District Council – 26 May 2021 Page 33 10.2 Pahiatua On Track Attachment 1 Pahiatua on Track Minutes
8.1 That the financial report be received and accounts approved for payment.
Gerry Parker / Rhys Punler Carried
8.2 Invoices to be Paid
Louise Powick reimbursement - petrol vouchers $200
Greenhouse Creative $1366.20
Signbox (Museum) $198.95
Mitre 10 $80.71
Paper Plus (common seal stamp) $49.95
9. Discretionary Grants
9.1 Bush Small Bore Club - $705
The committee approved the grant application on the proviso the equipment purchased belongs to the club. Louise Powick is to follow up with Raewyn Inder.
9.2 Iwi Story Board - Main Street Upgrade
Louise Powick presented indicative costs for the story board and Explore Pahiatua signage for the Main Street upgrade. The committee agreed on the importance of this project and the need to financially support it to ensure completion.
10. Portfolio Reports
10.1 Swimming Pool
The site survey has been completed; the design is now to be finalised. Awaiting information from SPRUNG Structure regarding building compliance.
Article in the Bush Telegraph was well received. Five people have signed up for the fundraising committee from this article.
10.2 Main Street Upgrade
It is possible the opening may be held in August. The team is still open to suggestions around ideas for this event.
Page 34 Meeting of Tararua District Council – 26 May 2021 10.2 Pahiatua On Track Attachment 1 Pahiatua on Track Minutes
10.3 Harvard Slide
Jared Brock reports he has met with Jeremy from Jackson’s today. They are more than happy to undertake the repairs, but time is an issue. They are hoping to complete the project within the next three months.
10.4 Pahiatua Business Group
Ingrid de Graaf fed back to the committee around a meeting with Angela Rule (Tararua District Council) about where to and who might be able to help. Ingrid is planning to form a steering group.
Discussion was held around taking a holistic approach to businesses, business after five’s social gatherings, and brainstorming sessions.
Explore Christmas
Fiona Stokes reports there has been contact made with Downer’s regarding the road closure for Christmas event’s, and some work has been done on getting a train to the event. Next meeting is to be held on Wednesday 12th May. Fiona is working on a timeline for the project.
11. Notification of Items Not on the Agenda
11.1 Anzac Day
Discussion was held around the road closure for the dawn parade. Jared Brock will speak to the RSA to follow up that matter.
Next year Pahiatua On Track will lay a wreath.
11.2 150-Years Celebrations
There was discussion of the 150-years town celebrations. It is understood that Pahiatua’s anniversary is in 2031.
The meeting closed at 9.25pm.
______
Chairperson - Louise Powick
Meeting of Tararua District Council – 26 May 2021 Page 35
Dannevirke Community Board
Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 3 May 2021 commencing at 1.00pm.
1. Present
Board Members P F Walshe (Chairperson), T J Hynes (Deputy Chairperson), W R Macdonald, K P Spooner-Taylor and Cr E L Peeti-Webber (Council appointed Community Board member).
In Attendance
Mr R Taylor - Manager - Democracy Services
2. Apologies
2.1 Nil
3. Public Forum
3.1 Nil
4. Personal Matters
4.1 Nil
5. Notification of Items Not on the Agenda
5.1 The following matters are notified as items of general business not on the agenda for discussion at today’s meeting: • Electric barbecue for the Lower Domain • Kapa Haka Festival • Derelict vehicles • Family anti-violence sign
6. Confirmation of Minutes
6.1 That the minutes of the Dannevirke Community Board meeting held on 6 April 2021 (as circulated) be confirmed as a true and accurate record of the meeting.
Hynes/Macdonald Carried
Meeting of Tararua District Council – 26 May 2021 Page 37
7. Matters Arising from the Minutes
7.1 Town Signage (Item 3.1)
7.1.1 The Board’s preferences for images and colours to be used for Dannevirke town signage project are as follows:
• Southern Entrance - Town Clock Ruahine Ranges (reverse side) • Northern Entrance - Upper Domain Cenotaph Ruahine Ranges (reverse side) • Weber - Scott Fountain Ruahine Ranges (reverse side) • Colour - Orange 7.1.2 The Board support the use of local suppliers where possible to undertake the work associated in relation to the town signage project, with it being noted all of the signs for the district are manufactured and designed in Napier and their installation may be offered to local communities to undertake if they wish or by Tararua Alliance.
7.2 Driver Licence Testing in Dannevirke (Item 7.1)
7.2.1 Deputy Chairperson Board Member Terry Hynes spoke to the Area Manager of VTNZ regarding the matters raised by the Hearing Association Dannevirke, and they are following up the concerns relating to their premises formerly being used free of charge for driver licence testing.
7.2.2 This is now undertaken at Tararua Community Youth Services premises, and signage has been arranged on Gordon, Hall and Ward Streets to provide directions to their venue to access that service.
7.3 Community Board Flag (Item 7.2)
7.3.1 The community board flag purchased to promote the Board’s identity was used at the Anzac Day community concert.
7.4 Anzac Day Community Concert (Item 7.4)
7.4.1 The Anzac Day community concert was very successful and well attended, with $746 received from the proceeds of admission donations given to support Dannevirke and Districts Returned and Services Association Welfare Fund.
7.4.2 A letter is tabled from Dannevirke and Districts Returned and Services Association President Roland Ellis thanking the Board for its donation, and conveying his appreciation and congratulations on the arrangements of this event.
7.4.3 Board Member Ross Macdonald noted Dannevirke Town Hall would benefit from providing a sound system available for use when hiring the venue for such
Page 38 Meeting of Tararua District Council – 26 May 2021
community events.
7.4.4 The Board agreed that Board Member Macdonald obtain a quote to purchase a suitable sound system for this purpose, and the matter could be considered when the cost involved is ascertained.
7.5 Dannevirke 150th Anniversary (Item 13.1)
7.5.1 The Board is to consider its intentions regarding any plans or committee formed to arrange events to recognise the occasion of Dannevirke’s 150th anniversary next year. 8. Tararua District Council Report
8.1 That the report of the Tararua District Council meeting held on 28 April 2021 (as tabled) be received.
Peeti-Webber/Macdonald Carried 8.2 Carnegie Building
8.2.1 The Board note Council is working through the process to demolish the Carnegie building and retain the facade, with funding included in year one of the 2021/2031 Long Term Plan to progress its intentions and determine options for the site.
9. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities
9.1 Dannevirke Brass Band
9.1.1 Board Member Kim Spooner-Taylor reported Dannevirke Brass Band attended and played at various community services held to commemorate Anzac Day.
9.1.2 A variety community concert has been arranged on 23 May 2021 at 2.00pm in the St John’s Anglican Church as a tribute to acknowledge the passing of Gwen Fairbrother QSM, and her contribution to supporting Dannevirke Brass Band and the wellbeing of the Dannevirke community.
9.1.3 A cup of tea will be provided in the Dannevirke Brass Band rooms following that event, and board members are requested to assist with these arrangements.
9.2 Dannevirke Chamber of Commerce
9.2.1 Deputy Chairperson Board Member Terry Hynes reported an after five’s meeting with business coach Wayne Dellow was held in the MCI and Associates meeting room.
9.2.2 An after five’s meeting is to be held at Property Brokers new premises, and an
Meeting of Tararua District Council – 26 May 2021 Page 39
invitation is open to new businesses to showcase their operations and activities they undertake through arranging future meetings for that purpose.
9.2.3 That the Board request Deputy Chairperson Terry Hynes as its liaison representative with Dannevirke Chamber of Commerce to discuss with them the arrangements for when the Dannevirke Christmas parade is held, noting this currently occurs on the same day and at a similar time to the Pahiatua Christmas parade.
Walshe/Macdonald Carried
9.3 Tararua Community Youth Services
9.3.1 Deputy Chairperson Board Member Terry Hynes reported Tararua Community Youth Services has been undertaking holiday programme arrangements, driver licence courses and parenting programmes.
9.4 Dannevirke and District A and P Association
9.4.1 Deputy Chairperson Board Member Terry Hynes reported Dannevirke small holders auction was held at the A and P Showgrounds, with the day being inclement and having some impact on attendance at this event.
9.5 Dannevirke Information Centre
9.5.1 Board Member Ross Macdonald reported the position of part-time assistant to provide back up for the Dannevirke Information Centre Manager remains vacant, and an appointment to undertake that role is still to be considered.
9.6 Wheel Park Project
9.6.1 Council appointed Community Board Member Cr Erana Peeti-Webber reported Dannevirke Recreation and Play Committee has been considering suppliers that provide equipment to develop skatepark facilities, and looking at planning options and ideas from other places.
9.6.2 The relationship to work in conjunction with Dannevirke Multisport Hub Committee is to be formalised at their Annual General Meeting regarding this intended arrangement.
9.6.3 A sausage sizzle was held with children to get their feedback on what they would like to see provided in the design of this project, and this was well attended and assisted to progress the concept to develop a plan for a new recreation and play area at the Upper Domain. 9.6.4 A meeting is to be held with potential funding providers that could be requested to consider an application for financial assistance towards the costs of undertaking this project.
Page 40 Meeting of Tararua District Council – 26 May 2021
10. Correspondence
10.1 Nil
11. Wackrow Memorial Youth Award
11.1 The Board note the following proposed dates regarding the arrangements for the 2021 Wackrow Memorial Youth Award: Nominations open: Monday 5 July 2021 Nominations close: Friday 30 July 2021 Judging: Monday 16 August 2021 at 10.00am or 5.30pm Award Function: The Hub Tuesday 24 August 2021 at 7.00pm 11.2 Deputy Chairperson Board Member Terry Hynes, Board Member Kim Spooner- Taylor and Council appointed Community Board Member Cr Erana Peeti-Webber will be the Board’s representatives on the judging panel. 11.3 Claire Chapman will be invited to continue as member of the public on the judging panel, and Aaron Karena from MCI and Associates is the proposed guest speaker for this year’s award function. 12. 2021/2031 Long Term Plan
12.1 Council appointed Community Board Member Cr Erana Peeti-Webber abstained from discussion regarding this item of business. 12.2 The Board considered the 2021/2031 Long Term Plan Consultation Document, and agreed to make a submission supporting the Council’s preferred option 2 of the right debate matters concerning recycling, community development, debt repayment and road financial reserves.
13. Chairperson’s Remarks
13.1 Nil
14. Items Not on the Agenda
14.1 Electric Barbecue for the Lower Domain
14.1.1 Deputy Chairperson Board Member Terry Hynes indicated the cost of purchasing an electric barbecue for the Lower Domain is around $10,000 to $12,000 with voluntary labour to undertake the project. 14.1.2 The Board previously proposed considering this project in conjunction with Dannevirke Host Lions Club who have agreed to provide voluntary labour and a financial contribution of $4,500 toward the costs involved. 14.1.3 It is agreed this matter be referred to the Board’s next meeting to consider making funding available in the 2021/2022 financial year to enable the project to proceed.
Meeting of Tararua District Council – 26 May 2021 Page 41
14.2 Kapa Haka Festival
14.2.1 Deputy Chairperson Board Member Terry Hynes reported Dannevirke Town Hall is to be hired for the Kapa Haka Festival on 16 and 17 September 2021, and a request will be forwarded to the Board seeking funding toward the venue hire charges that shall be incurred regarding that event.
14.3 Derelict Vehicles
14.3.1 Members of the public are asking what is Council doing about derelict vehicles on urban properties to address this long-standing concern, noting previous indications were given this matter would be resolved.
14.3.2 It is noted the District Plan includes powers for Council to deal with situations where derelict vehicles are an eyesore impacting on the amenity value of the environment, and Manager Regulatory Services Craig Lunn will be requested to provide an update on intentions to enforce that provision.
14.4 Family Anti-violence Sign
14.4.1 Deputy Chairperson Board Member Terry Hynes noted the family anti-violence sign at Bupa Rahiri Care Home on High Street has been the target of graffiti, and will follow up having this removed.
There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 2.37pm.
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Chairperson
Page 42 Meeting of Tararua District Council – 26 May 2021
Eketāhuna Community Board
Minutes of a meeting of the Eketāhuna Community Board held in the Eketāhuna War Memorial Hall, corner of Jones Street and State Highway 2, Eketāhuna on Monday 10 May 2021 commencing at 10.00am.
1. Present
Board Members S C McGhie (Deputy Chairperson), T M Carew, D F Clifton and Cr R A Treder (Council appointed Community Board member).
In Attendance
Mr R Taylor - Manager - Democracy Services Mr J Sweeney - Eketāhuna resident
2. Apologies
2.1 That an apology be sustained from Chairperson Board Member Charlie Death for non-attendance at the meeting.
Clifton/Carew Carried
3. Personal Matters
3.1 Nil
4. Notification of Items Not on the Agenda
4.1 The following matter is notified as an item of general business not on the agenda for discussion at today’s meeting: • Esther Bunning Anzac Day flags
5. Confirmation of Minutes
5.1 That the minutes of the Eketāhuna Community Board meeting held on 12 April 2021 (as circulated) be confirmed as a true and accurate record of the meeting.
Carew/Clifton Carried
Meeting of Tararua District Council – 26 May 2021 Page 43
6. Matters Arising from the Minutes
6.1 Anzac Day (Item 6.1)
6.1.1 Very well attended Anzac Day community services were held in Eketāhuna and the Anzac Memorial Bridge at Kaiparoro.
6.2 New Residents Welcome Afternoon Tea (Item 6.2)
6.2.1 Details are to be placed in the community newsletter and Bush Telegraph regarding the new resident’s welcome afternoon tea held at the Eketāhuna Club on 13 June 2021.
6.3 Town Signage (Item 8)
6.3.1 The Board’s preferences to be used for Eketāhuna town signage project at each entrance are to include the white kiwi as the image with blue and green as the sign’s colours.
6.4 Town Centre CCTV Security Cameras Monitoring System (Item 12.1)
6.4.1 Eketāhuna Our Town Committee is applying for funding to upgrade the existing security cameras monitoring system in Eketāhuna.
7. Tararua District Council Report
7.1 That the report of the Tararua District Council meeting held on 28 April 2021 (as circulated) be received.
Carew/Clifton Carried
8. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities Assigne 8.1 Newman Reserve Board 8.1.1 Board Member Terry Carew reported at the Newman Reserve Board Annual General Meeting held on 14 April 2021 discussion included considering funding the cost of replacing a power pole and repairing the swimming pool at the reserve.
8.2 Great Eketāhuna Ball
8.2.1 The Great Eketāhuna Ball was very successful and well received, with $1,500 raised to support Eketāhuna Health Centre.
8.2.2 This event was greatly enjoyed by those attending, and it is intended the Great Eketāhuna Ball will again be arranged next year.
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9. Correspondence
9.1 It is noted the Eketāhuna Camping Ground and its managers were the subject of very complimentary remarks received by Council from a group that stayed at this facility. 10. General Assistance Grants Scheme
10.1 Board Member Denise Clifton declared a conflict of interest in the applications of Eketāhuna Community Radio Society and Eketāhuna and Districts Early Settlers Museum Society, and abstained from discussion and determining the amount of funding granted to those organisations. 10.2 Board Member Terry Carew declared a conflict of interest in the application of Eketāhuna Menz Shed, and abstained from discussion and determining the amount of funding granted to that organisation.
10.3 That the following grants be approved for disbursement from the Eketāhuna Community Board’s General Assistance Grants Scheme for the 2020/2021 annual funding allocation. Name Project Amount Granted Eketāhuna Community Equipment and public liability Radio Society insurance $ 767.17 Eketāhuna and Districts Digital collection catalogue Early Settlers Museum Society $1,450.00 Eketāhuna Golf Club Water rates relief $1,055.00 Eketāhuna Lawn Tennis Club Turf and pavilion insurance $ 350.96 Eketāhuna Menz Shed Build extension to store materials $1,000.00 Friends of the Anzac Walkway and Anzac Bridge Memorial Bridge surrounds maintenance $ 170.00 Eketāhuna Bowling Club Rates remission $ 610.38
______Total amount granted $5,403.51
And that the grants allocated to Eketāhuna Community Radio Society and Eketāhuna Bowling Club are subject to receiving from them a copy of their balance sheet or statement of income and expenditure for the recent financial year that has been reviewed independently.
McGhie/Treder Carried
Meeting of Tararua District Council – 26 May 2021 Page 45
11. 2021/2031 Long Term Plan 11.1 Resident Joe Sweeney conveyed to board members his concern about the significant rates increase Council is proposing for the forthcoming financial year and beyond, and its impact on ratepayers with low fixed incomes. 11.2 The Board considered the 2021/2031 Long Term Plan Consultation Document, with Council appointed Community Board Member Cr Raylene Treder abstaining from discussion regarding this item of business. 11.3 The Board agreed to make a submission supporting the Council’s preferred option 2 of the right debate matters concerning recycling, community development and road financial reserves. 11.4 The Board agreed to support option 3 of the right debate matters concerning debt repayment that proposes to repay debt at a compounding rate of 3% of rates each year. 11.5 This will enable Council to achieve its debt target sooner, and build some headroom in order to be prepared for unknowns that are potentially likely to occur in the future.
12. Chairperson’s Remarks 12.1 Nil
13. Items Not on the Agenda
13.1 Esther Bunning Anzac Day Flags
13.1.1 Artist Esther Bunning created Anzac Day flags, with one of the flags depicting the Anzac Mounted Troopers riders at Armistice Day in formation along the Anzac Memorial Bridge at Kaiparoro. 13.1.2 While Eketāhuna Community Board had not been contacted or approached to purchase these flags the Eketāhuna and Districts Early Settlers Museum Society acquired some for display in the town. 13.1.3 Community groups and organisations had helped to raise the flags in recognition of the horses of World War One, and they featured in six Wairarapa towns. 13.1.4 The flags featured horses, riders and children’s art, with support provided from Eketāhuna and Districts Early Settlers Museum Society, Masterton District Council, Carterton District Council, Greytown Community Board, Property Brokers Featherston and Martinborough Community Board.
There being no further business the Deputy Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 11.55am.
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Chairperson
Page 46 Meeting of Tararua District Council – 26 May 2021
Report
Date : 20 May 2021 To : Mayor and Councillors Tararua District Council From : Richard Taylor Democracy Manager Subject : Draft Long Term Plan 2021/2031 Submissions Item No : 11.1
1. Introduction
1.1 Council adopted the Draft Long Term Plan consultation document on 7 April 2021, with a mock invoice detailing the proposed rates for each property sent to all ratepayers.
1.2 Copies of the document were available from the Council’s Service Centres and community libraries throughout the district, and through its website.
1.3 Roadshows were held across the district during April/May in Dannevirke, Woodville, Pahiatua, Eketahuna, Norsewood, Pongaroa and Herbertville.
1.4 Seventy submissions were received, with the Council hearing seventeen of these submissions in Dannevirke on 18 May 2021.
1.5 Subjects Council specifically consulted on were debt repayment, road financial reserves, recycling, and community development.
1.6 The purpose of this report is to provide Council with information on matters that should be considered in its deliberations on the Draft Long Term Plan and the submissions received.
1.7 Any conclusions reached in this report are not those of the Council and are not binding on it, and are presented by Council management staff to guide the Mayor and Councillors in their decision-making on the Long Term Plan, having given due consideration to the submissions received through the consultation process. Therefore, it should not be assumed that the Council, having considered all the information, would necessarily reach the same conclusions as presented within this report.
Meeting of Tararua District Council – 26 May 2021 Page 47
2. Issues for Consideration
2.1 Debt Repayment
2.1.1 33 submissions were received on the options for Council to repay debt either at a compounding rate of either 1%, 2% or 3% of rates each year, with the views expressed as follows:
• 5 submissions support option 1 being at a rate of 1%.
• 25 submissions support preferred option 2 being at a rate of 2%.
• 3 submissions support option 3 being at a rate of 3%.
2.2 Road Financial Reserves
2.2.1 35 submissions were received on the options concerning the level of investment into road financial reserves to either decrease the investment, maintain the current rates funding or increase rates funding by $100,000 per year and add these to existing road financial reserves, with the views expressed as follows:
• No submissions support option 1 to decrease the investment.
• 26 submissions support preferred option 2 to maintain the current rates funding to existing road financial reserves.
• 7 submissions support option 3 to increase the rates funding by $100,000 per year and add these to existing road financial reserves.
• 2 submissions propose an option 4 to fund the cost of sealing Ridge Road Central from the road financial reserves.
2.3 Recycling
2.3.1 35 submissions were received concerning options for recycling to either not undertake any new waste minimisation initiatives, introduce a staged approach to kerbside recycling in the four main towns (glass, wheelie bin service for plastic, cardboard and tin recycling or implement option 2 and add a collection service of either a wheelie bin or bag for refuse and bin for organic waste (food scraps and green waste) at kerbside, with the views expressed as follows:
• 5 submissions support option 1 to not undertake any new waste minimisation initiatives.
• 21 submissions support preferred option 2 to introduce a staged approach to kerbside recycling in the four main towns.
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• 9 submissions support preferred option 3 to introduce option 2 with an enhanced level of collection service of either a wheelie bin or bag for refuse and bin for organic waste at kerbside.
2.3.2 Since the consultation there has been a few notable changes that will have a significant impact on this project:
• The contractor managing the solid waste services in Eketahuna and Pahiatua has notified Council that they do not wish to extend the contract expiring on 1 July 2021. Council is exploring options to ensure there is minimal disruption to services in the short term.
• Council’s current contractor, Smart Environmental has expressed challenges and escalation of cost in recycling.
• Government are also investigating a container return scheme to improve waste recycling. Container return schemes incentivise consumers and businesses to return beverage containers (e.g. bottles, cans etc) for recycling and/or refilling. If this proceeds at a national level it could have significant impacts on the economic feasibility of a Council kerbside recyclable collection service.
2.3.3 The above then required Council to review the timelines and approach to renewing the various contracts for managing solid waste across the district and the implementation of kerbside services. The analysis has shown that it is cost effective and efficient to roll out the full kerbside recycling together and not phased over two years as proposed in the Consultation Document.
2.3.4 Hence, it is recommended that Council rolls out the kerbside glass and refuse recycling on 1st July 2022, provisional on Government policy changes not having a significant negative effect on the initiative’s feasibility.
2.3.5 Management will present in detail the Section 17A review completed (which includes the results of the trials completed) and the new proposed timelines for the various workstreams at the Works Liaison Committee workshop briefing session on 16th June 2021.
2.4 Community Development
2.4.1 39 submissions were received concerning adding two new community development positions to Council either within existing budgets, investing in two new roles, or increasing the investment by a further $60,000 to deliver additional community outcomes, with the views expressed as follows:
• 12 submissions support option 1 to meet the community development objectives from existing budgets.
• 25 submissions support preferred option 2 to invest in two new roles with a community development focus.
Meeting of Tararua District Council – 26 May 2021 Page 49
• 2 submissions support option 3 to increase the investment by a further $60,000 in community development to deliver additional community outcomes.
2.5 Other Matters
2.5.1 Refer to the attached appendix for the detail of the other matters being referred to or noted in the submissions received, and management’s analysis/responses.
2.6 Fees and Charges
2.6.1 There were no submissions received regarding the proposed fees and charges for the 2021/2022 financial year other than the proposed planning applications fees which the submitter questioned their appropriateness.
2.6.2 However, relating to the fees and charges management is proposing two further changes:
• A half charge for the rental of the cabins at the Dannevirke camping ground as guests renting the cabins have requested early check ins.
• Revised planning fees for subdivision consent to include full cost recovery for administration and engineer cost.
2.6.3 The setting of fees and charges is a discretionary matter for Council to consider, subject to such decisions being determined by way of resolution to adopt the proposed amounts being recommended to apply for the 2021/2022 financial year.
3. Conclusion
3.1 Once the Council has determined the submissions and its decisions concerning this matter the Long Term Plan will be revised regarding any amendments made.
3.2 It should be noted that any changes of significance would require consideration in accordance with the Council’s policy on significance and engagement.
3.3 The finalised Long Term Plan will then be presented for adoption at the Council meeting on 30 June 2021 along with the proposed fees and charges schedule (excluding dog registration fees and charges that are covered in a separate report to enable them to be publicly notified).
3.4 The setting of rates for the 2021/2022 financial year shall be determined at the above meeting following the adoption of the Long Term Plan.
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4. Recommendations That the report from the Manager - Democracy Services dated 20 May 2021 concerning submissions forwarded to the Draft Long Term Plan 2021/2031 (as circulated) be received.
4.1 That Council acknowledge the communities desire to encourage waste minimisation and a reduction in waste disposal and agree to implement the preferred option of kerbside recycling services for the four main urban towns in the district funded via a targeted rate, and continue with the ongoing waste reduction education programmes.
4.2 That with the reinstatement of the four aspects of wellbeing (social, economic, environmental and cultural wellbeing of the district’s communities) into legislation, Council introduce the preferred option of a new activity called Community Development and invest in two new roles, as supported by the community.
4.3 That recognising the financial challenges and opportunities discussed in the Financial Strategy and support expressed through the submissions received Council agree to:
• The introduction of a dedicated debt repayment programme which ensures Council has continued financial resilience, and based on the preferred option to repay debt at a compounding rate of 2% of rates each year, and
• The rates limits where rate increases in any one year will be maintained within the weighted average local government cost index, which is calculated by BERL and specifically reflects the types of costs faced by councils, PLUS three percent and PLUS two percent dedicated for additional principal debt repayment.
4.4 That to improve the district’s resilience to the impacts of climate change on infrastructure Council support:
• The continued current funding of $1.6 million of emergency road works, with $217,000 funded from rates being maintained as the preferred option for the roading financial reserves, and
• The development of a Climate Change Strategy.
4.5 That recognising growth is occurring in the district Council support: • The development of an overarching growth strategy underpinned by the projects included in the Long Term Plan, namely the review of the District Plan, Urban Master Planning, Housing Strategy, Climate Change Strategy and Sports, Recreation and Play Strategy and Water Demand Management Strategies.
Meeting of Tararua District Council – 26 May 2021 Page 51
4.6 That Council continue to explore alternative funding streams by: • A change in policy in the 2024 Long Term Plan whereby a development contribution is charged for fair and reasonable costs to increase the capacity of infrastructure to cater for growth.
• Introducing rates that target forestry activities to offset any negative outcomes this activity has on the district’s roading network and environment.
• Exploring further the user pays approach by targeted rates and fees and charges for those services that are for the benefit of users as opposed to the public good for all ratepayers.
4.7 That the following matters raised in submissions be referred to the Works Liaison Committee for discussion and its direction: • Renewal of well liners at Akitio water supply.
• Bush Multisport stadium roof in Pahiatua be insulated before they seek funding for heat pumps.
• Greater support from Council for Woodville swimming pool.
• Water tanks for homeowners be subsidised.
4.8 That staff be requested to investigate and report prior to the next Annual Plan on: • Providing carparking at Kauri Place in Pahiatua and Huxley Street drain is enclosed.
• Rotary Park in Pahiatua is developed into a dog park funded from private sponsorship.
4.9 That recognising Council’s commitment to the Manawatu River Leaders Accord investment be continued in improving the district’s wastewater and stormwater discharges.
4.10 That acknowledging the support conveyed for the development of cycling and walkways in the district Council agree to:
• Develop a Sports, Recreation and Play Strategy.
• Review and update the current Cycling/Walkways Strategy aligned to the Sports, Recreation and Play Strategy.
4.11 That Council note management’s analysis and comments set out in the attachment to this report as the recommended responses to submissions received on other matters raised through the 2021/2031 Long Term Plan consultation process.
Page 52 Meeting of Tararua District Council – 26 May 2021
Attachments
1⇩. Appendix 1 - LTP Submissions analysis and response
Meeting of Tararua District Council – 26 May 2021 Page 53
11.1 Draft Long Term Plan 2021/2031 Submissions Attachment 1 Appendix 1 - LTP Submissions analysis and response
Meeting of Tararua District Council – 26 May 2021 Page 55 11.1 Draft Long Term Plan 2021/2031 Submissions Attachment 1 Appendix 1 - LTP Submissions analysis and response
Page 56 Meeting of Tararua District Council – 26 May 2021 11.1 Draft Long Term Plan 2021/2031 Submissions Attachment 1 Appendix 1 - LTP Submissions analysis and response
Meeting of Tararua District Council – 26 May 2021 Page 57 11.1 Draft Long Term Plan 2021/2031 Submissions Attachment 1 Appendix 1 - LTP Submissions analysis and response
Page 58 Meeting of Tararua District Council – 26 May 2021
Report
Date : 19 May 2021 To : Mayor and Councillors Tararua District Council From : Craig Lunn Manager Regulatory Services Subject : Proposed Dog Registration Fees and Charges for the 2021/2022 financial year Item No : 11.2
1. Reason for the Report
1.1 The purpose of this report is to seek approval of the proposed dog registration fees and charges for the 2021/2022 financial year.
2. Background
2.1 Section 37 of the Dog Control Act 1996 requires Council to set its dog control fees by resolution and publicly notify them in a district newspaper at least once during the month preceding the start of every registration year.
2.2 To enable compliance with this requirement a recommendation is made for this purpose.
3. Discussion
3.1 Registration fees payable by dog owners were not increased in 2020/21. This was in response to concerns about the social and economic impacts of the Covid-19 pandemic.
3.2 During the 2020/21 financial year, Council deferred the imposition of late penalty fees for dog registration by 1 month (usually imposed from 2 August).
3.3 Despite freezing fees and deferring late penalties there was a slight increase in requests for payment by instalment due to hardship (approximately 5 additional requests). Those requests are considered on a case-by-case basis.
Meeting of Tararua District Council – 26 May 2021 Page 59
3.4 Currently, the animal control service is $50,000 short of complying with Council’s Revenue and Financing Policy. That policy requires 75-85% of the service funding to come from fees and charges (dog registration).
3.5 The proposed fee increases will reduce the existing funding burden on general rates and achieve compliance with Council’s Revenue and Funding Policy.
4. Significance Assessment
4.1 The recommendation in this report does not involve significant issues where the special consultative procedure is required, and Council can set fees and charges by way of resolution. The proposed dog registration fees and charges formed part of the supporting information made available regarding Council’s Long Term Plan 2021/2031, and no submissions were received in relation to them.
5. Conclusion
5.1 The following recommendation is made in respect of confirming the proposed dog registration fees and charges for the 2021/22 financial year.
6. Recommendation
6.1 That the report from the Manager Regulatory Services concerning Proposed Dog Registration Fees and Charges for the 2021/2022 financial year (as circulated) be received, and 6.2 That pursuant to Section 37 of the Dog Control Act 1996, the following dog control fees (including GST) be set for the year 1 July 2021 to 30 June 2022: Animal Control Advice Application and compliance advice No charge Dog Registration Urban Domestic Dog Fee if paid on or before 1 August $115.00 Late fee if paid after 1 August $172.50 Preferred Owner Dog Fee if paid on or before 1 August $65.00 Late fee if paid after 1 August* $97.50 * Preferred owner status may be revoked if paid after 1 August. If revoked, the applicable dog registration fee will apply. Rural Domestic Dog Fee if paid on or before 1 August $50.00 Late fee if paid after 1 August $75.00 Working Dog* Fee if paid on or before 1 August $50.00
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Late fee if paid after 1 August $75.00 *Providing a false statement when registering a dog is an offence subject to a $3000 fine on conviction.
Dangerous Dog - as classified under the Dog Control Act 1996 Fee if paid on or before 1 August Base fee plus 50% Late fee if paid after 1 August Base fee plus 50% Disability assist dog with organisation certificate No charge Any new dog that is less than three months old after 1 August in any calendar year will be charged a pro rata of the dog registration for that year.
Other Fees Dog lead $10.00 Dog collar - large/extra-large $10.00 Dog collar - small/medium $8.00 Barking dog collar hire No charge Replacement registration tag or disc $2.00 Application for preferred owner status $72.50 Application for licence to keep three or more dogs (1ha or less) $115.00 Application for a licence to register a boarding kennel (bylaw) $200.00 Application for licence to register a breeding kennel (bylaw) $200.00
Attachments
Nil.
Meeting of Tararua District Council – 26 May 2021 Page 61
Report
Date : 20 May 2021 To : Mayor and Councillors Tararua District Council From : Sarah Walshe Senior Financial Accountant Subject : Third Quarter Financial Performance for the Period ending 31 March 2021 Item No : 11.3
1. Recommendation
1.1 That the report from the Senior Financial Accountant dated 20 May 2021 concerning Third Quarter Financial Performance for the Period ending 31 March 2021 (as circulated) be received and the contents are noted.
Contents
Executive Summary
1. Recommendation 2. Reason for Report 3. Background 4. Dashboard Detailed Report
5. Explanation of Significant Operating Variances 6. Summary of Service Performance Results 7. Capital Expenditure Report 8. Treasury Report 9. Debtors Report 10. Self-Funded Activities report a. Forestry b. Pensioner Housing 11. Summary Annual Report 12. Compliance Exception Report
Meeting of Tararua District Council – 26 May 2021 Page 63
2. Reason for the Report
2.1 The desired outcomes are:
• For Council to receive and comment on the Performance Report for the 9 months to 31 March 2021.
• To provide an indication of the year end result.
• Update and where required, seek variations for capital expenditure projects for 2020/21.
3. Background
This report is for the first nine months of 2020/21 financial year which covers the period 1 July 2020 to 31 March 2021.
The structure and content of this report is consistent with the other quarterly reports. The purpose is to inform Council of the financial and non-financial performance and indicate expected year end results.
4. Dashboard
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5. Explanation of Significant Operating Variances
The following table explains the significant operating variances in the Activity Dashboard above.
Report Activity Explanation Signalled Reflected item in in Long # (refer Previous Term activity Quarter Plan dashboard) Report
12 Roading Overall, this activity shows a net favourable variance of $3.5 million. N/A The funding Council received from the Provincial Growth Fund to 31 December for the Route 52 upgrade was $633,000 higher than expected in the Annual Plan.
Waka Kotahi NZ Transport Agency funding was higher to date due to Council being able to carry out its maintenance programme earlier than anticipated. The district experienced a mild winter this year which enabled all maintenance activities (including pre-reseal repairs) to commence earlier than originally programmed. This has allowed the team to shift their focus to emergency works and renewals activities throughout the summer and autumn months.
Council received $1.4m from Waka Kotahi in January 2021 because of a correction to the funding assistance rates (FARs) for the 2018/19 – 2020/21 financial years, with Council now receiving a FAR rate of 70% compare to 66%. This will be put into the Roading Emergency Reserve for funding of future emergency works.
Council was also successful in securing an additional $1.6m of funding for the significant weather event in November 2020. This will be a combination of capital and operational costs.
This is the last year of the 3-year block funding from Waka Kotahi, with any unclaimed subsidies lost. Staff are confident that Council will consume the full allocation of funding by the end of the financial year.
11 Footpaths The unfavourable variance of $1.48 million is mainly due to timing of N/A the capital subsidy from NZTA for the Pahiatua Main Street Upgrade project. It is anticipated that this will be claimed for before the end of the year.
14 Stormwater The favourable revenue variance is largely due to Council receiving N/A unplanned funding for the Three Waters Service Delivery Reform, of which $400,000 is currently allocated to stormwater for data collection.
Whilst a favourable variance is expected at financial year end, the funding is expected to be consumed by the end of the calendar year.
15 Water Overall, this activity has an unfavourable net variance of $1.27 Supplies million.Council budgeted for external funding of $3.8m a Shovel-Ready project application from the Crown Infrastructure Partners for the upgrade of asbestos cement pipes. This application was unsuccessful, meaning the associated capital project did not proceed.
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Report Activity Explanation Signalled Reflected item in in Long # (refer Previous Term activity Quarter Plan dashboard) Report
The Government has since launched the Three Waters Reform Programme and Council has signed the Memorandum of Understanding (MoU) to receive $5.02 million across its three waters services delivery. Council has received $2.59 million to date allocated across the 3 waters activities.
Council received $529,000 budgeted in the previous financial year from the Ministry of Health as part of their Drinking Water Assistance Programme for the Pahiatua water treatment plant.
Extraordinary maintenance costs incurred to date are currently $169,000 higher than budgeted mainly due to unplanned repair work undertaken at the Pahiatua weir.
We have received an additional $62,000 in revenue from metered water charges. Year to date consumption is higher compared to the same period last year (2021: 458.405m3 | 2020: 428,851m3).
This activity will likely be unfavourable at year end due to the timing and allocation of the Three Waters Stimulus funding, not being successful in receiving funding for AC pipe replacements, and unbudgeted extraordinary maintenance cost.
Increased water meter revenue, and increased maintenance has been reflected in the Long Term Plan.
6 Commercial Overall, there is currently a net favourable variance of $63,000. N/A Investments Council was successful in achieving funding as part of the Provincial Growth Fund shovel ready projects of $500,000 for roadside tree harvesting. The aim of this funding was to provide opportunities to local people. Any proceeds made from the sale of roadside trees was expected to be reinvested into further tree removals.
Council received higher than expected honey income of $63,000. As a result, a minor favourable variance is expected at year end.
7 District Overall, there is a net favourable variance of $210,000. N/A Promotions & Council has been successful in obtaining significant unplanned external Development funding, with $100,000 of funding from the Provincial Growth Fund for the Right Tree Right Place project. Expenditure of $74,000 has been incurred to date for this research project as a result.
Council also received $175,000 of funding for the Regional Digital Hub. Council had only budgeted to receive $48,000 this year for this project. This is offset by the operating costs for the new Digital Hub in Woodville.
This will result in a significantly favourable budget at year end.
Meeting of Tararua District Council – 26 May 2021 Page 69
Report Activity Explanation Signalled Reflected item in in Long # (refer Previous Term activity Quarter Plan dashboard) Report 1 Overall, this activity shows a net favourable variance of $63,000. N/A Council received $250,000 of unbudgeted funding from the Mayors Taskforce for Jobs, offset by associated costs of $31,000.
This has been offset by funding that has been budgeted for the Pahiatua verandah lighting of $160,000. Council will receive this upon completion of the works. Community Support In addition, there is the timing difference of when Council incurs expenditure for community grants paid. Council budgets for these evenly throughout the year, whereas some grants are paid to recipients in full early in the year.
Overall, a favourable variance is forecast at year end relating to the Mayor’s Taskforce for Jobs funding, however this is a timing difference of when the funding will be spent.
2 Both activities have a minor net variance to budget, but both revenue and expenses are significantly lower than budget due to lower utilisation of services.
Significantly lower interments then last year (2021: 22 ashes, 35 adult Cemeteries burials | 2020: 46 ashes, 44 adult burials) has resulted in both revenue and and expense being under budget by $36,000. Community Buildings Facilities bookings were lower than planned during the year due to Covid-19 restrictions.
We forecast both activities will continue to have lower revenue and expenditure at year end based on current utilisation trends. 3 This activity shows a net favourable variance of $15,000. N/A Council received $40k external funding from the National Library of NZ for a community Outreach Library Programme. Offsetting this is additional staff cost to operate the programme. Libraries Council also incurred costs relating to the Library branding project with unplanned funding being received from the National Library of NZ in April 2021.
It is forecast that the revenue and expenditure variance will net close to zero by year end.
4 Parks & Overall, there is a net unfavourable variance of $38,000. Reserves The timing of accounting for Domain Board revenue and expenditure makes up about $100,000 of variances to both revenue and expense.
Council had budgeted to receive $48,500 in July from Tourism Infrastructure Funding for the Mangatainoka Toilet Block; however this
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Report Activity Explanation Signalled Reflected item in in Long # (refer Previous Term activity Quarter Plan dashboard) Report
funding had already been paid out in a prior year. A further $50,000 of funding was expected to be received prior to the end of the 2021 financial year, however as no further works have progressed to date a claim is not anticipated to be submitted until after year end.
This has been offset by the $29,000 funding Council received for the Responsible Camping Funding Agreement, as well as $14,000 higher than expected camping fees revenue as the district benefited from New Zealanders spending their holidays in NZ.
Insurance proceeds resulting from the fire at the Mangatainoka Grandstand of $227,000 was received in May.
Due to the proceeds received from insurance, staff expect a favourable variance of around $150,000 at year end for this activity.
10 Health & Overall, there is a net unfavourable variance of $84,000. N/A Safety The main reason for the unfavourable variance relates to one-off issues requiring legal advice totalling $62,000. The issues requiring advice were:
• earthquake-prone buildings, • Code of Compliance Certificate issue, • advice in relation to a boundary encroachment, • advice on freedom camping, and • Legal costs incurred for a liquor licence objection hearing. Expect this activity to be over budget at year end.
8 Animal Overall, there is a net unfavourable variance of $54,000 Control Despite significant progress by the Animal Control team on following up on unregistered dogs (year to date there are 88 unregistered dogs, compared to 239 unregistered dogs in the first quarter), dog registration fees collected is slightly below budget by $7,000. Council will exceed budgeted dog registration revenue if all unregistered dogs are registered by year end. Advice sought for eight dog prosecutions and three barking dogs has resulted in an additional $23,000 unbudgeted legal expenses. These are being pursued to enforce the right dog ownership behaviours. This will result in an unfavourable year end variance for this activity. 9 Emergency A favourable net variance of $70,000 has been achieved to date due N/A Management mainly to receiving an unplanned one-off contribution from the National Emergency Management Agency for the Covid-19 Response.
We forecast a favourable variance at year end.
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Report Activity Explanation Signalled Reflected item in in Long # (refer Previous Term activity Quarter Plan dashboard) Report
16 Support This activity shows a net unfavourable variance of $631,000. Council received the final funding instalment ($42,000) for the Dannevirke Rail Hub Feasibility Study in November.
In addition, Council also received unbudgeted revenue from Waka Kotahi NZTA for the temporary rental of land in Woodville for the Manawatu-Tararua Highway project, as well as revenue collected from permit fees (permits to exceed mass limits on bridges).
This is offset by a combination of:
• The timing issuing invoices for on-charging of costs. ($95,000)
• Timing of audit expenses relating to the 2021 LTP ($57,000)
• An additional $41,000 required to deliver the LTP.
• Additional staff resources and the implementation of the new staff structure ($240,000).
5 Swimming The unfavourable variance in expenditure of $100,000 relates to a N/A Pools temporary timing of the grant paid earlier to TACT than budgeted. This activity will meet the budget by year end.
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6. Summary of Service Performance Results
6.1 Summary of Results
Council use a range of service performance measures to monitor the service levels delivered to customers. Table 2 below highlights the performance for the second quarter:
2020/21 measures % (out of 112 Last Year
measures) Results Category Council Survey Mandatory
Achieved / On Target 28 12 34 66% 77%
Needs Improvement 5 11 - 14% -
Not achieved 7 - 2 8% 20%
Measured at Year end 3% (including baseline year 9 - 4 12% measures) Table 2: Service Performance Measures Results
Excluding baseline measures and those measured later in the year, Council are on track to achieve 75% of its performance measures compared to 77% achieved last year.
6.2 Water and Wastewater Complaints – Qualification in 2019/20 Annual Report
In the 2019/20 Annual Report, an issue was raised with how Council were interpreting the Department of Internal Affairs (DIA) mandatory measures guidance in relation to recording complaints. Council, along with its after-hours service have been recording the initial request for service against these measures, but not all subsequent requests in instances where Council’s service crew were already responding to the event.
Management have altered the process for recording each notification from October 2020 to ensure every notification is recorded for the complaint measures, and only the first notification is recorded for the response time measure as per Department of Internal Affairs guidelines.
It is likely that some measures will see an increase in the number of complaints recorded due to this change. An example of this is the continuity of water supply measure that is not met. One event, being an emergency water shutdown to repair a water main, resulted in 8 complaints being lodged.
6.3 Council and Mandatory Performance Measures
Council uses a range of measures and targets to inform how Council are performing against agreed service levels. These measures range from complaints in the Customer Request Management (CRM) system to physical inspection of assets.
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The Department of Internal Affairs (DIA) mandates 40 measures with Council setting the targets to be achieved.
The following highlights the critical mandatory and Council measures requiring improvement: • Council will not comply with Part 5 (protozoal compliance) of the NZ Drinking Water Standards this year. Council aims for all plants to have 24-hour monitoring in place by the end of the financial year with the completion of the Pahiatua Treatment Plant, however 12 months of data is required to be available for assessment once UV disinfection was installed. Therefore, plants that were commissioned in the previous 12 months also will not comply.
• Council will not comply with the target of 5 wastewater schemes having a current consent. This is due to the ongoing consent renewal process for Pahiatua, Eketahuna, and also Woodville due for renewal.
• 2 businesses in Eketahuna have experienced flooding. Improvements to the stormwater network have been made in Pahiatua as part of the main street upgrade, with improved performance observed with the weather event in November. Solutions for Eketahuna are currently being investigated and are being included as part of the three waters stimulus funding programme.
• The regulatory department continues to experience a significant increase in demand by way of enquiries and consent applications. The number of building consent applications has increased 20% with 73 alone received in March 2021 (347 applications compared to 288). Of the 283 issued, 69 applications did not meet the 20-working day deadline. Demand for subdivision consents has increased by 56% compared to last year (87 compared to 56).
• Council entered into a contracting arrangement for excess building consent processing to help improve processing timeframes. However, due to national demand on consent processing, this has only enabled two consents to be processed by the contractor.
• Although still on target, average wait times for incoming calls is higher than previous years. This is due to a combination of factors being staff absences and new staff being trained, and having to record every service request notification (even if it has been raised previously) as a complaint in the CRM system to resolve the DIA issue outlined above. Despite the increased wait times, Council has not experienced an increase in calls being abandoned.
• Forty-eight staff were heavily involved in operating the Emergency Operations Centre (EOC) as part of the water crisis and Covid-19. To
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allow staff to focus on business as usual, no EOC practice exercises have been planned for this year compared to the targeted 2 exercises.
6.4 Community Survey Scorecard
The third and final wave of the Key Research community survey is under way and due to be completed in May. Because of this, the commentary below is as reported in the 6-month report.
Key Research are exploring how to further increase community engagement such as exploring alternative survey methods other than the current phone method.
Of the 23 service performance measures agreed in the Long Term Plan, 12 are on target to be met with 2 of the 3 waves completed, compared to 15 achieved last year.
The two areas where satisfaction has fallen slightly, moving the result from on target to needing improvement are recycling services (79% vs target of 80%) and footpaths (75% vs 75% target). Improvements to the recycling services are being consulted on as part of the Draft Long Term Plan consultation. Footpaths are being impacted by the Chorus roll-out of fibre internet currently under way in Dannevirke.
The opportunity was also taken to seek feedback on other aspects of Council that are of strategic significance, and the notable results are:
• 82% Satisfied with Vision and Leadership • 90% Satisfied with Mayor and 87% satisfied with Councillors • 89% Satisfied with staff • 84% Feel safe from dogs • 84% Satisfied with managing and issuing building consents • 83% Satisfied with the provision of dedicated walkways/cycleways Satisfaction with rural roads is being maintained at 53%. The challenges Council have is compounded by the Gorge closure, severe weather events, funding allocations, rates affordability and New Zealand Transport Agency (NZTA) priorities. The most common reason given for dissatisfaction is potholes
This year, to further understand where residents are not satisfied with the roading network it was asked for an indication of the journeys they are most unsatisfied with. The common answers include:
• Saddle Road and Pahiatua Track (Under NZTA management) • Pahiatua Main Street due to the main street upgrade • Route 52
Council has been successful in obtaining $14.6 million to upgrade Route 52 from Wimbledon to the Central Hawke’s Bay boundary. This route is a common source
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of complaint as highlighted above due to its deterioration and increased logging trucks using this section of the network.
Feedback on recycling methods used by residents, along with the upcoming waste stream audit, will help inform decisions on how to enhance and encourage recycling services. Of residents surveyed in the 2nd wave, 85% use the recycling drop off centre compared to 11% using regular kerbside recycling.
In the first wave, a significant decrease in residents satisfied with the availability of water was reported. This followed a significant drought last summer where total hosing bans and significant water conservation efforts were required. This has improved significantly in the 2nd wave, with 88% satisfied.
Of the other survey measures requiring improvement from the first wave, significant improvements were noted in:
• Animal Control – 63% wave 1 (dog registration period), 92% wave 2 – combined result 78%. • How well customer services handled your enquiry – 78% wave 1, 89% wave 2 – combined result 82%.
7. Capital Programme
7.1 Summary
As at the end of March 2021, and from a total budget of $34.1 million for the financial year 20/21, the sum of $16.5 million was spent on the capital programme.
Overall, Council is likely to spend less than the Annual Plan budget as indicated in sections 7.4 and 7.5. The majority of the overspend in section 7.3 is attributed to unplanned spending that is funded by external subsidy.
Of the 146 individual projects identified within the Annual Plan, there have been 44 projects completed. A total of 75 projects remain to be completed, predominantly made up of roading and footpaths which are expected to be completed and closed out at financial year end.
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Status # Projects 20/21 Budget Total Spend $ Remaining Completed 44 $3,161,240.00 $4,399,860.29 -$1,238,620.29 Only spend if required 23 $1,665,000.00 $708,208.23 $956,791.77 Abandoned 5 $3,886,000.00 $65,398.01 $3,820,601.99 Deferred 22 $1,016,000.00 $620,063.38 $395,936.62 On hold 1 $50,000.00 $581.98 $49,418.02 Planning 9 $1,641,000.00 $458,708.77 $1,182,291.23 Procurement 10 $1,735,000.00 $308,480.43 $1,426,519.57 Commissioning 2 $403,000.00 $133,872.05 $269,127.95 Delivery 30 $20,586,000.00 $9,819,910.60 $10,766,089.40 Grand Total 146 $34,143,240.00 $16,515,083.74 $17,628,156.26
7.1.1 Not started
The Dannevirke Town Centre Pavers renewal project which had the status of not started last quarter report has now been set to deferred and will be carried over into financial year 21/22 under the Alliance programme of works.
7.1.2 Abandoned
A total of five projects (totalling $4.0 million) have been abandoned. This means that the allocated funding will not be spent this financial year, nor will it be carried forward into the new financial year. This includes the crown funded AC pipe renewals which was not successful in securing funding.
7.1.3 Deferred
22 projects have been deferred and are included in the Long-Term Plan. These are predominantly centred around consent renewals, wetlands and connectivity.
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7.1.4 On hold
Only one project is currently on hold, which is the dissolved air flotation clarifier. This was originally brought in as a free trial, and until the wastewater treatment plant assessment project is completed under the three waters reform programme, the requirement for this equipment is uncertain.
7.1.5 Procurement
Ten projects are in the procurement stage of the project cycle. Only a couple of these will be completed by the end of the financial year, with the majority needing to carry forward into the next financial year.
7.1.6 Planning
A total of nine projects are still in the planning phase. This includes IT developments and renewals as well as the Mangatainoka toilet upgrade and the Pahiatua pool replacement. Delays to progressing these projects are due to design and services from our supply chain.
7.1.7 Delivery
Thirty projects have the status of delivery and are currently under way. The majority of the Tararua Alliance projects in roading will be completed at the end of the financial year and will not be carried forward. Pahiatua Town Centre upgrade should be finished by financial year end.
7.1.8 Only Spend if Required
Projects that carry the status of only spend if required (a total of 23 projects) are renewals or development that do not currently have scope or planned delivery, but are required for reactive works and will be used on an as needed basis. If these projects are initiated, the status will change accordingly.
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7.2 Outstanding Projects and Associated Budgets
Project Category 20/21 Budget Total Spend $ Remaining # of Projects Remaining Community Buildings and Support $3,208,000.00 $1,001,337.56 $2,206,662.44 23 Water Supply and Treatment $185,000.00 $78,098.16 $106,901.84 4 Campgrounds $31,000.00 $0.00 $31,000.00 1 Civil Defence $87,000.00 $4,260.00 $82,740.00 3 Connectivity $45,000.00 $0.00 $45,000.00 1 Footpaths and Roading $9,125,000.00 $5,661,361.16 $3,463,638.84 10 Infrastructure Growth $170,000.00 $47,127.04 $122,872.96 3 Pahiatua Main Street Upgrade $3,940,000.00 $2,399,279.69 $1,540,720.31 5 Parks and Reserves $217,000.00 $12,755.33 $204,244.67 3 Pensioner Housing $1,120,000.00 $215,614.12 $904,385.88 5 Swimming Pools $551,000.00 $135,394.17 $415,605.83 2 Public Convenience $13,000.00 $1,975.34 $11,024.66 2 Route 52 $5,367,000.00 $993,306.62 $4,373,693.38 1 Solid Waste $10,000.00 $3,685.00 $6,315.00 1 Stormwater $100,000.00 $41,250.20 $58,749.80 1 Vehicle Renewals $255,000.00 $21,076.26 $233,923.74 1 Reticulation $1,491,000.00 $794,967.74 $696,032.26 6 Wastewater $115,000.00 $17,691.69 $97,308.31 2 Grand Total $26,030,000.00 $11,429,180.08 $14,600,819.92 74 7.3 Overspend
There has been an overspend of $3.4 million in capital projects compared to the Annual Plan budget. This includes projects that have been added due to external funded becoming available. Roading and reticulation network overspends need to be viewed holistically across the entire programme of work as there will be underspend in other areas. Excluding fully subsidised projects indicated in the first table below, the overspend reduces to $1.4 million as indicated in the 2nd table and is offset by underspends in section 7.4 below.
Actual Actual 2020/21 Unplanned Spend Spend less Approved Project Subsidy Year to Programme Comments Budget (000’s) Date Budget less (000’s) (000’s) Subsidy Subsidised by NZTA. Flood Emergency damage – emergency works. 900 1,650 1226 Reinstatement Approved variation through 1,324 NZTA Pahiatua Water MOH freshwater funding of Membrane treatment 529 893 $529,389, leaving an actual plant (364) overspend of $363,611 Dannevirke Water DIA 3 waters reform funding of Treatment Plant 1,550 116 $1.55M. Project only just Upgrade 1,434 initiated Woodville Water DIA 3 waters reform funding of Treatment Plant 970 62 $970k. Project only just Upgrade 908 initiated Total 900 4,699 2,297 3,302
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Actual 2020/21 Actual Spend Approved Spend less Project Year to Comments Budget Programme Date (000’s) Budget (000’s) Saddle Road 20 (20) Structures Component Projects contribute to overall Roading 200 306 Replacements (106) Renewals budget which still has programme budget remaining of $2.7M Traffic Services renewal 152 181 (29) Pahiatua Main Street Stormwater Reticulation 177 355 Total overall programme still has $1M of renewals (178) budget available Pahiatua Main St 308 429 Reticulation renewals (121) Dannevirke Soda Ash Includes work completed on the Dannevirke 55 Conversion (55) Impounded Supply Inflow and outflow meter installs on water Pahiatua Water Storage 31 (31) supply Increased effort prior and during the Leak Detection 52 summer months to assess and fix leaks (52) within the district Water Leakage Strategy Additional effort towards water demand 50 68 and Implementation (18) and leak detection strategy Additional maintenance on Akitio Water Akitio Upgrade 18 (18) Treatment Plant Pahiatua Wetland 33 Costs toward consenting Development (33) Woodville Wetland 30 257 Consists of land purchase not budgeted for Design (227) Portable dewatering 20 44 Trial costs plant (24) Eketahuna Discharge Includes Eketahuna, Pahiatua and Woodville 216 consent renewal (216) consenting costs Dannevirke Wastewater 27 Pump replacements Dose pumps (27) Dannevirke Wastewater 12 Minor capital renewals/upgrades Treatment Plant (12) Additional refurbishment work completed due to vacancies in unit(s). This is Pensioner Housing programmed to occur after every vacancy if 65 Unplanned Renewals renewals are scheduled within the near future or maintenance is required prior to (65) re-tenanting Library Furniture & Additional furniture required due to 10 16 Fittings (6) breakages District wide Town CCTV 67 71 Minor overspend Renewals (4) Minor overspend due to required Photocopiers 18 26 (8) replacements Telephones renewal 23 (23) Telephone upgrade component General animal control renewals and Animal Control Renewals 14 (14) developments Hardware development 39 (39) Unplanned spend Water Supplies - 67 Exterior paint of house and other minor 39 Wakeman Street (39) repairs for resale
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Actual 2020/21 Actual Spend Approved Spend less Project Year to Comments Budget Programme Date (000’s) Budget (000’s) Property Dev Lindauer Walkway 32 (32) Budgeted for Year 1 of LTP Total 1,042 2,429 (1,397)
7.4 Underspend
Some projects have underspend on their approved budget due to projects being completed, no longer being required, or are covered under other projects. These projects have the status of completed or abandoned.
Project Total Comments Approved Underspend Budget amount (000’s) (000’s)
Used for backwash project for Woodville Water Storage 650 615 Woodville Water Treatment Plant. This project was abandoned as CIP Funded AC Pipe Renewals 3,834 3,769 funding request was unsuccessful. Reactive works with budget unlikely Pump station 165 152 to be spent in this financial year Eketahuna Landfil Capping - 9 In credit by 9k Community Buildings Unplanned renewals 50 12 Dannevirke Town Hall renewals 90 31 District wide walkway development 20 20 Will not be used this financial year Eketahuna Domain renewal 5 1 Dannevirke Campground accessible toilet and new cabins 70 14 District wide campground renewals 31 30 Woodville Toilet Resurface 30 30 Dannevirke Library renewals 5 3 Woodville Sports Stadium earthquake assessment 5 5 Mangatera new area 30 19 District New Berms 14 7 Eketahuna pool replacement 2 2 Pahiatua Pool renewal - sealing pool 24 6 District wide plumbing & electrical renewals 5 5
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Project Total Comments Approved Underspend Budget amount (000’s) (000’s)
CCTV development 37 1 Total 5,067 4,731
7.5 Carry Forwards
As Council is nearing the end of the financial year, key projects have been identified with certainty that they will be carried forward into FY 2021/22. It is important to note that there will be further spend against these projects over the final quarter of this financial year, this figure will likely decrease. The key projects are listed below.
The total amount proposed as at the Quarter 3 report to carry forward into the 2021/22 financial year is $6.797 million. The potential carry forward amount is due to projects spanning over multiple years. Confirmation of the carry forward budgets will be tabled through the next (year-end) report.
Project Total Carry Comments Approved forward Budget amount (000’s) (000’s)
Multiyear project not expected to Route 52 renewal 5,367 4,000 complete until 2024 Delays with building consent issue resulted in delays in construction. Aften Court New Units 900 888 Expected to complete early FY 20/21 Eketahuna Wastewater Treatment Consent conditions not yet finalised Plant Investigation 80 74 which this project is dependent on Consent conditions not yet finalised Eketahuna Wetland Development 100 100 which this project is dependent on Pongaroa Discharge consent renewal 50 50 Still in progress Will be used as part of the treatment plant upgrades to implement new District Telemetry Wastewater 150 150 telemetry at the plants Norsewood Wastewater Consent 50 39 Still in progress Design still under way with development now not planned until Mangatainoka Toilet upgrade 197 190 the new financial year Engineering and civil procurement under way. Construction not expected to start until the new Dannevirke Civic Centre 300 82 financial year Engineering and civil procurement under way. Construction not Pahiatua Service Centre Building 900 859 expected to start until the new
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financial year Assessments still being undertaken. Construction not expected to start Pahiatua Pool Replacement 500 365 until new financial year TOTAL 8,594 6,797
8. Treasury Report
8.1 Treasury Strategy
The Long Term Plan (LTP) projects significantly increased debt levels peaking just under $80 million. However, one potential scenario arising from the three waters reform has the potential for significantly lower debt levels than forecast in the Draft LTP, meaning caution is required when considering fixed rate hedging for managing interest rate risk.
The Treasury Risk Management Policy allows Council to pre-fund maturing debt within 18 months of maturity. This provides certainty and ensures Council is not exposed to credit margin volatility on the day of the maturing debt. Council has $2 million of debt maturing on 14 April 2022.
8.2 Potential Three Waters Reform Impact on Debt forecasts and Interest Rate Management Decisions
The Three Waters Reform Programme currently under consultation proposes removing drinking water, wastewater and stormwater assets from Council's balance sheet and transferring these assets to a new operating entity(s). It is assumed that water related debt would be either transferred or repaid under the transaction, but this is yet to be confirmed. Council has invested heavily in water and wastewater over the past decade, meaning that a significant portion of current Council debt relates to three waters.
Under the proposal, management estimates that gross external debt could be $28.3 million lower from 30 June 2024 (assumed transfer date) when compared to the current, draft 2021 LTP debt forecast, with peak debt being lower by $39 million in 2026/27. The relevant debt forecasts are set out in the chart below:
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This scenario modelling is important to ensure that decisions made in relation to Council’s interest rate management strategy does not cause future inflexibilities in the event of a significant change to debt forecasts. Under the LTP forecasts, Council sits at policy minimums and would need to increase fixed rate borrowing as debt projections increase. However, under the model excluding three waters, interest rate fixing would for a part be between medium and maximum fixing limits. These are shown in the graphs below:
LTP Forecast Scenario:
Excluding Three Waters Scenario:
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Management is mindful of increasing interest rates in the future and the impact this would have on funding increased interest expense. Consideration is being given to moving from policy minimums for fixed interest borrowing, to mid-range levels of fixing, whilst also considering the impact three waters reform could have on Council’s debt levels. The proposed strategy to fund principal debt repayment in the draft LTP also provides Council funding options to manage the impact on ratepayers from increasing interest rates.
8.3 Economic Update
The Official Cash Rate (OCR) is currently at 0.25% in response to Covid-19. Newly released economic indicators show that the expected economic fallout of Covid-19 has not reached the levels expected. A further reduction in the OCR is now unlikely provided New Zealand can avoid another Covid-19 outbreak. Longer term rates are starting to show signs of upward movements, which is an indicator of future rate movements.
Although interest rates are still predicted to remain low for several years, consideration will be given to managing interest rate risk in the mid to long-term given Council’s forecast increase in debt.
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8.4 Current External Debt Position
The following table summarises Council’s external debt position as at 31 March (all held with Local Government Agency):
Opening 1 Drawn/ Closing 31 Jan 2021 (Repaid) ($) Mar 2021 ($) ($)
Core Borrowing 42,000,000 - 42,000,000
Short Term Borrowing - - - (Commercial Paper/MOCL)
Pre-funding 3,000,000 - 3,000,000
Total 45,000,000 - 45,000,000
The following charts show Council’s current funding profile, and compliance against the maturity bands set in the Treasury Policy:
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8.5 Interest Rate Risk Management Strategy
Based on the current Long-Term Plan debt profile, Council complies with policy limits on interest rate risk management as shown below. However, further fixing will be required this calendar year to maintain policy compliance against these limits due to forecast debt increases, and the four swap instruments below maturing.
Using the scenario tool within Council’s treasury management dashboard, a potential strategy being explored is to enter into a forward start fixed rate swap of $2 million to replace the four maturing swaps above maturing June 2024. The estimated interest rate achieved could be 0.74%, a significant improvement on the rates of the maturing instruments. The impact of such a scenario is shown below:
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8.6 Debt Financing Cost
Interest expense is significantly lower than budget, being $180,000 lower than budget. This is due to Council’s effective interest rate of 2.1%, being lower than the budgeted rate of 2.8%.
8.7 Compliance with Financial Prudence Debt Limits
Item Borrowing Actual Limit Net external debt as a percentage of total revenue <150% 57.49% Net interest on external debt as a percentage of total revenue <7% 1.35% Net interest on external debt as a percentage of annual rates <10% 3.16% income (debt secured under debenture) Liquidity (external term debt+ committed loan facilities +cash >110% 147.88% and cash equivalents to existing external debt)
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8.8 Cash Flow Management and Liquidity
Cash and cash investments for the quarter ending December was $16.9 million, being higher than budget by $13.6 million. This is mostly due to:
• the $3 million pre-funding outlined above, • $3 million loan taken out on 21st of December (reported in 6-month report). • Received $6 million in February 2021 from MBIE for the first phase of the Route 52 project.
9. Debtors Report
9.1 Council continues to manage the rates debtors by classifying them into categories based on risk. This allows staff to take a risk-based approach to managing rates debtors.
Council use internal resources and MWLASS Debt Management Central Services (DMC) to manage/collect rates debtors in arrears.
9.2 Arrears Debtors
Council had 1,783 rating units in arrears at 1 July 2020 with 1,580 clearing their arrears at 31 March 2021 leaving 203 with an arrears balance. Total collected and approved write-off from 1 July 2020 to 31 March 2021 was $607,330.
Debtor Arrears Collected to 31 March 2021
Arrears Total Date No of Arrears Levy Total Arrears Interest Arrears Collected Debtors Owing Owing Owing Collected 1/07/2020 1,783 $1,250,610 $513,632 $1,764,242 30/09/2020 408 $ 946,567 $501,395 $1,447,962 $316,280 31/12/2020 276 $ 824,409 $491,377 $1,315,786 $132,176 31/03/2021 203 $ 704,139 $452,773 $1,156,912 $158,874 Total Collected & Approved Write Off 1 July 2020 to 31 March 2021 $607,330 Table 1.1
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Debtors by $ Value as at 31 March 2021
• • No • Arrears & • % • No • Arrears & of Rating Penalty as at of Debt of Rating Penalty as at Units as at 1/07/2020 Owed as at Units as 31/03/2021 1/07/2020 31/03/202 at 1 31/03/20 21 • -$ • • • • 1,5 • -$ 9,439 10,000-$ 0 80 • $ 0-$ • 1,31 • $ 82,982 • • 54 • $ 10,830 500 6 • $ 501-$ • 195 • $133,636 • • 23 • $ 17,165 1,000 • $ 1,001-$ • 103 • $153,115 • 6% • 32 • $ 48,648 2,000 • $ 2,001-$ • 114 • $351,056 • • 48 • $144,693 5,000 • $ 5,001- • 20 • $136,297 • • 6 • $ 40,467 $10,000 • $ 10,000- • 5 • $ 69,178 • • 3 • $ 50,787 $25,000 • • 4 • $145,207 • 24% • 1 • $ 34,799 >$25,000 • Sub- • 1,75 • $1,071,4 • 30% • 16 • $347,389 total 7 71 7 • Maori • 6 • $ 44,693 • 4% • 6 • $ 44,693 Land • Legal • 9 • $383,089 • 40% • 16 • $459,546 Proceedings • Abando • 11 • $264,991 • 26% • 14 • $305,284 ned Land • Sub- • 28 • $692,771 • 70% • 36 • 809,523 total • Total • 1,7 • $1,764, • 10 • 20 • $1,156, Arrears 83 242 0% 3 912 • • Arrears Collected 1 July 2020 to 31 March • $607,33 2021 0 • Table 1.2
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9.3 How Council Manages the Debtors
Direct debits are Council’s preferred payment option as once it is set up there is limited receipting required by Council as this is processed in bulk by the different types offered. Staff are always looking at different ways of reaching out to those who are missing paying their rates. A direct debit authority form is issued within the rates notice twice a year with a brochure explaining the benefits of spreading over the year and never missing a payment no matter what is happening at the due date etc. Council have 4,510 of the 9,960 rateable rating units (45%) on direct debits currently.
9.3.1 Rates Rebates
In 2019/2020 staff processed 742 rates rebates with $419,499 paid by the Department of Internal Affairs. The rates rebate is for low income earners which they must apply for each rating year. To date in 2020/2021 staff have processed 596 rebates with $344,399 paid to their rates.
Staff will follow up with a letter to remind those who applied last year to get their application to us and enter a reminder in the Bush Telegraph.
9.4 Managing by risk categories
Council identify the rating units with arrears under the categories set out in tables 1.2 above.
9.4.1 COVID-19
Of the 35 rating units affected by COVID-19 Council had 11 with a balance remaining at 30 June 2020. Council have one remaining with a balance from 2019/2020 who is on a payment plan to complete by 30 June 2021. The other ratepayers have all caught up with arrears and current rates for 2020/2021.
Due to COVID-19 staff stopped sending overdue reminder letters after instalments 3 & 4 2019/2020 and Instalment 1 2020/2021 and did not apply penalty. Staff sent out the first friendly reminder letter in December 2020 after COVID-19 following the Instalment 2 due date.
Council are applying penalty to those who have not paid any portion of Instalments 3 and 4 2020/2021.
Debt Management Central (DMC) were asked to hold off on following up on the formal demands where staff had previously advised their mortgagee of arrears and they have not paid Council. Staff have advised DMC in December 2020 to continue to make the formal demand.
9.4.2 Overdue letters
Council’s normal process is a friendly reminder is issued after Instalment 1 and notification of the arrears being placed with DMC if still no payment received to
Meeting of Tararua District Council – 26 May 2021 Page 91
clear the rates after Instalment 2. Staff have changed the overdue letter from a lot of words to a more visual letter using flags of where they are in the options available to Council to recover rates. This has had a better response.
9.4.3 Debt Management Central (DMC)
If Council have had no response to these two letters after Instalment 3, staff place the current instalment amounts with DMC. Although the current rates do not become overdue arrears until 1 July of the following year, DMC issues a letter which does in some cases result in full payment or an agreement plan. Some of the agreements are managed by Council if they approach us prior to sending the arrears to DMC to manage.
9.4.4 Agreements
Ratepayers who are on agreements have had their payments calculated on current rates, arrears and penalty at the time of the agreement to meet the agreed timeframe.
Council also include a percentage to allow for future current rates while the agreement is completed. This means that upon completing the payment plan the debtor would be current. Any payment received is allocated to the arrears penalty first, then rate arrears and then to current penalty and rates. This does mean that current rates and penalty with payments not allocated in the years of the agreement are then transferred to the arrears balance at the end of each rating year. Council continue to apply penalty throughout the agreement period. Those on agreement when completed or if the agreement is going well after two years will have their penalty remitted.
9.4.5 Formal Demand
Any ratepayers who have still not responded to any letter and has a current mortgage interest on their record of title, DMC will issue a notice of intent to make a formal demand on the mortgage on behalf of Council to both the ratepayer and the mortgagee. Three months after the notification if payment is still not made DMC will make the formal demand to the mortgagee to clear the balance outstanding.
9.4.6 Rating Sale/Abandoned land
Council’s other options are to take legal action through a rating sale or if the ratepayer is unable to be found or known to be deceased and the land not transferred to an executor sell through the abandoned land process.
9.4.7 Maori Land
Council have 6 rating units that are Maori Freehold titled land that staff cannot find the owner/s, or they have advised they are no longer using the land. Council is following the process for Maori Freehold land under Sections 91 to 117 of the Local Government (Rating) Act 2002.
Page 92 Meeting of Tararua District Council – 26 May 2021
9.4.8 Legal Proceedings
Debt Management Central have been progressing 9 rating units where a formal demand hasn’t been made on the property. These will progress to a rating sale if payment is not made in full. This can take over a year to complete with the processes required in the Local Government (Rating) Act 2002 Sections 59 to 76. Of the nine rating sales two have now been resolved through the rating sale process with sales in February 2021. Council have had one sell independently in January 2021 with rates and penalty paid up to date. Council have also approved another 6 rating units for rating sale.
9.4.9 Abandoned Land
Of the 11 Abandoned Land rating units, 6 have no Record of Title applied to the rating unit – these may have been destroyed in the Napier Earthquake of 1931 and not replaced by Land Information NZ.
Council will be approaching Land Information NZ to see if they can assist in getting a Record of Title for the land to enable Council to sell the rating unit.
Staff will be working with DMC to get the remaining 5 rating units sold under the Abandoned Land process prescribed in the Local Government (Rating) Act 2002.
• 3 rating units in Eketahuna • 1 rating unit in Pongaroa • 1 rating unit in Dannevirke Staff have now identified 3 more rating units to go through this process.
• 1 rating unit in Norsewood • 1 rating unit in Woodville • 1 rating unit in Eketahuna Due to projects staff were working on with the Long Term Plan 2021/2031, sub- divisions, revaluation and notice of sales we have not been able to progress the Abandoned Land as outlined in the second quarter report. Staff will update Council in the fourth quarter report.
Meeting of Tararua District Council – 26 May 2021 Page 93
Total
1
/2021
-
1
03
7,501
/202
59,904
81,583
44,094
69,575
8
1
321,876
484,009
385,088
226,179
202
,
20
$1
$
$
$
$ 4
$
$
$ 1
$
$
to 31/
Penalties Owing
Current Rates &
Arrears &
20
1
-
March
&
1
463
,
/202
3,783
2,808
16,592
24
1
46,425
91,161
03
702,993
181,583
1
226,179
/
1
$
$
$
$
$
$
$
$
$
$
3
Penalty to
Current
Total
-
1
20
87
/202
783
184
444
Owing
lty owing as at owingat 3 lty as
1,462
5,667
1
03
-
5,969
7,046
/
Penalty
21,643
plied 20
1
3
202
$
$
$
$
$
$
$
$
$
$
ap
1
1
-
3
-
202
537
680
/202
-
,
5,494
3,
3,338
4,963
2,623
03
20
74
16,504
2
1
4
Owing Owing
/
Current
681,350
1
18
220,210
Insts 1
1
20
$
$
$
$
$
$
$
$
$
3
$
4
6
6
0
1
Current Rates & Current Pena & Rates
1
1
10
27
30
1
991
/2
of
2,295
1,101
03
/
Units
No
Rating
1
Current
3
1
6
7
3
-
-
69
54
92
,
,
1
/202
9,439
59
44,693
55,79
97,6
305,284
4
193
156,912
03
202
/
Penalty
1,
1
Arrears &
$
$
$
$
$
$
$
$
$
$
Total Rates
Owing as at Owing
3
-
1
March
-
9
3
-
-
1
60
,
/202
4
24,647
18,058
2
25,39
03
Total
78,039
Owing Owing
/
282,028
Arrears
Penalty
452,773
1
$
$
$
$
$
$
$
$
$
$
3
as at 3 as at
1
-
-
062
/202
,
9,439
03
27,245
77,518
20,046
37,735
73
Owing Owing
/
& Penalty Penalty &
Arrears
704,139
2
168,534
1
Total Rate
$
$
$
$
$ 1
$
$
$
$
$
3
-
s
0
4
6
6
0
0
/
1
1
1
27
05
78
1
2
132
03
Arrears Arrears
ear
/
1,5
1
202
units
No of
Rating
3
Arr
0
20
-
20
3,047
64,991
44,693
764,242
at 1 July
326,658
165,656
609,197
Op Bal as
Arrears and Current Rates Current and Arrears
$
$ 2
$ 35
$
$
$
$
$
20
$1,
-
–
0
9
6
0
0
11
36
31
20
ing
783
,
20
July 20
1
1,690
1 July
Categories
units
No of rat
Arrears as at 1 Arrears as at
-
Managed by Managed
3
Rating Rating
Current Current
-
-
Inst 1Inst
owing owing
New Debtors Debtors New
Land
Abandoned Abandoned
Sales
Legal Legal
Maori Land Maori
Dispute
Following Up Following
DMC DMC
Agreements
Payments
Irregular Irregular
Arrears Paid Arrears
Managed by Managed
Arrears Arrears
Table 1.4 Table
Debtors
Page 94 Meeting of Tararua District Council – 26 May 2021
10. Self-Funded Activities
10.1 Forestry - Summary for the 9 months ending 31 March 2021
The forestry activity has made a profit of $50,000 for the 9 months ending 31 March 2021. This is predominately a result of honey income received of $71,000 offset by rates and insurance for the year. Our roadside trees project funded from the Provincial Growth Fund was completed at the end of March with the funding received for this project and the reinvestment of funds from proceeds for the sale of trees removed meant Council was able to spend a total $823,000 on this project.
Forestry Reserve balance at 31 March was $847,000
•
• 10.2 Pensioner Housing - Summary for the 9 months ending 31 March 2021
The pensioner housing activity is currently operating at a surplus of $101,000 for the 9 Months ended 31 March 2021. Although the surplus for the period is slightly less that Council had budgeted ($17,000). This has been driven from the budgeted rent increase unable to be implemented until January 2021 with the Government putting a freeze on rental properties increases as part of its recovery plan for Covid-19.
Total revenue was $338,000 against a budget of $353,000. The reason for the unfavourable variance is per above with the freeze on rental increases imposed by Government in its response to Covid-19. The demand for these units is significantly high and Council has a waiting list for these units. Expected revenue is anticipated to be less than budgeted at year end.
Meeting of Tararua District Council – 26 May 2021 Page 95
Total operating expenses of $237,000 was slightly higher than the year to date budget of $234,000. This is due to the timing of maintenance works carried out in the units, and slightly higher than budgeted insurance costs for the year. The current reserve balance at 31 March 2021 is $1,088,000
11. Compliance Exception Report
11.1 Financial Prudence Benchmarks
No non-compliance noted.
11.2 Investment Policy
No non-compliance noted.
11.3 Liability Management Policy
No non-compliance noted.
11.4 Accounting Standards
No non-compliance noted.
11.5 Rating Remissions Policy
All remissions provided were compliant with policy.
11.6 Specific Policy on Giving Security
Council has not provided any guarantees to date.
Page 96 Meeting of Tararua District Council – 26 May 2021
11.7 Local Government Act (LGA)
Council received a modified audit opinion for the 2019/20 Annual Report.
This has resulted from interpretation of when to record CRM’s as a complaint for the water and wastewater measures being the mandatory water measures required by Department of Internal Affairs. Staff and the after-hours service record the first call to an event only as a complaint, with after-hours only logging an information request for subsequent calls, and Council’s internal customer services only recording subsequent notifications if requested by the customer.
The audit team has indicated that every call must be logged as a complaint (e.g. if ten people call to notify Council of one leaking pipe, then staff should record ten complaints against drinking water pressure or flow). In addition, only the first call should be measured for response times to the event (e.g. water leak).
However, this creates significantly greater administration work as staff will need to then identify and link every call notification to the first notification in a manner that records the total number of complaints, but not the response time.
The qualification on this issue will mean Council will have a modified Audit Report for the next three years until the issue is fully cleared (both current and comparative results).
Attachments
Nil.
Meeting of Tararua District Council – 26 May 2021 Page 97
Report
Date : 20 May 2021 To : Mayor and Councillors Tararua District Council From : Peter Wimsett Manager Strategy & Climate Change Subject : Road Stopping - Mangatainoka Item No : 11.4
1. Recommendation
1.1 That the report from the Manager Strategy & Climate Change dated 19 May 2021 concerning Road Stopping - Mangatainoka (as circulated) be received, and
1.2 That the Chief Executive be authorised to stop the two identified roads under the Public Works Act 1981, Section 116 and pursuant to Section 52(7) for the purposes of utilities, public structures and public services, and
1.3 That the two road sites be subject to survey as identified and set out in section 4 of the description of this report, and
1.4 That copies of the public notice declaring the roads stopped and survey office plans of the stopped roads be forwarded to Land Information New Zealand to complete the process once they are prepared.
Executive Summary
Roads being stopped
An area of land generally considered to be part of the Mangatainoka Reserve is in fact unformed road in two locations either side of State Highway 2. It is proposed that these anomalies be corrected with a view to enabling public services to be potentially located on either site in future.
Meeting of Tararua District Council – 26 May 2021 Page 99
2. Reason for the Report
To seek Council approval for stopping road reserve that is adjacent to the Mangatainoka reserve land.
3. Background
It has become apparent that several anomalies of land status in Mangatainoka close to the reserve need consideration and potential remedy. These will be of a historic basis and have not affected the current use of the land. The immediate need is to correct two areas that could assist Council in respect of providing and improving public services in the area adjacent to the Mangatainoka River near the main bridge of State Highway 2.
The sites are being considered as options for building public toilets and/or services by Council with approved Government grant funding. Because this use is consistent with the public good and current Council activity, consultation is not required under the Public Works Act 1981 and may be delegated by Council for the Chief Executive to action.
4. Description
Areas for Roads to be Stopped
Site 1
Approximate area of road to be stopped is approximately 2,760 square metres, subject to survey – this is the area shaded blue on the GIS map below (right hand).
Site 2
Approximate area of road to be stopped is 645 square metres, subject to survey – this is the area shaded red on the GIS map below (left hand).
Page 100 Meeting of Tararua District Council – 26 May 2021
5. Significance Assessment
Normally road stopping would require consultation when the intention is to sell the stopped road land to private persons or entities and is completed under the Local Government Act.
Council in this report will be completing the change for a public purpose under the Public Works Act 1981. This is because the intended purpose is for public utilities, structures and services for public benefit, and is within its lawful permitted activity, while also ensuring no party is adversely affected. Road access will be maintained, and the intended purpose of the land is not that directly of reserve, although this is an option, as noted below in this report. For these reasons the matter is not considered significant.
6. Options
Options include:
6.1 Do nothing 6.2 Stop one road site and not the other 6.3 Vary the areas being stopped 6.4 Identify and use another site for building
Meeting of Tararua District Council – 26 May 2021 Page 101
7. Assessment of Options
7.1 All sites need to be elevated to minimise risk of flooding to any potential future community structures being built on site for the benefit of the community.
7.2 Having an unformed road may be useful to provide walking access, as a service/access lane, or for a road to be formed in future. However, no building consent can be issued to Council as owner of structures for public services on these sites without a certificate of title. For this to occur, the unformed road areas of interest need to be stopped and a certificate of title created with Land Information New Zealand.
7.3 A Survey Office (SO) Plan for legalisation will be necessary issued under the Public Works Act 1981 by a registered valuer, who is to be engaged to complete this work.
7.4 The cost to close the proposed road areas is likely to be in the vicinity of $6,000 including survey and have not been budgeted to the project. These will be borne by the internal legal budget.
7.5 Do Nothing
7.5.1 If land is not made available, then the Ministry of Business Innovation and Employment funding is likely to lapse, amounts already received for the project refunded, and the current cost of the project will be written off. These costs currently exceed $10,000.
7.6 Vary the Areas being Stopped
7.6.1 The road to be stopped adjoining the DB Breweries Limited land is not recommended to go all the way to the river, with a portion of road 20 metres wide to remain so that the stopped road does not unnecessarily become an esplanade reserve.
7.6.2 The road adjoining the DB Breweries land (shown shaded in blue, in the description, section 4 of this report) can be stopped pursuant to the Section 116 Public Works Act 1981, and set apart pursuant to Section 52(7) for a purpose nominated by the Council.
7.6.3 If Council were to stop the road at site 2, the full parcel of road would affect the legal road access to the privately owned parcel to the west (Sec 2 SO 499771). It is recommended that the portion of road to stop is reduced, so that legal road access to Section 2 SO 499791 is maintained – see the parcel outlined and shaded red in the map above. For this reason, a reduced area to ensure ongoing access is permitted is recommended and the reduced area as set out as site 2 shaded in red in section 4 of the description in the report.
7.6.4 An option is to add site 2 to the adjoining recreation reserve to the north (on the riverbank), pursuant to the Public Works Act 1981 Section 116 and Section 117(7).
Page 102 Meeting of Tararua District Council – 26 May 2021
However, this is not recommended because Council have not determined whether this site (site 2) will be used for development of the currently proposed public services. Not merging it into the existing reserve will not functionally retract from it being used as if part of that reserve.
7.7 Stop one road site and not the other
7.7.1 Whatever the decision on the location, site 2 remains important as an option and for future development to remain available to current and future councils
7.7.2 Because structures may be an option for the use of the land, it is recommended that both sites be stopped and established for the purpose of utilities, public structures and public services as the nominated purposes. This purpose will be shown as such on the title.
7.8 Identify and use another site for building
7.9 Council could develop a reserve management strategy for the Managatainoka Reserve, which if approved following public consultation, may enable structures on the current reserve to be constructed. However, the preferred site may be adjacent to the Tui Brewery, as DB Breweries is supportive of the concept plan and have generously indicated their support to provide access and easement to water and power.
7.10 At “site 1” adjacent to the Brewery, the land is solely road reserve and the building activity will require a consent for a toilet and/or ablutions to be constructed.
7.11 There do appear to be other anomalies in the area, where structures not owned by Council already exist that may have been built on road and/or reserve lands. These matters will be investigated and will also require survey, but staff are not able to advise Council or confirm options at this time.
7.12 The only other option is for the Council structure to be built on private land, which is an unreasonable expectation and option when an adjustment to the land status is available to Council.
7.13 A second site “site 2” is feasible for construction of public services and is closer to the current reserve. This is attractive for safety reasons and convenience of the current freedom camping area. It is also at an elevated floodplain level. However, the entrance also allows access to private land and it is considered that this access should be maintained. This can be accommodated by reducing the area to be modified.
7.14 It is considered that both site 1 and site 2 roads be stopped to give a full range of site options, now and for any future public purposes.
8. Consultation
8.1 Consultation is not required under the Public Works Act 1981 for this matter.
Meeting of Tararua District Council – 26 May 2021 Page 103
9. Conclusion
9.1 For the project to proceed and grant funding to remain available, the creation of land suitable for structures to be built is essential. This request will assist in the achievement of the outcome and will provide future opportunities, as they arise.
Attachments
Nil.
Page 104 Meeting of Tararua District Council – 26 May 2021
Report
Date : 19 May 2021 To : Mayor and Councillors Tararua District Council From : Bryan Nicholson Chief Executive Subject : Staff Report Item No : 11.5
1. Recommendation
1.1 That the report from the Chief Executive dated 19 May 2021 concerning an update on key projects and items of interest to the Council (as circulated) be received.
Reason for the Report
This report is to update the Mayor and Councillors on key projects and items of interest over the period from 21 April 2021 to 20 May 2021.
Meeting of Tararua District Council – 26 May 2021 Page 105
Infrastructure Group General
Staff across the infrastructure group are busy. With the end of the financial year closing in, various business as usual programmes and projects are being completed. Pressure due to district growth and associated residential development demands is increasing. There is also a huge amount of external changes occurring which staff are actively monitoring to understand how Council best respond. This includes changes to Waka Kotahi’s One Network Framework model for road, the Department of Internal Affairs led 3Waters reform, increasing compliance requirements, and potential changes to New Zealand’s waste recycling model.
Several roles in the Infrastructure Group are being, or will soon be, advertised as a result of staff movements and increased staff requirements. The Utilities Manager and Utilities Engineer roles are critical to fill, due to the quantum of projects and changes occurring in the sector.
A two-day workshop is planned for development of a refreshed strategy for the Tararua Alliance. This is intended to focus on confirming the strategic objectives of both parent organisations, supporting clarity in direction and priorities, and to enable increased performance in delivering the outcomes expected by our community.
Staff are assessing options for three key items at Akitio. Following approval by Council to support the Akitio Beach Community and Ratepayers Association with a resource consent enabling further protection of the foreshore, staff are in discussions with stakeholders including Horizons Regional Council regarding their likely requirements. Based on discussions to date it is expected that these will be to a significantly higher standard than historic, and than that initially expected. An assessment of options for wastewater treatment is currently being completed and an initial report is expected in June. Also, following concerns raised and requests from stakeholders regarding the village’s water supply, further assessment of the scheme is planned. This will identify required maintenance and renewal needs, as well as potential improvements, as is expected to be completed before the end of the calendar year as resources allow. Transportation
Maintenance With autumn in full swing, cleaning up areas of heavy leaf fall is a focus for town presentation and to ensure stormwater networks are free of potential blockages. Wind is also causing increasing trees and branches to fall on the road, requiring urgent attention to reduce disruption to travel.
The majority of the sealed pavement maintenance programme has been completed for the season. This included close to 40,000m2 of repairs across the network, an increase of around 50% compared with last season, the result of cost savings realised through operational
Page 106 Meeting of Tararua District Council – 26 May 2021
efficiencies in some activities. Nearly all pre-resurfacing repairs have now been completed on the 2021/22 resurfacing sites.
Emergency Works Engineering designs and physical works of repairs is progressing well despite increasing challenging weather.
Work has commenced on Castlehill Road, to repair a dropout in the road through significant dewatering and constructions of a material stabilised earth wall. Work has also started on Route 52 (121 section) to repair dropout in the road. The existing road is narrow in places, presenting challenges, so significant earthworks are being completed to shift the road by approximately two metres. A material stabilised earth wall will also be constructed to provide for stability and sufficient road Repairs to Route 52 (121 section) width.
Emergency works repairs sites planned for construction over the coming months are located on Rimu Road, Ormondville Te Uri Road, Managhei Road, River Road (Akitio), and Arthur Street in Pahiatua. Repairs for these include retaining walls of various types and earthworks. Planning and designs for these sites are well underway.
Road Renewals
The district reseal programme is now complete. 340,000m2 of chip seal resurfacing has been completed across the district to ensuring underlying pavements are protected from water, reducing the rate of deterioration, and to ensure adequate surface texture to support road safety.
The sealed pavement rehabilitation programme is nearing completion. The last site on Weber Road is nearly complete with sealing the only remaining activity.
The minor drainage renewals programme will continue through the next two months. This is largely focused sites programmes for resurfacing in 2021/22 and 2022/23, to give the pavement time to dry out prior to
Weber Road Pavement Rehabilitation resealing.
Meeting of Tararua District Council – 26 May 2021 Page 107
Corridor Management 1. During April, 16 temporary traffic management sites were audited and all were of good standard. 81 Before-U-Dig requests were received and processed. 37 corridor access requests were received, with 28 were approved and 13 cancelled or on hold for various reasons. 2.
3.
District Water Status (at 15 May 2021)
Wastewater Reticulation Maintenance Inspections of the wastewater pumps stations across the district has been completed. This included clearing fat build-up and checking pump operation.
Wastewater Reticulation Renewals The sewer main relining programme for both Pahiatua and Woodville has now been completed, with approximately 650 metres of pipe relined. This required a temporary bypass pumping the entire flow of the wastewater in Woodville so the liners could be installed.
Page 108 Meeting of Tararua District Council – 26 May 2021
This work was completed over 1.5 weeks, as opposed to an estimated 3 months if traditional trenching and pipe replacement had been completed. Relining also minimises the disruption to the community.
Wastewater Pipe Relining (left) and the Temporary Wastewater Bypass in Station Street, Woodville (right)
Wastewater Resource Consent Renewals Progress is being made with the Environment Court regarding the wastewater discharge consents for Eketahuna and Pahiatua. Granting of these consents appears to be imminent. The court has acknowledged: • TDC's "considerable efforts to provide wastewater solutions that are appropriate for the communities served, accommodate the views of tangata whenua, are affordable and satisfy the relevant regulatory requirements"
• The "very significant efforts" of TDC and others to meet the Court's further information requirements in a timely manner
• TDC's "positive response" to the Court's comments
• The "prudent and responsible manner" that TDC adopted in selecting the most appropriate treatment methods
The Court was also satisfied that: • Land discharge was not an option in the short term, and the likelihood it would be practicable in the future was low at best.
• TDC had consulted directly with both Rangitāne and Kahungunu, sought to work collaboratively with both iwi over a significant period of time to find an acceptable way forward.
• TDC had consulted in a way that has enabled both iwi to participate in a meaningful way.
Progress is also being made for the wastewater discharge consent for Woodville, where staff recently attended a hearing at Horizons Regional Council’s office in Woodville
Meeting of Tararua District Council – 26 May 2021 Page 109
The hearing went relatively smoothly with most consent conditions agreed to by all parties. It is expected that Woodville’s consent renewal process will be less onerous due to the progress made with those for Pahiatua and Eketahuna.
Facilities
Solid Waste Road markings have been installed around the Dannevirke Transfer Station. These will help with public safety and directing customers to the correct drop off areas and have been working well. Staff have also received positive comments from customers who use Dannevirke Transfer Station, remarking on how tidy the area is now looking.
Staff recently met with counterparts at Central Hawke’s Bay District Council, to discuss the refuse disposal at the
Waipukurau Landfill and share ideas for Dannevirke Transfer Station Pavement Markings solid waste management improvements. A visit to the landfill was also included, where significant improvement works are being completed to ensure the longevity of the facility.
Parks & Reserves In preparation for ANZAC Day, staff and contractors worked collaboratively with community groups to attend to final remedial work to deliver spaces for their communities. Dannevirke parks and reserves contractors noted receiving Waipukurau Landfill Tip Face positive comments from RSA members. The ban rotunda at Dannevirke’s Upper Domain was also repainted in time for ANZAC Day as graffiti has been an issue.
Cemeteries The last of the scheduled painting works has seen both of Eketāhuna Mangoaranga and Marchant Street cemeteries picket fences freshly painted. District RSA sections were also prepared for ANZAC Day services.
Page 110 Meeting of Tararua District Council – 26 May 2021
Pensioner Housing Following on from annual pensioner house inspections, local contractors have started identified remedial work required. Additional work being completed includes remaining insulation within Dannevirke flats and ventilation installation within Woodville flats. Tararua Alliance Customer Management 300 5
250 4
200 3
150
2
100 Customer Service Requests (No.) Requests Service Customer 1 50
0 0
May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Mar-21 Apr-21 Satisfaction Customer and (Days) Time Response Average Footpaths-Carparks Misc Rural Pavements Sexton Stormwater Urban Pavements Wastewater Water Bridges Emergency Work Average Response Time (Roads) Average Response Time (3Waters) Average Customer Satisfaction Performance Dashboard
Name Frequency Comments
Alliance Team Results for April total number of SBOs reported this month was Monthly Safety 86 Loss time injuries (LTI) 0 Workplace Medical treated injuries (MTI) 0 6 Monthly Health Environmental incidents 0 Near Miss Reported 0 Timely Monthly Monthly Response for Roading being 95% and 3 Waters 98% Communications
Customer Surveys completed Jan recorded a score rating 3.64 Effective out of 5. Slightly lower than previous as we are struggling with Monthly Communication callback surveys . Will possibly need to look to other avenues to guage feedback
Minimise Operational One Compliment received for April 2021 and no complaints 3 Monthly Impacts received. • Over the month of April 81 Before-U-Digs were received and processed. Compliance with Monthly • Sixteen TMP audits were undertaken with six being TMP other contractors working on the network and 10 TA sites. Two externalAll sites were of a high standard • During April thirty seven corridor access applications
Meeting of Tararua District Council – 26 May 2021 Page 111
were received and processed, of these twenty eight were approved with thirteen cancelled. The cancelled applications were mostly related to NZTA applications.
Zero Harm – Monthly No environmental issues to report. Environment
Economic Development, Communications and District Marketing
Town Signage
Angela has been presenting to the Community Boards/Community Committees and community groups to invite them to choose colours and images for the signs for their towns.
Business Support
Angela has engaged with past clients again at their request. This is what we want business operators to be able to do – when a new issue arises, they can ask for assistance again.
Food Secure Communities Plan
Angela continues to provide support for the contractor undertaking the research for this project and we have involved our communications staff to produce infographics that explain the food support systems that currently exist in each town.
Jobs and Skills
Mark is connected into the collaboration group that has begun, where all people in the district that have a role in supporting employers and jobseekers get together to coordinate their efforts.
Mayor’s Taskforce for Jobs (MTFJ)
April saw 20 young people assisted into work across a range of local employers.
Housing
Mark, Angela and a great contingent of Councillors visiting Abbeyfield Palmerston North to hear from the Executive Office of Abbeyfield NZ and the Palmerston North house committee chairwomen about how the properties are developed and run on a day to day basis, and to have a tour of the property.
Page 112 Meeting of Tararua District Council – 26 May 2021
Communications
Key Projects
Draft Long Term Plan (LTP) 2021-2031 – Public Consultation Public consultation for the draft LTP closed on Wednesday, 12 May 2021 at 5pm.
The Consultation Roadshow kicked off on Monday 12 April in Dannevirke, before heading to Woodville on 19 April, Pongaroa and Herbertville on 29 April, Eketāhuna on 3 May, Pahiatua on 5 May and finishing in Norsewood on 6 May.
During the Roadshow, Mayor Tracey Collis, Tararua District Councillors and Council Staff hit the streets with arms full of Consultation Documents and a lunchtime BBQ.
The Roadshow was designed to enable residents to meet with Council and have discussions about the Long Term Plan for the Tararua District. It is also an opportunity for people to share with Council their ideas and challenges surrounding the things that matter most to them.
For example, in Pahiatua several residents shared their idea for a fenced dog exercise area. While in Dannevirke, residents were particularly interested in learning more about the right debate item “Recycling” and how they could have their say.
Items of Interest
Banks Phasing Out Cheques A communications strategy has been completed and materials have been disseminated on 10 May 2021.
Materials include:
• Poster
• Media Release
• Facebook Cover photo
• Website Homepage Slider
• Facebook Post
• All Staff email
• Form Cover Page (To be developed)
• Information sheet for front line staff (To be developed)
Meeting of Tararua District Council – 26 May 2021 Page 113
Warning messages have been added to the bottom of the multiple documents (invoices) prewarning of the disestablishing date.
Marketing and promotion support for community events and organisations
Event Name Event Organiser
Lions Den Garage Sale 2021 Dannevirke Lions
Spin In Dannevirke Spinners and Weavers
Anzac Day Services Various
Tararua Funding Information Evening Eastern and Central Community Trust
Website
The Contract for our new website provider has been signed and the communications team is in the process of updating the website structure and content with input from the content pages respective departments.
Starting 12 May, the Tararua IT Alliance and Communications team will work together to build, migrate, and implement the new website over the coming 6-8 weeks.
Tararuadc.govt.nz website statistics
Number of visitors for the Top pages visited month of April
7,091 2.6% 1. Cemeteries – Record Search 2. Property and Rates 3. Homepage
Tararua.com website statistics
Number of visitors for the Top pages visited month of April
1,066 221% 1. Home 2. Play (local events) 3. Walk the New Highway (Event)
Page 114 Meeting of Tararua District Council – 26 May 2021
Publications
Recently completed
▪ Consultation Document for the Long Term Plan
▪ Draft Long Term Plan 2021-2031
▪ Draft Fees and Charges 2021-2031
In progress
▪ Long Term Plan 2021-2031
▪ Fees and Charges 2021-2031
Upcoming
▪ Form updates regarding banks phasing out of cheques
Events
Tararua Funding Information Evening Community funding organisations have come together to host a Funding Information Evening at The Hub, in Dannevirke on Thursday, 13 May at 5.30pm.
The funding information evening, which is free to attend, aims to connect community and not-for-profit groups and organisations with funders who can provide information and advice about the funding opportunities available in the Tararua area.
Tararua District Council is providing support to the event – e.g. sponsorship of the venue, assistance with promotion and attendance as a presenter.
Tararua Sports Awards The Tararua Sports Awards were held on Friday 7 May at the Dannevirke Town Hall.
The annual sporting awards, organised by Sport Manawatu and Tararua District Council, provides the opportunity to celebrate and recognise the success of local athletes, coaches, clubs, administrators, and officials from the Tararua District.
With eight categories including the coveted Supreme Award, the evening recognised finalists across a wide variety of sporting codes. Due to COVID 19 the awards were not held last year, so this year’s awards included 2019 and 2020.
Meeting of Tararua District Council – 26 May 2021 Page 115
The night began with a special presentation. Dannevirke businessman Suresh Patel was inducted into the Manawatu Legends of Sport, for his service to sport in Tararua.
Local hockey star Megan Hull was the big winner of the night, taking away Sports Person of the year and the Supreme Award. Megan could not attend the awards due to being in a Black Sticks training camp in Auckland. Her parents accepted her awards on her behalf. Megan also sent through a video which was played after her Supreme Award win where she spoke about how proud she is to be from the Tararua District.
It was a great night celebrating our local sports successes.
Page 116 Meeting of Tararua District Council – 26 May 2021
Tararua i-SITE Visitor Information Centre
TARARUA I-SITE REPORT – April 2021
Welcome Packs There were 27 packs sent out during March 2021, 9 of these were sent to purchasers outside the Tararua District.
Welcome packs sent by area 30 25 20 15 10
Amountofpacks sent 5 0
Dannevi rke Woodvi lle Pahiatu a Eketahu 2020-2021 na
Creative Communities There were 25 applications received for the March funding round totalling nearly $60,000 with $22,986 available. A meeting was held in April to decide allocations.
Meeting of Tararua District Council – 26 May 2021 Page 117
New Highway Walk Tickets are selling well, well over half of the 1000 tickets have been sold as at end of April. Most of the tickets sold are to people from other regions.
Familiarisation Tour i-SITE staff recently explored southern and northern Tararua with an emphasis on some of the walks promoted in our Walk and Cycle guide. This is important to do regularly to ensure that staff are giving accurate information to our visitors and experience themselves.
Nothern Tour
(Tamaki Road End) (Johanna’s World)
(Wop Wop Wetlands)
(Dannevirke Mountain Bike and Walking Trail) (Daves Den)
Page 118 Meeting of Tararua District Council – 26 May 2021
Southern Tararua
(Putara)
(Awapikopiko Reserve) (Pahiatua Railcar Museum)
Tararua i-SITE and Information Centre statistics April 2021
Visitors have increased due to ticket sales for the New Highway Walk.
2020/2021 1200
1000
800
600
400
200
0 May June July August Sept Oct Nov Dec Jan-21 Feb-21 March April
Woodville Dannevirke Pahiatua Norsewood Eketahuna
Meeting of Tararua District Council – 26 May 2021 Page 119
1200
1000
800
600
400
200
0 Woodville Dannevirke Pahiatua Norsewood Eketahuna
Local NZ Overseas
DigitalSpaces
Total number of people that have worked on the project this month: 10 (Mix: Full Time: 1, Part time: 9 - Contractors: 3, Consultants: 6, Direct employees: 1)
Recent progress (opening hours, number of people attending training, number of training sessions, hosted): IT: Interactive screen Microsoft software installed for presentations.
Opening Hours: 8.00am to 5.00pm.
Activator After expanding her knowledge on different platforms to be able to offer businesses one on one support, Toni put her knowledge into practice. The first was helping an entrepreneur take product photos and teaching her to alter them with the result below. The next was helping another business design business cards and then helping them to set up an account with Vista Print to be able to order more themselves in the future.
Training This month we have held 2 trainings, the first was an Introduction to Business Seminar run by IRD and had 8 people attend. This training covered IRD online services, business structure, income tax, expenses you can claim and record keeping.
The second training is a Starting a Business Workshop run by CEDA in conjunction with Tararua REAP and had 3 people attend. This training covered viability of a business, business structure, business strategy, business plan.
Page 120 Meeting of Tararua District Council – 26 May 2021
Equipment The camera equipment was used this month to take photos of some products and then used the computer stations to touch up the photos. When getting the portable light set up to use we realised that stand didn’t come with the light. This has now been purchased and ready for the portable light to be used for filming.
There has been some interest in the video camera this month so Toni has been familiarising herself with this equipment to show people how to use it.
Hosted/Users General Users – 54
Had a steady stream of general users over the last month.
Tararua Health Group, Supported Lifestyle Services and Sport Manawatu all held staff meetings at the Digital Spaces meeting room.
Risks/notable issues None
Product photography done with a local small business:
Meeting of Tararua District Council – 26 May 2021 Page 121
Operations Group Regulatory
Building Services
Quality Management System The building team held their monthly Building Consent Authority (BCA) Operational Meeting with Quality Manager, Steve Mazey.
It was proposed and agreed to rationalise the next annual strategic management review of the quality management system, to align with the assessors’ (IANZ) current expectations. The review will be completed prior to Council’s accreditation audit in November.
Building Consents This month, Council received 40 building consent applications. Of those applications, 6 were for new dwellings. The total value of building work for consents issued was $4.5m.
Demand for new dwelling consents remains strong, with an average of 10 applications per month. If this trend continues, total demand could reach 120 by the end of this calendar year.
Table – Applications for Dwellings by Location
Location Total Total Total Total Total Total From 1 (Valuation Area) 2015 2016 2017 2018 2019 2020 January 2021 Dannevirke 12 9 15 28 24 34 19 Rural 9 5 10 19 17 25 7 Urban 3 4 5 9 7 9 12 Woodville 5 6 7 10 11 10 7 Rural 2 2 2 4 5 5 1 Urban 3 4 5 6 6 5 6 Pahiatua 7 9 11 9 13 26 8 Rural 2 4 6 5 6 11 1 Urban 5 5 5 4 7 15 7 Eketahuna 5 4 3 3 4 5 9 Rural 4 1 1 3 1 2 5 Urban 1 3 2 0 3 3 4 TOTAL 29 28 36 50 52 75 43
Page 122 Meeting of Tararua District Council – 26 May 2021
Table – Building Consent and Inspection Statistics
Category Total Total From 1 July 2018/19 2019/20 2020/21 No. of Applications Received 393 401 387 No. of Applications Processed 383 378 344 % Processed within Time 86.7% 92.3% 71.8% Total Value $15,928,540.00 $28,105,788.00 $28,233,026.00 No. of Inspections Requested 978 1,137 1,279 No. of Inspections Performed 1,375 1,715 1,700
Staffing Council advertised a Senior Building Officer role, to fill an anticipated retirement vacancy in the team. Recruiting in advance of a vacancy will help to avoid a future gap in our technical capacity.
Animal Control
Public Education and Information During the month, 4 articles were published in the Bush Telegraph.
Three articles provided information about the preferred dog owner scheme and timeframes for successful applications to be eligible for a discounted annual registration fee.
One article provided information about the benefits of dog registration and reminded owners this was an ongoing annual requirement.
Annual Dog Re-registration To date, 6,619 dogs have registered in the district with 82 dogs (1.2%) remaining unregistered. This is a reduction of 1 unregistered dog since last month.
Compared to the number of unregistered dogs in May 2020 (85), the current results represent a 3.5% increase in compliance.
Dog Attacks Table – Reported Dog Attacks (People and Animals) by Location
Location Total Total From 1 July 2018/19 2019/20 2020/21 Ind/Com Nth Ward 0 1 2 Ind/Com Sth Ward 0 1 0 Non Rateable 0 0 1 Rural North Ward 4 6 6 Rural South Ward 3 15 5
Meeting of Tararua District Council – 26 May 2021 Page 123
Location Total Total From 1 July 2018/19 2019/20 2020/21 Road or No Property Address 12 11 13 Urban North Ward 20 11 18 Urban South Ward 11 17 16 TOTAL 50 62 61
Staff are investigating if there are any practical opportunities to refine reported complaints, to exclude duplicate reports. This would provide a more accurate reflection of actual attacks.
Environmental Health and Licensing
Alcohol Licenses No licensing applications have required a public hearing. There have been no appeals to the Alcohol Regulatory and Licensing Authority.
Environmental Health Environmental Health staff have audited 5 food safety plans for compliance. No inspections were undertaken for compliance with health regulations.
Council’s service provider (Palmerston North City Council) has been advertising two Environmental Technical Officer roles, to fill an existing vacancy and a recent resignation.
As a result of the two vacancies, there will be a temporary reduction in capacity. We are investigating options for filling this gap and will review arrangements if necessary, following completion of their recruitment process.
Illicit Dumping Table – Reported Illicit Dumping by Location
Location Total Total From 1 July 2018/19 2019/20 2020/21 Ind/Com Nth Ward 10 16 9 Ind/Com Sth Ward 6 9 2 Non-Rateable 6 6 18 Rural North Ward 3 5 3 Rural South Ward 6 2 1 Road or No Property Address 91 105 66 Urban North Ward 4 6 5 Urban South Ward 8 3 4 TOTAL 134 152 108
Page 124 Meeting of Tararua District Council – 26 May 2021
District Planning
Resource Consents This month, Council received 9 resource consent applications; 6 were for subdivision and 3 were for land use.
Staff have met with the Tararua IT Alliance and agreed on the specifications required to report on resource consents by town (similar to building consents). A timeframe for developing a report to provide this information will be advised in due course.
Technical capacity is under pressure from demand. To increase technical capacity, we have increased use of our planning consultants, transferred administrative duties from planners to a part-time temporary administrator, and assigned some planning duties to other skilled staff.
Table – Resource Consent Statistics
Category Total Total From 1 July 2018/19 2019/20 2020/21 No. of Applications Received 72 101 105 Subdivision 49 85 93 Land Use 23 16 12 No. of Applications Processed 73 91 83 Subdivision 52 73 76 Land Use 21 18 7 % Processed within Time 98.6% 93.4% 90.4%
Staffing Council has started advertising a Planning Officer role, to fill a recent resignation from the team, and will soon have an advertisement placed for a permanent administration support resource.
Meeting of Tararua District Council – 26 May 2021 Page 125
Programmes and Projects
Dannevirke Multisport Complex • The three stakeholder workshops required for the project are to be held this month - o Monday, 17 May @ 7 PM – Code Workshop - Location: TDC Chambers o Tuesday, 18 May @ 7 PM – DVK Community Workshop - Location: TDC Chambers o Wednesday, 19 May @ 7 PM – Norsewood Community Workshop - Location: Norsewood War Memorial Community Centre o Up to nine one on one meetings will be held with codes requiring further discussion from the workshop. • Dannevirke Multisport Complex Inc. held their AGM on 5 May and agreed to bring the Recreation Committee in as a sub-committee.
• GLG currently 80% of way through analysing secondary data, strategic and demographic analysis. • Draft Detailed Seismic Assessment (DSA) for the Dannevirke Sports Centre has been received from BECA, awaiting final assessment. • Once workshops conducted, GLG to complete issues and options analysis and site analysis. • GLG to complete draft needs assessment this month. • Next project steering group meeting is scheduled for 20 May. • TDC and Mayor & Councillors will continue to be kept up to date via Works Liaison Committee.
Pahiatua Swimming Pool • Site survey has been completed, now waiting on the report. • The Alliance was approached for civil works but are unable to undertake anything for 3 months due to workload with Route 52. Toby Mason (CREATE) has suggested staging consent for building and then the external works afterwards, so we can move on and wrap up the building for consent. He is to approach Council to see if it’s an available option. • Sprung have been asked to provide the necessary calculations to justify the sprung system for compliance with the New Zealand Code.
Solid Waste • Outstanding data is currently being collected from the two kerbside trials which will inform the Section 17a review. • Educational opportunities have been identified as part of the two trials currently being set up. • Further work is being done to assess viable options for food waste disposal • The Section 17a review will be presented to the Works Liaison Committee for discussion before being referred to Council to confirm its intentions, bringing the initial project to a close.
Page 126 Meeting of Tararua District Council – 26 May 2021
Communications Team • The first Full Service Solid Waste Trial concluded in Woodville at the end of April and the trial has progressed to Pahiatua. • A media release was published in early May along with an educational video to try see an uptake in usage. Overall feedback was positive and a minor usage increase was noted.
Earthquake Strengthening • Dannevirke and Pahiatua Service Centres RFP process is 95% complete for the monitoring and control portion of the construction phase. o A workshop with the preferred respondent as the final phase (Interview stage) is scheduled for Friday 14th May and if successful the contract will be drafted for sign off and pre-construction planning will commence.
• The Pahiatua Town Hall/Library detailed seismic assessment is scheduled to be delivered to Council by the engineers (Strata Group) by 28th May 2021. o We will assess the result and plan the next steps accordingly, but it is assumed that strengthening work will be required.
3 Waters Reform Projects
Dannevirke Water Treatment Plant Upgrade • Civil design is due on 14th May 2021. Civil works quotes will be obtained after the design is completed, and works are expected to begin in June 2021. o The Filtec Alliance agreement has been signed and the project has officially commenced. o Peer review has been completed; we await final comment from GHD engineering. o Long lead items have been procured.
Woodville Water Treatment Plant Upgrade • Total Outrun Costs (TOC) are currently being discussed and sign-off is expected by 24th May. o Awaiting the civil design from the engineering group WSP before quotes for construction can be obtained. o Peer review has been completed; we await final comment from GHD engineering. o Long lead items will be ordered once the TOC has been agreed and signed off.
Eketahuna Water Treatment Plant Upgrade • Design of this project is currently on hold. • Site investigation carried out 22nd April identified: o Further investigation required to ensure long term solution for current issues with the plant before design can commence. o It is unlikely this project will run over the projected end date and design work will commence once any outstanding issues have been resolved.
Pongaroa Water Treatment Plant • This plant is undergoing full commissioning.
Meeting of Tararua District Council – 26 May 2021 Page 127
• Required equipment has been sent from Auckland with delivery expected in the next week. o These parts will be introduced into the current plant design to see whether it provides a solution for the issues currently experienced. o Assessment will occur to identify whether this provides a sustainable solution before moving on to phase 2 - connecting residents to the Council supply.
Pahiatua Town Centre Upgrade • The project overall is going well, we met our obligations regarding the use of the northern section of the central island for ANZAC day. We have a busy month ahead of us, with both AC to footpaths and road intersections • The remaining scope of work has been reviewed and we are tracking well financially overall. We are confident the final forecast is accurate based on completing the full scope of works. The additional cost is based on variations/additional work. • External funding is still to be sorted in its entirety, with the sponsorship process now under way. • Weather will be a risk during May, as any delays within these months will have an impact on the final completion date. Vandalism or theft is a potential risk regarding our finished work. • Consultation continues with local businesses. Site staff are and have been in continuous contact with them as and when needed. This has created a very good relationship with the majority of business owners • Although the Pahiatua upgrade is advancing to completion date, activity is still high on site working mostly on footpath reinstatements and kerb and channel replacements. • Work is well under way at the end of Wakeman Street installing electric vehicle charging stations to support electric vehicles. • Prior to ANZAC day the site around the cenotaph was completed and the Alliance received great feedback regarding how the site looked and how the feature lighting added to the dawn parade. • A large pavement programme is booked for mid-May for all car parks to be fully re- instated.
Cenotaph ready for Dawn Parade.
Page 128 Meeting of Tararua District Council – 26 May 2021
Communications Team • The upgrade is nearing completion and works are expected to be completed in June 2021. Planning for an opening event for the community will be discussed at the next Project Team meeting on Friday, 14 May 2021. An update on this will be provided in the next report. Ongoing
▪ Weekly updates to email newsletter recipients
Upcoming
▪ Planning for an opening ceremony
Huarahi Tuhono - Weber to Wimbledon • The focus for project development for the month of April has largely been focused fully establishing the Project Management Team. • A local community member has been recruited to the Project Management Team. This appointment improves our ability to communicate with the residents and landowners. • Our site office has been established, thus allowing for improved site management. • There have been continuing efforts throughout the month to develop the social outcomes for the project, with meetings being held with key stakeholders as well as local organisations who can support the employment and training objectives. • Design work has slowed this month with our Project Engineer away. In the interim, the other design resource within the Alliance has been supporting the project. • Our Project Engineer now fully transferred over to the project from the TA’s Road Renewal Engineer role. This has allowed us to increase the geo-technical exploration work, with the testing of the local Angora Rd rock the priority. • Deferral of establishing the 2nd & 3rd work crews while we undertook future design and material testing continues to put pressure on the project with the completion of isolated improvements on Section 2 required by December 2021 to meet timelines. To respond to this there will be either increased resource onsite through winter, or increased resource onsite from October to December. • On 7th April a Contractors Information Session was held at Oringi, to provide a briefing of the project to local contractors. This was an open invite made via an advertisement in the Bush Telegraph and direct correspondence with existing Alliance contractors. The session had good attendance with 18 contractors attending. We are now working to further develop the Procurement Strategy in line with the social outcomes requirements.
Communications Team • The project, made possible with funding administered by the Provincial Development Unit (PDU), will invest $14.6m in badly needed safety and resilience upgrades on this vital 26km stretch of Route 52. Completed since previous report:
▪ 15 April: Core Team Meeting
▪ Website has been updated
Meeting of Tararua District Council – 26 May 2021 Page 129
▪ Contact cards for on-site staff
Upcoming:
▪ 20 May: Second meeting of the Project Committee
▪ Comms to all staff to ensure general awareness of project
▪ May: Project update
▪ Establish email newsletter
Aften Court Pensioner Housing • Project has been delayed due to final legal discussions over contract that ran into Christmas shutdown. • The contract has been signed. Building consent has been granted. Building to start as soon as possible. • Land use resource consent took longer than expected. • Procurement signoff has also taken extra time. Legal contract discussions between parties has taken over 2 months. This has resulted in a likely completion date of September 2021.
Libraries
Executive Summary In the first half of April, a series of showcases at each Library branch highlighted all things available at your local library. It was the perfect opportunity to introduce the Virtual Reality technology purchased through the New Zealand Libraries Partnership Programme. This technology will be available for people to experience on a regular basis from next month.
We conducted a stocktake and are currently working our way through the items missed by the RFID Wand. Once we have notified Kotui of all items that are on the shelf from that list, we will have a list of missing items to search for in every branch.
In the second half of April, the school holiday programme was run. This was aimed at the older primary school children as it was the opportunity to programme a Lego Mindstorm ‘puppy’. The Library Team created the puppy and the children who attended programmed it to sit, walk, bark, and more. 49 children from throughout the district took part in the programme. Next school term, there will be a Lego robotics programme after school in some of our branches.
The District Librarian received the results of our branding workshop. The team have been encouraged to provide feedback on the Philosophy – aka the Brief – and the first draft of our Library brand. We expect to have a design presented to us near the end of May. This work has been made possible through a grant from the New Zealand Libraries Partnership Programme.
Page 130 Meeting of Tararua District Council – 26 May 2021
School visits to Tararua District Library branches include Dannevirke High Schools’ Mead Centre, St Josephs, Eketahuna School, and Dannevirke South School.
Planning With the imminent change to a chequeless banking system, the Administration Librarian has been involved in ensuring our lost book refund process and petty cash process have been future-proofed.
National Simultaneous Storytelling Day takes place on the 19th of May this year. This occurs online after a successful virtual storytime last year. Planning is under way to include the Little Ears participants and the district’s schools in the event.
This year’s Children’s Winter Reading Programme planning is well under way. A response from the Eastern and Central Community Trust is expected by the end of June for funding of this programme. Meanwhile, the booklets and promotional material are being created.
With the end of the “Maths is Fun’ programme delivered in the Tararua District Library by Wairarapa and Tararua REAP, the Senior Librarian is looking for alternative suitable programmes to run in its place during the school holidays between Terms 3 and 4.
The Book Clubs of Dannevirke have approached the Dannevirke Library to host an author visit next month. Cynric Temple-Camp is a pathologist working at Palmerston North Hospital. He has agreed to visit one Thursday evening to give a talk about the “Potpourri of Death”. Planning is under way.
The Outreach Librarian and the Senior Librarian have been planning playgroup visits in conjunction with Tararua REAP for Term Two. This follows on from the successful visits in Term One by the Outreach Librarian and the team from Tararua REAP. It is an excellent opportunity for us to further those connections with Playgroups in the Dannevirke and Woodville areas.
The Marketing/Event/Promotion group within the Library Team is working on a Membership Drive and Meet the Team promotion for the month of May. The Membership Drive will include a prize draw for all new members that month. A Boarding Pass – to travel the world from Tararua District Library – will be advertised in the Bush Telegraph as well as available in all our branches. This will be used to enter the “traveller’s” details to go in the draw. The Meet the Team promotion will occur with posters in each branch and on our Facebook page.
The Senior Librarian is planning the after-school robotics clubs following on from the school holiday programme. This will include some more training for those team members who will be supervising the clubs.
Meeting of Tararua District Council – 26 May 2021 Page 131
Delivery
Library Events & Programmes
The library team enjoyed meeting community members who came to our showcases. We have had several new members and downloads of our Library App and the Epukapuka App as a result. One person at Woodville was delighted to find out we have the Ebsco Trusted information available through our website as she is currently studying extramurally. Through this database she will be able to access many serial articles she will need to complete her course. We had some very enthusiastic patrons who enjoyed the VR Technology. The opportunity to ‘travel’ to other parts of the world was appreciated. Seeing the Northern Lights, dancing with an alien, and the rollercoaster ride were some of the other experiences enjoyed by visitors.
The Senior Librarian spent some time travelling to our branches teaching other team members how to programme the Lego ‘Puppy’ in preparation for the school holiday programme. As expected, the children who attended were able to extend the programming and had the puppies performing all sorts of other moves. We are delighted there were a number who expressed their keenness to attend an after-school Robotics Club.
Page 132 Meeting of Tararua District Council – 26 May 2021
Statistics as at 31 March 2021 Please note: Last year’s statistics include the impact of Covid-19. Last year we were closed for the entire month of April. Our cumulative totals are beginning to reflect this with an upward trend this month.
Circulation - April YTD 100000 87461 90000 84416 80000
70000
60000 48534 50000 45707
40000
30000 20478 21676 20000 7634 7080 6519 6411 10000 4296 3542 0 Dannevirke Pahiatua Woodville Eketahuna e-Book District
2020/21 2019/20
14000 Active Users - April YTD 12814 12364 12000
10000
8000 6676 7026 6000
4000 3041 3206 1736 1699 2000 911 883
0 Dannevirke Pahiatua Woodville Eketahuna District
2020/21 2019/20
Meeting of Tararua District Council – 26 May 2021 Page 133
APNK Use (Sessions) - April YTD 45000 42268 40000 35000 30000 26296 25000 20000 14505 15000 10536 10429 9907 10000 6117 7427 5510 4133 5000 0 Dannevirke Pahiatua Woodville Eketahuna District
2020/21 2019/20
Pedestrians April YTD 100000 88583 90000 76432 80000 70000 60000 50000 35876 40000 31673 30041 30000 21959 20000 11384 11718 11416 10948 10000 0 Dannevirke Pahiatua Woodville Eketahuna District
2020/21 2019/20
Customer Services
• Customer Services are investigating how we can record First Response Resolution. A First Response Resolution is when Customer Services are able to help the customer in the first instance. We believe this is not only important for the customer experience, but also helps take pressure of the whole of Council. This saves resources by not putting a CRM through and/or taking up another department’s time.
Page 134 Meeting of Tararua District Council – 26 May 2021
• Customer Services has found Wastetrack a very handy tool. Wastetrack is a programme that is being used for the recycling trial. If a resident has not put out their recycling; a photo would be taken, and this instantly shows on Wastetrack. Customer Services is then able to explain why recycling has not been picked up. This is a great example of a First Response Resolution.
• We are currently looking at Customer Services Standards to be implemented for the whole organisation. This is a work in progress.
Meeting of Tararua District Council – 26 May 2021 Page 135
Strategy and Climate Change EV Charging Stations
The Pahiatua charging stations are now ready for installation with the Pahiatua Town Centre upgrade including new kerb and channelling, A/C footpath and road marking. ChargeNet New Zealand under agreement will act as Council’s retailer for the site of the two 50 kilowatt fast chargers. Provision has been made for future chargers and expansion for a bigger transformer in the future. Electric vehicle development in the world is now accelerating with lower cost of vehicles and increased mileage all now likely. This will speed up future adoption, so councils are going to be a key part of working with electricity companies to enable infrastructure to be developed.
The proposal to have an Eketahuna charging station is progressing. This is a Charge Net New Zealand investment and Council is facilitating its installation along with EECA, PowerCo and Scanpower. The business case for such investment is difficult when access to transformers and unallocated capacity in them mean that upgrades are required. We are hopeful that the business case is now stacking up for Eketahuna and may have an update in June.
Attachments
Nil.
Page 136 Meeting of Tararua District Council – 26 May 2021