Tararua District Council
Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Thursday 24 February 2011 commencing at 1.10pm.
1. Present
His Worship the Mayor – Mr R A Ellis, Crs W H Keltie (Deputy Mayor), W H Davidson, J B Dodunski, K R Fenemor, S A Hull, P A Johns, D A Roberts and C W Southgate.
In Attendance
Mr P Wimsett - Acting Chief Executive Mr R Taylor - Governance Manager Mr M Brown - Manager Environmental Services (until item 11.7.5) Mr G McGraw - Manager Asset Management Planning (for items 11.8 to 15) Mrs J Mitchell - Chief Financial Officer (for item 11.7) Mr E Bonny - Utilities Engineer (for items 11.8 to 15) Mr D Watson - Utilities Manager (for items 11.8 to 15) Ms K Barlow - Strategic Analyst (for item 11.1) Mr A Broom - Woodville Districts’ Vision Chairman (until item 11.9) Mr S Hardgrave - Infracon Chief Executive (for items 11.8 to 15) Mr P Clayton - TDC Holdings Limited Chairman (for item 7)
2. Council Prayer
2.1 The Council Prayer was given by His Worship the Mayor – Mr R A Ellis.
3. Apologies
3.1 That an apology be sustained from the Chief Executive – Mr B King for non- attendance at the meeting.
Crs Keltie/Davidson Carried
4. Notification of Items Not on the Agenda
4.1 Nil
5. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business
5.1 Nil
6. Personal Matters
6.1 The meeting stood in silence for one minute as a mark of respect to the victims of the Christchurch earthquake disaster.
6.2 The passing of Harry Liddington (a former Dannevirke Borough Council Mayor) was noted, and the Council’s condolences will be conveyed to his family.
7. TDC Holdings Limited Six Monthly Accounts
7.1 Peter Clayton (Chairman of TDC Holdings Limited) spoke on the changes that have occurred with regard to Infracon’s management and Board, and the decisions required from the Council concerning its future intentions for forestry.
Meeting of Council- 24 February 2011 Page 1
7.2 Reference was also made to the changes of TDC Holdings Limited directors, and their decision to propose that the Council be paid a dividend of $150,000 for the 2010/2011 financial year.
7.3 That the six monthly accounts of TDC Holdings Limited for the period ended 31 December 2010 (as tabled) be received.
Crs Roberts/Hull Carried
8. Confirmation of Minutes
8.1 That the minutes of the Council meeting held on 26 January 2011 (as circulated) be confirmed as a true and accurate record of that meeting.
Crs Southgate/Dodunski Carried
9. Any Matters Arising from the Minutes
9.1 Pahiatua Liquor Ban (Item 10.4.4)
9.1.1 The concerns expressed regarding the enforcement of the liquor ban in Pahiatua were followed up with the Police, and they have been invited to attend the next meeting of Pahiatua On Track to speak on this matter.
9.2 Roadside Mowing (Item 11.4.5)
9.2.1 Cr Hull acknowledged the good standard of the roadside mowing being undertaken in Pahiatua to address the excessive grass growth that is occurring.
9.3 Pahiatua Water Supply Bore (Item 11.4.8)
9.3.1 All of the Pahiatua bore easement agreements have now been signed, and work will shortly commence on laying the pipeline and connecting the new bore to the system.
9.4 Dangerous Building – 3 Haswell Street, Eketahuna (Item 11.8)
9.4.1 There has been one tentative expression of interest received regarding the option to purchase this property.
9.5 Changes to Council Meeting Dates (Item 13.1)
9.5.1 Cr Davidson requested that in the future if circumstances require the date of a Council meeting to be changed, then the meeting be transferred to the following Wednesday (rather than being held on a different day of the week from the usual scheduled day).
10. Community Boards and Community Committees Reports
10.1 Eketahuna Community Board
10.1.1 That the report of the Eketahuna Community Board meeting held on 4 February 2011 (as circulated) be received.
Crs Southgate/Dodunski Carried
10.2 Dannevirke Community Board
10.2.1 That the report of the Dannevirke Community Board meeting held on 7 February 2011 (as circulated) be received.
Crs Southgate/Dodunski Carried
Meeting of Council- 24 February 2011 Page 2
10.2.2 Carols in the Park Community Event
10.2.2.1 It was noted that the advertisements for this event did not include details of the alternative venue if the weather was wet, and this had caused some confusion as the event was subsequently transferred to the Town Hall.
10.2.3 NZ National Horse and Pony Show Association Inc. Committee
10.2.3.1 Thanks were expressed from the Horse and Pony Show Association Committee for the Council’s hospitality concerning this event, and indicating the probability that it will again be held in Dannevirke next year.
10.3 Woodville Districts’ Vision
10.3.1 That the report of the Woodville Districts’ Vision meeting held on 2 February 2011 (as circulated) be received.
Crs Southgate/Dodunski Carried
10.3.2 Railway Crossing on the State Highway at Woodville
10.3.2.1 A request has been sent to KiwiRail to improve the surface of this railway crossing through installing rubberised mats.
10.3.3 Woodville Town Centre Street Upgrade
10.3.3.1 Cr Johns outlined the meetings held at the request of Woodville retailers to discuss this matter, with their suggestions and issues being referred for comment to the Upgrade Committee.
10.3.3.2 It was emphasised that no further discussions, meetings or consultation with any individuals or groups would occur following these meetings, and any changes proposed to the upgrade plan are to be determined by the Council.
10.3.4 Woodville Water Supply
10.3.4.1 Allan Broom (Chairman of Woodville Districts’ Vision) spoke on the appalling taste and odour of the Woodville Water Supply, and he urged the Council to proceed with upgrading the treatment of the water supply including the installation of a clarifier.
10.4 Pahiatua On Track
10.4.1 That the report of the Pahiatua On Track meeting held on 2 February 2011 (as circulated) be received.
Crs Southgate/Dodunski Carried
11. Reports
11.1 Statement of Service Performance Measures
11.1.1 That the report from the Strategic Analyst dated 16 February 2011 concerning the six monthly update on the non-financial Statement of Service Performance Measures for the 2010/2011 financial year (as circulated) be received and noted.
Crs Hull/Keltie Carried
Meeting of Council- 24 February 2011 Page 3 11.2 Proposed Registration of Council Properties
11.2.1 That the report from the Manager Environmental Services dated 16 February 2011 concerning the New Zealand Historic Places Trust proposal to register various Council properties (as circulated) be received, and
That the Council advise the New Zealand Historic Places Trust that it supports the proposed registrations of the following Council properties:
Category I Pahiatua Town Bridge
Category II Pahiatua County Council Chambers Sedcole Flagpole, Pahiatua Kenneth Anderson Bayne Memorial, Pahiatua Kaitawa Bridge Museum (former School), Eketahuna Grandstand, Eketahuna
Crs Johns/Hull Carried
11.3 New Zealand Planning Institute Annual Conference
11.3.1 That the report from the Manager Environmental Services dated 1 February 2011 concerning the New Zealand Planning Institute Annual Conference (as circulated) be received, and
That the Council not send an elected member delegate to attend this conference.
Crs Keltie/Johns Carried
11.4 Triennial Agreement for the Manawatu-Wanganui Region
11.4.1 That the report from the Chief Executive dated 15 February 2011 concerning the Triennial Agreement for the Manawatu-Wanganui Region (as circulated) be received, and
That the Council approves the draft Triennial Agreement for the Manawatu- Wanganui Region for signing as appropriate by the Mayor on behalf of the Tararua District Council.
Crs Fenemor/Dodunski Carried
11.5 Council Lease Pro-forma Documents
11.5.1 That the report from the Chief Executive dated 16 February 2011 concerning new pro-forma Council lease documents (as circulated) be received, and
That the Council approves the use and modification of the appropriate three draft lease templates prepared by Dorrington Poole of 25 January 2011, in leases that are granted under delegated authority for lands managed or owned by the Council.
Crs Johns/Keltie Carried
11.6 Staff Report (brought forward on the agenda)
Meeting of Council- 24 February 2011 Page 4 11.6.1 Rating Review
11.6.1.1 It is intended that discussions will be held at the forthcoming Draft Annual Plan workshops to progress this matter.
11.6.2 Personnel
11.6.2.1 It was noted that the Communications and Marketing Manager’s position interviews will shortly be held, and that resignations had been received from the Chief Financial Officer and the Strategic Analyst.
11.6.3 Road Maintenance Contract
11.6.3.1 The Roading Liaison Manager has been requested to follow up concerns regarding metal being put on Coast Road before it was graded.
11.6.4 Huxley Street Drain
11.6.4.1 The Mayor and Cr Hull are following up concerns regarding overgrown vegetation and the maintenance of the Huxley Street open drain.
11.6.5 State Highway Classification Consultation Document
11.6.5.1 A submission has been made to this consultation document, with it being noted that the Saddle Road is identified for use by overweight or over-dimension vehicles as the Manawatu Gorge has been deemed not suitable for this purpose.
11.6.6 Woodville Water
11.6.6.1 It was suggested that the Council consider purchasing a stand-by stainless steel water tank for future use in such circumstances as occurred in Woodville.
11.6.6.2 The plastic water tank that was made available to Woodville residents to fill their own drinking-water containers had provided water that tasted of plastic.
11.6.7 University Holiday Students
11.6.7.1 The work undertaken by the university students during their summer holidays was acknowledged.
11.6.8 Dannevirke Sports Centre Netball Courts
11.6.8.1 Cr Fenemor requested clarification on the intentions concerning the resealing of the Sports Centre netball courts one and two, and the additional costs to Flexipave this area as proposed by the Tennis Club.
11.6.9 Recycling
11.6.9.1 Problems continue to occur with overflowing recycle bins, and further community education is required to address this unsatisfactory situation.
11.6.10 Pahiatua Temporary Transfer Station
11.6.10.1 Investigations are continuing to resolve the complaints regarding the smell of the Pahiatua temporary transfer station.
11.6.11 Assistance for Palmerston North Call Centre
Meeting of Council- 24 February 2011 Page 5 11.6.11.1 The Manawatu-Wanganui Group Emergency Coordination Centre has been activated and requires call takers for the Palmerston North Call Centre.
11.6.11.2 Council staff have offered to provide assistance as the Palmerston North City Council Call Centre is receiving missing persons calls in respect of the Christchurch earthquake disaster.
11.6.12 Rugby World Cup
11.6.12.1 It was noted that an accommodation database is available to search for vacancies within the Rugby World Cup timeframe, and that Tararua listings will be combined with the Greater Wellington region.
11.6.12.2 That the staff report from the Chief Executive dated 16 February 2011 concerning an update on key projects and items of interest to the Council (as circulated) be received.
Crs Fenemor/Southgate Carried
11.7 Financial Reports (brought forward on the agenda)
11.7.1 The Chief Financial Officer gave a verbal overview of the Council’s financial position and variances to budget as at the halfway point of this financial year.
11.7.2 An update was tabled from Asia Pacific Risk Management regarding the implications of the Christchurch earthquake to the New Zealand economy.
11.7.3 It was suggested that the Council’s internal interest rate of 6% is too high given the current market rates for borrowing, and this should be reviewed to reduce this cost to ratepayers.
11.7.4 That the report from the Chief Financial Officer dated 21 February 2011 concerning various financial mattes for the six months ended 31 December 2010 (as circulated) be received.
Crs Southgate/Fenemor Carried
11.7.5 The meeting was adjourned at 2.50pm for a recess, and it then resumed at 3.10pm.
11.8 Woodville Water Supply Treatment Options
11.8.1 A visual presentation was made concerning the Woodville Water Supply taste and odour problems and proposed options to rectify this situation.
11.8.2 An opinion was tabled from Audit New Zealand advising that the proposed water development projects for Woodville and Dannevirke are not considered to require an amendment to the 2009/2019 Long Term Council Community Plan, but rather these projects were viewed as being a variation of the Council’s intentions.
11.8.3 That the report from the Manager Asset Management Planning dated 17 February 2011 concerning options for improving the treatment of the Woodville Water Supply (as circulated) be received, and
That the Council approves the following work be undertaken to upgrade the Woodville Water Supply to achieve a “C” grade standard:
Stage 1 Power Activated Carbon Dosing Unit and UV $118,000
Stage 2 Clarification through a Lamella clarifier $155,000
Meeting of Council- 24 February 2011 Page 6 Stage 3 Sand Gravity Filter $190,000
Provisional sum for valves and control to integrate into the present system $ 50,000
Total $513,000
And that Stages 1 and 2 be completed together, with the funding for the above expenditure being provided as follows:
Stages 1 and 2 from the provisions as included within the 2009/2019 Long Term Council Community Plan.
Stage 3 from the depreciation reserve.
Crs Johns/Hull Carried
11.8.4 That the Council’s Chief Executive report back on the original supply agreements that exist with all of the farms on the raw water lines, and the discussions with these farm owners on alternative supply options to ensure compliance with the consents and backflow prevention that will be installed if they remain connected.
Crs Davidson/Fenemor Carried
11.9 Hydrant Flushing and Water Meter Reading Changes
11.9.1 That the report from the Manager Asset Management Planning dated 14 February 2011 concerning hydrant flushing and the reading of water meters (as circulated) be received, and
That this report be accepted as an update on the management of water meters and water quality in the pipe-work through a proactive flushing programme.
Crs Davidson/Dodunski Carried
12. Portfolio Reports
12.1 Nil
13. Items Not On The Agenda
13.1 Nil
14. Public Excluded Item of Business – Payment of Compensation for the Dannevirke Impounded Water Supply Site and the Award of the Construction Contract
14.1 That the public be excluded from the following parts of the proceedings of this meeting, namely to consider the payment of compensation for the Dannevirke Impounded Water Supply site and the award of the construction contract.
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
General subject of Reason for passing Grounds under each matter to be this resolution in Section 48 (1) for considered relation to each the passing of this
Meeting of Council- 24 February 2011 Page 7 matter resolution
Payment of To protect information Section (1) (a) (i) compensation for the regarding the Dannevirke Impounded negotiations carried out Water Supply site and and of a commercially the award of the sensitive nature construction contract
This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act 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:
a) Maintain the effective conduct of public affairs through the free and frank expression of opinions by or between or to members or officers or employees of any local authority, in the course of their duty.
b) Enable the local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).
c) Enable the local authority holding the information to carry out, without prejudice or disadvantage, commercial activities.
Crs Fenemor/Keltie Carried
14.2 Cr Roberts declared an interest in this item of business, and he abstained from the discussions and voting on the motions concerning this matter.
14.4 That open meeting be resumed.
Crs Dodunski/Southgate Carried
14.5 That the following decisions taken in public excluded business be confirmed in open meeting:
That the Council approves the signing of the Sale and Purchase Agreement under seal for the land required relating to the Trotter property and the site of the Dannevirke Impounded Supply, and that includes the payment of compensation and an exchange of land presently owned by the Council, and
That the Council approves an award of the construction contract for the dam and required physical works as per the price schedule received from Infracon signed on 15 February 2011, and
That the Council’s Chief Executive be granted authority to execute contracts for completing the required works within a total budget provision of $1.6 million, with the funding for this expenditure to be provided from loans.
Crs Dodunski/Southgate Carried
15. Mayoral Matters
15.1 Scandinavian Festival Morning Tea
Meeting of Council- 24 February 2011 Page 8 15.1.1 The Mayor reminded councillors of the morning tea for the Scandinavian Festival to be held tomorrow at 10.30am in the Council Chamber.
15.2 Acknowledgement of Bob Trotter’s Service to Infracon
15.2.1 A barbecue will be held on Friday 11 March 2011 at 6.00pm to acknowledge Bob Trotter’s service as a director and chairman of Infracon.
15.3 Local Government New Zealand Training Workshops
15.3.1 An invitation was extended to councillors to consider attending any appropriate training workshops arranged by Local Government New Zealand.
15.4 Christchurch Earthquake Escape Accommodation
15.4.1 Temporary accommodation is being made available in the Tararua District to provide some respite for victims to escape the Christchurch earthquake disaster.
15.5 Infracon Bus Tour
15.5.1 An invitation was extended to councillors to attend a bus tour of Infracon’s facilities on Wednesday 16 March 2011 at a time to be advised.
15.5.2 Councillors from Central Hawke’s Bay District Council and Tamatea Limited directors have also been invited to attend this bus tour.
15.6 Draft Annual Plan Workshop
15.6.1 A workshop will be held on Wednesday 2 March 2011 at 10.00am to commence the discussions on the consultation proposal for the Draft Annual Plan 2011/2012.
There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 4.55pm.
MAYOR
Meeting of Council- 24 February 2011 Page 9