Council Agenda (Cut Off Date - 8Th November) for the Council Meeting to Be Held on 22Nd November 2018

COUNCIL

AGENDA

Meeting to be held

THURSDAY 22 NOVEMBER 2018 8.30AM

In the Manawatū District Council Chambers, 135 Manchester Street, Feilding

Dr Richard Templer Chief Executive MEMBERSHIP

Chairperson

Her Worship the Mayor, Helen Worboys

Deputy Chairperson

Deputy Mayor, Michael Ford

Members

Councillor Steve Bielski Councillor Stuart Campbell Councillor Barbara Cameron Councillor Shane Casey Councillor Hilary Humphrey Councillor Phil Marsh Councillor Andrew Quarrie Councillor Alison Short Councillor Howard Voss

2 ORDER OF BUSINESS

PAGE 1. MEETING OPENING

Jocelyn Stephens of the Lifepoint Church will open the meeting in prayer

2. APOLOGIES

3. REQUESTS FOR LEAVE OF ABSENCE

There were no requests for leave of absence.

4. CONFIRMATION OF MINU TES 7

Draft resolution

That the minutes of the Council meeting held 18 October 2018 be adopted as a true and correct record.

5. DECLARATIONS OF INTE REST

Notification from elected members of: 5.1 Any interests that may create a conflict with their role as an elected member relating to the items of business for this meeting; and 5.2 Any interests in items in which they have a direct or indirect pecuniary interest as provided for in the Local Authorities (Members’ Interests) Act 1968 6. PUBLIC FORUM

6.1 FEILDING HIGH SCHOOL U15 COLTS RUGBY TEAM Representative Grant recipient to compete in the Hurricanes under 15’s tournament held in Lower Hutt from 5 to 8 September 2018. 6.2 FEILDING HIGH SCHOOL GIRLS’ HOCKEY TEAM Recipient of a Representative Grant to compete for the Jenny Hair Cup at the National Secondary School Girls Tier 3 Hockey Tournament held in Masterton from 3 to 7 September 2018. 6.3 RILEY TUNNICLIFFE AND GEORGIE SIMPSON Recipient of a Representative Grant to compete at the New Zealand Schools Cycling Championships held in Christchurch from 29 September to 1 October 2018. 6.4 BRYCE HIRSCHBERG Recipient of a Representative Grant to represent New Zealand at the ITU World Triathlon Grand Finals held in the Gold Coast, Australia from 12 to 16 September 2018.

3 PAGE 6.5 BAILEY JEFFERY Recipient of a Representative Grant to represent New Zealand at the ITF Taekwon-Do World Cup held in Sydney, Australia from 25 to 29 September 2018. 7. HEARING OF SUBMISSIONS – EASTER TRADING POLICY 13

Report of the General Manager – Community and Strategy dated 8 November 2018 presenting submissions and hearing schedule. 8. PRESENTATIONS

There are no presentations scheduled for this meeting. 9. NOTIFICATION OF LATE ITEMS

Where an item is not on the agenda for a meeting, that item may be dealt with at that meeting if: 9.1 The Council by resolution so decides; and 9.2 The Chairperson explains at the meeting at a time when it is open to the public the reason why the item is not on the agenda, and the reason why the discussion of the item cannot be delayed until a subsequent meeting. 10. RECOMMENDATIONS FROM COMMITTEES

10.1 AUDIT AND RISK COMMITTEE – FIRST QUARTER REPORT 17

Report of the General Manager – Corporate and Regulatory dated 9 November 2018 11. MINUTES OTHER COMMITTEES – FOR INFORMATION

11.1 AUDIT AND RISK COMMITTEE 36

Draft minutes of meeting held 9 November 2018. 11.2 COMMUNITY FUNDING COMMITTEE 41

Draft minutes of meeting held 13 November 2018.

12. OFFICER REPORTS

12.1 BUNNYTHORPE PUBLIC HALL SOCIETY INC – REQUEST TO UPLIFT 43 FUNDING

Report of the General Manager – Community and Strategy dated 30 October 2018. Members of the Bunnythorpe Public Hall Society will be in attendance to speak to their request.

4 PAGE 12.2 2017-18 PARTNERSHIP FUND ACCOUNTABILITY REPORT – FEILDING 55 AND DISTRICT PROMOTION INC

Report of the General Manager – Community and Strategy dated 23 October 2018. Representatives from Feilding and District Promotion Inc will be in attendance to speak to their report. 12.3 ANNUAL PLAN 2019-20 – CONSULTATION DECISION 88

Report of the General Manager – Community and Strategy dated 6 November 2018. 12.4 CHANGE IN REPRESENTATIVE – NGA MANU TAIKO MANAWATU 97 DISTRICT COUNCIL

Report of the General Manager – Community and Strategy dated 6 November 2018. 12.5 MINUTES FROM COMMUNITY COMMITTEES 100

Report of the General Manager – Community and Strategy dated 25 October 2018. 12.6 DELEGATION OF AUTHORITY - UPDATES 133

Report of the General Manager – Corporate and Regulatory dated 26 October 2018. 12.7 CONTRACT MC1098 AWAHURI-FEILDING ROAD SAFETY 138 IMPROVEMENTS -STAGE 2 - KAWAKAWA BLOCK

Report of the General Manager – Infrastructure dated 8 November 2018. 13. CONSIDERATION OF LATE ITEMS

14. PUBLIC EXCLUDED BUSINESS

COUNCIL TO RESOLVE: That the public be excluded from the following parts of the proceedings of this meeting, namely: a) Awahuri Forest-Kitchener Park Trust – Trustee Vacancies b) Sanson Town Belt c) Sale of Segregation Strip – 13 Monmouth Street d) Northfeild Rise Link Strip

That 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:

5 General subject of each Reason for passing this Grounds under Section matter to be considered resolution in relation to 48(1) for the passing of this each matter resolution a) Awahuri Forest - Section 7(2)(a) – to protect Section 48(1)(a) - the public Kitchener Park Trust – the privacy of natural conduct of the relevant part Trustee Vacancies persons, including that of of the proceedings would deceased natural persons. be likely to result in a disclosure of information for which good reason for withholding that information would exist, under Section 7 of the Local Government Official Information and Meetings Act 1987. b) Sanson Town Belt Section 7(2)(h) - enable any As above local authority holding the information to carry out, without prejudice or disadvantage, commercial activities.

c) Sale of Segregation As above As above Strip – 13 Monmouth Street d) Northfeild Rise Link As above As above Strip

This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interests protected by Section 6 or Section 7 of the Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as specified above.

15. MEETING CLOSURE

6 MINUTES MEETING TIME COUNCIL THURSDAY 18 OCTOBER 2018 8.31AM

Minutes of a meeting of the Council held on Thursday 18 October 2018, commencing at 8.31am in the Manawatū District Council Chambers, 135 Manchester Street, Feilding.

PRESENT: Mayor Helen Worboys (Chairperson) Cr Steve Bielski Cr Barbara Cameron Cr Stuart Campbell Cr Shane Casey Cr Michael Ford Cr Hilary Humphrey Cr Phil Marsh Cr Andrew Quarrie Cr Alison Short Cr Howard Voss

IN ATTENDANCE: Clint Ramoo (Audit New Zealand) Chris Webby (Audit New Zealand)

Richard Templer (Chief Executive) Shayne Harris (General Manager – Corporate and Regulatory) Brent Limmer (General Manager – Community and Strategy) Frances Smorti (General Manager – People and Culture) Hamish Waugh (General Manager – Infrastructure) Rebecca Bell (Strategy Manager) Janine Hawthorn (Community Development Adviser) Michael Hawker (Project Delivery Manager) Paul Stein (Communications Manager) Colleen Morris (Chief Financial Officer) Mathew Bayliss (Community Facilities Manager) Lorraine Thompson (Executive Assistant – Chief Executive) Ross Wheeler (Strategic Accountant) Carl Johnstone (Parks and Property Team Leader ) Nichole Ganley (Governance Support Officer) Allie Dunn (Governance Team Leader)

MDC 18/576 MEETING OPENING

Rance Stuart of the Salvation Army opened the meeting in prayer.

MDC 18/577 APOLOGIES

There were no apologies.

MDC 18/578 REQUESTS FOR LEAVE OF ABSENCE

There were no requests for leave of absence.

7 MINUTES MEETING TIME COUNCIL THURSDAY 18 OCTOBER 2018 8.31AM

MDC 18/579 CONFIRMATION OF MINUTES

RESOLVED

That the minutes of the Council meeting held 20 September 2018 and the extraordinary Council meeting held 4 October 2018 be adopted as a true and correct record.

Moved by: Councillor Michael Ford

Seconded by: Councillor Howard Voss

CARRIED

MDC 18/580 DECLARATIONS OF INTEREST

There were no declarations of interest.

MDC 18/581 PUBLIC FORUM - MATTHEW OKE

Matthew Oke, a representative grant recipient, thanked Council for its support towards costs associated with representing New Zealand at the Canoe Polo World Championships held in Welland, Canada from 31 July to 5 August 2018, presented to Council. He showed a powerpoint presentation with images from the trip and spoke about his team’s involvement in games leading up to the championship, which included travelling to Germany and Amsterdam as well as Canada. Overall their team secured fifth spot in the World Championships.

MDC 18/582 PUBLIC FORUM - MILTON PEDLEY

Mr Pedley spoke about public relations, seeking answers to four questions regarding a confidentiality agreement, the source of the estimated population figures used in the recent representation review, any record held by Council as to the reasonableness or otherwise of himself and his wife, and the grounds used by the Council to seek legal advice to withhold information from files relating to himself and his wife.

MDC 18/583 PRESENTATIONS

There were no presentations scheduled for this meeting.

MDC 18/584 NOTIFICATION OF LATE ITEMS - ADOPTION OF ANNUAL REPORT 2018

RESOLVED

That the Council consider as an item of extraordinary business the item “Adoption of Annual Report 2018”.

The purpose of the item is to adopt the Annual Report for the year ending 30 June 2018.

The item cannot be delayed to a subsequent meeting due to the statutory requirement to adopt the Annual Report prior to 31 October 2018.

8 MINUTES MEETING TIME COUNCIL THURSDAY 18 OCTOBER 2018 8.31AM

Moved by: Her Worship the Mayor

Seconded by: Councillor Michael Ford

CARRIED

MDC 18/585 CHANGE TO ORDER OF BUSINESS

RESOLVED

That the item “Adoption of Annual Report for the year ending 30 June 2018” be taken as the next item of business.

Moved by: Councillor Barbara Cameron

Seconded by: Councillor Alison Short

CARRIED

MDC 18/586 CONSIDERATION OF LATE ITEM – ADOPTION OF THE ANNUAL REPORT 2018

Report of the General Manager – Corporate and Regulatory dated 16 October 2018 seeking adoption of the Annual Report for the year ending 30 June 2018. Clint Ramoo and Chris Webby, of Audit New Zealand, were in attendance. They spoke about the key significant audit risks, including the annual valuation of infrastructure assets and management override for journals. They also spoke about their recommendation to ensure that in the IT environment, there were controls around new staff coming in to the organisation and staff leaving regarding their access to the Council’s systems. Also around testing disaster recovery and business continuity systems. They spoke about performance reporting and noted that with regard to water quality, Council had included in its reporting that it would be challenging some of the results.

Clint Ramoo asked three questions:

1. Whether Council or management were aware of any significant items that required disclosing that should be included in the balance sheet;

2. Whether Council or management were aware of any legislative breaches;

3. The process through which Council receives assurance that the risk of fraud was being mitigated.

In response to questions 1 and 2, the Chief Executive responded that he was not aware of any items requiring disclosure, nor any legislative breaches.

In response to question 3, the Chief Executive and Council responded that through internal controls, external and internal audit they had assurance that the risk of fraud was being mitigated. The Chief Executive noted that the internal audit programme included reviewing any possible fraud risks for the Council to be completed by 30 June 2019. The Council also had an Audit and Risk Committee, and relevant policies for Sensitive Expenditure and Fraud.

9 MINUTES MEETING TIME COUNCIL THURSDAY 18 OCTOBER 2018 8.31AM

Clint Ramoo advised that on receipt of the signed letter of representation and set of accounts that Audit New Zealand would be issuing an unqualified and unmodified audit opinion. He noted that Audit New Zealand would be presenting their finalised report to the Audit and Risk Committee.

The Chief Executive acknowledged the work conducted by the Audit New Zealand team on the Long Term Plan audit as well as the Annual Report audit, noting the advice Council received has helped Council improve its processes.

RESOLVED

That the Council adopts the Annual Report for the year ending 30 June 2018.

Moved by: Her Worship the Mayor

Seconded by: Councillor Phil Marsh

CARRIED

MDC 18/587 RECOMMENDATIONS FROM COMMITTEES - COMMUNITY FUNDING COMMITTEE RE EVENT FUNDING

Report of the General Manager – Corporate and Regulatory dated 11 October 2018 presenting a recommendation of the Community Funding Committee meeting held 9 October 2018 regarding an Event Fund application received from the Kimbolton Arts and Sculpture Trust for financial assistance towards the costs associated with holding the 2019 Kimbolton Sculpture Festival being held on 6 April 2019.

The meeting adjourned at 9.30am for the Shake Out drill and reconvened at 9.31am

RESOLVED

That the Council approves an Event Fund grant of $15,000, to come from the Major Events Fund, to the Kimbolton Arts and Sculpture Trust for financial assistance towards the marketing of the 2019 Kimbolton Sculpture Festival being held on 6 April 2019.

Moved by: Councillor Steve Bielski

Seconded by: Councillor Hilary Humphrey

CARRIED

MDC 18/588 MINUTES OTHER COMMITTEES – FOR INFORMATION

The draft minutes of the Community Funding Committee meeting held 9 October 2018 and the Ngā Manu Tāiko Manawatū District Council meeting held 9 October 2018 were circulated for information.

10 MINUTES MEETING TIME COUNCIL THURSDAY 18 OCTOBER 2018 8.31AM

MDC 18/589 APPOINTMENT OF COMMISSIONER AND MEMBERS TO DISTRICT LICENSING COMMITTEE

Report of the General Manager – Corporate and Regulatory dated 1 October 2018 consider reappointment of the Manawatū District Licensing Committee’s Commissioner and members. The meeting discussed the need to appoint new members in the future to ensure continuity, and also suggested inviting the Commissioner to speak to Council about how the committee operated.

Councillor Barbara Cameron declared an interest and did not vote.

RESOLVED

That the Council re-appoints Rod Titcombe as Commissioner to the District Licensing Committee for a period of five years to 18 October 2023.

That the Council re-appoints Councillor Barbara Cameron, Clive Asplin, John Baxter and Jo Heslop as members of the District Licensing Committee for a period of five years to 18 October 2023.

Moved by: Councillor Alison Short

Seconded by: Councillor Howard Voss

CARRIED

MDC 18/590 PROPOSED ROAD STOPPING – POHANGINA ROAD

Report of the General Manager – Corporate and Regulatory dated 14 August 2018 purpose of this report is to seek approval to proceed with the road stopping of sections of road along Pohangina Road under the Public Works Act 1981.

RESOLVED

That the Council approve the road stopping of sections of road along Pohangina Road under the Public Works Act 1981.

Moved by: Councillor Michael Ford

Seconded by: Councillor Steve Bielski

CARRIED

MDC 18/591 MINUTES FROM COMMUNITY COMMITTEES AND MANAWATU YOUTH AMBASSADORS

Report of the General Manager – Community and Strategy dated 2 October 2018 presenting minutes from recent meetings of Community Committees and the Manawatū Youth Ambassadors for information.

11 MINUTES MEETING TIME COUNCIL THURSDAY 18 OCTOBER 2018 8.31AM

RESOLVED

That the Council receives the minutes of the Community Committees and the Manawatū Youth Ambassadors meetings.

Moved by: Councillor Phil Marsh

Seconded by: Councillor Shane Casey

CARRIED

MDC 18/592 MEETING CLOSURE

Her Worship the Mayor declared the meeting closed at 10.14am.

Approved and adopted as a true and correct record:

CHAIRPERSON DATE

Council

Meeting of 22 November 2018

Business Unit: Community and Strategy Date Created: 08 November 2018

Hearing of Submissions - Draft Easter Sunday Trading Policy

Purpose

The purpose of this report is to provide the Council with a copy of the submissions received in relation to the draft Easter Sunday Trading Policy.

The purpose of the Hearing is to enable those submitters who wish to be heard to present their views and to verbally interact with members of the Council, as required by Section 83(1)(d) of the Local Government Act 2002.

Significance of Decision

The Council’s Significance and Engagement Policy is triggered by matters discussed in this report.

Council is required to consult on the proposed policy using the Special Consultative Procedure outlined in section 83 of the Local Government Act 2002.

Recommendations

This report is for information only – no recommendations are required.

Report prepared by: Rebecca Bell Strategy Manager

Approved for submission by: Brent Limmer General Manager - Community and Strategy

1 Contribution to the Council Vision and Council Outcomes

1.1 Relationship to the Council Outcomes that underpin the Council’s Vision:

Connected, vibrant and thriving Manawatū District – the best lifestyle in New Zealand

Manawatū District Manawatū Manawatū District Manawatū District is Manawatū Manawatū District protects the natural District attracts develops a broad connected via quality District’s built Council is a environment through and retains economic base infrastructure, environment is customer-focussed stewardship of the residents and from its solid services and safe, resilient and efficient District’s natural and businesses. foundation in the technology. and attractive. organisation. physical resources. primary sector.



2 Background

2.1 The Shop Trading Hours Act 1990 says that shops must stay closed for business on Easter Sunday (exceptions to that rule are garden centres, dairies, service stations, souvenir shops and the like).

2.2 The Act was amended in 2016 to allow councils to decide whether retailers in their districts may open on Easter Sunday. In order for local shops to be allowed to open on Easter Sunday, Council must have a policy which permits it.

3 Discussion and Options considered

3.1 Council adopted a draft Easter Sunday Trading Policy for public consultation at its meeting held 20 September 2018,.

3.2 The consultation period went from 21 September-23 October 2018, with a total of 148 submissions being received. Of these submissions, 61 were in favour (24 of whom made comments) and 87 were against (59 of whom made comments).

3.3 A copy of all submissions received, and a schedule for hearing from those submitters who wish to speak, is attached.

4 Operational Implications

4.1 There are no operational implications associated with this matter.

5 Financial implications

5.1 There are no financial implications associated with this matter.

6 Statutory Requirements

6.1 The statutory requirements that relate to this report are: a) Shop Trading Hours Act 1990 Part 1 – Restricted Trading Days, and Part 2 – Trading on Easter Sunday Part 2 – Trading on Easter Sunday b) Local Government Act 2002

Section 83 – Special Consultative Procedure

7 Delegations

7.1 The Shop Trading Hours Act 1990 part 1, section 5D(1) states that the responsibility for creating (or amending, revoking or replacing) an Easter Sunday Trading Policy lies with the Territorial Authority and that it may not delegate this responsibility to any other committee.

8 Consultation

8.1 According to part 1, section 5B(1)(a) of the Act, Council must use the Special Consultative Procedure (Local Government Act 2002, section 83) when adopting a Easter Sunday Trading Policy. In order to fulfil the requirements of the Special Consultative Procedure staff have used the following methods to seek community feedback to the proposal to adopt a policy: a) Have Your Say website b) Facebook c) Newspaper advertisement d) Letters to identified stakeholders e) Hard copies of consultation material at the Council’s service desk as well as at the Feilding Farmers’ Market f) Staff and Councillors available for questions and discussion at the Farmers’ Market on 12 October

8.2 Deliberations on the feedback from the community will be held at the Strategic Planning and Policy Committee meeting on 6 December 2018. The final decision on the Easter Sunday Trading Policy will be made at the Council meeting scheduled for 20 December 2018.

9 Cultural Considerations

9.1 Because the issue of shop trading on Easter Sunday was likely to be of interest to the Christian churches of the district, a letter was sent to each of the churches in the district informing them of Council’s proposal and seeking their feedback.

9.2 While there was expected to be no cultural impact on local Iwi, a report was taken to Ngā Manu Tāiko on 9 October 2018 to inform the committee of Council’s proposal and seek their feedback.

10 Conclusion

10.1 The default position of the Shop Trading Hours Act 1990 is that shops must not trade on Easter Sunday. If Council wishes to allow retailers to trade on this day, it must have a policy which states this. Such a policy cannot compel shop owners to trade on this day, it simply allows them to choose for themselves. Likewise, the Act expressly states that employees may choose whether or not they would like to work on that day and they cannot be compelled to do so by their employer.

10.2 The Special Consultative Procedure must be used when creating an Easter Sunday Trading Policy. This consultation process ensure that the community can have their say on whether or not shop owners should be able to choose to be open or closed for trading on Easter Sunday.

10.3 The purpose of the Hearing is to enable those submitters that wish to be heard to present their views and to verbally interact with members of the Council, as required by Section 83(1)(d) of the Local Government Act 2002.

11 Attachments

 Hearings Schedule and submissions on the draft Easter Sunday Trading Policy 2018 (appended separately)

Council

Meeting of 22 November 2018

Business Unit: Corporate and Regulatory Date Created: 9 November 2018

Recommendation from Audit and Risk Committee - First Quarter Report to 30 September 2018

Purpose

To present recommendations of the Audit and Risk Committee meeting held 9 November 2018 regarding the first quarter report to 30 September 2018.

Significance of Decision

The Council’s Significance and Engagement policy is not triggered by matters discussed in this report.

Recommendations

1. That the Council receives the First Quarter Report and the Capital Expenditure Report for the period ended 30 September 2018.

Report prepared by: Allie Dunn Governance Team Leader

Approved for submission by: Shayne Harris General Manager - Corporate and Regulatory

17 Key Indicators For the period ended 30 September 2018

Capital Expenditure Loans Raised (excluding refinancing loans) Total External Debt

$7.0m $16.8m $38.4m $25.2m $8.4m $3.5m $10.4m $19.2m $57.6m $62.6m $4.8m

$1.0m

$0.0m $0.0m $13.9m $33.6m $0.0m $76.8m

Key Performance Indicators

Community 10 4 Facilities District 1 3 Development Emergency 1 Total Operating Revenue Total Operating Expenses Management

(excluding rates) Regulatory 12 5 1 $6.5m $25.1m Governance and 1 1 Strategy $3.2m $9.7m $13.8m $41.4m $13.4m Roading 4 3

Solid Waste 4

Stormwater 4 1

$0.0m $12.9m $0.0m $49.9m Wastewater 6

Water Supply 7 1 1

Total Council 49 19 2

0% 25% 50% 75% 100% Key Annual Plan YTD Budget Actual - On Track Actual - Needs Monitoring Actual - Not achieving

18 Page 1 of 15 Overall Council Summaries For the period ended 30 September 2018

Operating Revenue - by activity Operating Revenue - by type

12 25

10 $ millions

$ $ millions 20

8 15

6 10

4 5 2

0 0 General Targeted Interest Subsidies Fees and Other Community District Emergency Regulatory Governance Roading Solid Waste Stormwater Wastewater Water Supply Support rates rates and and charges revenue Facilities Development Management and Strategy Services dividends grants

Operating Expenditure - by activity Operating Expenditure - by type 14 30

$ $ millions $ millions $ 10 20 8 15 6

10 4

2 5

0 0 Community District Emergency Regulatory Governance Roading Solid Waste Stormwater Wastewater Water Supply Support Personnel Finance costs Depreciation Other Facilities Development Management and Strategy Services costs and operating amortisation costs Key Annual Plan Year End YTD YTD Actual - favourable OR YTD Actual - unfavourable 5-15% YTD Actual - unfavourable > 15% Forecast Budget unfavourable < 5% budget budget budget 19 Page 2 of 15 Overall Council Summaries For the period ended 30 September 2018

Capital Expenditure - by activity Capital Expenditure - by type 12 20

10 $ millions $ $ millions $ 16

14 8 12

6 10

8 4 6

2 4 2

0 0 Community Emergency Regulatory Roading Solid Waste Stormwater Wastewater Water Supply Support Growth related Improve levels of Replace existing Facilities Management Services (additional service assets demand)

Annual Plan Year End Forecast YTD Budget YTD Actual - favourable OR unfavourable < 5% budget YTD Actual - unfavourable 5-15% budget YTD Actual - unfavourable > 15% budget

Comments: External Borrowings Investments - by type In July we borrowed $1 million from the BNZ to meet our cash flow needs. This was repaid 100 14 Shares in August once rates were received. Cash 90 flow forcasts indicate we will need to borrow 12 Advances and community

$ $ millions 80 $ millions $ $5 million from the LGFA in December 2018. loans 70 10 Budget Term investments (inc 60 LGFA Borrower Notes) 8 50 Actual Cash and cash equivalents 40 6 Cap set in Financial 30 Strategy 4 20 10 2

0 0 Jun-18 Sep-18 Dec-18 Mar-19 Jun-19 Jun-18 Sep-18 Dec-18 Mar-19 Jun-19

20 Page 3 of 15 Community Facilities For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 3.0 3.0 4.0 100%

3.5 90% 2.5 2.5 1 1 80% 3.0 2.0 2.0 70% 2.5 60%

1.5 1.5 2.0 50% 1 3 2 1 1

$ millions $ $ $ millions $ millions 1.5 40% 1.0 1.0 2 2 30% 1.0 20% 0.5 0.5 0.5 10%

0.0 0.0 0.0 0%

Libraries

Libraries Libraries

Property

Property Property

Libraries

Property

Centre

Centre Centre

Cemeteries

Cemeteries Cemeteries

Centre

Cemeteries

Grounds

Grounds Grounds

Grounds

Complexes

MakinoAquatic

Complexes Complexes

MakinoAquatic MakinoAquatic

Complexes

MakinoAquatic

Parks and Parks Sports

Parks and Parks Sports and Parks Sports

Parks and Sports

PublicConveniences

Halls and Recreation

Public Conveniences Public Conveniences Public

Halls and Recreation Halls and Recreation

PublicConveniences HallsRecreation and

Revenue is from rates and user fees and charges. Parks and Sports Grounds - anticpated work The capital expenditure report contains the Makino Aquatic Centre (MAC) - The customer survey has delayed due to weather, will be caught up over progress of individual projects. not yet been completed. Makino Swim School is $9k below budget, the next few months. however new swim classes will commence in 13,662 customers have participated in water activities The October, increasing revenue for the rest of the target for the full year is 50,000. year. The Pool Safe accreditation remains valid until 1 April 2019.

Halls and Recreation Complexes - Hall usage will be measured later in the year once the Hall Committee Annual Returns have been received.

Property - The customer survey has not yet been completed.

(Continued Page 15)

Key Key Annual Plan Year End YTD YTD Actual - favourable OR YTD Actual - unfavourable 5-15% YTD Actual - unfavourable > 15% On Track Needs Monitoring Not achieving Forecast Budget unfavourable < 5% budget budget budget21 Page 4 of 15 District Development For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 1.8 2.0 0.4 100% 1.6 1.8 90%

1.4 1.6 80% 0.3 1 1.4 1.2 70% 1.2 60% 1.0 1.0 0.2 50% 2

0.8

$ millions $ $ millions $ $ millions $ 0.8 40% 0.6 0.6 30% 0.1 1 0.4 0.4 20% 0.2 0.2 10%

0.0 0.0 0.0 0%

Economic

Economic Economic Economic

Community

Community Community Community

Development Development

Development Development Development Development Development Development

Income is primarily from rates. Economic Development - The Ultra Fast There is no capital expenditure for this activity. Economic Development - The CEDA Statement of Intent was Broadband project ($212k) in the industrial area approved by Joint Strategic Committee on 26th September. is on hold, pending other decisions on the Turners There are five strategic outcomes, 15 service level Road development. statements and 25 performance measures. Performance is reported in their six month report due in the third quarter Community Projects - $25k difference to budget and the Annual Report due in the first quarter of 2019/20. as Creative Communities Grants to be paid in October, not September. $30k of budgeted Community Development - Council has received reports Community Grants to be paid later in the year. from three representative grant fund recipients this year. Community Committee and Manawatu Youth Ambassadors Manfeild Park Grandstand demolition progress minutes are received by Council each month. Partnership completed ahead of schedule. fund accountability reports will be received in the second quarter. (Continued Page 15)

22 Page 5 of 15 Emergency Management For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 0.3 0.3 0.3 100% 90% 80%

0.2 0.2 0.2 70% 60%

50% 1

$ millions $ millions $ $ millions $ 40% 0.1 0.1 0.1 30% 20% 10%

0.0 0.0 0.0 0%

Civil Defence Civil

Civil Defence Civil Defence Civil Defence

Income is primarily received through rates. Expenditure is on track. There is no capital expenditure planned for this Civil Defence - Community satisfaction with service yet to activity. be measured for financial year 2018/19. Resident satisfaction was 77% in the 2017/18 financial year (from 457 respondents).

23 Page 6 of 15 Regulatory For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 2.4 2.4 15.0 100% 2.2 2.2 90% 1 1 2.0 2.0 80% 1.8 1.8 3 70% 1.6 1.6 10.0 1 1.4 1.4 60%

1.2 1.2 50% 3 $ millions $ $ millions $ 1.0 1.0 Thousands 40% 4 0.8 5.0 0.8 30% 0.6 0.6 3 2 20% 0.4 0.4 10% 0.2 0.2

0.0 0.0 0.0 0%

Monitoring

Monitoring Monitoring

Monitoring

Planning

Planning Planning

AnimalControl

Planning

Animal Control Animal Control

Animal Control

Complaince and Complaince

Building Control

Complaince and Complainceand

Building Control Building BuildingControl

Complaince and

BuildingControl

Consentand District

Consent and District Consent and District Consent and District

Dog registration revenue $36k ahead of budget. Building Control - $70k additional expense for The capital expenditure report contains the Animal Control - There were 60 priority one, 60 priority two' Estimated 5% of animals left to be registered this building consultants due to the increased number progress of individual projects. and 184 priority three requests were recieved. The target year. of applications. Recovery is expected at a later of responding to 90% of requests within the specified date. This cost is offset by increased building Capital expenditure planned for this activity will timeframes is achieved in all measures. District Planning fees are $17k ahead of budget as control revenue. Earthquake prone project $39k be completed by December 2018. a result of an increased number of applications. lower than budget, pending the appointment of Building Control - There are 422 buildings with compliance an engineer resource. schedules in the district. 5% (or 22) are required to be Alcohol Licencing Fees $9k and Environmental audited during the year. Eight premises were audited this Health $11k lower than budget. Renewal dates Environmental Health and Monitoring costs lower quarter. are spread unevenly during the year. The annual than budget $32k as internal and overheads budget is expected to be met. charged to better reflect time charged to this A total of 170 building consents; 176 code of compliance activity. certificates; and 52 fast track building consents have been issued. Council also received 13 complaints The targeted The District Plan project consultant costs are $92k response times have been achieved in all measures. behind budget. They are expected to be utilised later in the year. (Continued page 15)

24 Page 7 of 15 Governance and Strategy For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 2.4 100% 2.4 0.4 2.2 2.2 90% 2.0 2.0 80% 1.8 1.8 1 0.3 70% 1.6 1.6 60% 1.4 1.4 1.2 50%

1.2 0.2 $ millions $ $ $ millions 1.0

$ millions $ 1.0 40% 0.8 0.8 30% 0.6 0.6 1 0.1 20% 0.4 0.4 10% 0.2 0.2 0.0 0%

0.0 0.0

Strategy

Governanceand

Governanceand Governanceand

Income is received through rates. Expenditure on conference expenses and other There is no capital expenditure planned for this The satification survey relating to the community remuneration were lower than budget by $19k. activity. involvement in decision making has not yet been carried This is expected to be utilised later in the financial out. year. There have been no breaches of the rating or debt levels set in the financial strategy. The limit for rate increases in the Financial Strategy for the 2018/19 year is 5.0% (excluding increases as a result of growth and new levels of service) with a planned increase of 4.8% in the Long Term Plan. Actual rates revenue is in line with the budget.

The borrowing limit in the Financial Strategy for the 2018/19 year is $86 million with $77 million planned in the Long Term Plan. $1 million short term borrowing was required in the first quarter.

25 Page 8 of 15 Roading For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 14.0 14.0 14.0 100% 90% 12.0 12.0 12.0 80% 3 10.0 10.0 10.0 70%

8.0 8.0 8.0 60%

50%

$ millions $ $ millions $ 6.0 millions $ 6.0 6.0 40%

4.0 4.0 4.0 30% 4 20% 2.0 2.0 2.0 10%

0.0 0.0 0.0 0%

Roading

Roading Roading Roading

Revenue is received through rates and NZTA Other operating expenses are expected to be on The capital expenditure report contains the The three measures categorised as "need monitoring" subsidies. track for the remainder of the year. progress of individual projects. relate to the reseal programme that has not yet begun, the road crash statistics that are not yet available and the The increased subsidy is a result of the increased customer satisfaction survey relating to navigation and expenditure for emergency works related to June signage that has not yet been carried out. 2018 weather event, plus the Pohangina bridge and the Kimbolton CBD construction. 33 urgent and 250 non-urgent requests have been received and resolved within the targets set. An application for a claim will be made to NZTA for the September 2018 weather event. (Continued page 15)

26 Page 9 of 15 Solid Waste For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 3.0 3.0 3.5 100% 90% 2.5 2.5 3.0 80% 2.5 2.0 2.0 70% 2.0 60%

1.5 1.5 50% 4

$ millions $ millions $ $ millions $ 1.5 40% 1.0 1.0 1.0 30% 20% 0.5 0.5 0.5 10%

0.0 0.0 0.0 0%

Disposal

Disposal Disposal Disposal

SolidWaste

Solid Waste Solid Waste Solid Waste Solid

Collectionand

Collection and Collection and Collection and Collection

Collection

Collection Collection Collection

Education

Education Education Education

Kerbside Recycling

Kerbside Recycling Kerbside Recycling Kerbside KerbsideRecycling

WasteMinimisation

Waste Minimisation Waste Minimisation Waste WasteMinimisation

Revenue is primarily from rates, gate takings at Disposal costs are overall $11k greater than The capital expenditure report contains the Two waste education programs are currently running. the transfer station and blue bag sales. budget. These costs are offset by additional progress of individual projects. transfer station gate takings. Zero Waste Education: North Street School (24 pupils) Transfer station gate takings are $15k ahead of The capital costs associated with the kerbside budget, primarily due to accepting more Closed Landfill costs are $54k greater than recycling are for bin purchases. Enviro schools: Apiti, Gail's Childcare, Kimbolton, commercial waste at the transfer station. budgeted as more work than anticipated was Manchester Street, Mt Biggs, Newbury, Puddleducks, completed in the first quarter. The capital costs associated with Solid Waste Sanson, Secret Garden, Tangimoana (626 pupils). Refuse bag sales are $39k behind budget. Bag Collection and Disposal are for the Resource sales expected to catch up to total budget in Waste Minimisation Education expenditure is on Recovery Centre. Initial planning costs are ahead coming months. hold, pending a review of the programme. of schedule.

27 Page 10 of 15 Stormwater For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 1.6 1.6 4.0 100%

1.4 1.4 3.5 90% 1 80% 1.2 1.2 3.0 70% 1.0 1.0 2.5 60%

0.8 0.8 2.0 50%

$ millions $ $ $ millions millions $ 0.6 0.6 1.5 40% 4 30% 0.4 0.4 1.0 20% 0.2 0.2 0.5 10%

0.0 0.0 0.0 0%

Stormwater

Stormwater Stormwater

All revenue is sourced from rates. The slight overspend is mainly due to additional The capital expenditure report contains the A total of 16 complaints have been received to date. Based staff time charged to the activity. progress of individual projects. on the 6,896 connections this equates to 2.3 complaints per 1,000 connections to date (the target is less than six A number of projects have been carried forward complaints per 1,000 property connection for the year). If from last financial year. this trend continues the maximum number of complaints will be exceeded.

No flooding of habitable dwellings have been reported

28 Page 11 of 15 Wastewater For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 8.0 8.0 8.0 100%

7.0 7.0 7.0 90% 80% 6.0 6.0 6.0 70% 5.0 5.0 5.0 60%

4.0 4.0 4.0 50% 6

$ $ millions $ $ millions $ millions 3.0 3.0 3.0 40% 30% 2.0 2.0 2.0 20% 1.0 1.0 1.0 10%

0.0 0.0 0.0 0%

Wastewater

Wastewater Wastewater Wastewater

Revenue is from rates, trade waste charges and Operational spend is expected to meet year end The capital expenditure report contains the Two overflows have been recorded during the quarter - one volumetric charges. target. progress of individual projects. dry weather and one wet weather overflow in Feilding. The median attendance and resolution times are with the Trade waste revenue from Ovation is less than Feilding Waste Water Treatment Plant projects targeted timeframes. budgeted as fees have been reassessed. This are ahead of schedule and will be managed trend is expected to continue for the rest of the within the overall Waste Water Treatment Plant year. Additional revenue streams from other budget. trade waste customers are being investigated.

29 Page 12 of 15 Water Supply For the period ended 30 September 2018

Operating Revenue Operating Expenditure Capital Expenditure Key Performance Indicators 5.0 5.0 6.0 100% 1 4.5 4.5 90% 5.0 1 4.0 4.0 80% 3.5 3.5 4.0 70% 3.0 3.0 60%

2.5 2.5 3.0 50% $ millions $ 2.0 millions $ 2.0 40% 7 2.0 1.5 1.5 30% 1.0 1.0 20% 1.0 0.5 0.5 10%

0.0 0.0 0.0 0%

Water Supply Water

Water Supply Water Supply Water Supply

Revenue is from rates and metered water. Operational spend is on target. The capital expenditure report contains the All water samples taken showed that the water was safe to progress of individual projects. drink i.e. no E coli. The current sampling regime complies with the drinking water standards. A number of projects have been carried forward from last financial year and physical works are The Sanson and Stanway/Halcombe schemes are not programmed for the summer construction protozoa compliant. The new water supply for Sanson is season. scheduled to be commissioned before the end of 2018/19. Treatment for the Halcombe village is being investigated.

Himatangi Beach and Waituna West supplies currently have a leakage rate (water loss) of slightly higher than 35%.

One urgent and 77 non-urgent faults have been recorded. The median attendance and resolution times are with the targeted time.

30 Page 13 of 15 Health and Safety For the period ended 30 September 2018

Events reported Injury type - quarter 1

Puncture wound , 1 40 Bleeding nose , 2 35

25 Minor cut, 10 20 Strain, 5 15

Number events of Number 10

0 Q1 2018 Q2 Q3 Q4 Q1 2019 Q1 2018 Q2 Q3 Q4 Q1 2019 Q1 2018 Q2 Q3 Q4 Q1 2019 Employee Contractor Member of public

Injury Incident Near miss Notifiable Bruise, 7

Notifiable events this quarter Communication and education Training and inductions Rolling year injuries Lost time (days) Notifiable: 0 Not Notifiable: 34 * Reporting near misses or unsafe * 4 new staff inductions Abrasion / graze 19 year to date work practices * Quad bike training Bleeding nose 6 Significant incidents this quarter * Sun strike * Advanced driver training Bruise/contusion 13 * Abusive and threatening behaviour * Eye care offer to staff * Breathing apparatus training Burn (chemical) 2 towards compliance officers issuing a trespass * Poster theme: mental health * Certified handler training Burn/scold 1 notice regarding an incident at the dog pound * Dangerous goods training Crushing injury 1 Dermatitis/skin rash 1 7 Wellness initiatives Dislocation 3 * Fire Hydrant blew hitting the staff member * 9 workstation assessments Fainting 1 in stomach and high pressure water hitting his * 4 pre-employment drug and alcohol tests Head injury concussion 2 face, minor bruising injury * Eye Care Policy launched Laceration, cut 16 * Two library staff lost time (7 days) due to Sprain, strain 12 manual handling injuries Puncture wound 4 Total 81

Note: Previously 'near drownings' were reported as near misses. They have now been re categorised as dry or wet rescues and recorded as incidents.

31 Page 14 of 15 Comments Continued

Community Facilities Community Facilities Regulatory District Development Public Conveniences - Two complaints have been Parks, Reserves and Sports Grounds - There have Compliance and Monitoring - All licenced premises, Community Development (continued) - The first received. One related to a soap dispenser not been no closures, or health and safety incidents, as a health registered premises, and licenced premises quarter survey indicated 59% satisfaction (from 60 working, and the other related to a faulty hot tap. result of poor or inadequate maintenance. The are on track to have the required amount of respondents). Last year's results showed 55% Both issues were immediately rectified. The target target for both measures is 0. inspections by year end. satisfaction. Satisfaction has increased by more is less than 10 complaints for the year. than the 2% target. The satisfaction survey indicated that 98% of the 102 27 reports of issues endangering public health, 83 Cemeteries - No complaints have been received respondents were satisfied with parks and sports urban noise complaints and 56 other issues not about late or inadequate interment services. The grounds (target 90%) endangering public health were reported. The first quarter customer survey indicated 94% targeted response times have been meet. satisfaction from 69 respondents. Consent and District Planning - 71% of the 21 Library - There has been a total of 12,525 digital controlled activities resource consents received users (target 55,000). Due to technical limitations have been completed within 10 working days (target Wi-Fi statistics are an average of last years results, 90%). The six that exceed the timeframe were land however actual user statistics are expected to use consents which were determined with the become available in October. attached subdivisions.

The issues per capital (currently two against a target 141 of the 157 non-notified resource consents were of eight for the year) and the number of completed within the 20 working day timeframe events/participants currently 377 and 5,341 against (Target 90%). a target of 920/13,800) are on track to exceed the year end target.

32 Page 15 of 15 Capital Expenditure For the period ended 30 September 2018

Actual Budget Variance Variance Commitments Full Year Annual Plan Physical Year End Notes/Comments

YTD YTD YTD YTD Revised Budget 2019 Completion Forecast Budget YTD reflects the amounts carried forward from 2017/18 after the Annual Plan was prepared. $000 $000 $000 % $000 $000 $000 % $000 Community Facilities Feilding Cemetery Extension 5 14 (9) -64% 1 0 14 15 80% 14 Work has been delayed due to wet weather and is now expected to be completed by the end of October 2018. Districtwide Cemetery Renewals 0 2 (2) -100% 1 1 7 7 0% 7 Plans are underway for the renewal of furniture within district cemeteries. Strengthen Earthquake Prone Buildings 0 0 0 n/a n/a 0 115 115 0% 115 Project will be started later in the 2018/19 year. Feilding Little Theatre Roof 1 0 1 n/a n/a 14 20 20 30% 20 Contractor is engaged and order for roofing has been placed. The replacement is expected to be completed in October 2018.

Hall Renewals 0 2 (2) -100% 1 5 7 7 0% 7 Renewal of emergency lighting in Te Kawau Recreation Centre. Contractor has been engaged and will complete works in November 2018.

Library Collection Purchases 57 53 4 8% 0 3 211 211 20% 211 Purchases made as required. Currently ahead of budget, but not expected to exceed annual plan. Library New Works 0 91 (91) -100% 1 0 103 103 0% 103 External funding to be sourced for the project. Work is on hold pending a confirmed location for the new library. Library Renewals 6 8 (2) -26% 1 2 8 8 0% 8 Expenditure for hardware and software as required. Makino Park Playground and Skate 3 0 3 n/a n/a 0 655 655 0% 655 Design phase is underway for the Makino skate park and the beautification of Makino Stream. Outdoor Pool Renewals 53 264 (211) -80% 1 4 272 272 20% 272 The project is due to commence with new lifeguard tower and retiling to be completed by December 2018. Costs to date are for outdoor 50m pool covers. Indoor Pool Renewals 0 144 (144) -100% 1 0 174 174 0% 174 Work for plantroom improvement is in the preparation stage. Expected to be completed in time for the summer season. Indoor Pool Interior Painting 4 0 4 n/a n/a 2 20 20 0% 20 Painting has commenced ahead of schedule in order to be completed by November 2018. Sanson Public Toilets 3 0 3 n/a n/a 109 214 214 0% 214 Site, design and pricing has been completed. Installation is due March 2019. Cheltenham Public Toilets 0 0 0 n/a n/a 0 102 102 0% 102 Project will be started later in the 2018/19 year. Manfeild Park Development 50 103 (53) -51% 1 8 412 423 15% 412 Pending the sale of South Street and Kawakawa Road land. New Storage Facilities and Holding Bays 0 26 (26) -101% 1 0 103 103 0% 103 Budget based on the sale of the South Street depot which is yet to occur. Districtwide Property Renewals Provision 2 4 (2) -53% 1 0 15 15 0% 15 Delay in confirming renewal schedule. Due to be completed by November 2018. Kowhai Park New Paths, Carpark, Gardens 21 0 21 n/a n/a 8 0 0 100% 29 Residual costs for 2017/18 project works carried over and now completed. Parks and Reserves Community Planning Projects 0 11 (11) -103% 1 0 11 11 0% 11 Planting is taking place in Pohangina and at Himatangi Beach. Timona Park Toilets 0 46 (46) -99% 1 0 46 46 20% 46 Site has been confirmed with installation complete by January 2019. Pharazyn Park Growth 3 0 3 n/a n/a 0 934 934 0% 934 Purchase discussions underway with land owner for land acquisition. Valuations have been received. Feilding Walkways Quail Ave Project 0 0 0 n/a n/a 0 279 279 10% 279 Project will be started later in the 2018/19 year. Johnston Park Seal Roads 0 0 0 n/a n/a 0 35 35 0% 35 Sealing of roads will take place in the summer period. Parks and Reserves Walkways and Reserve Linkage 32 0 32 n/a n/a 74 393 650 30% 393 Clearing work commenced from the Railway to Johnston Park. Preliminary work has started on Rata St to Kitchener Park. Awahuri Forest- Kitchener Park Carpark and Entrance Development 0 0 0 n/a n/a 0 66 66 0% 66 Project will be started later in the 2018/19 year. Districtwide Reserves New Works 0 10 (10) -99% 1 0 10 10 0% 10 Project will be started later in the 2018/19 year. Feilding CBD New Works 0 4 (3) -84% 1 13 14 14 0% 14 Procurement of the centopath irrigation system has commenced and will complete early November 2018. Himatangi Beach Reserve New Works 0 6 (6) -107% 1 0 22 22 0% 22 Stream development work has been delayed due to the recent remedial work on the sand dunes. Johnston Park New Works 0 0 0 n/a n/a 0 64 64 0% 64 Project will be started later in the 2018/19 year. Tangimoana Beach Coastal Reserves - New Works 0 3 (3) -99% 1 0 12 12 0% 12 Signage to be installed by December 2018. Timona Park New Works 2 72 (70) -97% 1 109 288 288 0% 288 Project delayed until site is confirmed. Installation of the public toilets is due to completed by March 2019. Parks Renewal Projects 3 0 3 n/a n/a 0 0 0 100% 3 Late invoice from 2017/18 financial year and no further work on this project. Kitchener Park Capital Works 2 4 (1) -28% 1 6 4 12 0% 4 Flood protection work in planning stage and on waiting drier weather. Railway Land Beautification 70 413 (344) -83% 1 40 413 425 10% 413 Work has commenced on the car park upgrade with new lighting and resealing. Crossing points have been delayed due to design approvals.

Replacement of Fencing at Johnston Park 1 0 1 n/a n/a 0 0 0 100% 1 Late invoice from 2017/18 financial year and no further work on this project. Kitchener Park Toilets 2 0 2 n/a n/a 0 0 0 100% 2 Late invoice from 2017/18 financial year and no further work on this project. Districtwide Reserves Renewals 7 4 3 79% -1 0 30 30 20% 30 Works are progressing as expected. Sanson Playground 2 0 2 n/a n/a 5 158 158 0% 158 Preliminary design on the Playground has been completed. Project is expected to be completed by end of the 2018/19 year.

Kowhai Park Renewals 0 3 (3) -99% 1 0 12 12 0% 12 For the design of the new roof of the centennial building. Project will begin later in 2018/19 year. Makino Precinct Renewals 0 0 0 n/a n/a 0 8 8 0% 8 Project will be started later in the 2018/19 year. Pohangina Valley Renewals 0 5 (5) -109% 1 0 18 18 0% 18 Currently in consultation with the community. Timona Park Renewals 0 2 (2) -118% 1 0 7 7 0% 7 Work is planned and due to be completed by November 2018. Victoria Park Renewals 0 3 (3) -99% 1 0 12 12 0% 12 Renewal of the sewer line for squash club. Initial discussion with contractor has been carried out. Total Community Facilities 329 1,294 (967) -75% 1 402 5,287 5,577 5,322

Animal Control Animal Control New Works 1 2 (2) -65% 1 7 10 10 0% 10 Construction of Auxiliary Storage Area is underway. To be completed by December 2018. Animal Control Renewal Projects 0 1 (1) -84% 1 0 3 3 0% 3 Project will be started later in the 2018/19 year. Total Animal Control 1 3 (2) -70% 1 7 13 13 13

Emergency CDEM radio repeater 0 0 0 n/a n/a 0 9 9 0% 9 Project will be started later in the 2018/19 year. Alternate EOC Fibre Connection and Cabling 0 0 0 n/a n/a 0 36 36 0% 36 Project will be started later in the 2018/19 year. Radio Tower Upgrade and VHF Replacement 0 0 0 n/a n/a 0 7 7 5% 7 Project will be started later in the 2018/19 year. Total Emergency 0 0 0 n/a n/a 0 52 52 52

33 Page 1 of 3 Actual Budget Variance Variance Commitments Full Year Annual Plan Physical Year End Notes/Comments

YTD YTD YTD YTD Revised Budget 2019 Completion Forecast Budget YTD reflects the amounts carried forward from 2017/18 after the Annual Plan was prepared. $000 $000 $000 % $000 $000 $000 % $000 Roading Roading Growth 125 362 (237) -65% 1 1,279 1,952 872 12% 1,018 Year end forecast has been reduced to match 2018/19 projects. Port St East Stage 1 completion date has been extended to December 2018. The Turners Rd project land acquisition process has started. Kimbolton CBD upgrade which is in progress and due to be completed by October2018. The Hiwinui Walkway is due to start in October 2018.

CBD Redevelopment Projects 0 82 (82) -100% 1 0 82 82 0% 82 Pending Council approval for the project to proceed. Subsidised Minor Improvement New 52 376 (324) -86% 1 94 1,314 1,353 4% 1,314 Improvement projects planned for construction through summer include; Aranui Road/Rongotea Road intersection, Himatangi Block Road Rangiotu Road Flag Lighting and the Safer Schools Programme. New footpath works in Port Street are included in the approved 2019/21 NZTA subsidised work programme. Subsidised Cycle Facilities 0 11 (11) -100% 1 0 44 44 0% 44 Feilding to Palmerston North Cycleway strategic case is complete and approval is being sought from NZTA for a single stage business case to be carried out jointly with PNCC in the current financial year. Subsidised Road Improvements New 0 14 (14) -100% 1 54 55 0 0% 55 Improvements in conjunction with Sub Minor Improvement Projects. Subsidised Unsealed Road Metalling 208 117 91 78% -1 26 234 507 89% 234 Renewals programmed is carried out via a maintenance contract with Higgins Contractors Ltd. A portion of the annual budget will be transferred to support demand on the drainage renewals. Subsidised Sealed Road Resurfacing 23 203 (180) -89% 1 0 1,751 1,784 0% 1,705 Reseal programme scheduled to start in October 2018. The forecast is dependant on volatile cost fluctuations. Subsidised Bridge Renewals 92 203 (110) -54% 1 157 1,291 1,929 7% 1,291 Mangaweka bridge design work to be undertaken by June 2019. Other work includes the Otara Bridge (boundary bridge) strengthening to increase capacity, and design phase costs for a box culvert replacement on Rongotea Road. Kakariki Bridge (boundary bridge) strengthening to increase capacity has been deferred to 2021-2024 as an assessment found that the bridge is capable of taking HPMV loads. The strengthening will allow for overweight vehicles if deemed necessary.

Subsidised Drainage Renewals 52 0 52 n/a n/a 695 827 574 6% 827 Budget increased by transfer from subsidised unsealed road metalling to support demand from renewal projects and maintenance contract.

Subsidised Structures Renewals 254 0 254 n/a n/a 63 455 464 56% 455 Pohangina Rd (Grand Canyon) steel bridge project to be completed by the end of October 2018. Guard rail replacement projects programmed for October-December 2018. Subsidised Traffic Services Renewal 89 16 73 451% -1 69 268 273 33% 268 Ahead of budget due to road marking carried out in June 2018. Subsidised Pavement Rehabilitation 631 372 259 70% -1 527 1,488 1,517 42% 1,488 Port Street East roading component will be completed by February 2019. Kimbolton Road North urban reconstruction will be completed by October 2018. Kimbolton North (South Leg) rehabilitation will be completed by the end of November 2018. Other rehabilitation projects will be undertaken during summer at; Awahuri Road (in conjunction with road improvements), Halcombe Road at Mount Taylor passing lane, Cemetery Road and Oppatt Service Lane. Subsidised Accelerated LED Renewals 0 14 (14) -100% 1 0 140 140 0% 140 Approved NZTA budget is $82,705. This will be used in 2018/19 year for design and installation for stage 3 (high use roads) in Feilding.

Roading District Footpath Renewal 4 8 (4) -47% 1 0 80 0 5% 80 This project will be carried out in conjunction with rehabilitation and maintenance contracts for footpath renewal. Subsidised Roading New Footpaths 10 8 2 20% -1 0 82 82 12% 82 Extention of Poole Street footpath has been completed. New footpaths in Port Street are planned for later in 2018/19. Non Subsidised Roading Renewal 5 10 (5) -54% 1 139 474 102 5% 102 To carried out in conjunction with subsidised renewal projects. Total Roading 1,545 1,796 (250) -14% 1 3,104 10,908 9,723 9,185

Solid Waste Purchase of New Recycling Bins 2 5 (3) -59% 1 4 20 20 10% 20 Bin movements out to community. Recycling Inventory (2) (2) (0) 10% 0 1 (7) (7) 0% (7) Bins are purchased as required. Resource Recovery Centre 79 0 79 n/a n/a 84 3,461 3,461 5% 3,461 Preliminary design completed and detailed design is underway. Kaimatarau Rural Transfer Station Improvements 0 0 0 n/a n/a 0 5 5 0% 5 Project will begin later in the 2018/19 year. Establish Mobile Recycling Centres 0 1 (1) -100% 1 3 5 5 0% 5 Minor improvements made as required. Total Solid Waste 79 4 75 1670% -1 91 3,485 3,485 3,485

Stormwater Stormwater Growth Feilding 256 444 (188) -42% 1 138 1,774 1,069 20% 1,774 Port St works are underway and will be completed in the February 2019. Precinct 5 is yet to commence. Stormwater New Work Feilding 5 7 (2) -30% 1 37 57 10 0% 57 Work for Kimbolton Road is committed. Stormwater Unplanned Renewals 260 115 145 125% -1 248 554 400 45% 554 Port St contract underway. The work on duplication of stormwater drains in Derby St, North St, and McCorkindale St is slightly ahead of schedule. Stormwater District Wide New Works 7 127 (120) -94% 1 0 509 509 2% 509 Design work underway. Projects have construction scheduled for the 2018/19 summer period. Total Stormwater 529 694 (165) -24% 1 424 2,895 1,988 2,895

34 Page 2 of 3 Actual Budget Variance Variance Commitments Full Year Annual Plan Physical Year End Notes/Comments

YTD YTD YTD YTD Revised Budget 2019 Completion Forecast Budget YTD reflects the amounts carried forward from 2017/18 after the Annual Plan was prepared. $000 $000 $000 % $000 $000 $000 % $000

Wastewater Desludging Oxidation Ponds 28 2 26 1329% -1 10 4 10 100% 28 Costs are for tendering process and design works at Sanson. Feilding WWTP Asset Renewal 783 204 580 285% -1 427 2,036 2,036 30% 1,836 Budget managed as part of overall Feilding Wastewater Treatment Plant projects. Physical works are progressing ahead of schedule

Himatangi Wastewater Asset Replacement 7 3 5 177% -1 0 10 10 70% 10 Pumping works installed ahead of schedule due to contractor availability. Feilding WWTP Upgrade 66 0 66 n/a n/a 81 0 0 45% 107 Budget managed as part of overall Feilding Wastewater Treatment Plant projects. Feilding WWTP - Irrigation 206 64 143 224% -1 502 255 255 35% 679 Budget managed as part of overall Feilding Wastewater Treatment Plant projects. Feilding WWTP Growth 104 0 104 n/a n/a 41 0 0 50% 138 Budget managed as part of overall Feilding Wastewater Treatment Plant projects. Feilding Wastewater Growth 83 194 (112) -57% 1 360 777 458 15% 777 Port Street contract is underway. Work is to be completed during 2018/19 financial year. Feilding Reticulation Renewals 40 24 16 68% -1 12 153 153 15% 153 Design and investigation underway. Wastewater New Connections 52 13 39 306% -1 0 51 51 40% 52 Work for Himatangi Beach connections is carried out as demanded. Expenditure is offset by contributions from property owners.

Wastewater Pump Station Renew 0 6 (6) -100% 1 0 55 0 0% 55 Renewals are made as required. Rongotea WWTP Renewals 13 66 (53) -81% 1 4 263 214 5% 263 Project is confirmed as part of the centralisation upgrade works. Cheltenham Wastewater Renewal 0 13 (13) -100% 1 0 52 2 0% 52 Project is confirmed as part of the centralisation upgrade works. Awahuri WWTP Renewals 0 2 (2) -100% 1 0 20 0 0% 20 Project is confirmed as part of the centralisation upgrade works. Kimbolton WWTP Renewals 0 4 (4) -100% 1 0 28 10 0% 28 Project is confirmed as part of the centralisation upgrade works. Halcombe WWTP Renewals 0 5 (5) -100% 1 0 30 10 0% 10 Project is confirmed as part of the centralisation upgrade works. Himatangi Sewerage New Work 15 0 15 n/a n/a 7 0 0 0% 22 Costs are for the travelling irrigator. Wastewater Centralisation Renewal 185 458 (273) -60% 1 58 1,832 1,832 5% 1,832 Surveys for centralisation have been completed. Subject to resource consent. District WWPS Telemetry 0 9 (9) -100% 1 0 94 0 0% 94 Project will begin later in the 2018/19 year. Wastewater Centralisation New Works 375 604 (229) -38% 1 0 1,260 1,230 37% 1,000 Property has been purchased in Kawakawa Rd. Total Waste Water 1,956 1,669 526 31% -1 1,501 6,920 6,271 7,155

Water Feilding WTP Renewals 29 821 (792) -96% 1 112 3,277 3,291 10% 3,277 Feilding water strategy investigation is underway. Physical works programmed for summer construction season. Reservoir replacement out to tender. Feilding Reticulation Renewals 23 51 (28) -54% 1 52 204 204 5% 204 Design and scoping is underway Feilding Water Supply Growth 68 90 (22) -24% 1 127 405 328 5% 405 Port Street is underway. Feilding Water Pressure Zones 1 19 (17) -92% 1 6 158 20 0% 158 Minor works have been carried out. Majority of work scheduled for later in the 2018/19 year. Water Supply New Connections 1 6 (5) -81% 1 0 25 25 5% 25 Work is carried out as required. Himatangi Water Asset Renewals 3 3 1 36% -1 0 10 10 5% 10 Investigation works underway. Himatangi Water Supply New Work 0 46 (46) -100% 1 0 216 162 0% 216 Treatment and source requirements yet to be confirmed. Sanson Water Asset Renewal 0 1 (1) -100% 1 0 13 0 0% 13 Renewals are made as required. Sanson Water Treatment Plant New Works 46 160 (114) -71% 1 1,097 1,100 335 10% 1,100 Reservoir and bore completed. Tender has been awarded for treatment facility contract. Starting November 2018 Stanway/Halcombe Water Treatment Plant New Works 0 78 (78) -100% 1 1 350 290 0% 350 Options are being considered for the removal of protozoa. This is a requirement from the Director General of Health, as a result of the Havelock North water issue. Stanway/Halcombe RWS Intake and Capacity Improvements 2 36 (33) -93% 1 9 143 143 5% 143 Options are being considered for the removal of protozoa. This is a requirement from the Director General of Health, as a result of the Havelock North water issue. Waituna West RWS Renewals 0 3 (3) -100% 1 0 10 10 0% 10 Costs are demand driven and no renewals have been required to date. WS Unplanned Renewals-Villages 1 8 (6) -84% 1 0 31 31 10% 31 Costs are demand driven. Total Water Supply 177 1,321 (1,145) -87% 1 1,403 5,941 4,848 5,941

Support Services and Other Motor Vehicle Renewals 136 209 (73) -35% 1 0 209 209 65% 209 Annual renewal programme underway. Computer Hardware 11 0 11 n/a n/a 100 267 262 5% 267 UPS purchased to meet immediate requirements. Software - Document Management 28 31 (3) -11% 1 0 123 46 23% 123 Document management system implementation is progressing as expected. Other IM Renewal Projects 0 5 (5) -100% 1 0 19 19 0% 19 Project will take place later in the 2018/19 year. Software Replacement 0 0 0 n/a n/a 0 104 53 0% 104 Project will take place later in the 2018/19 year. MDC Administration Building New Works 16 0 16 n/a n/a 0 17 17 99% 17 New security camera data storage purchased ahead of schedule to take advantage of supplier pricing special. MDC Administration Building Renewals 12 0 12 n/a n/a 0 26 26 46% 26 Replacement of current security cameras Call Centre Autex Panelling 0 1 (1) -100% 1 0 4 4 0% 4 Purchase of panelling will take place later in the 2018/19 year. General Renewals 0 6 (6) -100% 1 0 22 22 0% 22 No current requirements. General New Assets 0 6 (6) -100% 1 0 23 20 0% 23 No current requirements. Total Support Services and other 203 257 (54) -21% 1 100 815 679 815

TOTAL CAPITAL EXPENDITURE 4,820 7,038 (2,221) -32% 1 7,032 36,316 32,636 34,798

Greater than 15% of budget Between 5-15% greater than budget Less than 5% greater than budget LOS = Level of Service

35 Page 3 of 3 MINUTES MEETING TIME AUDIT AND RISK COMMITTEE FRIDAY 9 NOVEMBER 2018 8.30AM

Minutes of a meeting of the Audit and Risk Committee held on Friday 9 November 2018, commencing at 8.30am in the Manawatū District Council Chambers, 135 Manchester Street, Feilding. PRESENT: Cr Stuart Campbell (Chairperson) Cr Howard Voss Cr Hilary Humphrey Mr John Fowke

APOLOGIES: Mayor Helen Worboys Cr Barbara Cameron Cr Phil Marsh

IN ATTENDENCE: Richard Templer (Chief Executive) Shayne Harris (General Man ager – Corporate and Regulatory ) Hamish Waugh (General Manager – Infrastructure) Frances Smorti (General Manager – People and Culture) Brent Limmer (General Manager – Community and Strategy) Paul Stein (Communications Manager) Colleen Morris (Chief Financial Officer) Nichole Ganley (Governance Support Officer )

ARC 18/119 MEETING OPENING

The Chairperson declared the meeting open.

ARC 18/120 APOLOGIES

RESOLVED

That the apologies from Her Worship the Mayor Helen Worboys and Councillors Barbara Cameron and Phil Marsh be accepted.

Moved by: Councillor Howard Voss

Seconded by: John Fowke

CARRIED

ARC 18/121 CONFIRMATION OF MINUTES

RESOLVED

That the minutes of the Audit and Risk Committee meeting held 7 September 2018 be adopted as a true and correct record.

Moved by: Councillor Howard Voss

Seconded by: Councillor Hilary Humphrey

CARRIED

36 MINUTES MEETING TIME AUDIT AND RISK COMMITTEE FRIDAY 9 NOVEMBER 2018 8.30AM

ARC 18/122 DECLARATIONS OF INTEREST

Item 7.1 - Councillor Stuart Campbell noted the Nannestad Line Project Review as he is an adjoining landowner.

ARC 18/123 NOTIFICATION OF LATE ITEMS

There were no items of late business notified.

ARC 18/124 PRESENTATION – 2017-18 DRINKING WATER STANDARDS COMPLIANCE

General Manager – Infrastructure Hamish Waugh spoke to a PowerPoint presentation discussing the 2017/18 Drinking Water Standards Compliance Report.

ARC 18/125 KEY PROJECTS: PROJECT REVIEWS AND LESSONS

Report of the General Manager – Community and Strategy dated 25 October 2018 presenting for information a summary of the results of Key Project Reviews and their lessons. Project Delivery Manager Michael Hawker spoke to the report using a whiteboard to demonstrate the aspects of good project management.

RESOLVED

That the Audit and Risk Committee receives the report “Key Projects: Project Reviews and Lessons.

Moved by: Councillor Howard Voss

Seconded by: John Fowke

CARRIED

ARC 18/126 SPECIAL FUNDS

Report of the General Manager – Community and Strategy dated 5 November 2018 presenting for information a summary of Council’s Trust and Special Funds.

RESOLVED

That the Audit and Risk Committee receives the summary of Trust and Special Funds.

Moved by: Councillor Hilary Humphrey

Seconded by: John Fowke

CARRIED

ARC 18/127 EXPENDITURE CARRIED FORWARD TO 30 JUNE 2018

Report of the General Manager – Community and Strategy dated 25 October 2018 presenting for information a summary of expenditure carried forward from the 2017/18 financial year to the 2018/19 financial year.

37 MINUTES MEETING TIME AUDIT AND RISK COMMITTEE FRIDAY 9 NOVEMBER 2018 8.30AM

RESOLVED

That the Audit and Risk Committee receives the list of expenditure carried forward from the 2017/18 financial year to the 2018/19 financial year.

Moved by: John Fowke

Seconded by: Councillor Howard Voss

CARRIED

ARC 18/128 FIRST QUARTER REPORT TO 30 SEPTEMBER 2018

Report of the General Manager – Community and Strategy dated 23 October 2018 presenting for information a summary to 30 September 2018 of the Council’s performance against Year One of the 2018/28 Long Term Plan.

RECOMMENDED

That the Council receives the First Quarter Report and the Capital Expenditure Report for the period ended 30 September 2018.

Moved by: Councillor Howard Voss

Seconded by: Councillor Hilary Humphrey

CARRIED

ARC 18/129 UPDATE ON INTERNAL AUDIT

General Manager – Corporate and Regulatory gave a verbal update on the progress of Internal Audit. It was noted that Internal Audit was back on track with reports expected in due course.

RESOLVED

That the Audit and Risk Committee receives the verbal update from General Manager – Corporate and Regulatory on the progress of Internal Audit.

Moved by: Councillor Howard Voss

Seconded by: John Fowke

CARRIED

ARC 18/130 CONSIDERATION OF LATE ITEMS

There were no late items for consideration.

ARC 18/131 NOTIFICATION OF ITEMS FOR NEXT MEETING

 Vehicle Use Policy

 Yearly Revaluations

38 MINUTES MEETING TIME AUDIT AND RISK COMMITTEE FRIDAY 9 NOVEMBER 2018 8.30AM

ARC 18/132 PUBLIC EXCLUDED BUSINESS

RESOLVED

That the public be excluded from the following parts of the proceedings of this meeting, namely:

a) Confirmation of minutes

General subject of each Reason for passing this Grounds under Section matter to be considered resolution in relation to 48(1) for the passing of each matter this resolution a) Confirmation of Section 7(2)(j ) – prevent Section 48(1)(a) - the Minutes re Insurance the disclosure of use of public conduct of the Renewals official information for relevant part of the improper gain or proceedings would be improper advantage and likely to result in a 7(2)(c)(i) protect disclosure of information information which is for which good reason for subject to an obligation of withholding that confidence or which any information would exist, person has been or could under Section 7 of the be. Local Government Official Information and Meetings Act 1987.

Moved by: Councillor Howard Voss

Seconded by: John Fowke

CARRIED

39 MINUTES MEETING TIME AUDIT AND RISK COMMITTEE FRIDAY 9 NOVEMBER 2018 8.30AM

The meeting went into public excluded session at 10.07am and resumed open session at 10.08am. For items ARC 18/133 to ARC 18/135, refer to public excluded minutes.

ARC 18/136 MEETING CLOSURE

The meeting closed at 10.09am

Approved and adopted as a true and correct record:

CHAIRPERSON DATE

40 MINUTES MEETING TIME COMMUNITY FUNDING COMMITTEE TUESDAY 13 NOVEMBER 2018 9.01AM

Minutes of a meeting of the Community Funding Committee held on Tuesday 13 November 2018, commencing at 9.01am in the Council Chambers, 135 Manchester Street, Feilding.

PRESENT: Cr Hilary Humphr ey (Chairperson) Cr Shane Casey Cr Alison Short

APOLOGIES Her Worship the Mayor Helen Worboys Cr Barbara Cameron Cr Stuart Campbell

IN ATTENDANCE: Michael Hawker (Project Delivery Manager) Janine Hawthorn (Community Development Adviser) Allie Dunn (Governance Team Leader)

CFC 18/311 APOLOGIES

RESOLVED

That the apologies from Councillor Barbara Cameron and Her Worship the Mayor, and from Councillor Stuart Campbell for lateness, be accepted.

Moved by: Councillor Hilary Humphrey

Seconded by: Councillor Shane Casey

CARRIED

CFC 18/312 CONFIRMATION OF MINUTES

RESOLVED

That the minutes of the Community Funding Committee meeting held on 9 October 2018 be adopted as a true and correct record.

Moved by: Councillor Alison Short

Seconded by: Councillor Shane Casey

CARRIED

CFC 18/313 NOTIFICATION OF LATE ITEMS

There were no requests for late items.

CFC 18/314 DECLARATIONS OF CONFLICTS OF INTEREST

There were no declarations of interest

CFC 18/315 PRESENTATION – FEILDING COMMUNITY PATROL

Dawn Wairama and Andrew Williams from Feilding Community Patrol were in attendance and spoke to their Partnership Fund Accountability Report, highlighting activities they had been involved in, their statistics and growth in their volunteer base. They thanked Council

41 MINUTES MEETING TIME COMMUNITY FUNDING COMMITTEE TUESDAY 13 NOVEMBER 2018 9.01AM

for their funding and support. Following questions from the committee, they were thanked for their work.

CFC 18/316 PARTNERSHIP FUND ACCOUNTABILITY REPORT – FEILDING COMMUNITY PATROL

Report of the General Manager – Community and Strategy dated 25 September 2018 presenting for consideration the 12-month accountability report from the Feilding Community Patrol who had received partnership funding and entered into an agreement with Council for the period 1 July 2017 to 30 June 2018.

RESOLVED

That the Partnership Fund 12-month accountability report for the period 1 July 2017 to 30 June 2018 from the Feilding Community Patrol be received and noted.

Moved by: Councillor Shane Casey

Seconded by: Councillor Hilary Humphrey

CARRIED

CFC 18/317 REPRESENTATIVE FUND APPLICATION – WILLIAM WOOD

Report of the General Manager – Community and Strategy dated 5 November 2018 presenting for consideration a Representative Fund application received from William Wood.

RESOLVED

That the Community Funding Committee makes a representative grant of $1000 to William Wood who has been selected to represent New Zealand at the Evatt Competition being held in Hobart, Tasmania, Australia from 3 to 9 December 2018.

Moved by: Councillor Alison Short

Seconded by: Councillor Shane Casey

CARRIED

CFC 18/318 CONSIDERATION OF LATE ITEMS

There were no late items for consideration.

CFC 18/319 MEETING CLOSURE

The Chairperson declared the meeting closed at 9.30am.

Approved and adopted as a true and correct record:

CHAIRPERSON DATE

Council

Meeting of 22 November 2018

Business Unit: Community and Strategy Date Created: 30 October 2018

Bunnythorpe Public Hall Society Inc - Request to Uplift Funding

Purpose

To consider a formal request received from the Bunnythorpe Public Hall Society Inc for the release of funding which is currently being held by the Manawatū District Council towards the cost of a new Community Centre in Bunnythorpe.

Significance of Decision

The Council’s Significance and Engagement policy is not triggered by matters discussed in this report.

Recommendations

That in accordance with Clause 5.2 and Schedule 5 of the “Agreement in Relation to Boundary Alteration between the Manawatū District and Palmerston North City”, approval be given to releasing the funding held by the Manawatū District Council to the Bunnythorpe Public Hall Society Inc totalling $240,000.00 (excl GST) towards the cost of a new Community Centre in Bunnythorpe, to be funded from the Hall Separate Fund.

Report prepared by: Janine Hawthorn Community Development Adviser

Approved for submission by: Brent Limmer General Manager - Community and Strategy

1 Contribution to the Council Vision and Council Outcomes

1.1 Relationship to the Council Outcomes that underpin the Council’s Vision:

Connected, vibrant and thriving Manawatū District – the best lifestyle in New Zealand

 

2 Background

2.1 During 2005/06 Council had agreed to fund a feasibility study to assist the Bunnythorpe Community and Council to determine what type of community facility was required in Bunnythorpe.

2.2 As a result of the feasibility study, Council agreed to include in its 2006-2016 Long Term Plan the purchase of the land on which the Bunnythorpe Hall currently sat. This decision was subject to the removal of the hall. It was agreed that a fair market price would be paid, with the budget for the purchase included in the 2006/07 financial year.

2.3 Council had also agreed that in 2007/08 it would top-up the amount paid for the land up to a maximum of $100,000, as a contribution towards a new community centre. This was subject to the community having tenure security for the new centre over school land, and that additional funding up to the total value of the new centre had been raised by the community.

2.4 Council received a submission from the Bunnythorpe Public Hall Society Inc on the draft 2009- 2019 Long Term Plan which included concept plans and costings for a new community centre and a request for additional funding.

2.5 Council agreed to a grant of $225,000 which was subject to the same conditions previously made that the community had security of tenure for the new centre over school land and that any additional funding required for the new centre had been raised by the community.

2.6 The Bunnythorpe Hall site was purchased by Council during the 2009/10 financial year at the market value at that time of $85,000, which left a balance of $15,000 from the $100,000 previously agreed to in 2007/08. Council agreed to transfer the balance of $15,000 and add it to the previously approved grant of $225,000 making a total of $240,000. The conditions for funding were to remain the same.

2.7 In the 2011/12 Annual Plan Council amended one of the conditions for funding by replacing “security of tenure for the new centre over school land” with “security of tenure for the new centre over appropriate land” as building a new community centre on school land was no longer feasible.

2.8 In May 2011, the Manawatū District Council initiated a reorganisation proposal providing for the transfer of certain areas from Manawatu District to Palmerston North City which included Bunnythorpe.

2.9 The reorganisation proposal became a draft reorganisation scheme which followed a legal process under the Local Government Act 2002. This resulted in 21 appeals being received to the draft scheme which were considered by the Local Government Commission.

2.10 On 17 April 2012, the Local Government Commission determined that the draft reorganisation scheme would become the reorganisation scheme which was referred to the Minister of Local Government for the preparation of an Order in Council to give effect to the scheme.

2.11 The boundary alteration became effective from 1 July 2013 with a formal agreement signed by both the Manawatū District Council and Palmerston North City Council.

3 Discussion and Options considered

3.1 Clause 5.2 and Schedule 5 of the formal agreement to a boundary alteration between the Manawatū District and Palmerston North City refers to the ongoing commitment of $240,000 that the Manawatū District Council agreed it would continue to carry for the establishment of a new community centre at Bunnythorpe should it proceed.

3.2 Council has continued to carry the commitment of $240,000 in each of its Long Term Plans since the boundary alteration became effective from 1 July 2013.

3.3 The Bunnythorpe Public Hall Society had submitted to Council’s 2015-2025 Draft Long Term Plan a request that Council consider amending its condition of “security of tenure for the new centre over appropriate land” to allow the Society flexibility to be able to refurbish an existing building rather than building new.

3.4 Council considered the Society’s request and although had agreed that the original criteria for the release of funding would still stand, it had clarified to the Society that Council’s interpretation of “new” was that the property would be “new” to the Society. This would allow the Society to use the funds to purchase an existing building that was fit for purpose as it would be “new” to the Society.

3.5 During 2018, the Society has been working closely with the Palmerston North City Council with the City Council providing a Project Manager and an external consultant to assist the Society with developing a concept plan.

3.6 A public meeting was held in Bunnythorpe on Wednesday, 4 July 2018 where public input was sought on a proposed concept plan for a community centre to be located at the Bunnythorpe Recreation Ground which was favourably received.

3.7 The Society is now in a position to formally request the release of the $240,000 currently held by Council.

3.8 Attached for Council’s consideration is the formal request from the Society, which includes a copy of the concept plan and a letter of endorsement from the Palmerston North City Council.

4 Operational Implications

4.1 There are no capital or operating expenditure implications or maintenance costs associated with this paper.

5 Financial implications

5.1 The funding held by Council of $240,000 is from the Hall Separate Fund.

6 Statutory Requirements

6.1 There are no statutory requirements associated with this matter. However, there is a contractual obligation by the Manawatū District Council as contained in the boundary alteration agreement it has with the Palmerston North City Council.

7 Delegations

7.1 The Council has delegated authority to make a decision on this matter.

8 Consultation

8.1 The funding of $240,000 held by Council for a new community centre in Bunnythorpe has been included in each of the draft Long Term Plans and draft Annual Plans since 2009 all of which have gone out for public consultation.

9 Cultural Considerations

9.1 There are no cultural considerations relating to this matter.

10 Conclusion

10.1 The Palmerston North City Council has confirmed:

 its formal approval to the project which is outlined in its 2018/28 Long Term Plan;

 that the Bunnythorpe Recreation Ground will be the site for the new centre;

 funding of $926,000 has been allocated to the project through the 2018/28 Long Term Plan;

 assistance is being provided through the City Council’s Project Investment Co-ordinator with external fundraising; and

 project management and architectural services have been contracted externally by the Palmerston North City Council for this project.

11 Attachments

 Bunnythorpe Public Hall Society Inc – Application for Funds to be Released

46 5 2018 BUNNYTHORPE PUBLIC HALL SOCIETY INCORPOR1, uDistrict PO BOX 5130, TERRACE END, PALMERSTON NORTH 4441

4th November 2018

Mayor Helen Worboys, All Councillors, Manawatu District Council Private Bag 10001 FEILDING 4743

Dear Mayor Helen Worboys and all Councillors,

This is our Formal Application to the Manawatu District Council for the $240,000.00 to be released to the Bunnythorpe Public Hall Society Incorporated.

The site has been confirmed by the Palmerston North City Council as being on the Bunnythorpe Recreation Ground bounded by Dixons Line and Raymond Street.

On 2nd October 2018 we sent a letter in advance advising that we would like to have our application discussed at the Manawatu District Council Meeting held in October 2018 for which I have confirmation, from Janine Hawthorn, Community Development Advisor, that the workshop was held on 18th. As also advised by you we needed a letter of support from the Palmerston North City Council. I have a letter addressed to the Manawatu District Council CEO, Mr Richard Templer, dated 30th October, 2018, from Debbie Duncan, General Manager Community for the Palmerston North City Council.

We formally now request that this item be put on the Manawatu District Council Agenda (cut off date - 8th November) for the Council meeting to be held on 22nd November 2018.

As already explained but to reiterate..

"Our is well into the , Society planning, designing, of a new Community Centre for the Bunnythorpe Community. The site has been approved by the Palmerston North City Council and confirmed as acceptable to us. We have a Consultant on board along with a Project Manager and have already had meetings with time frames allocated to various facets ofthis exciting project. The design is expected to be finally signed off on 18th October, 2018.'

However, at the Project Management Group meeting on 18th October, it was felt that the costs of the project needed to be modified which resulted in a few minor changes to the design to reflect this. We have another Project Management Group meeting on Tuesday 13th November.

We would like to have this money approved for release to us at the Council Meeting to be held on 22nd November upon the understanding that it will be forwarded to our nominated Bank Account between 1st - 5th December 2018..

The Bank Acount Details are:

Trustbank: TSB Bank Limited..TSB Direct, New Zealand:

Bunny thorpe Public Hall Incorporated - Account Number: 15-3977-0022004-00

47 To also reiterate..

We are a dedicated group of Committee members elected at our last Annual General Meeting in September 2018 and very ably led by our Chairperson Anne Russell. The expected time frame for the completion of this project is February 2020. We therefore have a good deal to do leading up to the commencement of the build and to fund raise in various forms.

We have already started the process by applying to another funder, on 29th October, 2018, to which we will hear back in January 2019 as to whether or not that application is accepted or declined.

I will re attach the plans along with a copy of the letter from Debbie Duncan to Richard Templer.

We take on board, and thank Janine Hawthorn very much, for advising us that Manawatu District Council members have complimented our Society on the progress that has been made to date and that they appreciate the amount of work that has been happening behind the scenes. This comment is very much appreciated by us.

We very much look forward to receiving a favourable reply to this very exciting, long awaited project to really get us off the ground.

Please note attachements: 1: Design plans 2: Original letter of advance notice 3: Letter of support from Palmerston North City Council. Yours sincerely, On behalf of the Bunnythorpe Public Hall Society Incorporated Committee

~~~ (j!~

Flo Gibson Anne Russell Treasurer Chairperson

cc Richard Templer Chief Executive Manawatu District Council Debbie Duncan General Manager-Community Palmerston North CC

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14 SEP 2018.0561:200@A3,1:100@A122018 BUNNYTHORPE PUBLIC HALL SOCIETY INCORPORATED PO BOX 5130, TERRACE END, PALMERSTON NORTH 4441

2nd October 2018

Manawatu District Council Private Bag 10 001 FEILDING 4743

Dear Mayor Helen Worboys and all Councillors,

Our Society is well into the planning, designing, of a new Community Centre for the Bunnythorpe Community. The site has been approved by the Palmerston North City Council and confirmed as acceptable to us. We have a Consultant on board along with a Project Manager and have already had meetings with time frames allocated to various facets of this exciting project. The design is expected to be finally signed off on 18th October, 2018.

This therefore means that we are now in the position of putting our case to the Manawatu District Council for the release of $240,000.00 that is held for us.

We are writing in advance advising you that we, Bunnythorpe Public Hall Society Incorporated, would like to have our application discussed at your next Council meeting, in October, for the release of $240,000.00 to the above named Society.

We would like to have this money approved for release to us in November 2018 to our nominated Bank Account. Details will be forwarded on confirmation the money will be released as requested.

We are a dedicated group of Committee members elected at our last Annual General Meeting in September 2018 and very ably led by our Chairperson Anne Russell. The expected time frame for the completion ofthis project is February 2020. We therefore have a good deal to do leading up to the commencement of the build and to fund raise in various forms.

Should you require a design concept forwarded for your October meeting please advise me.

We look forward to your reply in due course.

Please acknowledge receipt of this letter via email to: Anne Russell. [email protected] with a copy to myself, Flo Gibson. thegibsons@inspire,net.nz

Your sincerely

Flo Gibson Treasurer Bunnythorpe Public Hall Society Incorporated Telephone: 063292738

cc Brent Limmer MDC Anne Russell - Chair Bunny thorpe Public Hall Society Incorporated

52 ~ \

W pncc.govt.nz I E [email protected] I P +64 6 356 8199 Private The Palmerston New -- I Bag 11034, Square, North, Zealand

30 October 2018

Richard Templer Chief Executive Manawatu District Council Private Bag 10001 Feilding 4743

Dear Richard

On behalf of Palmerston North City Council (PNCC) this letter provides a formal expression of endorsement for the development of the new Bunny thorpe Community Centre.

PNCC is actively partnering with the Bunny thorpe Public Hall Society to ensure the effective completion of the new Community Centre; and therefore requests that the grant of $240,000 be made available to the Bunnythorpe Public Hall Society, as described in schedule 5 of the 4 July 2013 Agreement in Relation to Boundary Alteration between Manawatu District and Palmerston North City.

In support, I can confirm that:

Formal approval of the project has been given by PNCC through the 2018/28 10 Year Plan. PNCC has determined that the Bunny thorpe Recreation Ground will be the site for the new Centre.

Design of the facility has been developed through extensive and ongoing community engagement. PNCC funding of $926,000 has been allocated to this project through the 2018/28 10 Year Plan.

PNCC's Project Investment Co-ordinator is assisting the community with external fundraising.

Project Management and Architectural Services have been contracted externally by PNCC for this project.

Please don't hesitate to contact me if you require any further information.

Debbie Duncan

General Manager - Community

SMALL CITY BENEFITS BIG CITY AMBITION

53 Inland Revenue II ft Te Tar Taake Inland Reveuue Departmellt, Pr llateBag. Palmerston North

Telephone 0800377 776 Facsimile 06-3512001 nU112< 30th May 2008

IRD NIII1r1JCr 96- 683 -618 BUNNYfHORPE PUBLIC HALL INCORPORATED POBOX 68 Our Re(crcuL"e 22070960S 100 BUNNYfHORPE 5453

Dear Sir/Madam

Goods and services tax registration (GST)

You're now registered forGST as from 01 June 2008. From this date you need to: ,/--...-._~ . charge and account for GST on all goods and services yOll supply in your taxable activity, and file returnS and pay GST to us by the due dates.

Your GST registration number is 96-683 -618. Please show this number on all tax invoices yOll issue, and quote it in any contact you have with us.

Your payments accounting basis and two-monthly taxable periods have been approved.

GST returns Your GST returns will cover the two-monthly periods up to the end of JAN MAR MAY JUL SEP NOV.

Your first return covers the period 01 June 2008 to 31 July 2008 and should be filed, with any payment due, on the due date printed on the return.

Please read the enclosed GST guide (IR 375) for more information on GST.

Please keep this notice for your records.

Yours faithfully (j)ina Scliutze

Area Manager

'fG007 54

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Council

Meeting of 22 November 2018

Business Unit: Community and Strategy Date Created: 23 October 2018

2017-18 Partnership Fund Accountability Report - Feilding and District Promotion Inc

Purpose

To present for consideration the 12-month accountability reports from Feilding and District Promotion Inc. who had received partnership funding and entered into an agreement with Council for the period 1 July 2017 to 30 June 2018.

Significance of Decision

The Council’s Significance and Engagement policy is not triggered by matters discussed in this report.

Recommendations

That the Partnership Fund 12-month accountability reports for the period 1 July 2017 to 30 June 2018 from Feilding and District Promotion Inc. be received and noted.

Report prepared by: Janine Hawthorn Community Development Adviser

Approved for submission by: Brent Limmer General Manager - Community and Strategy

1 Contribution to the Council Vision and Council Outcomes

1.1 Relationship to the Council Outcomes that underpin the Council’s Vision:

Connected, vibrant and thriving Manawatū District – the best lifestyle in New Zealand

   

2 Background

2.1 Council agreed in 2016 to enter into a contract of service with Feilding and District Promotion Inc. for the purpose of delivery of events, community and business services, and administering the Farmers Market in accordance with the agreed key reporting outcomes included in Feilding and District Promotion Inc’s Strategic Plan.

2.2 The term of the contract of service is 34 months from 1 September 2016 to 30 June 2019, under the criteria and guidelines set out in the Community Development Funding Policy.

3 Discussion and Options considered

3.1 Organisations that receive partnership funding are required to submit to Council a 12-month accountability report during the term of the contract, providing a detailed account of how their organisation delivered on outcomes and key expectations outlined in their respective contracts of service for the reporting year.

3.2 Feilding and District Promotion Inc. has provided Council with an accountability report for the period 1 July 2017 to 30 June 2018.

3.3 Feilding and District Promotion Inc.’s key reporting outcomes that they need to report against are as follows:

Business Development Services ($30,800)

1. Business Awards ($15,000)

 Event is effectively publicised and promoted utilising appropriate marketing methods that increase awareness and participation.

 As a result of the Awards, excellent customer service experiences are identified and encouraged.

 Event builds local business pride.

 Event promotes business cooperation and provides a networking opportunity.

 Event raises the local, regional and national profile of local businesses, supporting economic growth.

 Event results in improvements in customer service, through assessment feedback and advice process.

 Nominations have increased from previous year.

 Award categories reflect customer service criteria across multiple sectors and judged accordingly.

 Nominee assessments are carried out by an independent, suitably qualified party and undertaken in a supportive, transparent and professional manner.

 Business community involvement and understanding of Awards purpose is improved.

 Awards presentation event attendance exceeds expectations –450-500 guests – full attendance.

 Satisfactory feedback from businesses around nomination and judging process and awards event.

 Business Survey Satisfaction score exceeds 50%, set baseline and review to increase baseline

 Success is measured by public feed-back, surveys, social media activity relating to event, positive local and regional media coverage.

 Awards presentation event is a well-managed formal event that reflects the professionalism and customer service ethos.

 Where possible and appropriate local businesses, entertainers, caterers and other professionals will be utilised to support local business.

 Business Awards are delivered within set budget and costs are recovered by nomination fees, ticket sales and sponsorship.

 Annual Report content is prepared.

 Internal FDP event de-brief session held within 1 week of event for staff and volunteers involved.

2. Business Newsletter ($9,000)

 Satisfaction score through readership survey which also requests feedback on content.

 Business news verses local content. >50%, set baseline and review to increase baseline.

 District representative spread of news, business updates, community events and information

 Content is relevant, up-to-date and impartial, supporting local, district and regional business and community events and initiatives.

 Local businesses and community organisations actively provide content for newsletter.

 Newsletter is published bi-monthly, with the first edition in February, final edition in early December.

 All contributions are vetted and must align with the organisation’s vision and values and those of Manawatu District Council as service funder.

 Annual Report content is prepared.

 Internal FDP bi-annual review of newsletter content.

3. Feilding CBD Beautification ($5,000)

 On-going consultation with MDC staff and councillors as required.

 Facilitate an independent CBD stakeholder meeting concerning the future vision of the Feilding CBD.

 Stakeholders are informed of decision making and public consultation/submission opportunities regarding CBD issues and development plans.

 FDP identify and communicate with MDC what CBD beautification means for our organisation, businesses and the communities we represent in the years ahead - 2017-2022.

 Annual Report content is prepared.

4. Free CBD Parking Facilitation ($1,800)

 Business/public parking concerns are responded to and communication between effected/involved parties approached in a timely and professional manner.

 All new businesses are provided with free parking and designated long-term parking areas information to disseminate among staff members.

 Advertising, newsletter and new business/new resident packs are effectively used to promote the need and reasoning for free-parking availability.

 Conduct annual public free parking survey and publish responses in newsletter.

 Annual Report content is prepared.

Community Development ($15,000)

1. Community Liaison

 FDP provide assistance & referrals for individuals & community groups in a timely and professional manner.

 General public awareness has been increased about the availability and value of this community service.

 FDP have referred individuals and organisations onto MDC, CEDA & other outside agencies where appropriate.

 FDP actively refer individuals and groups seeking support and or services onto local business as required.

 FDP have actively engaged and connected community groups via FDP social media and other channels.

 FDP regularly communicate with MDC to ensure up-to-date knowledge of funding opportunities, timelines and application processes/criteria.

 FDP source in-house funding expert to assist Exec.

 In conjunction with MDC a publication is created for ‘How to- Apply for Funding for local community organisations.

 Facilitate a community organisation funding workshop.

 Annual Report content prepared.

Tourism and Events ($94,700)

1. Saleyard Tours ($3,700)

 Tourist feedback mechanisms created and implemented.

 Tour programme development/re-vamp.

 Merchandising opportunities explored and guide training and succession plan developed.

 Investigate/review promotional material.

 Quarterly review of Saleyards tour programme – April / August / November 2017.

 Advertising plan created for Saleyards Tours.

 Future direction is to investigate expansion into a District ‘Pasture to Plate’ tour concept

 Annual Report content prepared.

2. Local History / Heritage Promotion ($2,000)

 Develop and plan towards launch of new history/heritage tour activity or event.

 Update district heritage attraction publication.

 Gather feedback via FDP survey and other mechanisms for reporting purposes.

 Annual Report content prepared.

3. Rural Day Event ($14,000)

 Rural Day promotes & celebrates the district’s rural lifestyle, enhances community pride & understanding of what it means to be a rural town.

 Rural Day public attendance is maintained and/or increased from previous years.

 Rural Day activities & entertainment provided are fun, interactive and ‘rural- focussed’ & encourage community & business participation.

 Event is effectively promoted utilising appropriate marketing methods that increase participation.

 All activities and entertainment comply with safety guidelines and quality standards set by FDP.

 Volunteers are briefed, coordinated & supported before, during & after the event.

 Public safety is maintained at all times & risk management assessments are prepared pre-event & plans put in place to identify & manage hazards.

 Council road closure applications are completed & filed in a timely manner, any relevant council by-laws or regulations are adhered to.

 Success is measured by public feed-back, surveys, social media activity relating to event, positive local/ regional media coverage.

 Where possible & appropriate local businesses, entertainers, caterers, other professionals will be utilised to support local business.

 Rural Day event is delivered within set budget & additional costs are recovered/offset by market stall sales & sponsorship.

 An event de-brief session held within 1 week, minutes recorded for council reporting purposes.

4. Christmas Carnival & Parade / Living Christmas Event ($35,000)

 Christmas Parade and Living Christmas events promote and celebrate community pride and the spirit of Christmas.

 Christmas Parade and Living Christmas public attendance is maintained and/or increased from previous years.

 Float registrations are maintained and/or increased from previous years.

 Christmas floats are predominantly ‘community-focussed’ and not utilised to specifically promote business interests.

 Event is effectively publicised and promoted utilising appropriate marketing methods that increase participation.

 Christmas Floats and parade participants agree to and comply with safety guidelines and quality standards set by FDP.

 Volunteers are briefed, coordinated and supported before, during and after the event.

 Public safety is maintained at all times and risk management assessments are prepared pre-event and plans put in place to identify and manage potential hazards.

 Associated council road closure applications are completed and filed in a timely manner, and any relevant council regulations are adhered to.

 Carnival market stalls and entertainment is provided in a way that reflects the Christmas theme and enhances atmosphere of events.

 FDP staff work in collaboration with Lions Service Club to organise the parade and floats.

 Success is measured by public feed-back, surveys, social media activity relating to event, positive local and regional media coverage.

 Where possible and appropriate local businesses, entertainers, caterers and other professionals will be utilised to support local business.

 Christmas Parade & Carnival and Living Christmas events are delivered within set budget and additional costs are recovered/off-set by market stall sales and sponsorship.

 Event de-brief session is held within 1 week of event taking place and minutes recorded for reporting purposes.

 The Living Christmas event encourages family and church involvement and is focussed around the Lighting of the Tree ceremony.

 Annual report content is prepared.

5. External Event Support & Opportunities ($40,000)

 FDP will identify on a quarterly basis externally organised events, projects and promotional opportunities that will be supported through this fund to ensure their local success and also determine the nature of this support.

 FDP will ensure relevant MDC staff are aware of these targeted opportunities and the support being offered through this funding.

 FDP will develop a set of criteria in conjunction with MDC which outlines the types of opportunities that will be supported to ensure such support maximises community and economic benefit, enhances recreation and retains or attracts new residents.

 Costs of external event support approved by FDP Exec & reported quarterly to MDC.

 Staff/volunteers will be offered training & professional development opportunities in event management, project management & marketing expertise.

 Quarterly reports are prepared & submitted to MDC.

Farmers Market ($14,973.89)

1. Farmers Market Administration

 A weekly Farmer’s Market is held every Friday in Manchester Square between 9am- 1:30pm

 Feilding Farmer’s Market weekly attendance is increased & measured by stallholder feedback, public surveys & increased revenue.

 Stallholder registrations are maintained &/or increased annually, stalls are consistent & provide excellent variety & quality of local farm produce & other consumable products.

 Farmer’s Market is effectively publicised & promoted utilising appropriate marketing methods that increase awareness & retail activity.

 Stallholders, volunteers & entertainers agree to comply with safety guidelines & quality standards set by NZ Farmer’s Market, MDC & FDP.

 Any volunteers are briefed, coordinated & supported before, during, after each market.

 Public health & safety is maintained at all times & risk management assessments are prepared pre-event & plans put in place to identify & manage potential hazards.

 Any associated council applications are completed & filed in a timely manner, relevant council by-laws & regulations are adhered to.

 Farmer’s Market stalls & entertainment is provided in a way that reflects the farm fresh theme & enhances the overall atmosphere of the market.

 Success is measured by public feed-back, surveys, social media activity, & positive media coverage.

 Management of the Farmer’s Market is delivered within set budget & additional costs are recovered/off-set by stallholder fees.

 Regular Farmer’s Market Committee meetings are held during the year.

 One community fundraising stall site is made available free of charge at each market, by prior arrangement & approval of FDP.

 Monthly Reports are filed on Farmer’s Market with MDC.

3.4 Regular monthly meetings are held between the Council Officers, the Manager and the Chairperson.

3.5 A variation to the contract of service for the 2018/19 financial year has been agreed, which removes the itemised amounts from each of the key result outcomes to give the organisation more flexibility in administering the funding for better community outcomes.

4 Operational Implications

4.1 There are no capital/operating expenditure implications or maintenance costs associated with this paper.

5 Financial implications

5.1 The amount of Partnership Funding allocated to Feilding and District Promotion Inc. for the 2017/18 financial year was $165,273.89 funded from the Community Development Fund.

6 Statutory Requirements

6.1 There are no statutory requirements relating to this paper.

7 Delegations

7.1 The Council has delegated authority to consider and receive this report.

8 Consultation

8.1 There is no consultation required in relation to this paper.

9 Cultural Considerations

9.1 There are no cultural considerations to be taken into account for this paper.

10 Conclusion

10.1 A copy of the 12-month accountability report and unaudited financial accounts from the Feilding and District Promotion Inc are attached.

10.2 Representatives from the Feilding and District Promotion Inc will be in attendance at the meeting to speak further to their report.

11 Attachments

 2017-18 Partnership Fund Accountability Report – Feilding and District Promotion Inc

 Feilding and District Promotion Inc – Unaudited Financial Accounts to 30 June 2018

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Council

Meeting of 22 November 2018

Business Unit: Community and Strategy Date Created: 06 November 2018

Annual Plan 2019/20 - Consultation Decision

Purpose

The purpose of this report is to seek a decision from Council on whether or not to undertake community consultation for the Annual Plan 2019/20.

Significance of Decision

The Council’s Significance and Engagement policy is not triggered by matters discussed in this report.

Recommendations

That Council does/does not consult on the Annual Plan 2019/20.

Report prepared by: Rebecca Bell Strategy Manager

Approved for submission by: Brent Limmer General Manager - Community and Strategy

1 Contribution to the Council Vision and Council Outcomes

1.1 Relationship to the Council Outcomes that underpin the Council’s Vision:

Connected, vibrant and thriving Manawatū District – the best lifestyle in New Zealand



2 Background

2.1 According to section 95(5) of the Local Government Act 2002 (LGA), the purpose of the annual plan is to - (a) contain the proposed annual budget and funding impact statement for the year to which the annual plan relates; and (b) identify any variation from the financial statements and funding impact statement included in the local authority’s long-term plan in respect of the year; and (c) provide integrated decision making and co-ordination of the resources of the local authority; and (d) contribute to the accountability of the local authority to the community.

2.2 LGA section 95(2) states that any consultation undertaken prior to adoption of the annual plan must give effect to section 82 (principles of communication), however (2A) goes on to say that consultation is not required if “the proposed annual plan does not include significant or material differences from the content of the long-term plan for the financial year to which the proposed annual plan relates”.

2.3 Given that one of the main goals of the annual plan is to identify variations to the respective year of the long term plan, the broad project outline is: (a) Identification of variations to year 2 of the Long Term Plan 2018-28, (b) Determination of whether the variations are significant or material according to Council’s Significance and Engagement Policy, (c) On the basis of (b) determine whether consultation is required, (d) If consultation is required, a consultation must be planned in accordance with section 82 of the LGA, a consultation document must be prepared in accordance with section 95A, and the consultation must be undertaken before the annual plan can be adopted (s95(2)), If consultation is not required, the annual plan can be prepared and adopted in accordance with section 95 of the LGA. The community would be informed of the adoption of the annual plan through the normal channels with a focus on communicating what is planned for the year ahead (eg. Projects, programmes and rates).

3 Discussion and Options considered

3.1 Management reviewed the anticipated project plans and budgets for 2019/20 in order to identify any variations to what was forecasted for year 2 of the Long Term Plan 2018-28.

3.2 These variations were considered in the light of the Significance and Engagement Policy and none have been considered significant or material. Therefore the Significance and Engagement Policy is not triggered by any of the variations.

3.3 The resulting rates requirement for 2019/20 is 3.8% (5.4% including the growth component), a reduction from the anticipated 4.33% (5.9% including growth). This reduction in the rates requirement does not trigger the Significance and Engagement Policy.

3.4 The impact of the variations on Council borrowing is a net reduction of new borrowing in the 2019/20 of $421,510. Again, the Significance and Engagement Policy is not triggered.

3.5 At the workshop on 18 October 2018 the variations were discussed with Council and at the workshop on 1 November 2018 a draft summary information sheet was presented that could

be developed into either a consultation document or an information sheet for the community depending on whether or not Council decides to consult (Attachment 1).

3.6 At the workshop on 1 November 2018 rating examples were also discussed. The areas which will be affected most by the rates increase are Feilding Residential, with an increase of around 4.4% (depending on capital value) primarily because of the required changes at the Waste Water Treatment Plant.

3.7 Decision to Consult

3.7.1 Given that none of the variations to the financial statements and funding impact statement for year 2 of the Long term Plan 2018-28 are considered to be significant, there is no statutory requirement to consult. However Council can choose to consult if it wishes.

3.7.2 Some pros and cons to consulting were discussed at the workshop on 18 October 2018. The chart is replicated here:

FOR AGAINST

From a legal perspective

 Can legally consult  Current indications are that it is not necessary  Risk of re-litigating the LTP

From a governance perspective

 Opportunity to talk to the community  Consultation fatigue on the back of the LTP  Perception of transparency with the community  Already consulted on year 2 of LTP. No significant changes

From a management perspective

 A further chance to receive direct feedback  Requires a huge amount of time and resources to from the community consult  Since we are not required to we could be getting on with other work  Lots of other work going on at the same time: Town Vision, District Plan, Reserve Management Plans, Community Development Strategy, Economic Development Strategy, pre-election report, Council Mark process  Other opportunities to seek community feedback on Himatangi

From a community perspective

 Opportunity for our “routine” submitters to  Consultation fatigue – we are asking a lot from have their say the community around the same time: Town  Maintains process for those who use the AP as Vision, District Plan, Reserve Management an opportunity to seek community funding Plans, Community Development Strategy  Issues are not of community interest – may reinforce the perception of irrelevance

3.7.3 If Council does decide to consult, the timeframe for consultation is anticipated to be February – March 2019 with adoption being before the beginning of the 2019/20 financial year. If Council decides not to consult adoption can occur any time before the beginning of the 2019/20 financial year.

3.7.4 A concern has been expressed that if there is no consultation, community groups will not have the opportunity to seek funding for the upcoming financial year, which is usually done as part of the annual plan consultation process. An alternative approach could be that Council invites and decides on funding requests for the 2019/20 financial year in a process that is distinct from an annual plan consultation. Such an approach could be timed to allow for final funding decisions to be incorporated into the annual plan before adoption.

4 Operational Implications

4.1 While there are no operational expenditure implications (see section 5) there is, however, other resourcing implications to the consultation process. Across the organisation there is a substantial amount of capital and operational work scheduled, much of which will involve community engagement. Consultation on the Annual Plan 2019/20 may require reprioritising some of the organisational work schedule.

5 Financial implications

5.1 Any capital or operating expenditure incurred as a result of consultation has already been budgeted for in the 2018/19 budget.

6 Statutory Requirements

6.1 (See section 2 – Background)

7 Delegations

7.1 Council has the authority to decide whether or not to consult for the Annual Plan 2019/20.

8 Consultation

8.1 (See section 3.7)

9 Cultural Considerations

9.1 There are no anticipated cultural implications from the matters discussed in this report.

10 Conclusion

10.1 Council must decide whether or not to consult on the variations to year 2 of the Long term Plan 2018-28 which will be incorporated into the Annual Plan 2019/20.

11 Attachments

 Draft Summary Information Sheet for the community

91 ANNUAL PLAN 2019/20 COMMS/CD Overarching message Steady as she goes…. There are no significant changes to what was planned for 2019/20 in the Long Term Plan 2018-28.

Overall rates increase  3.8% (excluding rates increases funded by growth and new levels of service)  (Give rating examples)

Project highlights on the go for 2019/20 (July 1 – June 30.) (see pp10-13 of LTP): Roading 2019/20 Turners Road Extension $1.2m The construction of a basic but adequate road from Turners Road to Kawakawa Road as a first step in developing this area. Mangaweka Bridge $4.2m The bridge needs replacing. This will be a joint project with Rangitikei District Council and NZ Transport Agency. Water supply Feilding Water Strategy $1.6m The construction of a new bore, treatment plant and reservoir (on the Western side of the Oroua River). Wastewater Wastewater centralisation project $1.9m A large project being undertaken between 2018 and 2023 in phased sections. Infrastructure is being built for untreated/pre-treated wastewater to be piped from 7 villages to the Feilding Wastewater Treatment Plant. In 2019/20 the section between Rongotea and Mt Stewart will be done. Feilding Waste Water Treatment Plant $261,000 An upgrade programme to improve the quality of wastewater discharge from the Feilding Waste Water Treatment Plant. Growth Precinct 4 $2.6m The infrastructure for Feilding’s priority growth precinct (roads, footpaths, water, wastewater, stormwater). Parks and reserves Kowhai Park $552,000 A range of operational, renewal and development projects to return Kowhai Park to its iconic status in the Manawatū District Rimu Park Exchange and Development $813,000 The purchase of the/a land parcel from Rimu Park to the Makino Stream to allow for the continuation of the James Palmer Park to Rimu Park Walkway Community facilities Feilding Cemetery Development $35,000 Extension work required to meet anticipated demand

92 Te Kawau Recreation Centre $78,000 Seismic strengthening and renewal of key building components

Council’s Ongoing commitments As well as the important strategic projects (above), Council continues to provide ongoing investment in infrastructure, economic and community development. For example:

Ongoing project commitments Water Supply $1m The ongoing provision of good-quality, safe drinking water District-wide halls maintenance $57,000 Ongoing funding for the maintenance of rural halls Street Trees and Gardens $30,000 The safe and proactive management of street trees and park vegetation. Community Development Funding $765,000 Funding is provided to a number of partner organisations to deliver community development services Economic Development Funding $1M Funding is provided to Central Economic Development Agency (CEDA) and Manfeild Park Trust to deliver economic development services Reserves Funds $646,000 The improvement of Council’s financial resilience by replenishing and building up reserves District Plan Review $623,000 A significant and complex long term project which is required by law.

Overall Council income and expenditure o Some sort of infographic - pie graphs?

Variations to Year 2 of the Long Term Plan 2018-28 The biggest of the variations to the Long Term Plan that have been factored into the budgets and project plans for the 2019/20 financial year: Activity Variation amount Increase Savings Funding in costs source Solid waste Increase in the contract with Smart Environment and Midwest Disposal to reflect:  increasing number of properties receiving $42,500 Rates kerbside recycling

93  reduction in income from recyclables $40,000 Rates

Increasing volumes of waste to landfill means User fees handling and disposal costs are increasing. Council and charges will offset these costs by increasing the cost of blue rubbish bags to $1.95 and Transfer Station gate charges to $195/tonne. Wastewater Trade waste charges have been reviewed to reflect $263,000 Rates appropriate costs for industrial and domestic users. The change reflects the cost of future proofing the Feilding Wastewater Treatment Plant to allow for economic growth in the district. Reduction in the budget for the cost of processing $99,000 Rates chemicals (in line with prior year actual spend) results in savings. Roading As of July 2018 footpaths are subsidised by NZTA. Therefore:  Council receives an increase in NZTA subsidy for $42,400 Rates footpath maintenance  And Council is budgeting an extra $80,000 to $80,000 $42,400 Remainder reinstate footpath renewals, of which another (Council (NZTA funded by $42,400 will be subsidised by NZTA (balance will spend) subsidy) depreciation come from depreciation reserve). reserve Budgets published in the LTP were adjusted for $60,000 Rates inflation however NZTA approved budgets were not. Council budgets have been decreased to mirror the NZTA budgets resulting in a net reduction in rates. Community facilities Himitangi Beach dune restoration project $100,000 Reserve (preparation phase): In July 2018 the Kaikokopu funds Stream turned south causing damage to the fore dunes, compounding an ongoing issue of migrating dunes which causing exposure of coastal houses. The restoration will cost around $750,000 in total. The $100,000 budgeted for 2019/20 will provide for project planning and some initial work on the dunes. A portion of the total budget for the library and MDC $175,000 Loans admin building projects has been brought forward for the to allow for project planning and design Deferral of the following projects:  Mt Lees Reserve development of freedom $247,000 Loans camping area

94  Rongotea Cemetery $67,000 Loans  Fraser Drive Playground renewal $57,000 Depreciation reserve  Makino Precinct: playground and dome $266,000 Loans construction  Makino Precinct: fencing of playground $67,000 Loans  Makino Precinct: operational projects $78,000 Rates

District development Central Economic Development Agency (CEDA) is no $76,000 Rates longer contracted to provide event funding. Overall An estimated increase in insurance premiums for $49,000 Rates 2019/20 approximately 20%. Interest rates have remained lower than anticipated $180,000 Rates resulting in a budget saving.

What does this mean for rates? Every year Council requires a certain amount of income to do its job. Roughly two-thirds of this income comes from rates. The total amount of rates income needed by Council is referred to as the “rate requirement”. The rate requirement usually increases each year for several reasons, for example: growth in the district, a large project, increasing operating costs, inflation, etc. This increase on the previous year is expressed as a percentage. MDC’s Financial Strategy sets a limit on the rate requirement increase for each of the ten years of the Long Term Plan. The rates increase limit for 2019/20 is 5.3%. This limit excludes any component of rates which are funded by growth (ie. additional properties) and new or increased levels of service (LoS).

The Long Term Plan anticipated a 4.33% rates increase for 2019/20 (in other words the total increase planned was under the 5.33% limit set in the Financial Strategy).

The variations to the Long Term Plan (ie. The Annual Plan 2019/20) have resulted in a reduction in the required rate revenue for 2019/20. Instead of a 4.33% increase in total rates revenue, there is now an increase of 3.8% , (in other words, the rate requirement is less than Council thought it was going to be).

(Insert bar graph from FS depicting the limit and the projected increase. Add the AP increase.)

If we include the component of rates funded by growth/LoS, the total rate requirement increase for 2019/20 was anticipated to be 5.9% but will actually be 5.4%.

Who will be impacted the most? The distribution of this increase will be slightly higher for urban ratepayers primarily because of the required changes at the Waste Water treatment Plant.

95 NB. If this information is delivered as a consultation document , a feedback form (questions for feedback??) and hearing/deliberation dates will be added. The content required in an Annual Plan CD is (as per LGS s95A): 2(a) explain identified differences, if any, between the proposed annual plan and what is described in the long-term plan in relation to the financial year to which the annual plan relates, including (but not limited to)— (i) an explanation of any significant or material variations or departures from the financial statements or the funding impact statement; and (ii) a description of significant new spending proposals, the costs associated with those proposals, and how these costs will be met; and (iii) an explanation of any proposal to substantially delay, or not proceed with, a significant project, and the financial and service delivery implications of the proposal; and (b) outline the expected consequences of proceeding with the matters referred to in paragraph (a), including the implications for the local authority’s financial strategy.

If this information is delivered as an information document we could include info about the process for requesting funding for community projects for the 19/20 year.

Council

Meeting of 22 November 2018

Business Unit: Community and Strategy Date Created: 06 November 2018

Change in Representative - Ngā Manu Tāiko Manawatū District Council

Purpose

To note and approve a change in representatives for Kauwhata Marae on Ngā Manu Tāiko Manawatū District Council.

Significance of Decision

The Council’s Significance and Engagement policy is not triggered by matters discussed in this report.

Recommendations

That the Council notes and approves the change in representatives on Ngā Manu Tāiko Manawatū District Council for Kauwhata Marae as follows:

 Makareta Casey (representative)

 Rosemary Tait (deputy)

Report prepared by: Allie Dunn Governance Team Leader

Approved for submission by: Brent Limmer General Manager - Community and Strategy

1 Contribution to the Council Vision and Council Outcomes

1.1 Relationship to the Council Outcomes that underpin the Council’s Vision:

Connected, vibrant and thriving Manawatu – the best rural lifestyle in New Zealand

Manawatu District will The Manawatu Manawatu district Manawatu and its Manawatu’s built Manawatu District improve the natural will attract and develops a broad people are environment is Council is an agile environment, retain residents. economic base connected via safe, reliable and and efficient stewarding the district from its solid quality attractive. organisation. in a practice aligned to foundation in the infrastructure and the concept of primary sector. technology. kaitiakitanga.



2 Background

2.1 The membership of Ngā Manu Tāiko Manawatū District Council is made up of three elected members, eleven Marae representatives and one hapu representative, being one appointed representative by Tangata Whenua from the following Marae: Aorangi; Kauwhata; Kotuku; Parewahawaha; Poupatate; Rangimarie; Taumata O Te Ra; Te Hiiri; Te Iwa; Te Tikanga and Paranui and the hapu of Te Au.

2.2 Each Marae and Hapu representative is also able to have a deputy with attendance, speaking and voting rights when the appointed representative is unable to attend the meeting.

3 Discussion and Options considered

3.1 Council was advised that both positions of Kauwhata Marae representative and alternate member for Ngā Manu Tāiko Manawatū District Council had changed following a Trustee meeting on Wednesday 31 October 2018.

3.2 Their new representative is Makareta Casey, with Rosemary Tait as the deputy member.

4 Operational Implications

4.1 There are no capital / operating expenditure implications or maintenance costs associated with this paper.

5 Financial implications

5.1 There are no financial implications associated with this paper. All resource requirements are in accordance with existing budgetary allocation.

6 Statutory Requirements

6.1 Clause 31 of Schedule 7 of the Local Government Act 2002 sets out the requirements for appointing members of committees.

7 Delegations

7.1 The Council has delegated authority to make a decision in this matter.

8 Consultation

8.1 There are no community consultation requirements associated with this paper.

9 Cultural Considerations

9.1 There are no cultural considerations associated with this matter.

10 Conclusion

10.1 Following advice that both positions of Kauwhata Marae representative and deputy member for Ngā Manu Tāiko Manawatū District Council had changed following a Trustee meeting on Wednesday 31 October 2018, the Council is asked to formally adopt the change in membership.

11 Attachments

 There are no attachments.

Council

Meeting of 22 November 2018

Business Unit: Community and Strategy Date Created: 25 October 2018

Minutes from Community Committee Meetings - November 2018

Purpose

To present minutes from recent meetings of Community Committees for information.

Significance of Decision

The Council’s Significance and Engagement policy is not triggered by matters discussed in this report.

Recommendations

That the Council receives the minutes of the Community Committee meetings.

Report prepared by: Allie Dunn Governance Team Leader

Approved for submission by: Brent Limmer General Manager - Community and Strategy

1 Contribution to the Council Vision and Council Outcomes

1.1 Relationship to the Council Outcomes that underpin the Council’s Vision:

Connected, vibrant and thriving Manawatū District – the best lifestyle in New Zealand



100

2 Background

2.1 Under the Council’s Community Committees Policy, a number of Community Committees were established as advisory bodies in their communities to assist the Council in its responsibilities to that community.

2.2 The Community Committees are an informal link between the Council and the community whereby an exchange of information, opinions, proposals, recommendations and decisions can take place. Community Committees are empowered to present comprehensive submissions to Council’s Long Term Plans and Annual Plans.

2.3 A Liaison Councillor is appointed to each Community Committee. The role of the Liaison Councillor is to assist with advice on Council processes, and to provide updates on matters of interest.

3 Discussion and Options considered

3.1 Each active Community Committee has a Terms of Reference which includes how often the committee meets and its administrative procedures.

3.2 The Community Committees provide a copy of the minutes of their meetings to Council for information.

4 Operational Implications

4.1 There are no capital / operating expenditure implications or maintenance costs associated with this report.

5 Financial implications

5.1 There are no financial implications associated with this matter.

6 Statutory Requirements

6.1 There are no statutory requirements associated with this matter.

7 Delegations

7.1 The Council has authority to consider this matter.

8 Consultation

8.1 There are no community consultation requirements associated with this report.

9 Cultural Considerations

9.1 There are no cultural considerations associated with this report.

101

10 Conclusion

10.1 Each Community Committee provides the Council with a copy of the minutes of their meetings. The minutes received recently are appended for Council information and receipt.

11 Attachments

 Minutes from recent Community Committee meetings

102 MINUTES OF RONGOTEA COMMUNITY COMMITTEE METING HELD 3 RD SEPTEMBER 2018 IN THE COMMUNITY CENTRE AT 7.30 PM

PRESENT : M. Giles (chair) H. Wheeler, B.Procter, L. Berry, J. Cook, M Walker, T.Ross (Secretary)

APOLOGIES : H. Voss – accepted M.Giles/B.Procter

IN ATTENDANCE ; Councillors Campbell & Quarrie

MINUTES ; Read & Confirmed M. Giles/|J. Cook

MATTERS ARISING:

Waitohi trees blocking motorst’s view – Cnlr Campbell followed up and MDC Roading says they are not an issue.

New Toilets installed by Tennis courts . Councillors advise there will be no new toilets. Keys can be arranged by Groups by contacting hall Committee, Our committee questioned whether it was possible to lock off rest of hall.

No response from MDC regarding widening of road between Ouse and Medway on Humber St.

Road Maintenace . MDC have advised it is unlikely to see any road improvements in Rongotea in the near future as it is considered all the roads in the Manawatu are of a similar standard. Wear St footpaths have been put on hold. Cnlr Stuart Campbell to follow up on footpath.

Nothing has been reported regarding any cell tower to improve reception here. A. Gloyn to follow up what they are doing in Mahia.

Cemetary Parking. Nothing from MDC. S. Campbell to follow up.

T. Ross would like to see a wooden “general Store” counter to be built and erected in playground for children to play shop. J. cook can provide the wood. We are looking for a volunteer to put together this simple structure. Photos available.

M. Giles attended the Strategy for Older Persons consultation meeting. – states that it was very good. Took away the message that it is important to save towards retirement to be able to make necessary changes to the home. Older people need to have Advocates and good communication with their family.

Finances :- statement dated 30 Aug. 2018 shows balance of $3057.35

Community Plan . L. Berry to formulate plan for MDC from existing Planning held and consultation with community.

Community Projects:-

103 Walkway progressing well, lime has been laid. Reaction from FB Page has been very positive.

Te Kawau Playground . Funding available and L. Berry moved/seconded M.Giles that the remainder required for the sealing under goal etc. be topped up with the walkway fund . Suggested a meeting with MDC Contractors and committee to get us all on same page. M Giles to request.

Playcentre would like a comfy mother/child seat in playground.

Pool - Still waiting for signs to be provided for Lance to update the pool fundraising. Pool committee please advise us.

Roundabout . MDC have had a look and will make suggestions but will have to be done with committee funds.

COUNCIL MATTERS – Cnlr S. Campbell reports meetings being held to decide priority areas for earthquake prone buildings. No priority concerns for Rongotea.

INWARD CORRESPONDENCE : Letter from PM Ardern stating there is funding for Waitangi Day celebrations. Typically between $1000 and $5000. Applications in by Oct. 1 st .

MEETING CLOSED 9.25 pm

Next meeting Monday 1 ST Oct. 7.30 Rongotea Community Rooms

104 MINUTES OF MEETING OF RONGOTEA COMMUNITY COMMITTEE HELD COMMUNITY CENTRE 1ST OCTOBER 2018 7.30 PM

PRESENT : Lance Berry, David Batchelor, Henry Wheeler, Brian Procter, Margaret Giles (chairperson)

Acting Secretary: M. Giles

IN ATTENDANCE : Councillors S. Campbell and A. Quarrie

APOLOGIES : Mayor Helen Worboys

MINUTES : Minutes of previous meeting on 3 rd September Read and Confirmed Giles/Berry

MATTERS ARISING :

Secretary position – We acknowledge the resignation of Teri Ross as secretary but not the committee. Thankyou Teri for your excellent work.

Trees blocking line of sight. - Margaret Giles would like to revisit the matter of trees blocking the view of motorists on the corner of old Waitohi School when turning right from Waitohi Road into Penny Road. The driver is well into the middle of the road before being able to see traffic from the left. MDC have stated this is acceptable. Liason Councillor will follow up and report.

Widening of Road - between Ouse & Humber Streets. No reply yet.

Cemetary Parking – No reply from MDC.

Bank Balance remains $3,057.35

Community plan . - Following discussions Lance Berry to submitted a plan of improvements for comment by committee. To now go forward in Rongotea Times for public comment. This includes in the Memorial quadrant, Walls of Rememberance, hedging, path up to Cenotaph and seating. Shelter quadrant some paths, bike racks, covered seating. Coffee & Exercise quadrant, bike rack, exercise equipment and palm tree removed. Market quadrant - Palm Tree removed and this area left as a market square. Initially each corner would have to be drained. Following rejection of our plan for the roundabout we wait to see MDC suggested plan. When you see the Plan please give it some thought and feedback to committee. Following this it will be submitted to MDC.

Community BBQ – feedback is wanted on whether locals would use an electric BBQ if it was donated and installed in Te Kawau Park (next to fish & chip shop) and maintained by MDC. Ring M.Giles 3248-987. A nice seat for Mothers nursing children could also be appreciated in children’s playground.

Walkway – Progressing - with lime being spread and first culvert being worked on. Walkers appear to appreciate this.

105 Te Kawau Park Sealing – requested meeting with MDC and Higgens not advised. Councillor Campbell to follow . Stop Press – just to hand - this will be done by Higgens around the end of November. HIGGENS are being very generous to us with their price and will centre the hoop and paint up the area as a half court . Great for littles too, being able to ride bikes and scooters with no fear of coming to grief on stones. Great effort MDC and Higgens.

Action Sheet : We miss the Action Sheet, as it gave information on current and completed plans. Reporting back from MDC as to what stage a matter has reached is not regular.

COUNCIL MATTERS : Council seeking feedback on Easter Sunday Trading – “Have your Say” on Council website” or ring 3230000 and give opinion. Proposed residential growth in Feilding will put pressure on some intersections and expensive roundabouts will be required. Council voting - next election could be between five candidates in each of two wards, Rural and Urban. It could make the spread of Councillors over the area unknown until after the election. Interesting discussion on thoughts regarding new Kaimatarau intersection . Thankyou Council, we asked for a solution and we got one.

GENERAL BUSINESS :

Neigbourhood Support. A new co-ordinator has been appointed in Feilding. Please make contact with your group so that when she contacts us we are ready to get together. Any of you new to Rongotea and unsure of how it all works please contact Margaret Giles. Together we are the collective eyes and ears for the police who cannot be everywhere but like to be in the picture. In my time in the group I have seen lost old people and children found very quickly through collective contact. It is not only suspicious activity we are looking for.

Awahuri Road – very spirited discussion over speed on this road. Some would like it 80 ks for the whole road and some 100ks. Councillor Quarrie noted that the accidents do not seem to happen at 80 ks or 100 ks but at 120 ks.

Green Road Intersection : We have not heard when this is starting, was to have been by now. No passing lane for straight thru traffic off bridge passing on left of any truck and trailer waiting to go right into Green Road is a worry. So many trucks from Longburn bypass Palmerston North using this intersection - right by a school. The cambor of the road is really bad for laden trucks . MDC please advise.

Wear Street . Can MDC please discuss the footpath plans with H.Wheeler & locals please.

Councillor Quarrie in a very diplomatic way endeavoured to explain to those of us impatient with the speed of reply sometimes from Council, that they had many and varied people to work for and reply to, not just us. And we do understand but pointed out that we are busy, voluntary and unpaid for the work we do for the community.

You really should attend our meetings they are not dull and dreary – we get quite “spirited” at times!!

Just to hand . Our Mayor is keen to hold a ‘Chat with the Mayor’ . Sounds good I hope many of you will make the effort to come. Waiting on a date for this.

106 Meeting finished 9.30. pm

Next meeting 5 th November, 2018 - 7.30 Community Library. COMMITTEE PLEASE MAKE A SPECIAL EFFORT TO ATTEND AS MAYOR HELEN WORBOYS WILL BE ATTENDING FOR DISCUSSIONS .

107

MINUTES OF THE HALCOMBE COMMUNITY

HELD Monday 1 October 2018 7pm at the HALCOMBE TAVERN

PRESENT: Rachel Lane, Cr Shane Casey, Vicki Powell, Peter Beck, George Kereama, Cr Alison Short, Alex Short, Barbara Davis, Maureen Lambert, Stacey Hulena, Mayor Helen, Teresa, Jeannette Henderson, Darryle Thomas

1.1 APOLOGIES: Mel Henderson, Richard Bain, Ben Henderson, Janine Hawthorne

1.2 CORRESPONDENCE INWARDS/OUTWARDS: IN:

 ANZAC Day report  Motorhome Association – 3rd week in February 2019 on the Domain  Suffragette Nomination – Rachel was nominated  Offer of help with website from Kirsten Otter  MDC James Adamson’s Hall report template  Offer of old school speaker system from Di Simpson  Easter Trading hours consultation  Anna Jacob – Playcentre AGM on 14 th October at 7pm  Update from Rural Connectivity – site being surveyed on 3 rd October  Quote in from Tricklebanks re hall refirb plumbing

OUT:

 Reminder of Gorgeous Garment Evening – the event raised $2,000.  Woodstock Party at Mt Biggs.  Halcombe Herald sent out.

1.2.1 MINUTES of Last Meeting 3 September 2018: Approved

2. Items for Approval/Information

2.1 FINANCIAL REPORTS:

108 Halcombe Community Development Group – General Account (BNZ):

Opening Balance as at 1/09/18 $36,005.23

Deposits = $NIL

Expenses = $181.30

Closing Balance as at 30/09/18 $35,823.93

Unpresented cheques = Nil

 Rachel to meet with Stacey to hand over the accounts  BNZ to issue Stacey with security token

2.2 COUNCIL REPORT:

 Easter Sunday Trading – MDC asking for submissions. Closes 23 October. All submissions on-line  Fire & Emergency NZ – Fire permits are now granted by FENZ and not MDC. Call local Fire Brigade or Horizons. For Chimney smoke complaints – contact MDC. Outdoor fire complaints contact Horizons.  Community Awards have been held – local Volunteers recognised (in the past George Kereama and Richard Bain have been recognised)  Council Audit – Review of processes is taking place.  Young Achievers – Award ceremony on 29 Oct – 70 nominations received including some from Halcombe School.

3. Other Business

3.1 Focus #1 – Walkway & Domain

 Last working Bee was great – thank you to all who turned up.  Grasses are missing from the front – someone dug them up   Vicki has sprayed & it was much easier for her with carpet and mulch.  More mulch required on the bank.  Another Working Bee required – Thursday 25 October at 4pm (lay carpet).

109 3.2 Focus #2 - Hall & Hall Kitchen

 Quotes have been received on the various jobs that are required. It has been agreed to do the jobs in stages as and when money is available. o 1st – Have Colin Hirst build the kitchen area and install the new stainless steel bench tops that we have purchased $3,000 - $4,000 o 2nd – Install new water heating system – this may be gas – could be expensive (2 nd quote required). o 3rd – Painting – Do this ourselves. o 4th – install the curtains - $4,000 o 5th – Extra bench tops (in bar) – we need to get a quote for this part.  Apply for grant from Central Energy Trust – Ovens, fridge, Infinity gas water heater.  Flooring in the bar and kitchen will be replaced when all the work is done.  Work will probably start after the Fire Brigade function on 3 rd November.

3.3 Focus #3 - ANZAC Day

 The ANZAC committee have applied to MDC Regional Event Funding. 9 th October presentation. Asking for $15,000.  The budget for the event is $24,000.  They are making 300 poppies to sell, but may make another 300.  They have completed a Risk Analysis Mgmt System Form for the event.  They would welcome new committee members and 4 new people turned up for the last meeting, which was great.  Minutes of their meetings are available to anyone on request.  HCDG have okay $1,500 towards ANZAC Day 2019.  Train tickets will sell for $30 each, which includes being hosted for the day (i.e. food provided). This needs to be well communicated in the marketing information.  Advertise the next ANZAC Day committee meeting.

3.4 Focus #4 - Cenotaph & recreational area

 No news

3.5 SUBPROJECTS:

Roading Update

 Nothing to report

Community Get Togethers

 Halloween Disco – tickets on sale from Teresa, Dairy & via a closed FB page. Bags – Rachel will supply, Haybales – borrow from Rachel, Glowsticks – Glen Coogan (Rotary), DJ – Graham from the Dairy free of charge, Food – hotdogs,

110 Tunnel at entrance gazebo – Jeannette, Gilmores Card – Jeannette, Volunteers required – to clean up.  Auction Night – Darryle to speak with Hank about perhaps moving the Auction to mid-winter as there are two other events that cannot be moved – Halcombe School Gala in March and ANZAC Day in April.  Sounds of Summer – not heard from Frazer  Halcombe Herald – sent  Website – Kirsten Otter has offered to help with the Halcombe Community website. Rachel and her to meet.

Cemetery Land

 Docking & Dagging – Done. A big thank you to all who helped with this.  Shearing – Labour weekend  Gorse – finally dying back, roadside bit needs a respray.

Communication (Cell, landline, internet)

 Survey taking place on 3 rd Oct by Rural Connectivity. Rachel to follow up and see how it went.

Entrance Signs – no progress to report

Neighbourhood Support/Civil Defence/Police – Trish Balmer is now head of Neighbourhood Support for Feilding and surrounding districts.

Power capacity in village – no progress to report

Christmas Lights – no progress to report

Rangitikei River Access – River has changed direction and the bank on the Halcombe side is severely undercut. Horizons may plant along this bank and are talking to local iwi. Alison Short to write to Horizons for it to be included in their LTP. Horizons are monitoring the situation.

Sewerage – no progress report

Storm water – Update from Brent Holmes – work will be carried out once dries up.

Recycling – Going well

Halcombe School – Rachel presented the winners of the HCDG design our ‘Thank You Card’

Halcombe Community Trust – AGM on Wednesday 10 th October 2018 at 7pm in the Halcombe Hall.

111 4.0 General Business

Other Items

 Fund raising ides for ANZAC Day required.  Thank you to Mayor Helen for attending our meeting.  Stacey Hulena last Saturday night had their garage window smashed and 2 weeks ago their son’s ute was stolen from the drive. Be aware.

Meeting closed at 21.00hrs

Next Meeting Date: Monday 5th November 2018 at 7pm in the Halcombe Tavern

112 MDC Action point Transaction MDC Minutes Status Update department date #

Pathway corner 41978 Roading March 2018 Sitting with Programmed for Willoughby/Levin Street, Higgins Aug 2018 – to be water undermining footpath. done next week Could be potential H&S issue for kids walking to school.

Concern around “slickness” of Roading March 2018 Water cutting is seal on the approach to the 1 programmed for way bridge on Wilson Road when a water (chip has ”soaked” into the tar cutter can be during the hot weather) sourced. Prop late Aug/Sept.

Tree (willow) near Halcombe Roading - March 2018 This willow tree School (Cnr Willoughby and probably Parks on private land Monteith Streets) needs asked Higgins to either trimming or removing. remove overhanging branches

Giveway sign cr Mt 45628 Roading April 2018 Reinstated Done Biggs/Halcombe 26 march

Truck has run this over.

Corner of Mt Biggs/Halcombe 45630 Roading April 2018 Nothing can be rd restructure to prevent done unless a Giveway sign being run over guard rail? again

Levin Street Drain barrier Parks/Roading Feb 2018 No change – I was fence – MDC agreed in Draft not aware of this. Annual Plan 2016/2017 to ‘have a barrier fence erected around the open drain on Levin street’ See File Ref: Resend 2/0266 – submission No.35

Date please of when this is going to be done

113 Minutes of the Feilding Community Committee Meeting

Held at Manawatu Community Trust House

Thursday 4th October 7:00pm

In the absence of a minute secretary Gary agreed to take the minutes.

Present: Nikki Speedy (Chair), Stan Moynihan, Jill Absolon, Helen Worboys (Mayor), Gary Stoneley, Philson Marsh (councillor), Jason Smith.

Apologies: Laura Banks, councillors Shane Casey and Hillary Humphrey

Minutes of the previous July meeting were moved and discussed.

The Minutes of the July Meeting were accepted as correct.

Moved Stan Seconded Jill passed.

Matters Arising :

- Reminder that Whanau Day is happening at Timona Park 17 November, 11 - 3. Tied in with opening of new pump track at 12 noon. Whanau Day is also being promoted in line with White Ribbon Day. Council Report - Discussion via P Marsh, H Worboys

- Rubbish Bins have now been installed at Kowhai Park - Submissions on the council wards have been received and this is looking to be 5 urban and 5 rural councillors with a projection that further change may be needed in several years due to urban growth. - The council has submitted to government on changes to rental code requirements for 2019 as this is now leading to a significant shortfall in affordable Manawatu rental stock. - Council is seeking community input on the future of Feilding commercial area as to what is valued, heritage and looking to the future. There are targeted public / group meetings being advertised. Database;

Jill advised there has been no progress on her database project as the student developing it has glandular fever and was feeling under pressure. Unable to progress at this stage. The schedule of community organisations previously requested was not provided.

General Business:

- Rural day is on Friday 12th October.

114 - Whanau day - Laura and Ellen are organising Community Committee stall / activities. - Armistice Day event is on Sunday 11/11/18 - Comments from the social wellbeing survey to be circulated to members. - 19 January, Gravel and Tar classic bike race to be held. Discussion on possible needs for marshalls however these are generally managed by regional cycle groups. - There is some progress being made on crossing issues on Aorangi Street / Kimbolton Road area. This is an NZTA matter.

Other Matters:

Gary advised that the issue of public transport in Feilding had been raised at the SINCOSS meeting by Martin Baldwin and was a significant issue. The loop approach that Horizons adopts means that many residents, reliant on public transport have to travel to Palmerston North just to get to and from different parts of Feilding, in particular the Medical centre. The option to this is getting taxis which is expensive. Martin has suggested a public meeting to get this sorted. Wanting to move quickly on this.

There was good discussion on this with suggestions being to get statistics and background information first. This could come from the medical centre, taxis resident survey. How much ratepayer funding (transport) is allocated to Feilding compared to Palmerston North per population / ratepayers? How is this allocated? Desley Monks at Horizons is a good initial contact. Mayor Helen offered her office as a liaison for this and the council chambers for a meeting with the key personnel.

Gary to take suggestions to Martin Baldwin.

Matters carried over to next meeting:

- Progress on Recycling Centre - Schedule of community organisations. - Feilding bus routes

Meeting closed 7:50pm

115 Minutes of the Sanson Community Committee Meeting

Held on 10 th of October 2018

Opening 7:10pm

Present Committee: Paul Brown, Alan Peck, Steve Carey, Grant McGaughey, Christine Ellis.

Council: Helen Worboys, Phil Marsh

Public: Denise Tanner, Kristi Whittaker, Michael (blow carts)

Apologies Ellen Beattie, Ross Vile, Stephen Collins, Daniel Hirst

Guest Speakers None

Previous Minutes Were read and confirmed as a true and accurate record. Moved Grant, 2 nd Alan Peck.

Local Events  Build your own ‘Guy Fawkes’ competition. Denise confirmed first prize with Blow Carts, 2 nd and 3 rd prize to be confirmed. Denise is to put it on the respective pages.  Denise to put out an advert re: time capsule in memorial of Des Mudford. The committee agreed to ascertain what is to go in the capsule before deciding what to house it in and where. Potentially to be done in conjunction with the setting of the playground. Matters Arising - Kristi presented the letter that Des Mudford wrote. She outlined the funeral for those who could not attend. It was mooted that the letter and mementos be put into the time capsule. Memorial to Des, your contribution to the township of Sanson was vast, you will be dearly missed, may you rest in peace. - 730pm committee meeting time mooted. As the market committee has been moved to the week prior to the SCC meeting, no longer required. SCC meeting to remain at 7pm. - Kristi proposed that the new playground have a roof over it, or at least have the ability to put one on at a later date if funding does not allow immediately. Agreed that it was a good idea, as it will be the first covered, all weather playground from Wellington on state highway 1. - Paul outlined that concept D was agreed (Skyhawk silhouette and playground around it). He is going to approach NZDF about potentially using apprentice builders (under supervision) to reduce the labour costs in building the playground. Helen advised that she has approach the Ohakea Base commander about them painting the Skyhawk in the correct RNZAF colours. Councillor’s - Phil outlined that the 5-5 rural/urban representation has been agreed by MDC. Report - MDC transportation review due in November. Paul requested that we consider where the school kids are dropped off and picked up. To investigate using the school parking lot (off the major road ways). - Invitation to the townscape meeting. MDC are after ideas around the Feilding CBD as a result of the findings on the earthquake prone buildings. MDC are to come to the next SCC meeting on the 14 th of November to give a presentation around the future strategy. Correspondence 20/09 - Indicators Aotearoa New Zealand - Ngā Tūtohu Aotearoa: public consultation – In Kristi to make an application.

21/09 – Brook Rush re: Easter Sunday Trading Hours policy. Paul to complete the online submission on behalf of SCC. It was discussed an unanimously agreed that the submission would outline that individual businesses within Sanson should have the right to choose if they open on Easter Sunday. Due by the 23/10/2018.

116 30/09 – Email from Paul outlining the MDC land and boundary behind the school and into the Domain.

4/10 – Emails from Denise re: Stop signs in the service lane behind Z. Have been installed.

6/10 – Email from Helen with respect to the White Ribbon Day – 17/11/2018. Denise to put on websites.

10/10 – Email from Janine with respect to grants workshops - a daytime Seminar in Palmerston North, on Thursday 22nd November 10am-12:30pm and an evening seminar in Ashhurst on Tuesday 27th November. 6:30pm- 9pm. Denise to put up on websites.

Correspondence 12/09 – Emails between Grant and Brynn with respect to Spinning Planet invoice. Has Out been passed onto old Market Committee for payment.

Finance MDC $2843.43 for DPW Project

MDC $14700 for Brand Sanson Project

MDC $213000 for Toilets

MDC $158000 for Playground

SCAT $4003.64 incl Denise Tanner donation $3000 for Bus Stops, $600 for ANZAC day.

Paul to follow up with Kristi about the reimbursed from SCAT ANZAC funds for $300 koha given to Feilding Brass Band. Also req SCAT funds totalling $160 for koha to ANZAC day participants; Rev, Bugler, youth addresses.

SCAT Market funds – TBC under Market report.

General Business  Kristi discussed the line of pine trees along the school fence line. These are on school property. They are becoming a hazard for people walking along the public walkway and are killing the plants underneath them. Kristi is going to follow up with the school about felling the pines and replanting natives.  Michael confirmed the plans for the new blow cart extension and where the ‘club house’ will be located. He is going to go back to the arborist about saving some of the trees for a community fund raiser. o Felling of 1/3 rd of the trees. Remaining trees to be thinned out to reduce bird worries. o They will be planting new trees around the cart containers.  Helen/Phil to confirm if a new Fire Hydrant was included in the Sanson water scheme and when this will be installed.  PFAS water contamination: Central government has given MDC $50K to prepare a plan for the rural scheme – still being worked through, no timeline for completion. Market  Grant advised that the old market committee had passed the cones onto the new Committee market committee for use.  The indemnity insurance from the old Market committee has been purchased by the new market committee.  Kristi has taken on the role of Chairperson for the SCAT/market committee. Christine has the role of market manager. SCC discussed the amount of $50/week being granted to Christine as the market manager. To be confirmed by the market committee.  Kristi has started a conversation with the country machinery for the Sunday market in the future. They are going to speak to their insurance company around liability.

117  Christine/Grant/Kristi/Michael continuing conversations around the use of the blow cart track. o Chris, Grant and several stallholders met with Julian & Robert from the Blokart Club as a potential site for the Sanson Market. We would be allowed on the carpark extension once completed and if approval is given by the Club. We found: No toilets; no power; if they cut 1/3 of the trees that will leave the stallholders open to the elements; requires a wider entrance for 2 cars going in or out; will need a turn off bay for the traffic coming from Wgtn; it lies within the 100km speed limit. Further discussion is needed about this site and other options to be investigated.  Paul requested that anyone in the community who has ideas about the future location of the Sunday Market to send these through to SCC or attend one of the monthly meetings.  Grant had a visit from REC services with regard to the Sunday Market waste being dumped each week. Stall holders are to remove their own rubbish. If it continues, the council will become involved and will potentially remove the bin.  Closed discussion around recent behaviours onsite.  Steve to write the terms of reference of the market committee (as a subsidiary of SCC).  Discussion around reporting mechanisms. Helen suggested that Raewyn Loader is contacted with respect to rules, dealing with complaints and site allocation. Kristi to follow up with Raewyn. Project Priorities 1: DPW Project

2: Brand Sanson Project

3: Stormwater Project (pending District review)

Notices for  SCC are looking for a youth representative on the committee. Snippets  Those with Sanson Sunday Market potential locations to share those with the committee or come to the monthly meeting.  The selection of option ‘D’ for the playground.  The next month meeting – MDC presentation around the future CBD strategy.  Guy Fawkes competition  Grants workshops  White ribbon day  Time Capsule ideas – what to put in it.  The new Sanson Sunday Market facebook page ‘url’  SCC next meeting – 7pm at the supper rooms Next Meeting 14 November 2018 @ 7pm at the Supper rooms

Closing 21.48hrs

118 Minutes Hiwinui Community Committee Meeting 16 October 2018 at 7.30pm Hiwinui School Present: Johanna Wood (Note-taker), Pam Eastcott, Sean Hurley, Dave Stewart, Duncan Baker, Richard Fernando, Brenda Leigh (Hiwinui School Principal and in the Chair), Phil Pirie, Clare Ridler, MDC Crs Cameron and Marsh No. Item Action (who) 1 Procedural Matters 1.1 Apologies That the following apologies be accepted: Sean/Clare Arthur Wood and Mayor Worboys Moved/Seconded Brenda asked that Johanna pass on our best wishes to Carried Arthur for a speedy recovery 1.2 Correspondence Inward:  MDC email, poster and documentation re Easter Trading Proposal calling for submissions by 23

October

 MDC email advising Council has received notification from Stats NZ that they are currently developing a set of social, economic and

environmental indicators to track New Zealand’s progress – Indicators Aotearoa New Zealand – Ngā Tūtohu Aotearoa. – online submissions are open

until 30 September 2018

 Email from MDC: The Future of Feilding's Town Centre - A Community Discussion 2018 requesting a 30 minute agenda item to be added to your

Community Committee Meeting on 20 th November, which the Mayor and Deputy Mayor will lead  PNCC – September 2018 re the Ashhurst/Bunnythorpe Road

Outward:  Email letter of thanks to Ange Strawbridge  Letter to PNCC/MDC re Ashhurst/Bunnythorpe Road Pam/Sean That the inwards and outwards correspondence be approved. Moved/Seconded Letter to NZTA to be drafted outlining Carried Ashhurst/Bunnythorpe concerns and to include the PNCC response Johanna/Clare

1.2 Confirmation of That the minutes from the previous meeting held on 21 Johanna/Clare Previous Minutes August 2018 be accepted as a true and correct record. Moved/Seconded With the amendment of names in those present as Carried highlighted:

119 No. Item Action (who) Pam Eastcott and Clare Ridler

1.3 Matters Arising Speed Sign Progress Brenda advised she had been in contact with Matt Williams (MDC) and the issue at the moment is the

procurement of signs Cr Cameron to Itemised costings rate spend in our community Cr follow up Cameron reported that the 10 Year LTP is now out (and gave Richard a copy). However, a detailed response as to what our rates go towards is still to come Community Welcome Signs (see community projects) Pathways (see 2.4) 2 Items for Approval/Information 2.1 Finances Income: Expenditure: Balance: No financial report was tabled Janine (MDC) to be asked to provide a financial Cr Cameron update for the next meeting Johanna to follow Need to check if Arthur has arranged for the up with Arthur payment of the account for the Welcome Signs as

approved at the meeting in 21 August 2018. 2.2 Community Plan Review of Community Plan Projects (what’s been (where applicable) completed, what’s been planned, timeline, issues,

actions) Review of plan? Johanna to ask  Is there a digital copy of the Hiwinui Community Janine Plan available? If so, Richard will arrange to send this out to the community All committee  Committee Members are asked to read through members the plan before the next meeting so it can be reviewed Arthur with support from Johanna  An update of progress with the Community Plan to be given at the community meeting planned for 20 November 2018 and identify if there needs to be any reprioritisation of actions

2.3 Community Progress on projects (what’s been completed, what’s Projects been planned, timeline, issues, actions)

Welcome Signs Consent update

 Dave reported that he has had no response to his

email from a couple of months ago.

 As noted in the August minutes the Welcome Signs had been approved initially by Brent Holmes (MDC)

120 No. Item Action (who)  Status of the consent is to be ascertained. Where is it Cr Cameron sitting currently? Is there anything that needs to be

done?

Traffic Management Plan

 Phil confirmed that there is nothing that can be done until we know a date for the signs to go in

Placement of Welcome Sign on Reid Line East  As noted in the August minutes the Welcome to Hiwinui Sign will go somewhere between Argyle’s and A. Wood’s

Need an update of the MDC Community Project Funding Balance: $______Janine 2.4 Pathways Richard asked if he had seen the MDC Roading Team looking at the placement of the pathways on Reid Line.

Brenda confirmed that they had been out just before the end of Term 3. 2.5 Community Event Richard said he had been approached by Fraser Greg, MPR (the old Access Radio) asking if the community

would be interested in a Sounds of Summer Event to be held at Hiwinui This supports our community plan so there was general approval for this.

Richard to ask Fraser to send through some information to the BOT and the Community Committee Richard 3 Other Business 3.1 Subcommittee Reports 3.2 School Report AED Update Brenda advised that the school is getting an AED. Pam requested that the school write to the Matthews and Brenda advise where the AED placement is in hand Hops and Vines A group has organised a fund raiser on 3 November at the vintage Car Club to raise funds for an all weather cricket pitch. It is hoped that this will become an annual event. 3.3 Community The committee has set aside the meeting scheduled for Mayor/Deputy Meeting 20 November, 2018 to be a full community meeting. The Mayor Mayor and Deputy Mayor will be presenting the Future

of Feilding’s Town Centre Arthur/Johanna At this meeting an update of progress towards actions in the Hiwinui Community Plan to be presented Councillors were asked if MDC would consider Cr Cameron arranging for some fliers to advertise the November 2018 meeting. These would be distributed by Sean and the school

121 No. Item Action (who) It was proposed that going forward the Committee holds Committee two community meetings a year. These will be around March/April and October/November each year 3.4 Communication Clare raised how we are communicating with the wider community

Richard advised that he has electronic communications

set up and social media but needs someone to draft this . one suggestion was the community plan could be circulated if there was an electronic version.

Advice of the Community Meeting on 20 November to be circulated to the community Richard 4 Council Matters Update from Liaison Councillor on current MDC activities.  The Mayor and Deputy Mayor are taking a number of meetings re the Future of Feilding’s Town Centre

 There is a MDC Council meeting this coming Thursday. The agenda for these meetings can be find on line

 You are welcome to sit in on MDC Council meetings. There is a 15 minute time slot at council meetings for the public to raise matters, however, matters raised won’t have answers provided at this time.

 The Representation Review has been completed and there will be 5 urban and 5 rural councillors. This is will be reviewed again in 6 years

 The MDC is looking at a community sporting facility plan

 The annual plan is coming up and there is likely to be a consultation process

Meeting Closed Time 8.30pm Next Meeting Full Community Meeting 20 November 2018, at 7.30pm

122 Himatangi Beach Community Committee Minutes Wednesday 17 th October 2018 at 7.30 pm Himatangi Beach Community Hall

Present : Marty O'Fee (Chair), Chris Rosvall, Brian Pinker, Reuben Ebrey, Sylvia Kavannagh In Attendance: Mayor Helen Worboys, Deputy Mayor Michael Ford, Councillor Phil Marsh , Alec Mackay,(PNSLC), Renee van de Weert, Rene van de Weert & Judy Douglas No. Item Action (who) 1 Chair welcomed everyone to meeting and extended a special welcome to Mayor Helen Worboys and Deputy Mayor Michael Ford. The Chair invited Mayor Helen to address the meeting on the future of Feilding's town centre. What do we want it to look like in the future? Cost of earthquake -proofing is high and owners only have 15 years to complete necessary work. Attendees were invited to have an input and ideas were put forward for consideration. An enjoyable exercise for all. 1.1 Apologies Apologies were received from Brian Rosvall, Andrew Quarrie & Zane Ryan That the apologies be accepted. Moved; Marty Seconded: Chris 1.2 Confirmation of That the minutes from the previous meeting held on th Minutes 19 September 2018 be accepted as a true and correct record. Moved: Marty Seconded: Chris 1.3 Matters Arising Nil

1.4 Correspondence Inward  email from Janine Hawthorne re funds  emails from Dwyer Tech re project  Quote from Roaches re concrete for entranceway  Quote from Metal Magic re project  Notification from Bainesse re change of meeting date.  email from Jeff Graham re Civil Defence  email from MDC - Brittney Evans re “The Future of Feilding's Town Centre - A Community Discussion 2018.”  emails from Cheryl and Matthew (MDC) re Himatangi Reserve Management Plan  email from Janine Hawthorne - Indicators Aotearoa New Zealand – Ngā Tūtohu Aotearoa. Outwards: 1. Letter to Dwyer Tech 2. emails to Bainesse CC re meeting.

2 General Business Items for Approval / Information  Future Community Committee meetings format to be confirmed.  Reserve Management Plan  Dune welfare / signage etc. Additional Items  Water quality for Himatangi Beach residents  Resignation received from Sue Smith. Sue wishes to resign from both her Community Committee and Civil Defence roles.

123 No. Item Action (who)

2.2 Finances  Currently a balance of $10,920 for projects in the 2018/2019 year plus $12,000 for the Village Entrance signage from MDC.plus $3,000 for Information Boards  Approved for payment by emails = Sheds 4U - cover for BBQ's $7049.50  Awaiting account from Dwyer Tech for services etc.  Metal Magic will be producing cor-ten entranceway structure and Reuben and Titus will be doing the concrete plinth as well as the concrete slab under the BBQ. Accounts for these shall need to be passed by email before the next meeting so payment can be made.

2.2 Community Plan Update on Entranceway Subcommittee Aim for completion by end of November. Lighting to be carried out at a later date. Reports Update on BBQ area BBQ operational. Shelter ordered .Local Builders erecting. Update on Patrol Garage Building permit passed. Plans/permit for soak pit to be obtained, then slab can be poured. Delays very costly. Rene reported that Labour weekend will be very 'police orientated' with members from Foxton, Feilding, Kimbolton and Bulls visiting to patrol the area. In the past we have been giving out warnings for unlicenced vehicles etc, but from now on traffic violation tickets will be issued. Meeting with Rangiotu City to Sea committee Great food but not a very productive meeting. Security cameras in village Patrol to ascertain what is required and report back to MDC.

Rene to contact Jeff Graham (Civil Defence) re radio and cameras as Civil Defence will come under the HB Patrol now. Reserve Management Plan including update on sand dunes To arrange a meeting with Cheryl, Matthew and Peter to discuss eradication of yucca and acacia plants, dune planting, native tree planting along stream, relocation of recycling centre etc. More spinifex plants are required for the sand dune planting. Suggested we approach local schools so students can assist with planting when plants on hand.

Matariki/Queens birthday weekend . – CC Fundraiser hangi To be discussed at later date. Changes to CC / Trust Plans for Sub committees under Community committee to be set up for the following:  Community Liaison  Community Development  Community Hall  Community Patrol  Civil Defence  Event Management  Health and Safety  Fundraising Reuben spoke on the above and advised that he has already signed up for three groups. We need locals to come on board as volunteers when required, not to be on any committee unless they so wish.

In his 'Community Liaison ' role, Reuben has contacted members of the Fire Brigade and asked them how we can improve the village. Feedback listed below. Dave McMillan

124 No. Item Action (who) 1) Dog poo bins should be provided in Reserve and southern walkway.

2) Hanging rubbish bags are not being taken by rubbish man. David McMillan 3) Outside gym for summer months

4) Signage for fire lane is old and dated and needs

updating.

5) New subdivision concerns for access for fire brigade

6) Skip bin for xmas

7) Horsefloat poo is gross

8) New horse entrance

9) Shade for playground over play equipment

10) Power supply for park for firemans football

11) Dumping of wood on beach out of stream is stupid as it just comes back

12) Wooden posts for tennis courts as metal ones rust too fast

13) Waste of time straightening creek.

14) Dont fix dunes. Let nature take its course

Discussion followed re the above. Plans to investigate turning southern beach access walkway (In Hunia Tce by Kawana Grove entrance) into a Bridle Track and have access to fresh water for horses etc Plenty of room for parking of horse floats. Need for a depot where locals can leave blue bags as hanging bags get ripped open by animals.

Water Quality in Village

Cloudy tap water has caused concerns. MDC advised that the cause was most likely oxygen suspension and the water system has since been flushed. The large quantity of water drawn off by the Fire Brigade to fight local fires could have helped to cause issue. Resignation Letter to be sent to Sue Smith thanking her for past services.

3 Council Matters 3.1 Councillor Update Cnr Phil Marsh reported that the MDC Representation Review has resulted in there now being two MDC wards which will give ratepayers 5 Rural members and 5 Urban members. More proportionate representation than in past.

Mayor Helen reported that Feilding shops have been asked if, given the choice of opening on Easter Monday, would they want to. This has a provision that, if any staff do not wish to work, they don't have to. Employees also do not

125 No. Item Action (who) have to give their employer a reason why they do not want to work. 3.2 Other Matters Surf Lifesaving Club Alec reported that they have 12 new lifeguards. The PNSLC recently gave a presentation to MDC to gain funding for summer. Alec also gave a report on the team race at 90 Mile Beach which 38 Teams competed in recently. He also reported that the PNSLC is fundraising for a new hull and motor. Paddle boards purchased. Building Sports Programme. Meeting Closed 9:00pm

Next Meeting Wednesday November 2019

1. News Headlines...... The new Himatangi Beach website is now online Check it out on www.himatangibeach.co.nz We would love to hear your feedback. Thanks to Alice and Reuben Ebrey for all the time put into this – you have done a wonderful job.

2. The Future of Feilding's Town Centre – A Community Discussion 2018 Council is looking to the community for its vision for the Feilding Town Centre for the next 20 years. Take time to visit the MDC 'Have your say' website, www.haveyoursay.kiwi.nz and tell them about what you want to see in the future for Feilding's Town Centre.

126 Minutes Bainesse/Rangiotu Community Committee Meeting Wednesday 17 th October 2018 Rangiotu Memorial Hall

Present: T Donaldson, G Dorn, A Horsfall (Chairman), B Law, M Starr, A Sterling (Secretary), Guests: Cr B Cameron, D Lynch Absent: C Caffell, A Mitchell

No. Item Action (who) 1 Procedural Matters 1.1 Apologies That the following apologies be accepted: Moved/Seconded MStarr/TDondadson F Reid, S Trethowan, A Halford, R Taylor, Cr A Quarrie, Cr. H Humphries Carried 1.2 Correspondence Inward : MDC Requesting a 30 minute agenda time on 21 st November meeting

M O’Fee Himatangi Re confirmation of dates for Moved/Seconded coffee & dessert night GDorn/AHorsfall D Lynch 4 letters re; hall committee report Carried Outward : D Lynch re minutes to be discussed at next meeting. That the inwards and outwards correspondence be approved. 1.2 Confirmation of That the minutes from the previous meeting held on Moved/Seconded Previous Minutes Wednesday 19 th September be accepted as a true and A Horsfall/G Dorn correct record.

N:B Minutes were confirmed with the following amendments: Carried 1. A Halford gave a report on the Bainesse Districts Community Trust regarding the shared pathway (to be added)

2. An amendment on the Hall Report which will read “Mr Horsfall is to contact DBS Builders to inspect and to ascertain what materials will be needed for these repairs .”

Amendment to Hall Committee report: 3. “Central Energy Trust application was successful and we now have an electric oven a fridge and a generator for the kitchen upgrade”

127 1.3 Matters Arising We have met with the Himatangi Community District Committee, which was a beneficial evening. They spoke of the Community Patrol around Himatangi area. If there was an emergency within our area they could attend as first responders as they collaborate with the Police. To involve all the community they call on interested residents, (not just the committee members) to help with extra projects. Signage : D Lynch has spoken to Council, regarding the signage at Rangiotu, and is required to discuss proposal with local iwi. Hall : D Lynch provided an alternative suggestion for A Horsfall to take back to the Hall Committee. B Cameron will arrange a meeting with MDC and Hall Committee representatives as to the feasibility of this project. 2 Other Business Due to health, after many years of service Mr Bowler is no longer able to continue with maintenance of the

Hall & Church grounds. It was suggested that the Community Awards, run through MDC could be utilized at the next round, for Mr Bowler. A list of contacts of local people serving on the various committees in the community will be drawn up by A Horsfall. Letter from MDC requesting 30 minute slot at the next meeting, to outline “What will Feilding Look Like”. It was agreed that this can be accommodated. D Lynch enquired: Would it be better to combine the Hall committee, and the Community Committee. Discussion ensued re: charitable trust/incorporated society. It was agreed that at the AGM next September a discussion will be held as to whether it is necessary to have both committees operating. 3 Council Matters Update from Liaison Councillor on current MDC activities. Cr B Cameron spoke about the upcoming Visioning Workshop to be hosted by the Mayor and the Deputy Mayor at our November meeting. Meeting Closed 8.45pm Next Meeting Wednesday 21 st November @ 7pm Rangiotu Memorial Hall

128 APITI COMMUNITY COMMITTEE MEETING MINUTES

Thursday October 18th 2018 7pm at the Apiti Community Hall

1. Welcome: Introduction & Apologies

Present: Ken Thompson, Sonya Dearlove ,Mayor Helen Worboys, Cllr Michael Ford, Cllr Alison Short, Frances Smorti, Pat Prince, Felicity Reid ,Terry Mckay, Lex McKenzie, Russell Knight , Julie O'Reilly , Mark Dickins, Jock Bielski, Jeff Graham, Steve Bielski, June Barratt, Murray Whitehead, Sean Lusty and Kylie King .

Apologies: Janine Hawthorn.

2. Minutes: Confirmation of minutes of the last meeting, action and matters arising . Mov: F.Reid Sec: J.Barratt.

3. Correspondence: In: Janine Hawthorn sent an email about a grants workshop if you are interested contact Ken Thompson, will forward details to you .

Out: Thank you letter written to Hannah Blackmore . Thanking her for work done on Apiti hall carpet and chairs .

4. COUNCIL REPORT: Mayor Helen Worboys and Cllr Michael Ford had a discussion with us before meeting started on The Future of Feilding's Town Centre - A Community Discussion.

Cllr Michael Ford said that there would be another follow up meeting at the Apiti Tavern on the roading issues at the end of November. He also said how metal has been taken from council piles down by bridge they won't tolerate this , they may install camera's .

MDC Review has gone through 2 Wards -1 Rural and 1 Urban . 5 Councillors' in each ward.

Looking at Easter Trading in Feilding . There is no policy in Feilding looking into getting one .

Cllr Alison Short spoke about Roading traffic volumes around schools and safer journeys around schools . Also with NZTA jointly looking at state 54 and traffic volumes. It is agreed that the volumes have increased they are looking into this .

5.APITI CIVIL DEFENCE PLAN : Jock Bielski introduced Jeff Graham who is the Emergency Officer for the Manawatu District. Jeff Graham gave us a booklet (Apiti Community Response and Recovery Plan) which all Apiti Community Members will receive . He went through the booklet with us.

6. APITI TAVERN : Sean spoke briefly to us not much to report . The Cafe is being worked on just waiting for the Coffee machine to arrive then the Cafe will be officially opened.

6. MATTERS ARISING :

. Apiti Hall chairs and cups. Ken has had the go ahead from the Eastern Central trust to go ahead and apply for a grant to fund chairs. We need a proposal to be agreed on and signed

129 by committee. Mov: K. Thompson. Sec: R.Knight. All were happy to go ahead with this and signed proposal .

Cups: Ken had a quote for some mugs. $450 for 200 mugs. Ken proposed to purchase these . Mov: K.Thompson. Sec: J.Barratt.

7. GENERAL BUSINESS:

. Apiti Stag Project - Felicity shared that stag is nearly finished, grounds well under way. Working bee 20th October . Mayor and Councillors had seen the stag and where it was going and said it looked fantastic.

. Apiti 2019 Mountain Bike Ride - Terry and Ken have made 200 wooden arrows to mark course . We have been gifted 100 free pigtail stakes from Farmlands .

2 Courses Adults 38-39km, Kids 1.5-2.5 km on Buckmans land behind Tavern.

On Event finder for 3 months . Also on calendar of Manawatu Bike Club. And up on Facebook.

Tavern hiring a bouncy castle . Also 2 stalls so far . Terry and Felicity Woodwork and Charis candles. Ken suggests maybe some local artists may want to show their work .

.EVENTS 2019: 24th Feb Apiti Show

3rd March Apiti Mountain Bike ride

17th Mach Axemans Festival -Apiti Tavern

6th April Kimbolton Sculpture Festival , Ken confirmed about having a stall there.

Steve Beilski told us that there is a grand opening of Grand Canyon Bridge 25th October at 1pm.

Murray Whitehead expressed his concerns that there has been murmurs that they might shut access to the river where they go down . This would make it hard to access a local river.

Also noted that work on completing the Oroua bridge approach is very slow.

Meeting Closed : 8.30pm Next Meeting : Thursday 6th December at Apiti Hall to be followed by Christmas Supper at the Apiti Tavern.

130 Minutes of the Colyton Community Committee 31st October 2018 St Andrew’s Church, Colyton.

Present:, Graham Conlon, Darrell Jones, Jill Jones, Maurice Bromley, Michael Ford, Daniel Thornton, Jody Simpson, Reuban Smith.

Apologies :, Helen Worboys. Stu Bradbury.

ITEM Key Points Action – Who?

Correspondence

Minutes The Minutes of the previous meeting were agreed Darrell and Jill

Carried

Matters Arising See Below.

Council Michael Ford gave a presentation on behalf of Consultation MDC as part of a consultation around the Feilding CBD

We provided feedback via post its.

Please go to www.haveyoursay.kiwi.nz

Toilet at Darrell and Graham have drafted a letter requesting Approved send to Menzies Ford a toilet block at Menzies ford. Janine.

Pathway Darrell and Graham visited the Sanson walkway Graham will send a and have also worked out that there are no letter to Janine about significant engineering problems in pushing this this. through.

Mural Opening Over 75 people attended the opening. The project was on time and on budget. It is making quite a splash. Thanks to all involved.

Gap in the new Maurice raised the need to create one gap in the pathway fence fence about midway between the hall and the driveway. There may be other solutions such as road painting. Council will explore.

School Signage There is a need for a school warning sign as a Could council please traffic calming measure. update us as to what is happening with this.

131 Armistice Day There will be an act of thanksgiving at the war memorial at 10:45 a.m.

Next Meeting: 28 th November 7:00 p.m. St Andrew’s Church, Colyton.

Meeting Closed: 8:09 p.m.

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Council

Meeting of 22 November 2018

Business Unit: Corporate and Regulatory Date Created: 26 October 2018

Delegation of Authority - Updates

Purpose

To seek approval for amendments to the Council’s Delegations Manual.

Significance of Decision

The Council’s Significance and Engagement policy is not triggered by matters discussed in this report.

Recommendations

1. That the Council adopts the Manawatū District Council Delegations Manual dated November 2018.

Report prepared by: Allie Dunn Governance Team Leader

Approved for submission by: Shayne Harris General Manager - Corporate and Regulatory

1 Contribution to the Council Vision and Council Outcomes

1.1 Relationship to the Council Outcomes that underpin the Council’s Vision:

Connected, vibrant and thriving Manawatū District – the best lifestyle in New Zealand



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2 Background

2.1 The Council’s Delegations Manual sets out the authority delegated by Council to the Chief Executive and Council Officers and the delegations then made by the Chief Executive to Council Officers to ensure the efficient and effective conduct of Council business.

2.2 The Delegations Manual defines the respective roles within the decision-making process of Council, i.e. the delegations from Council to the Council Committees, the Chief Executive and to other officers.

2.3 The purpose of the Delegations Manual is to clearly define the parameters under which Council Committees and officers are able to act.

2.4 The Council last considered a full review of the Delegations Manual at its meeting held 1 June 2017.

3 Discussion and Options considered

3.1 Since Council’s last consideration of the Delegations Manual, minor amendments have been made. These changes have been made under the Chief Executive’s delegated authority (e.g. changes in officer position titles), to reflect changes in legislation, and to reflect Council decisions (e.g. appointment of deputy chairperson to a committee, and updating list of appointed Hearings Commissioners).

3.2 The Council’s solicitors have recently reviewed the Delegations Manual to bring it into line with current best practice. The key changes that they propose are:

 Amended Warrants Section – changes made to account for the issue of warrants under the Local Government Act 2002 but also the appointment of authorised and enforcement officers and the issue of warrants under any other applicable legislation. Our solicitors also checked whether there should be more specific reference to contractors being warranted, however the warrants section refers to staff of Council and contractors (section 64.1). For the avoidance of doubt it is proposed to change the wording to make it clear that Council officers or employees of Contractors could be warranted by Council.

 Powers for delegates in acting capacity – the introductory section at clause 11 includes the addition of powers for delegates acting in “acting capacity”.

 Affixing the Common Seal – clarification has been provided that Council delegates its powers to affix the seal to the Mayor, Deputy Mayor, Chief Executive and General Manager – Corporate and Regulatory. When affixing the Seal the Mayor (or in their absence the Deputy Mayor) and the Chief Executive (and in their absence the General Manager – Corporate and Regulatory) must witness it; with the exception that when affixing the Seal to a warrant it can be the Chief Executive alone (or in their absence the General Manager – Corporate and Regulatory). Refer to clause 17.

 Delegations for Urban Fire Bylaw – these have been deleted.

 Powers of Enforcement Officers – additional wording included to make clear that the schedules include powers of enforcement officers but that these should not be read in replacement of any warrants. Also that the General Manager – Corporate and

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Regulatory and General Manager – Community and Strategy be delegated all powers under the Local Government (Rating) Act and Resource Management Act, and that if a section is not covered in the schedule, the Chief Executive and any named General Managers hold the powers delegated under the Act.

 Resource Management Act – Clause 41 table – changes and additions include delegations to Hearings Commissioners under the designation process, additions of delegations to the General Manager – Infrastructure under the designations section, changes to section 38 and 42A description, and the addition of delegations around appeals.

3.3 It is also proposed to make additions to the Council’s list of Hearings Commissioners. The current Independent Hearings Commissioners were appointed by Council to hear and determine any matters under the Resource Management Act 1991 on behalf of the Council:

Marc Bailey John Maassen Philip Milne Chris Mitchell Pamela Peters Robert Schofield Gina Sweetman Eileen von Dadelszen David Wren

3.4 After Council made the above appointments in December 2017, Christine Foster confirmed her availability to also act as an Independent Hearings Commissioner for Council if required. She was previously on Council’s list.

3.5 The Council has also been advised of the members of the NZTA Notice of Requirement Hearing Panel for Te Ahu a Turanga: Manawatū Tararua Highway project. This hearing panel will be responsible for hearing and recommending on the Notice of Requirement, considering section 176A Outline Plan(s) and making requests for changes, and considering, hearing and determining any applications for resource consent. The Hearing Panel will consist of the following members:

CHAIR (Lawyer) PLANNER ENGINEER Chris Mitchell Gina Sweetman Judith Makinson Paul Rogers David McMahon David Mitchell Reg Proffitt Rob van Vorthuysen Liz Burge

3.6 Two members of the above list are already appointed as Independent Hearings Commissioners – Chris Mitchell and Gina Sweetman.

3.7 It is proposed that Council’s list of approved Independent Hearings Commissioners in Section 42.4 of the Delegations Manual be updated to include Christine Foster as an Independent Hearings Commissioner, as well as the remaining members of the NZTA Notice of Requirement Hearing Panel.

3.8 Amendments have also been made to reflect some changes in officer position titles.

3.9 A tracked changes version of the Delegations Manual is appended.

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4 Operational Implications

4.1 There are no capital / operating expenditure implications or maintenance costs associated with this paper.

5 Financial implications

5.1 There are no financial implications associated with this paper.

6 Statutory Requirements

6.1 Clause 32 of Schedule 7 of the Local Government Act 2002 sets out the power for Council to delegate to a committee or other subordinate decision making body, member or officer of the Council. These delegation powers are in addition to any power of delegation a Council has under any other enactment.

6.2 Section 34 of the Resource Management Act 1991 sets out the power for Council to delegate any of its functions, powers or duties under that Act to a committee of the Council.

6.3 Section 34A of the Resource Management Act 1991 sets out the power for Council to delegate to an employee or a hearings commissioner any functions, powers or duties under that Act except for:

 The approval of a proposed policy statement or plan under clause 17 of Schedule 1; and

 The power of delegation.

7 Delegations

7.1 The Council has the authority to delegate any of its responsibilities, duties or powers, except:

 The power to make a rate; or

 the power to make a bylaw; or

 the power to borrow money, or purchase or dispose of assets, other than in accordance with the long-term plan; or

 the power to adopt a long-term plan, annual plan, or annual report; or

 the power to appoint a chief executive; or

 the power to adopt policies required to be adopted and consulted on under this Act in association with the long-term plan or developed for the purpose of the local governance statement; or

 the power to adopt a remuneration and employment policy.

8 Consultation

8.1 There are no community consultation requirements associated with this paper.

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9 Cultural Considerations

9.1 There are no cultural considerations associated with this paper.

10 Conclusion

10.1 To effectively operate, Council committees and Council staff require delegated authority to undertake their respective duties. To achieve this, the Council has to approve the appropriate delegations to each Committee and also to the Chief Executive, who in turn delegates the appropriate delegation to officers. The exception to this is where specific legislation requires Council to give the delegation direct to the council officer, these delegations are contained in section 41 of the manual.

10.2 An updated version of the Council’s Delegations Manual, with the proposed changes tracked, is appended to this report.

11 Attachments

 Updated Council’s Delegations Manual – tracked changes version

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Council

Meeting of 22 November 2018

Business Unit: Infrastructure Date Created: 8 November 2018

Contract MC1098 Awahuri-Feilding Road Safety Improvements (Stage 2 Kawakawa Block)

Purpose

To seek approval to award Contract MC1098 for the arterial road safety and rehabilitation upgrade of Awahuri-Feilding Road (Stage 2 - Kawakawa Road block) located between RP 1.376km (150m south of Lees Road) and RP 2.068km (200m south of Kawakawa Road).

Significance of Decision

The Council’s Significance and Engagement policy is not triggered by matters discussed in this report.

Recommendations

1. That Contract MC1098 for Awahuri-Feilding Road Safety Improvements (Stage 2 - Kawakawa block) be awarded to Downer Ltd for the sum of One Million, One Hundred and Twenty Eight Thousand, Eight Hundred and Sixty Three Dollars and Eight Three Cents (excl GST).

2. That the Council notes that this amount includes a 10% contingency, which can be utilised only upon the Engineer’s approval.

3. That the Council notes this project is 53% funded by the New Zealand Transport Agency.

Report prepared by: Brent Holmes Programme Delivery Manager

Approved for submission by: Hamish Waugh General Manager - Infrastructure

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1 Contribution to the Council Vision and Council Outcomes

1.1 Relationship to the Council Outcomes that underpin the Council’s Vision:

Connected, vibrant and thriving Manawatū District – the best lifestyle in New Zealand

    

2 Background

2.1 This contract is for the arterial roading safety and rehabilitation upgrade of Awahuri-Feilding Road (Stage 2 - Kawakawa Block) located between RP 1.376km (150m south of Lees Road) and RP 2.068km (200m south of Kawakawa Road). The road carriageway is to be widened from 7m to 10m following on from Stage 1 undertaken in 2017/18.

2.2 The 1km section of Awahuri-Feilding Road between RP 1.065 (Mangaone West Stream Bridge) and RP 2.068km (200m past Kawakawa Road) was initially proposed for safety improvements and rehabilitation, including widening, within 2 stages over 2 separate financial years. The arterial route is busy, narrow, prone to flooding, earmarked for further land development, and has a significant crash history (including 2 fatalities).

Stage 1: Awahuri-Feilding Road (Lees block) – 330m (construction completed 2017/2018 financial year)

Stage 2: Awahuri-Feilding Road (Kawakawa block) – 700m (presented here for approval in the 2018/2019 financial year

2.3 Scope of works presented in this report includes  Removal of all vegetation in the proposed new roading corridor including acquired land  Removal of fencing and construction of temporary fencing  Stripping and re-spreading of topsoil and hydroseeding  Reinstatement of fencing, planting and berms  Construction of timber retaining walls and low gabion walls  Earthworks filling of shoulders  Excavation for, supply, lay and backfill of culvert pipes and headwalls for 375mm to 675mm RCRRJ Class 4 pipes  Excavate for, supply and construct new 1050mm diameter manholes  Excavate for, supply and construct new 1050mm diameter scruffy domes  Construction of side drains  Construction of approximately 400m of 150mm sloping kerb and channel and drainage sumps  Construction of approximately 40m of heavy duty dish channel

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 Upgrading existing residential and farm entranceways  Excavation of and filling of road shoulders with hardfill  Construction of road pavement to proposed widening  Reconstruction of existing road pavement by 200mm depth of cement stabilisation  Supply and installation of geogrid and geotextile  M4 AP40 metal overlay on proposed formation width for new pavement  2 Coat chipsealing  Associated signage and roadmarking  Trenching for and installation of miscellaneous services relocation including power ducting and chorus communications ducting.  Streetlight relocation  Minor services works are required inside the property of 244 Awahuri-Feilding Road as a condition of land acquisition, including undergrounding of powerlines approximately 60m inside the front boundary under a provisional item in this tender.

2.4 Contract MC1098 is a measure and value contract with an expiry date of 30 June 2019 to fit within the 2018/2019 financial year.

3 Discussion and Options considered

3.1 The Engineer’s Estimate totalled $1,051,646.53. Council’s procurement policy requires an open market competitive process for amounts exceeding $500,000.

3.2 3 contractors submitted tenders and were closed at the Manawatū District Council tender box on 01 November 2018 at 4pm. The three tenderers were Higgins Contractors Ltd, Stringfellow Civil Engineering Contractors Ltd, and Downer Ltd.

Phase 1: Attributes

3.3 Submissions were evaluated by staff from Manawatū District Council in accordance with the Price Quality Method, as set out in the New Zealand Transport Agency Procurement Manual. The ratio is 60% price and 40% attribute weighting.

 Track Record (20%),  Relevant Skills (10%),  Methodology (10%) Total Attributes (40%)

3.4 Evaluation of attributes were carried out by the Tender Evaluation Team (TET):

 John Jones (Roading Assets Team Manager and Qualified Tender Evaluator)  Brent Holmes (Programme Delivery Manager)  Grant Stevenson (Project Engineer) This process was completed on 02 November 2018.

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3.5 Tenders were received from the following Contractors:

 Higgins Contractors Ltd  Downer Ltd  Stringfellows Civil Engineering Contractors Ltd

3.6 The non-price attribute scores ranged from:

31.35% to 34.87% (out of a possible 40%)

3.7 The Supplier Quality Premium (SQM) calculated as a result of the Attribute Scores (prior to opening prices) equated to a Price Quality advantage range of: $0 to $61,127.76.

3.8 The submitted tender price envelopes opened by the Tenders Secretary at 2pm on 2 November 2018 gave the following range of tender prices; $1,128,863.83 - $1,291,040.21 The Engineers Estimate was $1,051,646.53 Adjustments taking into account the Supplier Quality Premium (SQM) and subtracting all schedule fixed amounts resulted in a total overall Adjusted Evaluation Price. Range: $1,087,101.51- $1,281,250.21

3.9 In accordance with New Zealand Transport Agency Procurement Manual under the Price Quality Method, the preferred tenderer is: Downer Ltd. Their Tender Price is 7.2% over the Engineer’s Net Estimate of $1,051,646.53. Notably the Downer Ltd recommended price includes a 10% contingency sum which can only be expended upon specific instruction from the Engineer to the Contract. The price is therefore considered acceptable.

4 Operational Implications

4.1 There are no capital / operating expenditure implications or unbudgeted maintenance costs associated with this paper.

5 Financial implications

5.1 The project was earmarked in the Long Term Plan for construction in the current 3 year funding block. It is funded predominantly from budgeted Subsidised Minor Improvement funding (75%) along with Subsidised Pavement Rehabilitation (19%), and Subsidised Drainage Renewals (6%) from the maintenance activity budgets.

5.2 The costs will be coded to the following GL codes.

Council Job Code Description

MDC RD1039 001 Subsidised Minor Improvements - Safety (75 % of project value) $850,583.41

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Council Job Code Description

MDC RD1030 001 Subsidised Drainage ( Culvert ) Renewals (6% of project value) $67,754.08

MDC RD1034 001 Subsidised Rehabilitation (19 % of project value) $210,526.34

5.3 The NZTA subsidy rate (excluding the unsubsidised seal extension portion) will be 53%. Thus the local share will be 47%, resulting in a Council cost of $530,566.00 towards the total project value of $1,128,863.83 inclusive of 10% contingency.

5.4 There is adequate capacity in the above budgets to accommodate the quoted price.

6 Statutory Requirements

6.1 There are no statutory requirements associated with this paper.

7 Delegations

7.1 The Council delegates authority to the Strategic Planning and Policy Committee to award contracts over $500,000. However due to time constraints, this paper is being brought direct to Council for approval.

8 Consultation

8.1 There are no community consultation matters associated with this paper. Specific affected landowners were directly consulted during a land acquisition process for road frontage.

9 Cultural Considerations

9.1 There are no cultural considerations associated with this paper.

10 Conclusion

10.1 There is adequate capacity in the Council’s budget to accommodate the quoted price.

10.2 If approved, the work could begin early in the new year in the optimum summer period.

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