ORDINARY COUNCIL WEDNESDAY, 31 OCTOBER 2018
AGENDA
Meeting to be held in the Council Chambers, Civic Centre, Commerce Street, Whakatāne at 1:00 pm
David Bewley INTERIM CHIEF EXECUTIVE 26 October 2018
WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA
TABLE OF CONTENTS
ITEM SUBJECT PAGE NO
1 Membership ...... 5
2 Powers of the Council ...... 5
3 Prayer ...... 7
4 Apologies ...... 7
5 Announcements ...... 7
6 Conflict of Interest ...... 7
7 Public Forum ...... 8
8 Presentations ...... 9
9 Health and Safety ...... 10
9.1 Organisational Health and Safety Report to Officers ...... 10
9.1.1 Appendix 1 - Health and Safety Performance Indicator Graphs ...... 13
10 Confirmation of Council Minutes ...... 15
10.1 Minutes Whakatāne District Council 19 September 2018 ...... 15
11 Standing and Joint Committee Recommendations to Council ...... 22
11.1 Recommendation Projects and Services Committee - Additional Funding for Port Ohope Redevelopment ...... 22
11.2 Recommendation from Projects and Services Committee - Port Ohope Eastern Cargo Shed ...... 24
12 Standing and Joint Committee Minutes ...... 26
12.1 Minutes - Policy Committee 18 October 2018 ...... 26
12.2 Minutes - Projects and Services Committee 4 October 2018 ...... 30
12.3 Minutes - Audit and Risk Committee 25 October 2018 ...... 38
12.4 Ohiwa Harbour Implementation Forum 25 September 2018 ...... 41 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA
12.5 Rangitaiki River Forum 14 September 2018 ...... 53
12.6 Regional Transport Committee 14 September 2018 ...... 60
12.7 Civil Defence Emergency Management Group Joint Committee 28 September 2018 ...... 69
13 Mayoral and Chief Executive Reports ...... 74
13.1 Mayor’s Report – 31 October 2018 ...... 74
13.1.1 Appendix 1 - Eastern Bay of Plenty and Jiangxi Update ...... 79
13.2 Chief Executive’s Report – 31 October 2018 ...... 85
14 Reports ...... 90
14.1 Adoption of the Whakatāne District Council Annual Report 2017/18 ...... 90
14.1.1 Appendix 1 - Unapproved Whakatāne District Council Annual Report 2017/18 ...... 93
14.1.2 Appendix 2 - Draft Audit Opinion ...... 94
14.1.3 Appendix 3 - Recommendation Audit and Risk Committee 25 October 2018 ...... 100
14.2 2018/19 Capital Expenditure Deferred Projects ...... 102
15 Resolution to Exclude the Public ...... 105
15.1 Resolution to Exclude the Public ...... 105
1 Confirmation of Council Minutes ...... 4
1.1 Public Excluded Minutes Council Meeting – 19 September 2018 ...... 4
2 Standing and Joint Committee Minutes ...... 4
2.1 Public Excluded Minutes Rangitaiki River Forum 14 September 2018 ...... 4
2.2 Public Excluded Minutes Civil Defence Emergency Management Group Joint Committee 28 September 2018 ...... 4
2.3 Minutes ToiEDA 3 September and 1 October 2018 ...... 4 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 1 Membership
1 Membership
Mayor A A Bonne Councillor A V Iles Councillor S Jarrett Councillor G V Johnston Councillor J C Jukes Councillor R N Orr Councillor A R Silcock Councillor N S Tánczos Councillor J A Turner Councillor G F van Beek Councillor M van der Boom
2 Powers of the Council
The Council will meet seven weekly to make decisions on all matters that cannot be delegated, that it has not delegated or that it has had referred to it by staff or a committee. Extraordinary Council meetings will be called when required in between the seven weekly cycle for specific purposes such as hearing the Annual Plan submissions.
The powers that cannot be delegated by the Council are:
a. the power to make a rate b. the power to make a bylaw c. the power to borrow money, or purchase or dispose of assets, other than in accordance with the long-term plan d. the power to adopt a long-term plan, annual plan or annual report e. the power to appoint a chief executive f. the power to adopt policies required to be adopted and consulted on under the Local Government Act 2002 in association with the long-term plan or developed for the purpose of the Local Governance Statement. g. the power to adopt a remuneration and employment policy h. the power to remove the Deputy Mayor appointed by the Mayor subject to Schedule 7 (18) of the Local Government Act 2002 i. the power to discharge or reconstitute any committee established by the Mayor subject to Schedule 7 (30) of the Local Government Act 2002 j. the power to establish a joint committee with another local authority or other public body k. the power to approve or change a plan under section 34A of the Resource Management Act 1991 l. the power to approve delegations to Community Boards m. the power to approve or amend the Council’s Standing Orders n. the power to approve or amend the Council’s Code of Conduct for elected members o. the power to approve or amend the Triennial Agreement
5 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 2 Powers of the Council (Cont.)
p. the power to make any resolution where in a bylaw the Council has reserved any matter to be regulated, controlled, or prohibited by the Council by resolution either generally, for any specified case, or in a particular case q. the power to make the final decision on a recommendation from the Ombudsman where it is proposed that Council not accept the recommendation (sections 32 & 42 Local Government Official Information and Meetings Act 1987) r. to exercise due diligence as “Officers” under the Health and Safety at Work Act 2015 to ensure the safety of workers and others who may be impacted by the work the Council undertakes s. any other matters which from time to time may not legally be delegated by the Council
The powers that can be delegated but which the Council retains:
t. Approval of the guarantee of loans to community organisations u. Approve the Council’s recommendation to the Remuneration Authority for the remuneration of additional positions of responsibility for elected members and elected members expenses rules v. Approve and review the Chief Executive’s annual performance objectives and remuneration w. Approve the Local Governance Statement (called “A Guide to the Whakatāne District Council”) produced following the triennial election of members x. Resolve those decisions required to be made by a local authority under the Local Electoral Act 2001 including the appointment of electoral officer y. Determine whether or how to fill any extraordinary Council vacancies within 12 months of an election z. Review and make decisions on Council membership and the basis for elections through representation reviews aa. Hearing of submissions on the Long-term Plan and, if required, the Annual Plan ab. Appoint and discharge trustees, directors or office holders to Council’s Council-Controlled organisations and to other external bodies ac. Adopt the final Statement of Intent for Council’s Council-Controlled organisations ad. Approve the purchase, sale and disposal of Council property ae. In respect of District Plan decisions to approve a proposed plan or a change to a district plan under Clause 17 of the First Schedule of Resource Management Act 1991 (RMA) af. Authority to rename an existing road or private right of way in accordance with the Council’s Road Naming and Property Addressing Policy ag. Approve changes to the status or revoke the status of a reserve as defined in the Reserves Act 1977 ah. Authorise any unbudgeted expenditure that exceeds the delegation levels provided to officers, committees or other subordinate decision-making bodies of Council ai. Approve a pool of Independent Commissioners that the Chief Executive can appoint to: hear and decide resource consent applications where the Council is the applicant; a Councillor or their spouse or immediate family member is the applicant; where a Councillors is involved in another application for resource consent and declares an interest and in any other situation deemed appropriate by the Council
6 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 3 Prayer
Procedural matters
Receiving all Standing Committee and Joint Committee and Joint Forum minutes and making decisions on any recommendations from these Committees and Forums Receiving minutes from Toi EDA and Iwi Chairs Forum Receive minutes from any advisory board or forum that the Council has appointed that it determined go directly to the Council and making decisions on any recommendations from these boards or forums Consider any matters referred to it from any of the Committees or the Chief Executive
3 Prayer
The Prayer will be given by Councillor Orr.
4 Apologies
No apologies were recorded at the time of compiling the agenda.
5 Announcements
6 Conflict of Interest
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as an elected member and any private or other external interests they might have.
7 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 7 Public Forum
7 Public Forum
The Council can set aside time for members of the public to speak in the public forum at the commencement of each meeting. Permission of the Chairperson is required for any person wishing to speak during the public forum. Each speaker may speak for three minutes.
Councillors may ask questions of the speaker but these should be confined to obtaining further information or clarification on matters raised by the speaker.
8 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 8 Presentations
8 Presentations
1. Outward Bound Sponsored Students
Liam Murfitt - Youth Council Javan McCauley-Walker – Interact Club Emily Julian - Interact Club Isaac Jensen - Whakatāne High School Arielle Nikau - Whakatāne High School
2. Water Allocation - Raoul Fernandes and Dylan Makgill - Bay of Plenty Regional Council
9 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 9 Health and Safety
9 Health and Safety 9.1 Organisational Health and Safety Report to Officers
Subject: ORGANISATIONAL HEALTH AND SAFETY REPORT TO OFFICERS
To: WHAKATĀNE DISTRICT COUNCIL
Meeting Date: WEDNESDAY, 31 OCTOBER 2018
Written by: HUMAN RESOURCES ADVISOR
File: A1383713
1. REASON FOR THE REPORT
To provide the Council with appropriate information in order that they can comply with their due diligence obligations for the period 3 September 2018 to 22 October 2018, in terms of the Health and Safety at Work Act 2015.
2. HEALTH AND SAFETY PERFORMANCE - EMPLOYEES
The statistics in the following tables cover Lead Indicators and Lag Indicators. ‘Lead indicators’ are proactive measures of performance. They aim to find problems before incident or near misses occurs e.g. number of audits completed in a period. ‘Lag indicators’ are reactive measures of some aspect that has failed e.g. reported injuries in period.
2.1. Lead Indicators
Lead Indicator Time period 3 September Total for the 12 Months 2018 to 22 October 2018 ending 22 October 2018 Due Diligence Checks 11 52 Contractor H&S Inspections / Audits 9 79 New Hazards / Risks 7 29
2.2. Lead Indicator Summary 2.2.1. Due Diligence Checks
Eleven due diligence inspections were completed for the period. No significant issues were identified.
2.2.2. Contractor Inspections
Nine contractor inspections were completed for the period. Minor corrective actions were identified and implemented.
2.2.3. New Hazards / Risks
Seven known hazards/risks were formally recorded and added to the appropriate hazard register.
10 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 9.1 Organisational Health and Safety Report to Officers (Cont.)
WDC’s annual risk register review is scheduled for November 2018. This systematic review process will focus on identifying new hazards/risks and reviewing all existing hazards/risks and their controls.
2.3. Lag Indicators
Lag Indicator Time period 3 Time period 3 Total 12 Months September 2017 to September 2018 to ending 22 October 22 October 2017 22 October 2018 2018 Notifiable Events 0 0 0 Lost Time Injuries 1 3 5 Medical Treatment Inj. 1 1 2 First Aid 0 0 4 No Treatment 3 6 21 Near Miss / Event 1 5 32 Worksafe Notices 0 0 0
Lag Indicator Descriptions Notifiable Event: A death, or other significant incident reportable to Worksafe NZ. Lost Time Injury: Is an injury that has been assessed by a medical practitioner who certifies that the injured person is incapable of undertaking any work related activity for the following shift, or longer. Medical Treatment Injury: Where an injured person has received assessment and/or treatment from a Doctor, A&E Clinic, Hospital or other medical provider. First Aid: Where an injury is successfully treated on-site i.e. using a first aid kit. No Treatment: A minor injury requiring no treatment Near Miss: Any incident or event where, if the circumstances had been different, harm (including lost time injury or significant property damage) to a person or persons may have occurred. Event: An incident which could have caused harm to a person, or caused damage to property / environment. Worksafe Notices: Any of the range of enforcement tools available to Worksafe i.e. Improvement, or Infringement notices.
11 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 9.1 Organisational Health and Safety Report to Officers (Cont.)
2.3.1. Lost Time Injury Graph
Figure 2.3.1 (Lost Time Injury Graph) shows the occurrence of:
Lost-time injuries, Lost time injury frequency rate over the past 12-month period (LTIFR = Number of lost time injuries per million hours worked), and Lost time injury severity (LTI severity). The measure of the average number of lost-days productivity resulting from workplace injuries. In other words, it measures how severe a lost time injury is based on the average number of days off work the employee takes to recover from the injury. This is calculated by dividing the total number of lost time days in the period (58) by the total number of lost time injuries in the period (5); 58 / 5 = 11.6 lost day’s productivity per lost time injury.
2.4. Lag Indicator Summary
Three lost time injuries (totalling 402 lost time hours) were reported for the period. All three injuries were back strains caused while performing normal work duties. The injured employees are being supported back to work through return to work processes including allocation of alternate duties. The resulting lost work hours are reflected in figure 2.3.1 as an upwards spike in lost time severity.
An analysis of injury trends over the past 12-month period has identified an increasing number of musculoskeletal injuries, prompting a review of injury prevention initiatives. One of the identified initiatives is manual handing training and education for all staff in roles at a higher risk of strains and sprains. The training sessions, to be provided this year, will incorporate both theory and practical elements, as well as focussing on strength and conditioning exercises.
12 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 9.1.1 Appendix 1 - Health and Safety Performance Indicator Graphs
3. CONTRACTOR HEALTH AND SAFETY INCIDENT SUMMARY – 3 SEPTEMBER 2018 TO 22 OCTOBER 2018
No significant contractor incidents were reported in the period. Further information on third party injuries/events is provided in Appendix 1 attached to this report - ‘WDC Health and Safety Performance Indicator Graphs’.
4. THIRD PARTY HEALTH AND SAFETY INCIDENT SUMMARY – 3 SEPTEMBER 2018 TO 22 OCTOBER 2018
No significant incidents involving third parties (members of the public) were reported for the period. Further information on third party injuries/events is provided in the appendix to this report - ‘WDC Health and Safety Performance Indicator Graphs’.
5. OTHER HEALTH AND SAFETY ACTIVITIES
5.1. Occupational Health Services
A process to identify a suitable occupational health service provider is in progress. Council’s current occupational health service needs, including pre-employment medicals, annual health monitoring, drug testing and ergonomic assessments are currently undertaken by a number of businesses. A single provider will streamline the experience for staff and assist with early and safe return to work post-injury, reducing lost-time and increasing productivity. Other benefits include improved operational efficiencies and support for economic development opportunities within the Whakatāne district.
5.2. Drug and Alcohol Policy
The employee Health and Safety Committee is continuing to develop Council’s Drug and Alcohol Policy and Procedures following stakeholder feedback. The committee’s work is primarily focused on the definition of safety sensitive roles and ensuring a fair testing regime. It is anticipated that the revised policy will be submitted to the Executive team for approval in November.
RECOMMENDATION:
THAT the Organisational Health and Safety Report to Officers be received.
Attachment to report
Appendix 1 - Health and Safety Performance Indicator Graphs
Report Authorisation
Report writer: Jesse Jarlov Human Resources Advisor Final Approval: Vivienne Rawlings General Manager People & Capability
9.1.1 Appendix 1 - Health and Safety Performance Indicator Graphs
13 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 9.1.1 Appendix 1 - Health and Safety Performance Indicator Graphs (Cont.)
Health and Safety Indicator Graphs
‘Month’ represented = October 2018
Employees
Third Party (Members of the Public)
Contractors
14 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 10 Confirmation of Council Minutes
10 Confirmation of Council Minutes 10.1 Minutes Whakatāne District Council 19 September 2018
Details of WHAKATĀNE DISTRICT COUNCIL MEETING HELD IN THE Meeting: COUNCIL CHAMBER, CIVIC CENTRE, WHAKATĀNE ON WEDNESDAY, 19 SEPTEMBER 2018 COMMENCING AT 1:00 PM
Present: His Worship the Mayor A A Bonne (Chairperson), Deputy Mayor J A Turner, Councillors A V Iles, , G V Johnston, J C Jukes, R N Orr, A R Silcock, N S Tánczos, G F van Beek
In Attendance: D Bewley (Interim Chief Executive ), J Gardyne (General Manager Strategy and Planning), M Naude (General Manager Community Services), B Dempsey (Acting General Manager Planning and Infrastructure), J Jarlov (Human Resources Advisor), C Ball (Manager Strategy and Community Development), A Pihema (Strategic Policy Analyst) and H J Storey (Governance Support Advisor)
Visitors: Nil
Apologies: Councillors S Jarrett and M van der Boom and J A Turner for lateness
The meeting was opened with a Prayer from Councillor Silcock
1. ANNOUNCEMENTS
His Worship the Mayor noted the 125 year anniversary of Women’s Suffrage and the right of women in New Zealand to vote and advised that the white camellia on his table was a mark of respect for the day.
His Worship the Mayor noted that a formal announcement would be made to staff at 10 am on Monday 24 September 2018 to announce the new Chief Executive.
2. CONFLICTS OF INTEREST
There were no conflicts of interest recorded
3. HEALTH AND SAFETY
3.1. Organisational Health and Safety Report to Officers
Refer to pages 8-16 of the agenda.
RESOLVED:
THAT the Organisational Health and Safety Report to Officers be received.
15 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 10.1 Minutes Whakatāne District Council 19 September 2018 (Cont.)
Iles/Johnston CARRIED
4. CONFIRMATION OF MINUTES
4.1. Whakatāne District Council Meeting: 9 August 2018
Refer to pages 17-25 of the agenda and pages 4-6 of the public excluded agenda.
RESOLVED:
THAT the minutes, including the public excluded portion, of the Whakatāne District Council meeting held on Thursday, 9 August 2018 be confirmed as a true and correct record
Iles/van Beek CARRIED
4.2. Extraordinary Council Meeting: 16 August 2018
Refer to pages 26-27 of the agenda.
RESOLVED:
THAT the minutes of the Extraordinary Council meeting held on Thursday, 16 August 2018 be confirmed as a true and correct record.
Iles/Jukes CARRIED
4.3. Extraordinary Council Meeting: 23 August 2018
Refer to pages 28-31 of the agenda and pages 6-7 of the public excluded agenda.
RESOLVED:
THAT the minutes, including the public excluded portion, of the Extraordinary Council meeting held on Thursday, 23 August 2018 be confirmed as a true and correct record.
Iles/Tánczos CARRIED
4.4. Extraordinary Council Meeting: 6 September 2018
Refer to pages 32-33 of the agenda.
RESOLVED:
THAT the minutes of the Extraordinary Council meeting held on Thursday, 6 September 2018 be confirmed as a true and correct record.
His Worship the Mayor/Turner CARRIED
16 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 10.1 Minutes Whakatāne District Council 19 September 2018 (Cont.)
5. STANDING AND JOINT COMMITTEE MINUTES
5.1. Minutes Projects and Services Committee 16 August 2018
Refer to pages 34-40 of the agenda.
RESOLVED:
THAT the minutes of the Projects and Services Committee meeting held on Thursday, 16 August 2018 be received.
Iles/Johnson CARRIED
5.2. Minutes Policy Committee 23 August 2018
Refer to pages 41-43 of the agenda.
RESOLVED:
THAT the minutes of the Policy Committee meeting held on Thursday, 23 August 2018 be received.
Iles/Tánczos CARRIED
5.3. Minutes Audit and Risk Committee 9 August 2018
Refer to pages 44-47 of the agenda.
RESOLVED:
THAT the minutes of the Audit and Risk Committee meeting held on Thursday, 9 August 2018 be received.
Jukes/His Worship the Mayor CARRIED
5.4. Minutes Audit and Risk Committee 6 September 2018
Refer to pages 48-50 of the agenda.
RESOLVED:
THAT the minutes of the Audit and Risk Committee meeting held on Thursday, 6 September 2018 be received.
Jukes/His Worship the Mayor CARRIED
5.5. Minutes Eastern Bay Road Safety Committee 27 August 2018
Refer to pages 51-56 of the agenda.
RESOLVED:
17 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 10.1 Minutes Whakatāne District Council 19 September 2018 (Cont.)
THAT the minutes of the Eastern Bay Road Safety Committee meeting held on Monday, 27 August 2018 be received.
Silcock/van Beek CARRIED
Attendance: The Deputy Mayor entered the meeting at 1.11 pm
6. MAYORAL AND CHIEF EXECUTIVE REPORTS
6.1. Mayor’s Report – September 2018
Refer to pages 57-61 of the agenda.
His Worship noted that the Trustpower Community Awards Supreme winner for the Whakatāne District was the Edgecumbe Development Improvement Team.
RESOLVED:
THAT the Mayor’s Report - September 2018 be received.
His Worship the Mayor/Silcock CARRIED
6.2. Chief Executive’s Report
Refer to pages 62-72 of the agenda.
Comments made in relation to the Minimising of Gambling Harm submission were to seek an increase of the powers of enforcement and due to the lack of the internet in some areas, the use of internet or other digital platforms to conduct ad hoc investigations/responses in outlying rural areas may not be satisfactory.
RESOLVED:
1. THAT the Chief Executive’s Report – September 2018 be received; and 2. THAT the Whakatāne District Museum and Research Centre be named the Whakatāne District Museum and Research Centre - Te Whare Taonga ō Taketake; and 3. THAT the submission to the Ministry of Health Strategy to Prevent and Minimise Gambling Harm be approved; and 4. THAT the Public Relations staff members be congratulated on winning the Association of Local Government Information Management (ALGIM) Supreme Website Award for the fourth year in a row.
Iles/Turner CARRIED
7. REPORTS
7.1. Adoption of the Whakatāne Airport Annual Report 2017/18
Refer to pages 73-107 of the agenda.
18 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 10.1 Minutes Whakatāne District Council 19 September 2018 (Cont.)
RESOLVED:
1. THAT the Adoption of the Whakatāne Airport Annual Report 2017/18 report be received; and 2. THAT the Council receives the recommendation of the Audit and Risk Committee and adopts the audited Whakatāne Airport Annual Report 2017/18, in accordance with section 67 of the Local Government Act 2002.
Iles/His Worship the Mayor CARRIED
7.2. 2018-19 Budget Carry Forwards and Revisions
Refer to pages 108-117 of the agenda.
RESOLVED:
1. THAT the 2017/18 Capital and Operational Budget Carry Forwards and Budget Revisions report be received; and 2. THAT the Council approve the following expenditure to be requested to be carried forward into the 2018/19 year:
Operational Expenditure per attached schedule$1,763,727 Capital Expenditure per attached schedule$9,104,348; and
3. THAT the Council approves the following budget revision requests for the 2018/19 year:
Additional Budget Requested: Roading (Walking & Cycling)$50,000 Emergency Management$32,500 Leadership$28,000 Stormwater – Capex - Wainui Te Whara$325,000 Water – Capex – Paul Road$79,060 Animal Control – Capex – Pound Extension$15,000 Budget Reduction Requested: Aquatic Centre (Revenue)$40,000; and
4. THAT the Council approves the following budget revision requests for the 2018/19 year for Transportation:
Increase Pavement Rehabilitation budget by $330,000 in 2019, with corresponding reduction to be applied to 2025 Pavement Rehabilitation budget (for Bunyan Road works). This is funded by depreciation reserve and subsidy. Reduce Bunyan Road budget under Non Financially Assisted cost centre, from $550,000 to $180,000 in 2019. Increase budget in Financially Assisted for Bunyan Road (Low Cost/Low Risk) by $280,000 in 2019, to be funded by Development Contributions ($100,000) and Subsidy ($180,000).
19 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 10.1 Minutes Whakatāne District Council 19 September 2018 (Cont.)
Increase budget in Financially Assisted (Low Cost/Low Risk) by $710,000 in 2020, to be funded by Development Contributions ($269,200) and Subsidy ($440,000). Increase Pavement Rehabilitation budget by $100,000 for Shaw Road in 2019, with corresponding reduction to be applied to 2026 Pavement Rehabilitation budget. This is funded by depreciation reserve and subsidy.
Jukes/Iles CARRIED
8. PUBLIC EXCLUDED BUSINESS
8.1. Resolution to Exclude the Public
Refer to pages 118-119 of the agenda.
RESOLVED:
THAT the public be excluded from the following parts of the proceedings of this meeting, namely:
1. Confirmation of Public Excluded Minutes – Extraordinary Council 6 September 2018
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
General subject of each Reason for passing this Ground(s) under section 48(1) for the matter to be considered resolution in relation to passing of this resolution each matter
1. Public Excluded Minutes Good reason to withhold That the public conduct of the relevant – Extraordinary Council 6 exists under Section 7. part of the proceedings of the meeting September 2018 would be likely to result in the ; disclosure of information for which good reason for withholding exists
Section 48(1)(a)
This resolution is made in reliance on sections 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 7 of that Act, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public are as follows:
Item No Interest
1 Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) (Schedule 7(2)(i))
20 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 10.1 Minutes Whakatāne District Council 19 September 2018 (Cont.)
Item No Interest
1 Protect the privacy of natural persons, including that of deceased natural persons (Schedule 7(2)(a))
Iles/Turner CARRIED
8.2. Resumption of Open Meeting
After the above items had been considered, the public were readmitted to the meeting.
THE MEETING CLOSED AT 1.35 PM.
Confirmed this day of
CHAIRPERSON CHIEF EXECUTIVE
21 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 11 Standing and Joint Committee Recommendations to Council
11 Standing and Joint Committee Recommendations to Council 11.1 Recommendation Projects and Services Committee - Additional Funding for Port Ohope Redevelopment
22 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 11.1 Recommendation Projects and Services Committee - Additional Funding for Port Ohope Redevelopment (Cont.)
WHAKATANE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 at 1.00 PM
PROJECTS AND SERVICES COMMITTEE 4 OCTOBER 2018 RECOMMENDATION Additional Funding for Port Ōhope Redevelopment
7 Reports Continued
7.4 General Manager Community Services Report Refer to pages 66-93 of the agenda. Brookfield Lawyers had confirmed $50,000 sponsorship and naming rights to one of the gallery spaces at Te Koputu. The new Museum and Research Centre would be officially opened by His Worship the Mayor on 1 November 2018 and the Prime Minister would attend a morning tea and tour of the facility on 9 November 2018. The Places and Open Spaces staff were acknowledged for their great work on the gardens. General Manager Community Services expressed concern at the increased frequency of vandalism about town. RESOLVED: 1. THAT the General Manager Community Services Report be received; and 2. THAT it be recommended to the Council to approve $400k additional funding for the Port Ōhope redevelopment from the Harbour Fund, with the other $100k from subsidy (approved by EBET), taking the total project cost to $2.1M. Van Beek/Turner CARRIED
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23 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 11.2 Recommendation from Projects and Services Committee - Port Ohope Eastern Cargo Shed
11.2 Recommendation from Projects and Services Committee - Port Ohope Eastern Cargo Shed
24 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 11.2 Recommendation from Projects and Services Committee - Port Ohope Eastern Cargo Shed (Cont.)
WHAKATANE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 at 1.00 PM
PROJECTS AND SERVICES COMMITTEE
4 OCTOBER 2018 RECOMMENDATION Port Ōhope Eastern Cargo Shed – Resolution of the Asbestos Risk
7 Reports Continued
7.1 Port Ōhope Eastern Cargo Shed – Resolution of the Asbestos Risk Report Refer to pages 20-27 of the agenda. Several Members expressed concern about investing in the building without any clear, long-term purpose defined for its use. However, others felt that the cargo shed had the potential to be a useful asset for the community. Members were reminded that the use of the building was restricted to what was permitted under the Reserves Act. RESOLVED: 1. THAT the Port Ōhope Eastern Cargo Shed – Resolution of the Asbestos Risk Report be received; and 2. THAT it be recommended to the Council to approve Option 2 - Recladding with Colour Steel Max at a cost of $165,000, to be funded from the Harbour Account; and 3. THAT, as soon as reasonably practical, Council staff seek expressions of interest from potential, future tenants to lease the Ōhope Eastern Cargo Shed. Jarrett/van Beek CARRIED
Results of the division called were as follows: For Against Turner Iles Tánczos van der Boom Van Beek Orr Jarrett Jukes
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25 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12 Standing and Joint Committee Minutes
12 Standing and Joint Committee Minutes 12.1 Minutes - Policy Committee 18 October 2018
Details of POLICY COMMITTEE MEETING HELD IN THE COUNCIL Meeting: CHAMBERS, CIVIC CENTRE, WHAKATĀNE ON THURSDAY, 18 OCTOBER 2018 COMMENCING AT 9:00 AM
Present: His Worship the Mayor A A Bonne, Deputy Mayor J A Turner (Chairperson), Councillors A V Iles, S Jarrett, G V Johnston, J C Jukes, A R Silcock, N S Tánczos and M van der Boom
In D Bewley (Interim Chief Executive), J Gardyne ( General Attendance: Manager Strategy and Economic Development), B Dempsey (Acting General Manager Planning and Infrastructure), H Barnes (General Manager Finance and Corporate Services), V Rawlings (General Manager People and Capability), M Taylor (Manager Transportation), C Ball (Manager Strategy and Community Development), C Haeusler (Strategic Policy Analyst), S Stewart (Strategic Advisor Policy and Projects), V Richards (Community Plan Coordinator) and H J Storey (Governance Support Advisor)
Apologies: Councillor R N Orr and G F van Beek and M van der Boom for lateness
Visitors: M and M Kirk
1. ANNOUNCEMENTS
The Interim Chief Executive noted the passing of long term employee Rohi Kaimarama and noted that she was a dedicated staff member who had worked tirelessly at the Museum for over 20 years and had been at work on the day of her passing.
2. CONFLICTS OF INTEREST
No conflicts of interest were recorded.
3. CONFIRMATION OF MINUTES: 23 AUGUST 2018
Refer to pages 7-9 of the agenda.
RESOLVED:
THAT the minutes, including the public excluded portion, of the Policy Committee meeting held on Thursday, 23 August 2018 be confirmed as a true and correct record.
Iles/Tánczos CARRIED
26 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.1 Minutes - Policy Committee 18 October 2018 (Cont.)
4. REPORTS
4.1. Development of the Harbour Fund Investment Objectives
Refer to pages 10-15 of the agenda.
RESOLVED:
1. THAT the Development of the Harbour Fund Investment Objectives report be received; and 2. THAT the draft principles identified in section 3.1 of the report included in the agenda be used as the basis for developing the Harbour Fund investment strategy.
Jarrett/Iles CARRIED
Attendance: Mr and Mrs Kirk entered the meeting at 9.20 am
5. PUBLIC FORUM
5.1. M and M Kirk – Application to Stop Fairview Road
Refer to pages 61a-c of the tabled items.
Mrs Kirk tabled information on the application to stop Fairview Road noting what occurred on the road, the use of it, access for the public, maintenance of the roadway and how the roadway affected their property. She noted that the proposed recommendation by Ross Overington in his letter included in agenda was acceptable as the points remained relevant and compelling. Mrs Kirk noted that they were happy to enter into an agreement with the Council on the use of the land.
In response to a query regarding the use of the roadway, Mr Kirk noted that unless the users were working for either them or the Evan’s, they would only have access along the 325m length of Fairview Road and would need to turn around at the end of the roadway.
In answer to a query as to why kiwifruit was planted on an area that did not belong to them, Mr Kirk noted that the area was unused land which the Council paid no attention to and over time had become part of the farm. Mrs Kirk noted that trees were planted as artificial shelter belts were not used when the orchard was formed and if they were required to remove the shelter belt trees it would open the area up to the elements and possibly the PSA virus.
It was noted that the land had been subdivided in 1943 and the road was established to service more properties than the two it currently provided access to. It was considered that the Council were therefore unable to anticipate what would happen to the land in the future as there were a number of titles to the two current farm blocks and future sale of the land may create a greater public use than that which was currently required.
In answer to a query regarding the conflicts that existed between land owners and contractors, Mrs Kirk noted that their life had been made a misery with complaints, they had been threatened, thefts had occurred and they worried about the security of their grandchildren when walking along the road. She noted that the 15kph sign had been erected by the forestry company to slow down the trucks using the area.
27 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.1 Minutes - Policy Committee 18 October 2018 (Cont.)
Mrs Kirk said that the only people that were allowed past the end of the road were those who were legitimately allowed to be there with permission from either them or the Evan’s and noted that people thought that the road linked to Stanley Road through the Evan’s property, but it did not. She noted that the forestry plantation land that had been cleared was now being farmed as a general farm. Mr Kirk noted that while there were logs still being milled in the area, they had an agreement with the forestry not to use the road between dusk and dawn, so anyone found in the area after that time should not be there.
In answer to a query regarding the shelter belt restricting the sunlight into the Drayton property in the winter and a dispute over the power lines on the Kirk’s property, Mr Kirk noted that Mr Drayton had refused to fill out the paperwork for the lines so the matter had to be sorted in the courts. He noted that solar panels were installed on the Drayton property which was working well. Mr Kirk advised that they had a memorandum of understanding with the occupier of the Drayton property to limit the height of the shelter belt trees to 3 metres. Mrs Kirk noted that the trees were deciduous and were topped every two years
Attendance: Councillor van der Boom entered the meeting at 9.45 am and Mr and Mrs Kirk left the meeting at 10.04 am
6. REPORTS
6.1. Application to Stop Fairview Road
Refer to pages 16-61 of the agenda.
Discussion ensued on the submission by Mr and Mrs Kirk and the information provided to the meeting.
RESOLVED:
1. THAT the Application to Stop Fairview Road report be received; and 2. THAT the application from Mr and Mrs M and M Kirk to stop Fairview Road in their favour, be declined; and 3. THAT discussions take place with land owners of Fairview Road in relation to the encroachment by Mr and Mrs Kirk and that a possible solution be sought.
His Worship the Mayor/van der Boom CARRIED
6.2. Edgecumbe Collective
Refer to pages 177-195 of the agenda.
RESOLVED:
THAT the Edgecumbe Collective report be received.
Turner/van der Boom CARRIED
6.3. Bylaw Review
Refer to pages 65-90 of the agenda.
28 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.1 Minutes - Policy Committee 18 October 2018 (Cont.)
RESOLVED:
1. THAT the Bylaw Review: Parks and Reserves Bylaw 2018 for Consultation report be received; and 2. THAT the Draft Parks and Reserves Bylaw 2018, as attached in Appendix 1 of the agenda, be adopted for consultation; and 3. THAT the Council adopt a Special Consultative Procedure for consultation when reviewing the Bylaw; and 4. THAT the Council make the Draft Parks and Reserves Bylaw 2018 and consultation documents (Appendix 2) available for consultation between 22 October and 23 November 2018; and 5. THAT the Policy Committee note that the issue of freedom camping is out of scope in the review of this bylaw, but that we are continuing to monitor the Government’s responses on this issue.
Jarrett/Jukes CARRIED
6.4. Annual Plan 2019/20 Project Review
Refer to pages 91-92 of the agenda.
It was noted that the workshop and meeting dates in the timeline may be amended as required.
RESOLVED:
THAT the Annual Plan 2019/20 – Project Overview report be received.
Jukes/Tánczos CARRIED
6.5. Eastern Bay of Plenty Regional Development Project
Refer to pages 93-176 of the agenda.
RESOLVED:
1. THAT the Eastern Bay of Plenty Regional Development Project report be received; and 2. THAT the ‘Eastern Bay of Plenty Regional Development Project’ be endorsed by the Policy Committee
Jarrett/His Worship the Mayor CARRIED
THE MEETING CLOSED AT 11.02 AM
Confirmed this day of
CHAIRPERSON
29 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.2 Minutes - Projects and Services Committee 4 October 2018
12.2 Minutes - Projects and Services Committee 4 October 2018
Details of PROJECTS AND SERVICES COMMITTEE MEETING HELD IN Meeting: THE COUNCIL CHAMBER, CIVIC CENTRE, COMMERCE STREET, WHAKATĀNE ON THURSDAY, 4 OCTOBER 2018 COMMENCING AT 9:00 AM Present: Deputy Mayor J A Turner, Councillors A V Iles (Chairperson), G F van Beek, R N Orr, S Jarrett, J C Jukes, M van der Boom and N S Tánczos In Attendance: D C Bewley (Interim Chief Executive), J Gardyne (General Manager Strategy and Economic Development), M Naude (General Manager Community Services), H Barnes (General Manager Finance and Corporate Services), V Rawlings (General Manager People and Capability), M Taylor (Manager Transportation), G Fletcher (Strategic Property Manager) and S French (Governance Support Advisor) Visitors G Dennis, CJ Poole, B Fortune and M Harloff Apologies: His Worship the Mayor A A Bonne and Councillors A R Silcock and G Johnston
1. APOLOGIES
RESOLVED
THAT the Projects and Services Committee accept the apologies from His Worship the Mayor and Councillors A R Silcock and G Johnston.
Van Beek/Turner CARRIED
2. CONFLICT OF INTEREST
At the time of introducing the General Manager Planning and Infrastructure report, item 7.3, Councillor van der Boom declared a conflict of interest relating to the Creswell Appeal.
Attendance: Councillor van der Boom entered the meeting at 9:02 am and Councillor Tánczos entered at 9:04 am.
3. PUBLIC FORUM
Refer to page 6 of the agenda and pages 6a-b of the tabled items.
Mr Dennis, Chairperson of the Matatā Residents Association, introduced himself to the Committee and acknowledged members present from the Matatā Reticulated Sewerage Action Group. He spoke to his tabled fact sheet “Matatā Needs Reticulated Sewerage” and a summary of the main points made were as follows:
The issue of reticulated sewerage was a public health issue.
30 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.2 Minutes - Projects and Services Committee 4 October 2018 (Cont.)
The Council and the Bay of Plenty Regional Council had agreed reticulated sewerage was the only option for Matatā and 95% of residents had voted for reticulation. Primary school children through to rugby players experienced issues resulting from contaminated fields and streams. Tourism and wildlife were impacted by the sewerage contaminated lagoon. Matatā septic tanks were old and undersized, and after 14 years the problem of discharging into soil with poor soakage had deteriorated. Local Iwi were seriously aggrieved about the desecration of their native land and waterways. Matatā had a higher than acceptable percentage of septic tanks that fell within the action and alert modes; as stipulated in the Bay of Plenty Regional Council’s 2016 Report. If a true maintenance zone was created the cost of removing houses was only short of the projected cost of the reticulation project. Concern was raised regarding the cost of replacement septic tanks. There was a perception, and frustration, that funds were spent on projects in Whakatāne and Ōhope but funds could not be sourced for the serious issue of reticulated sewerage for Matatā. Suggestions were made regarding possible funding solutions. The situation was urgent and a public campaign was required. The Matatā Residents Association, Council and Bay of Plenty Regional Council could put pressure on Central government to help.
In conclusion, Mr Dennis stated it was time to ‘put on the big boy pants’ and do the hard sell. He said it was important to get priorities right and all of the district would benefit from reticulated sewerage for Matata.
In response to a query if Matatā residents were prepared to help fund the reticulated sewerage, Mr Dennis replied that via their high rates bills, they effectively were contributing.
Chairperson Iles thanked Mr Dennis and noted the frustrations and ensured this was not falling on deaf ears.
Attendance: Mr Dennis and supporters left the meeting at 9:22 am.
4. CONFIRMATION OF MINUTES
4.1. Minutes Projects and Services Committee 16 August 2018
Refer to pages 7-12 of the agenda.
RESOLVED:
THAT the minutes of the Projects and Services Committee meeting held on Thursday, 16 August 2018 be confirmed as a true and correct record.
Jarrett/Jukes CARRIED
5. REPORTS
5.1. Awakaponga Hall Repair and Insurance Report
Refer to pages 14-19 of the agenda.
31 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.2 Minutes - Projects and Services Committee 4 October 2018 (Cont.)
Manager Transportation explained the proposed drainage works to improve water flow and reduce ponding issues around the Awakaponga hall.
1. THAT the Awakaponga Hall Repair and Insurance report be received; and 2. THAT the Council, as the Insurance Policy Holder, fund the $25,000 (excluding GST) excess from an underspend of the 2018/19 Urban/Rural Halls renewals budget and; 3. THAT the floor repair work be completed once the Awakaponga Hall roof and other maintenance issues have been completed; and 4. THAT the Council cease to hold the insurance policy for the Awakaponga hall and transfers the Policy to the Awakaponga Public Hall Board.
Jarret/van Beek CARRIED
6. PRESENTATIONS
Refer to page 13 of the agenda.
6.1. Youth Council - Chair CJ Poole and Blake Fortune
CJ Poole reported that the Youth Council were very active with initiatives to bring a youth perspective to Whakatāne and with activities to help keep the youth busy. She mentioned the recent cup-cake day was successful where members spread kindness in Whakatāne Township by distributing free cup-cakes. She said the Youth Council had also collaborated with Whakatāne Blue Light and assisted with running the Big Bike Check-up day.
CJ explained the Youth Council consisted of four separate teams; Political, Street, Social Media and Events and then introduced Blake Fortune, the leader of the Political team.
Blake said the Youth Council had collaborated with Te Puna Ora O Mataatua and had created a youth hub in Kopeopeo; outside of school hours the hub was an inclusive space for all.
In response to a question if the Youth Council had ideas to inspire disengaged youth near voting age to get involved and to help encourage voting, CJ said they were holding workshops on skills and encouraging youth to join the Youth Council.
6.2. Future Leaders – Micha Harloff
Micha Harloff reported that the Future Leaders Group had been discussing the disengagement between youth and adults from a youth’s perspective. Resulting from the discussions, the group were planning an engaging Spring Festival to be led by the youth. She said they had brainstormed ideas which included creating a community garden, love swing, checkers board, kai garden, music, stalls and local talent entertainment. She advised that Bunnings had pledged support for a permanent checkers board and that the next step was to seek permission for the location of that installation. Progress of the project and the proposed layout would be show cased at the Whakatāne Library and Exhibition Centre on 13 October 2018.
Along with five other members of the Youth Council, Micha attended the Festival of the Future in Wellington. She said the festival was empowering for youth and was a great source of knowledge. Inspired by the festival, another project had developed; “Find your Fish Movement”. She explained it was a movement to help youth find what they were passionate about, what they would enjoy doing every day and what could help lead towards study and a potential future profession.
32 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.2 Minutes - Projects and Services Committee 4 October 2018 (Cont.)
Micha had also attended a hui in Wellington collaborating with seven other provincial future leader groups. She said this was an ‘eye opener’ for the Whakatāne youth and had inspired others to want to be part of the future leaders group.
Chairperson Iles thanked the youth for their presentations and encouraged their attendance at future meetings.
The Meeting adjourned at 10:00 am and reconvened at 10:20 am.
7. Reports Continued
7.1. Port Ōhope Eastern Cargo Shed – Resolution of the Asbestos Risk Report
Refer to pages 20-27 of the agenda.
Several Members expressed concern about investing in the building without any clear, long-term purpose defined for its use. However, others felt that the cargo shed had the potential to be a useful asset for the community. Members were reminded that the use of the building was restricted to what was permitted under the Reserves Act.
RESOLVED:
1. THAT the Port Ōhope Eastern Cargo Shed – Resolution of the Asbestos Risk Report be received;and 2. THAT it be recommended to the Council to approve Option 2 - Recladding with Colour Steel Max at a cost of $165,000, to be funded from the Harbour Account; and 3. THAT, as soon as reasonably practical, Council staff seek expressions of interest from potential, future tenants to lease the Ōhope Eastern Cargo Shed.
Jarrett/van Beek CARRIED
Results of the division called were as follows:
For Against
Turner Iles
Tánczos van der Boom
Van Beek Orr
Jarrett
Jukes
33 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.2 Minutes - Projects and Services Committee 4 October 2018 (Cont.)
7.2. General Manager Strategy and Economic Development
Refer to pages 28-40 of the agenda.
It was reported that the Whakatāne Airport Runway End Safety Areas (RESA) works were progressing. On two occasions the accidental discovery protocols had been invoked and this would impact the expected completion timeframe.
Funding application for the Regional Growth Fund was to be submitted this week.
It was noted that during the District Plan process it was understood the Whakatāne Airport Terminal building was already included on the ‘New Zealand Heritage List”.
RESOLVED:
THAT the General Manager Strategy and Economic Development Report be received.
Jukes/van Beek CARRIED
7.3. General Manager Planning and Infrastructure
Refer to pages 41-65 of the agenda.
Councillor van der Boom declared a conflict of interest relating to item 3.2.2 Creswell Appeal – Otakiri Springs Bottling Plant, however as this item did not raise any discussion, he did not leave the table.
It was reported that eight submissions had been received on the proposed Awatarariki Plan Change; four supporting and four against the plan change.
RESOLVED:
THAT the General Manager Planning and Infrastructure Report be received.
Van der Boom/Jukes CARRIED
7.4. General Manager Community Services Report
Refer to pages 66-93 of the agenda.
Brookfield Lawyers had confirmed $50,000 sponsorship and naming rights to one of the gallery spaces at Te Koputu.
The new Museum and Research Centre would be officially opened by His Worship the Mayor on 1 November 2018 and the Prime Minister would attend a morning tea and tour of the facility on 9 November 2018.
The Places and Open Spaces staff were acknowledged for their great work on the gardens.
General Manager Community Services expressed concern at the increased frequency of vandalism about town.
34 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.2 Minutes - Projects and Services Committee 4 October 2018 (Cont.)
RESOLVED:
1. THAT the General Manager Community Services Report be received; and 2. THAT it be recommended to the Council to approve $400k additional funding for the Port Ōhope redevelopment from the Harbour Fund, with the other $100k from subsidy (approved by EBET), taking the total project cost to $2.1M.
Van Beek/Turner CARRIED
7.5. General Manager Finance and Corporate Services Report
Refer to pages 94-97 of the agenda.
RESOLVED:
THAT the General Manager Finance and Corporate Services Report be received.
Jarrett/Jukes CARRIED
7.6. General Manager People and Capability Report
Refer to pages 98-100 of the agenda.
RESOLVED:
THAT the General Manager People and Capability Report be received.
Jarrett/van Beek CARRIED
8. COMMUNITY BOARD MINUTES
8.1. Rangitāiki Community Board 22 August 2018
Refer to pages 101-105 of the agenda.
RESOLVED:
THAT the minutes of the Rangitāiki Community meeting held on Wednesday, 22 August 2018 be received.
Van Beek/van der Boom CARRIED
8.2. Whakatāne-Ōhope Community Board 27 August 2018
Refer to pages 106-109 of the agenda.
RESOLVED:
THAT the minutes of the Whakatāne-Ōhope Community meeting held on Monday, 27 August 2018 be received.
35 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.2 Minutes - Projects and Services Committee 4 October 2018 (Cont.)
Turner/Jarrett CARRIED
8.3. Murupara Community Board 29 August 2018
Refer to pages 110-113 of the agenda.
RESOLVED:
THAT the minutes of the Murupara Community meeting held on Wednesday, 29 August 2018 be received.
van Beek/Iles CARRIED
8.4. Tāneatua Community Board 3 September 2018
Refer to pages 113-117 of the agenda.
RESOLVED:
THAT the minutes of the Tāneatua Community Board meeting held on Monday, 3 September 2018 be received.
Iles/van Beek CARRIED
9. Minutes of Special Committees and Other Organisations
9.1. Minutes – Pride Whakatāne District Committee July 2018
Refer to pages 118-120 of the agenda.
THAT the minutes of the Pride Whakatāne District Committee held on Monday, 30 July 2018 be received.
Iles/Tánczos CARRIED
9.2. Minutes Funding Allocation and Young Achievers Special Committee – 17 August 2018
Refer to pages 121-124 of the agenda.
THAT the minutes of the Funding Allocation and Young Achievers Special Committee held on Friday, 17 August 2018 be received.
Jarrett/Iles CARRIED
36 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.2 Minutes - Projects and Services Committee 4 October 2018 (Cont.)
9.3. Minutes Funding Allocation and Young Achievers Special Committee – 19 September 2018
Refer to pages 125-126 of the agenda.
THAT the minutes of the Funding Allocation and Young Achievers Special Committee held on Wednesday, 19 September 2018 be received.
Jarrett/Iles CARRIED
9.4. Minutes – Youth Council September 2018
Refer to pages 127-129 of the agenda.
THAT the minutes of the Whakatāne District Youth Council held on Monday, 10 September 2018 be received.
Tánczos/van der Boom CARRIED
THE MEETING FINISHED AT 12:20 pm
Confirmed this day of
CHAIRPERSON
37 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.3 Minutes - Audit and Risk Committee 25 October 2018
12.3 Minutes - Audit and Risk Committee 25 October 2018
Details of AUDIT AND RISK COMMITTEE MEETING HELD IN Meeting: COMMITTEE ROOM 1, CIVIC CENTRE, WHAKATĀNE ON THURSDAY, 25 OCTOBER 2018 COMMENCING AT 9:00 AM Present: Mr J Anderson (Chairperson), His Worship the Mayor A A Bonne, Councillor J C Jukes, Councillor R N Orr and Mr C Leonard In Attendance: D C Bewley (Interim Chief Executive), M Naude (General Manager Community Services), J Gardyne (General Manager Strategy and Economic Development), H Barnes (Manager Finance and Corporates Services), V Rawlings (General Manager People and Capability), B Dempsey (Acting General Manager Planning and Infrastructure), J Caverhill (Manager Financial Accounting), A Pihema (Strategic Policy Analyst) and S French (Governance Support Advisor) Apologies: Visitor: B Halford and M Procter (Audit New Zealand)
1. CONFLICT OF INTEREST
No conflicts of interests were recorded.
2. CONFIRMATION OF MINUTES
Refer to pages 8-10 of the agenda.
RESOLVED:
THAT the minutes of the Audit and Risk Committee meeting held on Thursday, 6 September 2018 and the Public Excluded minutes for the meeting held on Thursday, 22 February 2018, be confirmed as a true and correct record.
Jukes/Leonard CARRIED
3. REPORTS
3.1. Treasury Management Reporting as at 30 September 2018
Refer to pages 11-17 of the agenda.
The Committee requested a review of the fixed/floating interest rate limits within the Liability Management Policy and it was suggested no further swaps be purchased until the fixed/floating ratio had been reviewed.
38 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.3 Minutes - Audit and Risk Committee 25 October 2018 (Cont.)
RESOLVED:
THAT the report Treasury Management Reporting as at 30 September be received.
Leonard/Jukes CARRIED
3.2. Report on Riskpool Call for 1 July 2019
Refer to pages 18-20 of the agenda.
Before the Committee could acknowledge the liability to Riskpool for future calls, more information was requested regarding the extent of liability and what that liability pertained to.
RESOLVED:
1. THAT the report on Riskpool Call for 1 July 2019 be received; and 2. THAT the letter from Riskpool be received.
Anderson/Orr CARRIED
3.3. Whakatāne District Council Annual Report 2017/18 – Recommend to Adopt
Refer to pages 21-23 of the agenda, pages 23a-e of the tabled items and refer also to the Unapproved Whakatāne District Council Annual Report 2017/18 document circulated separately with the agenda.
Mr Halford spoke to the tabled Independent Auditor’s Report and the following points were noted:
It was recognised Council had encountered challenges in the 2017/2018 year resulting from the implementation of new electronic systems which impacted the ability to accurately report against seven performance measures. Council received a qualified audit opinion as they were unable to report on four performance measures relating to water, two relating to wastewater and one relating to Building Consent activity. Audit New Zealand acknowledged that the insurance recoveries had not been re-accrued and instead there was a contingent asset for these recoveries.
RESOLVED:
1. THAT the report Whakatāne District Council Annual Report 2017/18 – Recommend to Adopt be received; and
2. THAT it be recommended to the Council to adopt the Whakatāne District Council Annual Report 2017/18.
Jukes/Leonard CARRIED
39 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.3 Minutes - Audit and Risk Committee 25 October 2018 (Cont.)
3.4. Financial Reporting – First Quarter 2018/19
Refer to pages 24-49 of the agenda.
The debt recovery work carried out by Council staff was acknowledged.
The Committee requested an update on progress of the Whakatāne Holiday Park business plan.
RESOLVED:
THAT the report Financial Reporting – First Quarter 2018/19 be received.
Jukes/Orr CARRIED
THE MEETING CLOSED AT 10:01 pm
day of
CHAIRPERSON
40 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.4 Ohiwa Harbour Implementation Forum 25 September 2018
12.4 Ohiwa Harbour Implementation Forum 25 September 2018
41 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.4 Ohiwa Harbour Implementation Forum 25 September 2018 (Cont.)
Minutes of the Ōhiwa Harbour Implementation Forum Meeting held in Council Chambers, Ōpōtiki District Council, 108 St John Street, Ōpōtiki on Tuesday, 25 September 2018 commencing at 9.30 a.m.
Click h er e to enter text.
Present:
Chairman: Councillor T Marr (Bay of Plenty Regional Council)
Deputy Chairman: Councillor L Riesterer (Ōpōtiki District Council)
Appointees: Councillor A Iles - Whakatane District Council; Te Runanga o Ngati Awa: Charlie Bluett, T O'Brien – Alternate; Gaylene Tuari-Kohunui - Whakatōhea Maori Trust Board; Te Upokorehe: Trevor Ransfield, Maui Manuel – Alternate.
Attendance in part: Rachel Kora, Kero Te Pou (Alternate) - Te Waimana Kaaku (Ngāi Tūhoe).
In Attendance: Bay of Plenty Regional Council Toi Moana: Simon Stokes – Eastern Catchments Manager, Tim Senior – Land Management Officer, Lisa Bevan – Environmental Data Officer, S Kameta – Committee Advisor; Mike Houghton, Manager Places and Open Spaces – Whakatāne District Council; Gerard McCormack – Planning and Regulatory Group Manager, Ōpōtiki District Council; Department of Conservation Te Papa Atawhai: Mike Jones - Senior Community Ranger, Nikora Heitia – Community Ranger; Tanja Rother – Contractor; External Presenter: Dr Kura Paul-Burke – NIWA: Taihoro Nukurangi, Joe Burke – MUSA Dive Marine & Environmental Services.
Apologies: Councillor W Clark (Alternate) - Bay of Plenty Regional Council.
1 Karakia
Provided by Trevor Ransfield.
2 Apologies Resolved
That the Ōhiwa Harbour Implementation Forum:
1 Accepts the apology from Cr Bill Clark tendered at the meeting.
Iles/Marr CARRIED
DRAFT MINUTES TO BE CONFIRMED 1
42 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.4 Ohiwa Harbour Implementation Forum 25 September 2018 (Cont.)
Ōhiwa Harbour Implementation Forum Minutes Tuesday, 25 September 2018
3 Public Forum
Nil
4 Acceptance of Late Items
Nil
5 General Business
Nil
6 Confidential Business to be Transferred into the Open
Nil
7 Declaration of Conflicts of Interest
Nil
8 Previous Minutes
8.1 Ōhiwa Harbour Implementation Forum minutes - 19 March 2018
Resolved
That the Ōhiwa Harbour Implementation Forum:
1 Confirms the Ōhiwa Harbour Implementation Forum minutes - 19 March 2018, as a true and correct record.
Marr/G Kohunui CARRIED
9 Ōpōtiki District Council Verbal Update
Councillor Lyn Riesterer provided an update on matters of interest for Ōpōtiki District Council.
Key points:
• Introduced new Planning and Regulatory Group Manager Gerard McCormack and advised that the Parks & Reserves Manager Garry Page would be working with the Forum;
• The proposed Ōpōtiki District Plan was at the appeal stage with no significant points raised for the Ōhiwa zone. The proposed plan aligned with the Ōhiwa Harbour Strategy, with protection of the Ōhiwa zone strengthened, stronger emphasis placed on harbour values, more consistency of boundary lines, setbacks and ridgeline controls and a managed approach taken to rural production activities;
• Maintenance was underway on walking and cycle paths around the eastern side of the harbour in readiness for summer season.
A2979636 DRAFT MINUTES TO BE CONFIRMED 2
43 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.4 Ohiwa Harbour Implementation Forum 25 September 2018 (Cont.)
Ōhiwa Harbour Implementation Forum Minutes Tuesday, 25 September 2018
• Ōpōtiki District Council had provided funding for planting and trap placements to assist care group work under the umbrella of the Ōhiwa Harbour Strategy.
• Vehicles seen on mudflats and beaches around the Ōhiwa spit was still an ongoing concern, with publicity being undertaken to discourage bylaw breaches.
• Noted attendance at the blessing for installation of harbour signage at Ōhiwa spit and pending release of the Ōhiwa Harbour Trail pamphlets at information i-sites.
In response to Questions:
• Ōpōtiki District Council and other coastal territorial authorities were responsible for compliance monitoring and enforcement of the Vehicles on Beaches Bylaw.
• Noted Ōpōtiki District Council sent follow-up letters to vehicle owners who breached the bylaw, with records maintained followed by enforcement taken for repeat offenders.
10 Reports
10.1 Ōhiwa Harbour Integrated Catchment Programme Annual Work Plan results for 2017-18 and update to September 2018
Refer PowerPoint Presentation (Objective ID A2975792).
Land Management Officer Tim Senior presented the item.
Key points:
• 39 deliverables from the 2017-18 work programme had been completed with six still in progress and three incomplete;
• There was increased focus in water quality within the Nukuhou catchment, with over half of the catchment’s land use in dairy.
• Fonterra had offered to fund the preparation of 10 farm environment plans. Once the farm plans were complete, Regional Council staff would arrange follow-up discussions with the respective farmers;
• Pest control undertaken by local volunteers continued to grow around the harbour margins;
• The submission made on behalf of the Forum to the Whakatāne District Bylaw review had been assisted with guidance of the Ōhiwa Harbour Recreation Strategy;
• Ministry for Primary Industries (MPI) staff had attended the OHSCG hui in May and were keen to engage with the Forum’s work.
• Summarised the MPI compliance report and 2016 intertidal shellfish monitoring noting: impacts from sediment sizing was still unknown, starfish had not been considered, with the next MPI survey would be undertaken sometime in 2019;
• Removal of the Tuck house at Te Onekawa Te Mawhai Regional Park completed. The area has been incorporated into sheep pasture and transformed the park, with subsequent opportunity to transform the space into a picnic area.
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Ōhiwa Harbour Implementation Forum Minutes Tuesday, 25 September 2018
• Provided a brief overview of the draft Ōhiwa Harbour website;
In response to questions:
• Farm environment plans being prepared by Fonterra were estimated to cost between $2,500-5,000 per plan, which would include staff time and consideration of farm size and complexity;
• Commercial fishing quotas were held in perpetuity, could be transferred or retired by the quota holder, or ceased, subject to due diligence by authority of the Minister of Primary Industries. Quota holder information was public knowledge and could be obtained.
• Archaeological sites within Te Onekawa Te Mawhai Regional Park were mapped to ensure they were managed appropriately.
Members’ Comments:
• Ngati Awa issued customary permits for pipi that were in excess of recreational takes however, were being more proactive to ensure takes were not excessive.
• Personal observations of pipi and cockle numbers reflected that reported within the MPI report;
10:21 am – Rachel Kora and Kero Te Pou entered the meeting.
• The Ōhiwa Wharf was progressing well with the toilet block to be installed and the Lions’ shed extended for a period of two years.
Follow-up Action:
• Request that staff provide further information on commercial fishing quota holders.
• Request the proposed website replace use of “Jewel” with “Taonga”.
Resolved
That the Ōhiwa Harbour Implementation Forum:
1 Receives the report, Ōhiwa Harbour Integrated Catchment Programme Annual Work Plan results for 2017-18 and update to September 2018;
2 Requests a letter of appreciation to be sent to Fonterra for supporting the preparation of 10 farm environment plans for dairy farmers in the Nukuhou catchment.
Iles/Riesterer CARRIED
Order of Business
With the leave of the Forum, the Chairman asked that Agenda item 10.3 ‘Shellfish Restoration Trial in Ōhiwa Harbour 2018-2019’ be taken next to accommodate the departure of the presenter.
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Ōhiwa Harbour Implementation Forum Minutes Tuesday, 25 September 2018
10.2 Shellfish Restoration Trial in Ōhiwa Harbour 2018-2019
Refer PowerPoint Presentation (Objective ID A2981402).
Dr Kura Paul-Burke from NIWA was accompanied by her husband and MUSA expert diver Mr Joe Burke and were in attendance to present the item.
Key points:
• Outlined the project aims and actions to trial growing and restoring mussel spat on lines in Ōhiwa harbour for recruitment into the substrate;
• The trial would be a first of its kind to trial different design methods and natural (Mātauranga Māori) and artificial materials. Cage designs would allow for water flow and trial how mussel and starfish would react;
• Consultation with Ngati Awa, Upokorehe, the Harbour Master and maritime staff had been undertaken for the selection of four restoration sites at remaining mussel beds;
• Co-funding had been provided by Bay of Plenty Regional Council and NIWA over two financial years;
• Stage 1 and 2 would commence in October 2018 when water conditions were clear. Monitoring and maintenance would start in November 2018 and continue through 2019, with reporting and recommendations completed in March 2020.
• Acknowledged the support of those who had assisted with the project, noting NIWA was open to collaborate and assist the Forum on this work.
• Hoped the trial would provide answers to a number of questions, including mussel restoration success, level of seastar predation, how collective ideas worked, level of resourcing and options for biodiversity moving forward;
In response to questions:
• Mrs Paul-Burke and Mr Burke had worked closely with the harbour master to ensure the trial was protected, away from recreational users and navigation lanes;
• Sites were adjacent to the swimming area on the western side of the harbour, parallel to the shore and shallow in depth at low tide;
• It was hoped that control sites would identify levels of starfish predation, which would be beneficial to the study;
• Origin of spat from the sea was unknown and overseas studies had reported that the transfer of spat was low;
• Funding from Auckland University had been unsuccessful, however the trial would look at other options moving forward.
Comments:
• Eastern Catchments Manager Mr Simon Stokes acknowledged the Forum’s patience and perseverance regarding seastar concerns and the importance of the trial. Mr Stokes expressed appreciation to Mrs Paul-Burke and Mr Burke for their continued support, in anticipation of the progress that would be made.
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Ōhiwa Harbour Implementation Forum Minutes Tuesday, 25 September 2018
• Forum partners were asked to communicate to their organisation and wider networks the importance and need for support and awareness of the project.
• Noted several Iwi from the North Island had visited Ōpōtiki to discuss spat and that the Ōpōtiki mussel marine area maybe a potential option for consideration in the future.
Follow-up Action:
• Requested Mrs Paul-Burke present to the Whakatōhea Māori Trust Board, which she acknowledged and supported.
• Staff to provide public communication to bring awareness of the project.
Resolved
That the Ōhiwa Harbour Implementation Forum:
1 Receives the report, Shellfish Restoration Trial in Ōhiwa Harbour 2018- 2019.
2 Endorse the proposed actions.
Marr/Kora CARRIED
11.00am – The meeting adjourned and reconvened at 11:16 am.
10.3 State of Environment Report for Ōhiwa Harbour and Catchment
Refer PowerPoint Presentation (Objective ID A2977880).
Environmental Data Officer Lisa Bevan gave an update on the current State of Ōhiwa Harbour and Catchment since the previous report in 2013.
Key points:
• State of the Environment Report provided an important role of collating information from various sources and identifying negative changes;
• Nukuhou River water quality trends were significantly improving over time and ecosystem health was good however, water temperature levels could be assisted with more riparian planting to reduce stress on aquatic life;
• Estuary water quality overall was good in comparison to similar estuaries around New Zealand and was safe for swimming and kaimoana gathering;
• Threat of myrtle rust was predicted to have a severe impact on two plant species;
• Pest control was important to safeguard threatened plant and bird species. It was noted that NZ Dotterel, North Island Fernbird and Pimelea tomentosa had increased because of pest control operations.
• Faecal contamination indicator levels on the eastern side of the harbour had showed an increasing trend, however work was occurring to help improve water quality;
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Ōhiwa Harbour Implementation Forum Minutes Tuesday, 25 September 2018
In response to Questions:
• Six parameters had been used in comparing Ōhiwa harbour water quality with other estuaries, of which Ōhiwa Harbour was in the top half;
• Faecal source tracking hadn’t been undertaken in the Nukuhou catchment, but tracking carried out in the Waiotahe catchment had found a vast majority of faecal contamination was from cows with some from avian sources and it was suspected that similar findings would be present in other tributaries like the Nukuhou River, possibly with some presence of human influence from septic tanks;
• Staff would continue to work with landowners and industry to mitigate and minimise contaminants entering the river and harbour system;
• Combining climatic condition impacts for water temperature levels would be difficult with sampling occurring on an annual basis only;
• Bank stability along the Nukuhou River made revegetation difficult, but planting of shrub willows was occurring to help improve water temperatures over time;
• Under the National Policy Statement for Freshwater Management (NPS-FM) the Nukuhou River at the Glenholme monitoring site rated in the highest band for nitrate levels, meaning this was unlikely to affect the river’s ecosystem. However, the indicator for ecosystem health, macroinvertebrate indices had showed possible degradation and was unlikely to improve to an excellent state. As there were multiple factors that could affect ecosystem health (such as substrate, temperature and riparian planting), these other factors could be affecting the health of the ecosystem.
• Mr Stokes advised that land management staff had been asked to put greater effort into the nutrient management trends with Nukuhou landowners;
• Farm environment plans were between Fonterra and the landowners however, collaboration was occurring with Bay of Plenty Regional Council staff; and a summary of issues and recommendation could be reported back to the Forum.
Members’ Comments:
• Over August, Ōpōtiki had recorded more rainfall compared to the last two years and with climate change, anticipated more intense rain events;
• Considered faecal contamination was a key indicator over time that should be monitored as an ongoing measure. It was noted that the State of Environment report had a recommendation for respective councils to action;
• Requested more detailed information on monitoring trends in the State of Environment report;
11:55 am – Cr Lyn Riesterer withdrew from the meeting.
• Queried progress made on reducing swan numbers in Ōhiwa harbour.
• Supported the continuation of State of Environment reporting and implementation of the recommendations contained under Part 7 of the State of Environment report.
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48 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.4 Ohiwa Harbour Implementation Forum 25 September 2018 (Cont.)
Ōhiwa Harbour Implementation Forum Minutes Tuesday, 25 September 2018
Staff Follow-up Action:
• Investigate ways to manage swans in Ōhiwa Harbour. Department of Conservation Senior Community Ranger Mike Jones advised the Department would assist with multi-agency coordination.
Resolved
That the Ōhiwa Harbour Implementation Forum:
1 Receives the report, State of Environment Report for Ōhiwa Harbour and Catchment;
2 Notes the importance of the monitoring programme and supports the ongoing implementation of the monitoring programme.
3 Supports the implementation of the recommendations contained within Part 7 of the State of Environment Report for Ōhiwa Harbour and Catchment 2018.
Iles/Tuari-Kohunui CARRIED
10.4 Mangrove management in the Ōhiwa Harbour 2011 - 2018
Refer PowerPoint Presentation (Objective ID A2976163).
Land Management Officer Tim Senior was accompanied by contractor Tanja Rother and presented the item on the Ohiwa mangrove management project.
Key points:
• Outlined the spread and extent of mangroves since 2008 and work undertaken by the Regional Council and Te Upokorehe to gain resource consent for removal;
• The consent referred to mangrove coverage recorded in 2007, allowed for removal on the seaward side of the consent boundary to avoid biodiversity areas and DOC reserves with hand-held tools only, which required hard intensive labour;
• Observations showed mangroves had not expanded from the 2011 map extents;
• Next steps would involve revisiting mangrove removal around the islands, requiring boats, which would present some challenges;
• The current consent would expire in 2020, which would require coastal planner input, consideration of renewal and public engagement. An update on this matter would be provided to the next Forum meeting;
• Acknowledged the support of Te Upokorehe who had led and obtained consent and provided voluntary labour;
• Sought feedback from members on next steps and their desire to support consent renewal and the opportunity to engage the wider community on the removal or retention of mangroves;
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• Considered a mana whenua-led consent application would go a long way to gain and develop support from the community;
In response to Questions:
• Utilising periodic detention workers had been trialled previously without success, with the current crew established and working well;
• Access to Department of Conservation reserve would be difficult and removal of native plants from reserves was illegal;
• Mangrove removal as a commercial venture had been considered however, noted current costs, including providing participants with a koha was $10,000 and provided volunteers with additional income.
Members’ Comments:
• Recognised the labour intensive work of removing mangroves however, supported the renewal of consent, which needed to be considered;
• Tūhoe members would take the matter back to their Iwi/hapū for consideration.
Resolved
That the Ōhiwa Harbour Implementation Forum:
1 Receives the report, Mangrove management in the Ōhiwa Harbour 2011 – 2018.
Iles/Ransfield CARRIED
10.5 An introduction to the draft Bay of Plenty Conservation Management Strategy
Refer PowerPoint Presentation (Objective ID A2981403).
Department of Conservation Senior Community Ranger Mike Jones provided a summary of the report.
Key points:
• Provided background on the statutory framework and Conservation Management Strategy (CMS) proposed new structure, which would be out for consultation;
• The new CMS was currently at the pre-notification stage for drafting, with conversations initiated with Iwi partners across the Bay of Plenty region;
• Outlined the outcome statement and proposed wording currently within the working draft CMS.
Members’ Comments:
• Supported the suggestion made by Eastern Catchments Manager Simon Stokes for the CMS to align with the Ōhiwa Harbour Strategy objectives as a starting point;
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Ōhiwa Harbour Implementation Forum Minutes Tuesday, 25 September 2018
• Sought recognition of the relationship of Ōhiwa and its association with a number of people and tangata whenua affiliations, which was noted and acknowledged.
Resolved
That the Ōhiwa Harbour Implementation Forum:
1 Receives the report, An introduction to the draft Bay of Plenty Conservation Management Strategy.
Iles/Ransfield CARRIED
10.6 Business Case: Western Coastal Cycle Trail Extension
Refer PowerPoint Presentation (Objective ID A2977663).
Whakatane District Council Manager Places and Open Spaces Mike Houghton outlined the the Western Coastal Cycle Trail Extension joint project between Whakatane and Ōpōtiki District Councils.
Key points:
• Stage 1 concept proposal had been completed with support indicated from the Ministry of Business, Innovation & Employment (MBIE) for a Mōtū trail extension from Ōpōtiki to Whakatāne Airport;
• Stage 2 Business Case had been lodged with MBIE to request funding to proceed to Stage 3 with more detailed work, costings and consenting required;
• Outlined the proposed area of interest to the Forum within the Ōhiwa Harbour catchment and the impacts on the harbour from the trail at the Ōhiwa Loop Road and Port Ōhope boat ramps or wharf where ferry services were proposed.
• The proposal had been previously reported to the Forum in 2017 and aligned with the Ōhiwa Harbour Strategy and Ōhiwa Recreation Strategy;
• Independent Cost Benefit Analysis undertaken by Martin Jenkins Consultant outlined forecasted economic growth and contribution to local economy;
• The business case was seeking funding of approximately $18M however, cost estimates for a new walking and cycling bridge over Whakatane River had come down to $14M for the total trail.
In Response to Questions:
• The potential funding split being sought from MBIE was 90 percent of the cost, with 10 percent to come from the two councils at a cost of $2 million each;
• MBIE did not support applications being made to both the Provincial Growth Fund and New Zealand Cycle Trail: Enhancement and Extension Fund;
• Further consultation with the Forum partners would be needed, and it was noted that separate consultation with Iwi partners was still to come;
• The full business case was available to Forum members on request.
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Ōhiwa Harbour Implementation Forum Minutes Tuesday, 25 September 2018 Resolved
That the Ōhiwa Harbour Implementation Forum:
1 Receives the report, Business Case: Western Coastal Cycle Trail Extension.
Iles/Kora CARRIED
The meeting closed at 1:11 pm.
CONFIRMED DATE ______Councillor Tīpene Marr, Chairperson
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52 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.5 Rangitaiki River Forum 14 September 2018
12.5 Rangitaiki River Forum 14 September 2018
53 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.5 Rangitaiki River Forum 14 September 2018 (Cont.)
Minutes of the Rangitāiki River Forum Meeting held in Council Chambers, Whakatāne District Council, Civic Centre, Commerce Street, Whakatāne on Friday, 14 September 2018 commencing at 10.00 a.m.
Click h er e to enter text.
Present:
Chairperson: Maramena Vercoe (Te Rūnanga o Ngati Manawa)
Appointees: Crs Tīpene Marr, Bill Clark, Kevin Winters, David Love - Bay of Plenty Regional Council, Reverend Graham Te Rire - Ngāti Tuwharetoa (BOP) Settlement Trust, Miro Araroa - Te Rūnanga o Ngati Awa, Cr G Johnston - Whakatāne District Council, Ivy Kahukiwa Smith, Janice Wall (Alternate) - Hineuru, Cr Tangonui Kingi - Taupo District Council, Te Waiti Rangiwai (Alternate) - Te Rūnanga o Ngāti Whare, Ngapera Rangiaho – Tūhoe
In Attendance: Bay of Plenty Regional Council: Chairman Doug Leeder, Simon Stokes – Eastern Catchments Manager, Kataraina O’Brien – Strategic Engagement Manager, Yvonne Tatton – Manager Governance, Michelle Lee – Planner (Water Policy), Mieke Kapa - Land Management Officer, Fiona Wood – Programme Coordinator Integrated Catchments, Shari Kameta – Committee Advisor; Dominic Bowden – Taupō District Council, Bill Kerrison – Kokopu Trust, Brad Bluett – Department of Conservation, Cr Alison Silcock – Whakatane District Council, Chris Fern - Trustpower, Tina Porou – Poipoia Ltd, Jason Nian, Iwi Environment Manager – Te Rūnanga o Ngāti Manawa
Apologies: Earl Rewi (Deputy Chair) - Te Rūnanga o Ngāti Whare, Tuwhakairiora O'Brien (Alternate) - Te Rūnanga o Ngāti Awa, Councillor Rosie Harvey (Alternate) - Taupō District Council, Chris Ingle, General Manager Integrated Catchments – Bay of Plenty Regional Council
1 Karakia
Provided by Reverend Graham Te Rire.
Cr Tīpene Marr responded with a mihi of acknowledgment.
2 Apologies Resolved
That the Rangitāiki River Forum:
1 Accepts the apologies from: Earl Rewi, Tuwhakairiora O'Brien, Cr Rosie Harvey and Chris Ingle tendered at the meeting.
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Rangitāiki River Forum Minutes Friday, 14 September 2018
Marr/Rangiwai CARRIED
3 Public Forum
3.1 Mr Bill Kerrison, Kokopu Trust
Refer Tabled Document Number 1.
Mr Bill Kerrison of the Kokopu Trust presented a proposal, jointly prepared by Mr Kerrison and Mr Alan Riwaka of Te Ohu Kaimoana, to mitigate tuna mortalities and address passage of adult tuna migrating to sea at Matahina Dam.
Key points:
• The proposed system was designed to trap migrating tuna ahead of the dam intake pipes without causing injury or fatality; • Would require socialising the concept with Iwi and Trustpower, development of a plan, detailed specifications and costings, which would rely on gaining support from Trustpower and the Forum. • Highlighted more concerning issues with tuna passage at Aniwhenua Dam, which Mr Kerrison was prepared to work with others to address.
In response to questions:
• The proposal had been endorsed by American experts; • Electricity generation would have to cease during installation of the proposed system.
Members’ Comments:
• Acknowledged the proposal and issues raised regarding Aniwhenua Dam. • Supported the proposal and further discussion to be taken under Agenda item 9.1.
4 Acceptance of Late Items
Nil
5 General Business
1) Plight of Galatea Farmers
6 Confidential Business to be Transferred into the Open
Nil
7 Declaration of Conflicts of Interest
Nil
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55 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.5 Rangitaiki River Forum 14 September 2018 (Cont.)
Rangitāiki River Forum Minutes Friday, 14 September 2018
8 Previous Minutes
8.1 Rangitāiki River Forum Minutes - 08 June 2018
Correction
Agenda page 19, Minute item 7.3, fourth bullet point – amend “Maggie Papakura” to “Guide Maggie Makereti Papakura”.
Matter Arising
Agenda page 19, Minute item 7.3, second paragraph – regarding consideration of future trials, members were informed of a research project study that was being undertaken in New Zealand on whitebait entering into a range of fish passage, which may provide learnings for the Forum’s work.
Staff Follow-up Action:
It was requested that the whitebait study be investigated and information reported back to the Forum.
Resolved
That the Rangitāiki River Forum:
1 Confirms the Rangitāiki River Forum Minutes of 8 June 2018, as a true and correct record with the foregoing correction.
Winters/Rangiaho CARRIED
9 Reports
9.1 Rangitāiki Integrated Catchment Programme Annual Work Plan Results 2017-2018 and Annual Work Programme 2018/2019
Eastern Catchments Manager Simon Stokes and Taupō District Council Strategic Relationship Manager Dominic Bowden highlighted points from the annual work programme.
Key points:
• The Rangitāiki Catchment Programme was in its third year of delivery, with much of the current focus on repair and restoration as a result of the 2017 April cyclones.
• In regard to Taupō District Council’s key projects:
o The Taupo District 2050 urban growth strategy draft document was out for consultation until 14 September 2018, with no growth areas identified within the upper Rangitāiki catchment;
o The Taupo District Plan review would look at land use with an initial report open for feedback in November 2018 followed by a strategic approach to commence in May 2019;
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Rangitāiki River Forum Minutes Friday, 14 September 2018
o Roading and footpath maintenance was being undertaken, with no work planned within the Rangitāiki catchment;
o The Biodiversity Strategy to establish indigenous biodiversity targets was due to commence later in 2018.
In response to Questions:
• Regarding maintenance of Aniwaniwa Reserve, Southern Generation had received some funding to carryout maintenance in the reserve area;
• River scheme management stopped below Aniwhenua Dam and restarted after Kopuriki Road, Galatea;
• Regarding the proposal and issues raised by Mr Bill Kerrison in the Public Forum, Te Hekenga Nui o Te Tuna Steering Group and the Tuna Forum were working with Matahina and Aniwhenua Dam owners to progress issues and find a solution for fish passage over the hydro dams, with analysis completed on fish passage sites;
• The Forum had the ability to hold constructive conversations with Trustpower;
• The 2018/2019 Work Plan had been approved by Bay of Plenty Regional Council and Whakatāne District Council;
• Status of the management of Edgecumbe and Ratahi reserves was not listed in the 2017-2018 Work Plan. Ownership of red stickered reserve land still remained with the Regional Council, however would be resolved in due course with the Rangitāiki Community Board and Whakatane District Council;
• Future inclusion of Iwi work programmes in the Work Plan was acknowledged and noted.
Staff Follow-up Action:
• Invite Mr Bill Kerrison to discuss tuna passage issues with Te Hekenga Nui o Te Tuna Steering Group and the Tuna Forum.
• Provide advice to the Forum on the resolution of Proposed Change 3 appeal point in regard to existing and new fish passage structures.
• Provide an update on Aniwaniwa Reserve maintenance and management.
Resolved
That the Rangitāiki River Forum:
1 Receives the report, Rangitāiki Integrated Catchment Programme Annual Work Plan Results 2017-2018 and Annual Work Programme 2018/2019.
2 Endorses the Rangitāiki Integrated Catchment Programme Annual Work Plan 2018/2019.
Love/Marr CARRIED
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57 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.5 Rangitaiki River Forum 14 September 2018 (Cont.)
Rangitāiki River Forum Minutes Friday, 14 September 2018 Change to Order of Business
With the leave of the Forum, the Chair advised that consideration of General Business would be taken next on the agenda.
10 Consideration of General Business
10.1 Plight of Galatea Farmers
An issue was raised concerning several farms that were underwater downstream of Aniwhenua Dam, causing significant impacts on the economic, health and wellbeing of the affected farmers. Frustration was noted towards the dam owner’s disregard of the overall cumulative and negative effects associated with the dam. Consideration was sought on potential for the Forum to advocate for the affected individuals via communication with the dam owners and potential avenues to have the dam’s resource consent reviewed.
Advice noted:
• Continual flooding and gravel build-up from the Whirinaki River and Te Urewera had caused inability for the farmers to utilise their flooded land since April 2016; • Responsibility for the dam and the reserve rested with Southern Generation, Nova Energy and Whakatāne District Council respectively; • Conditions of Aniwhenua Dam’s resource consent did not require flood mitigation; • Regional Council had been in discussions since 2017 to seek an engineering solution for Kopuriki Road, which to this point had been unsuccessful; • Regarding the Forum’s purpose and the appropriate vehicle to progress the matter, it was suggested that advocating for the interests of the affected individuals would gain the respect and trust of the community, while achieving the Forum’s purpose.
Members’ Comments:
• Sought detailed information on the issues identifying short and long-term solutions to be reported back to the Forum. • Asked for consideration of dredging impacts on Ngāti Haka/Patuheuheu hapū, associated civil defence activity and Iwi further downstream; • Noted a consent application to remove gravel from the island channel below Aniwhenua Dam had been rejected by Ngāti Haka/Patuheuheu hapū; • Considered a rates relief for affected farmers should be explored; • Requested a report from the Rivers & Drainage team on short and long-term engineering solutions associated with Aniwhenua Dam and affected farmland; with inclusion of a response for how Regional Council can advocate for affected farmers; • Supported the facilitation of a high level meeting with affected stakeholder representatives, Nova Energy and Southern Generation management (and Trustpower if appropriate).
11 Public Excluded Section Resolved
Resolution to exclude the public
THAT the public be excluded from the following parts of the proceedings of this meeting.
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Rangitāiki River Forum Minutes Friday, 14 September 2018
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
General Subject of Matter to Reason for passing this Grounds under Section be Considered resolution in relation to 48(1) LGOIMA 1987 for this matter passing this resolution
10.1 Public Excluded To maintain legal Disclosing the information Rangitāiki River Forum professional privilege. may constitute contempt of Minutes - 08 June 2018 Court.
Marr/Winters CARRIED
12 Confidential Business Transferred into the Open Resolved
That the Rangitāiki River Forum:
1 Notes the only business transacted in public excluded was to confirm the Public Excluded Rangitāiki River Forum Minutes of 8 June 2018. In accordance with the Local Government Official Information and Meetings Act 1987, no reason for withholding this information from the public exists.
Winters/Love CARRIED
The meeting closed at 11:43 am.
CONFIRMED: ______Maramena Vercoe, Chairperson Rangitāiki River Forum
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59 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.6 Regional Transport Committee 14 September 2018
12.6 Regional Transport Committee 14 September 2018
60 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.6 Regional Transport Committee 14 September 2018 (Cont.)
Minutes of the Regional Transport Committee Meeting held in Mauao Rooms, Bay of Plenty Regional Council Building, 87 First Avenue, Tauranga on Friday, 14 September 2018 commencing at 9.30 a.m.
Click h er e to enter text.
Present:
Chairman: S Crosby (Bay of Plenty Regional Council)
Deputy Chairman: J Nees (Bay of Plenty Regional Council)
Appointees: Mayor A Bonne - Whakatāne District Council, Councillor R Curach - Tauranga City Council, Councillor B Julian - Alternate, Kawerau District Council, Councillor K Young - Alternate, Opotiki District Council, P McLean - Regional Director Waikato/BOP, New Zealand Transport Agency, Councillor J Palmer - Alternate, Western Bay of Plenty District Council, A Talbot - Alternate, New Zealand Transport Agency
In Attendance: Bay of Plenty Regional Council: Namouta Poutasi – General Manager: Strategy and Science (Acting), Fiona McTavish – Chief Executive, Garry Maloney – Transport Policy Manager; T Nerdrum-Smith – Committee Advisor
Cr Cronin, Cr Bruning and Cr von Dadelszen
Other: J Galbraith - Port Advisor and D Kneebone - Property & Infrastructure Manager - Port of Tauranga, Mark Hasley - NZTA, Rob Campbell – NZTA, Cr M Gould - Rotorua Lakes Council, Glen Crowther – Sustainable Business Network
Apologies: Mayor S Chadwick - Rotorua Lakes Council; Deputy Mayor D Donaldson - Alternate, Rotorua Lakes Council, Councillor D Thwaites - Western Bay of Plenty District Council, Mayor M Campbell - Kawerau District Council, Mayor J Forbes - Opotiki District Council, Brent Crowe - Safety Advisor, BoP District Police
1 Apologies Resolved
That the Regional Transport Committee:
1 Accepts the apologies from Mayor S Chadwick - Rotorua Lakes Council; Deputy Mayor D Donaldson - Alternate, Rotorua Lakes Council, Councillor D Thwaites - Western Bay of Plenty District Council, Mayor M Campbell - Kawerau District Council, Mayor J Forbes - Opotiki District Council and Brent Crowe - Safety Advisor, BoP District Police tendered at the meeting.
Julian/Bonne CARRIED
DRAFT MINUTES TO BE CONFIRMED 1
61 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.6 Regional Transport Committee 14 September 2018 (Cont.)
Regional Transport Committee Minutes Friday, 14 September 2018
2 Public Forum
Glen Crowther - Sustainable Business Network, presented on the Tauranga Transport Alignment Project (TTAP).
PowerPoint Presentation – Reference A2964272
Key Points of Presentation • The Wider Context • Climate Change: BoP Context • Cut Emissions by 1/3 by 2030 • No Need to Delay • Tauranga Transport Alignment Project • TTAP – 5 Point Plan • Congestion Free PT Network • TTAP Goals • National Land Transport Programme (NLTP) Funding • NLTP Public Transport Funding • Our Proposal • Cost of Free Fares for Children.
Presenter in Response to Questions • Recognised that ‘drastic’ measures were required to make a positive difference in carbon emissions • Central Government had clearly indicated its wish for Regional Plans to have targets around reduction of emissions.
Key Points – Members • A second Government Policy Statement, which included climate change considerations, was being progressed • Recognised that the New Zealand roading network was not set up well for a combination of transport options • Regional Council had dedicated funds and resources to implementing a free bus trial in Welcome Bay • Research clearly indicated that making roads wider did not encouraged alternative modes of transport, rather it caused increased vehicle movements • Adding bus lanes on SH2 between Tauranga and Katikati should not be seen as a ‘magic bullet’ as increased service would also be required for public transport to become a genuine alternative to personal vehicle use.
Staff Follow-up • Presenter to meet with Regional Council staff to discuss the TTAP proposal and establish clarity with regards to alignment with Regional Council targets.
3 Acceptance of Late Items
Nil
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62 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.6 Regional Transport Committee 14 September 2018 (Cont.)
Regional Transport Committee Minutes Friday, 14 September 2018
4 General Business
A discussion would be held later in the meeting with regards to the current and future role of the Committee.
5 Declarations of Conflicts of Interest
Nil
6 Previous Minutes
6.1 Regional Transport Committee Minutes - 15 June 2018
Noted that a minor amendment would be made as follows: Item 2 – Public Forum – Carole Gordon – add to 2nd bullet “…including use of AV shuttles.”
Resolved
That the Regional Transport Committee:
1 Confirms the Regional Transport Committee minutes - 15 June 2018.
Nees/Palmer CARRIED
7 Reports
7.1 Update from Committee Members and Advisors
Dan Kneebone – Port of Tauranga • The Port had posted a strong result for the 2017-18 financial year • The approaching Annual General Meeting would include the current focus on sustainability • The traffic congestion in Totara Street was a focus for the Port, as well as the community.
John Galbraith – Port of Tauranga • The annual Careers Expo had attracted around 130 students to the transport/logistics initiative • Was in the process of setting up a logistics cadetship via Toi Ohomai, however was still awaiting NZQA approval, which meant the deadline for implementation in 2019 could be missed. • A collaboration of the region’s economic development agencies was in the process of submitting an expression of interest to the Provincial Growth Fund for an integrated approach to transport and logistics in the Bay of Plenty. If successful, the consortium would support from the Regional Transport Committee in regards to subsequent applications to the Fund.
Cr Young – Ōpōtiki District Council • Ōpōtiki Harbour development had not been funded at the level originally sought • The road entrance to Ōpōtiki was an unattractive and ‘grubby’ bridge and encouraged NZTA to contribute towards an upgrade
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63 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.6 Regional Transport Committee 14 September 2018 (Cont.)
Regional Transport Committee Minutes Friday, 14 September 2018
• Road resilience needed to be further addressed as lengthy closures due to slips had significant impact.
Cr Julian – Kawerau District Council • Projects included: • Roading connection from the industrial area to the container terminal • Inclusion of the roundabout development in the Provincial Growth Fund (PGF) • Completed design for culvert structure to deal with stormwater • Cycle track to Tarawera Lake was progressing at a reasonable pace.
Mayor Bonne – Whakatāne District Council • A high level meeting between Ōpōtiki District Council, Kawarau District Council and Whakatāne District Council was scheduled for the following week • Was seeking PGF funding towards improvement of roads to allow for increased freight movement • Safe freight alignment between Ōpōtiki and Whakatāne was a positive project • Was working with Tuai regarding upgrade of the gravel road to Lake Waikaremoana • The estimated cost of the damage caused by Cyclone Debbie had reached $23m.
Cr Crosby – Bay of Plenty Regional Council (Tauranga) • Recognised the presentation by the Eastern Regional Leadership Group at the 6 September 2018 Regional Council meeting • The SmartGrowth partnership was undertaking significant work in the transport field • John Hutching was carrying out interviews as part of this work • John Hannah was overseeing a gap analysis of the current Western Bay Sub- regional transport network, with changes expected • There was a need to engage at a strategic level with NZTA, which could be driven by Bay of Plenty Mayors/Chairs.
Cr Palmer – Western Bay District Council • Funding was in place for the $13m Ōmokoroa to Tauranga cycleway • Hoped to have the Ōmokoroa to Wairoa River section finished by Christmas 2018 • Noted the four fatalities at Western Bay of Plenty roads this week and the increasing level of concerns in the community • A hikoi would be closing the Wairoa Bridge for 30 minutes on Sunday afternoon, followed by a public meeting organised by Bay of Plenty MP Todd Mueller • Structure plans for new residential developments in Ōmokoroa was scheduled for release next week. However, this might be negatively impacted by the significant concerns regarding the dangerous SH2 access.
Parekawhia McLean – New Zealand Transport Agency • Current focus: National Land Transport Programme (NLTP); Provincial Growth Fund (PGF); passenger rail Hamilton – Auckland (and possibly Tauranga); Auckland - Hamilton corridor programme, which could have potential for Western Bay of Plenty • 12 SH maintenance programmes were currently in place • Reprioritisation of the Bay of Plenty region in the NLTP would be considered by the NZTA Board • Noted the integrated transport planning approach between NZTA and other major entities, e.g. District Health Boards.
Rob Campbell – New Zealand Transport Agency • There were no funding specifically dedicated to cleaning bridges, as this was not considered a priority within the NZTA Resilience and Maintenance programme
A2961763 DRAFT MINUTES TO BE CONFIRMED 4
64 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.6 Regional Transport Committee 14 September 2018 (Cont.)
Regional Transport Committee Minutes Friday, 14 September 2018
• Recognised that the slips on SH35 meant ongoing closures and there were a number of resilience programmes in place for SH35 and SH2.
10.32 am Dan Kneebone withdrew from the meeting.
Cr Curach – Tauranga City Council • Stocktake of projects and a gap analysis report was being prepared prior to the SmartGrowth Leadership workshop on the proposed strategic transport hub • Progressing the Totara Street cycleway project • Investigations into CBD bus interchange location were ongoing • Currently identifying options for a permanent interchange at Arataki • In the process of developing a citywide parking plan • The Hairini bus lane had resulted in increased bus use • Greerton roading project was nearing completion.
Cr Gould – Rotorua Lakes Council • Was seeking funding assistance for storm damage that occurred during the 2017- 18 year, with costs currently totalling $7m • Maori signage had been erected in key intersections and would be continued in the wider area • A cycleway route through Rotorua CBD was being discussed.
Cr Crosby – Bay of Plenty Regional Council (Tauranga) – Continued • Activities and movement, rather than the size of the population, was the driving force behind NZTA funding. For instance, Eastern Bay of Plenty’s commercial growth would exceed population growth and generate significant traffic movements • The Totara Street/Hewlett Road intersection should be a priority project.
Cr Nees – Bay of Plenty Regional Council (Western Bay of Plenty) • Emphasised the importance of the Bay of Plenty region’s key priorities being identified to Central Government as part of the new Government Policy Statement and National Land Transport Programme.
Resolved
That the Regional Transport Committee under its delegated authority:
1 Receives the report, Update from Committee Members and Advisors.
Curach/Crosby CARRIED
10.50 am The meeting adjourned
7.2 New Zealand Transport Agency Update
PowerPoint presentation – Reference A2962780
Parekawhia McLean and Alistair Talbot – NZTA presented this item.
Key Points of Presentation • Operating Framework • A new direction
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65 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.6 Regional Transport Committee 14 September 2018 (Cont.)
Regional Transport Committee Minutes Friday, 14 September 2018
• A record investment • 2018-28 NLTP by activity class • 2018-21 NLTP by the regions • A safe system • Liveable cities • Thriving regions • Focus on environment and public health • Supporting locally – delivered activities.
Presenters in Response to Questions • ‘Regional improvements’ was aimed at provincial, rather than urban, areas and could include the State Highway network • As the re-evaluation of the National Land Transport Programme (NLTP) was not yet completed, there was at this stage no funding allocated to some projects seen as priorities in the Bay of Plenty. • Funding for additional projects, would come over and above what was already allocated in the NLTP • There was significant pressure to operate the State Highway maintenance programme with increasing efficiencies • Central Government was scheduled to review the Safe System • NZTA received State Highway accident reports from the Police, who was also responsible for any reporting to the respective councils • Enhanced Funding Assistant Rate (FAR) would include five new national level programmes • A project included in the advanced FAR required ‘high results alignment’; 80% completion; and it could be for minor improvements.
Key Points – Members • Concerned regarding the inadequate allocation of funding to the Bay of Plenty, in particular when considering the rate of growth and in comparison to other regions • Noted that detailed information was provided to the Western Bay Road Safety Committee that should be adaptable for the Regional Transport Committee as part of the NZTA report • ‘Safety System’ did not appear to include driving ability, which was a significant factor in road incidents.
Staff Follow-up • Future NZTA reporting to the Committee to include higher level of detail regarding: • Accidents on SH2 and SH29 for the past three years • Time/place/timing/type of accidents • Number of vehicles involved • Type of injuries/fatalities • Condition of the road; road classification; barriers; visibility/intersections • Contributing factors, e.g. speed, drugs, alcohol.
Resolved
That the Regional Transport Committee:
A2961763 DRAFT MINUTES TO BE CONFIRMED 6
66 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.6 Regional Transport Committee 14 September 2018 (Cont.)
Regional Transport Committee Minutes Friday, 14 September 2018
1 Receives the report, New Zealand Transport Agency Update;
2 Acknowledges there are three State Highway corridor projects in the Bay of Plenty that are under review and all or in-parts may be added to the National Land Transport Programme (NLTP) in 2019;
3 Expresses concerns that the Bay of Plenty components of the NLTP does not meet the needs of the Bay of Plenty, in particular in the areas of safety and capacity;
4 Notes that the Bay of Plenty Regional Transport Committee would like NZTA to work more closely with the Committee and constituent councils on transport planning and delivery.
Crosby/Curach CARRIED
7.3 Comparison between the National Land Transport Programme and the Regional Land Transport Plan
Garry Maloney – Transport Policy Manager presented this item.
Key Points • Noted that the NZTA website had been updated with more recent information since the agenda was issued • The NLTP was under review by Central Government.
NZTA in Response to Questions • The Rotorua Weigh Station had not been included in the Weigh Right study.
Resolved
That the Regional Transport Committee:
1 Receives the report, Comparison between the National Land Transport Programme and the Regional Land Transport Plan.
Julian/Crosby CARRIED
7.4 Regional Land Transport Plan Variations
Resolved
That the Regional Transport Committee:
1 Receives the report, Regional Land Transport Plan variations;
2 Adds the Rotorua Lakefront and Whakarewarewa Forest activities to the Bay of Plenty Regional Land Transport Plan 2018;
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67 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.6 Regional Transport Committee 14 September 2018 (Cont.)
Regional Transport Committee Minutes Friday, 14 September 2018
3 Adds the Kawerau Container Terminal activity to the Bay of Plenty Regional Land Transport Plan 2018; and
4 Determines that the proposed variations are not significant for the purposes of public consultation.
Mayor Bonne/Crosby CARRIED
8 General Business
Role of the Regional Transport Committee
Key Points – Members • Being a Statutory Committee meant its Terms of Reference were relatively prescriptive • Sought feedback from the Members regarding what the Committee could achieve within its legislative boundaries with regards to forward planning, strategies and advocacy on behalf of the Bay of Plenty region • Encouraged increased regional and inter-regional relationship building and cooperation • Suggested a pro-active approach by staff to identify opportunities for the Committee to pursue • Recognised that some issues should be more actively pursued, e.g. road safety • Changes to the Land Transport Act could impact on the Committee’s responsibilities and any such changes be flagged as early as possible • Rail was an important part of the roading network and should be higher on the Committee’s ‘radar’ • Suggested that Kiwi Rail be invited to address the Committee at a future meeting.
Staff Follow-up • Chair and Deputy Chair to meet with staff regarding the points raised by Members and report back to the next meeting of the Committee.
The meeting closed at 12.13 pm
Confirmed DATE ______Cr Stuart Crosby Chairperson – Regional Transport Committee
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68 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.7 Civil Defence Emergency Management Group Joint Committee 28 September 2018
12.7 Civil Defence Emergency Management Group Joint Committee 28 September 2018
69 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.7 Civil Defence Emergency Management Group Joint Committee 28 September 2018 (Cont.)
Minutes of the Civil Defence Emergency Management Group Joint Committee Meeting held in Mauao Rooms, Bay of Plenty Regional Council Building, 87 First Avenue, Tauranga on Friday, 28 September 2018 commencing at 10.00 a.m.
Click h er e to enter text.
Present:
Chairman: Mayor G Brownless - Tauranga City Council (TCC)
Deputy Chairman: Councillor D Love - Bay of Plenty Regional Council (BOPRC)
Appointees: Mayor M Campbell - Kawerau District Council (KDC); Mayor A Bonne - Whakatāne District Council (WDC); Deputy Mayor J Turner - Alternate, WDC; Mayor S Chadwick - Rotorua Lakes Council (RLC); Councillor S Browne - Alternate, Ōpōtiki District Council (ODC); Mayor G Webber - Western Bay of Plenty District Council (WBOPDC)
In Attendance: Clinton Naude - Director, Emergency Management Bay of Plenty (EMBOP); Russell George - Chair of Coordinating Executive Group & Chief Executive Officer, KDC; John Titmus - Regional Coordinator, Ministry of Civil Defence Emergency Management; Geoff Williams - Chief Executive, RLC; Miriam Taris - Chief Executive, WBOPDC; Lee Barton - Local Controller, KDC; Barbara Dempsey - Local Controller, WDC; Bruce Horne - Local Controller, RLC; Dr Sharon Kletchko – Coordinating Executive Group (CEG) Member, Lakes District Health Board, Matt Harrex - Manager, Planning and Development, EMBOP; Angela Reade - CEG Member, Group Welfare Manager; Sarah Omundsen - CEG Operations Sub Committee, BOPRC; Gerard McCormack - Local Controller, ODC; Donna Llewell - In-house Legal Counsel, BOPRC; Andrea Thompson - Personal Assistant to Director EMBOP; Merinda Pansegrouw - Committee Advisor, BOPRC
Apologies: Mayor J Forbes - ODC; Chairman D Leeder - Alternate, BOPRC; Deputy Mayor M Williams - Alternate, WBOPDC; Deputy Mayor D Donaldson - Alternate, RLC; Deputy Mayor F Tunui - Alternate, KDC and Bridget Vercoe - Ministry of Civil Defence & Emergency Management
1 Apologies Resolved
That the Civil Defence Emergency Management Group Joint Committee:
1 Accepts the apologies from Mayor J Forbes, Chairman D Leeder, Deputy Mayor D Donaldson, Deputy Mayor M Williams, Deputy Mayor F Tunui and Bridget Vercoe tendered at the meeting.
DRAFT MINUTES TO BE CONFIRMED 1
70 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.7 Civil Defence Emergency Management Group Joint Committee 28 September 2018 (Cont.)
Civil Defence Emergency Management Group Joint Committee Minutes Friday, 28 September 2018
Brownless/Love CARRIED
2 Public Forum
Nil
3 Acceptance of Late Items
Nil
4 General Business
Nil
5 Confidential Business to be Transferred into the Open
Nil
6 Declaration of Conflicts of Interest
Nil
7 Previous Minutes
7.1 Civil Defence Emergency Management Group Joint Committee minutes - 04 December 2017
Resolved
That the Civil Defence Emergency Management Group Joint Committee:
1 Confirms the Civil Defence Emergency Management Group Joint Committee minutes of 04 December 2017 as a true and correct record.
Love/Webber CARRIED
7.2 Civil Defence Emergency Management Group Joint Committee minutes - 22 June 2018
Resolved
That the Civil Defence Emergency Management Group Joint Committee:
1 Confirms the Civil Defence Emergency Management Group Joint Committee minutes of 22 June 2018 as a true and correct record.
Love/Chadwick CARRIED
A2981281 DRAFT MINUTES TO BE CONFIRMED 2
71 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.7 Civil Defence Emergency Management Group Joint Committee 28 September 2018 (Cont.)
Civil Defence Emergency Management Group Joint Committee Minutes Friday, 28 September 2018
8 Reports
8.1 Bay of Plenty CDEM Group Annual Report 2017/18
Director, Emergency Management Bay of Plenty Clinton Naude presented the report and outlined the following as some of the key accomplishments forming part of a successful year for the Bay of Plenty Civil Defence Emergency Management (CDEM) Group and Emergency Management Bay of Plenty:
Key Points • Publication of the Bay of Plenty CDEMG Plan 2018 – 2023, setting the direction for the next five years • Outcome of the Technical Advisory Group’s recommendations: improving how New Zealand responded to natural disasters and other emergencies • The Bay of Plenty CDEMG new website launched in March 2018 • Good progress made in lifting the percentages of staff trained to work in the Emergency Operations Centres: more than 370 council staff members had participated in CDEM Training • The Taiohi-Taiao Youth Jam 2018 project received an award for Excellence in Communication: Readiness and Resilience at the annual Emergency Management and Public Affairs (EMPA) Awards • A number of emergency events that Bay of Plenty CDEM Group and Emergency Management Bay of Plenty had prepared for, supported and responded to over the year.
Committee members congratulated Emergency Management Bay of Plenty on a very successful year and thanked staff for their hard work and dedication.
Resolved
That the Civil Defence Emergency Management Group Joint Committee:
1 Receives the report, Bay of Plenty CDEM Group Annual Report 2017/18;
2 Approves the Bay of Plenty CDEM Group Annual Report 2017/18.
Love/Webber CARRIED
8.2 Public Excluded Section
Resolved
Resolution to exclude the public
THAT the public be excluded from the following parts of the proceedings of this meeting.
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:
A2981281 DRAFT MINUTES TO BE CONFIRMED 3
72 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 12.7 Civil Defence Emergency Management Group Joint Committee 28 September 2018 (Cont.)
Civil Defence Emergency Management Group Joint Committee Minutes Friday, 28 September 2018
General Subject of Matter to Reason for passing this Grounds under Section be Considered resolution in relation to this 48(1) LGOIMA 1987 for matter passing this resolution
9.1 Public Excluded Civil Refer to the relevant section Good reason for Defence Emergency in the open minutes withholding exists under Management Group Joint Section 48(1)(a) Committee minutes - 04 December 2017
Brownless/Browne CARRIED
8.3 Confidential Business to be Transferred into the Open
Nil
The meeting closed at 10:10 am.
Confirmed ______Chairperson CDEMG, Mayor Greg Brownless
______Date
A2981281 DRAFT MINUTES TO BE CONFIRMED 4
73 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13 Mayoral and Chief Executive Reports
13 Mayoral and Chief Executive Reports 13.1 Mayor’s Report – 31 October 2018
Subject: MAYOR’S REPORT
To: WHAKATĀNE DISTRICT COUNCIL
Meeting Date: WEDNESDAY, 31 OCTOBER 2018
Written by: HIS WORSHIP THE MAYOR
File Reference: A1375714
1. INTRODUCTION
Currently we are in transition between Chief Executives and I take this opportunity to thank David Bewley for taking on the position as interim Chief Executive. Thanks to David’s leadership, Council activities have not slowed down during this period, and Council’s direction has been maintained ahead of the arrival of our new Chief Executive, Steph O’Sullivan, who joins us on Monday, 19 November.
2. JIANGXI – CHINA
Earlier this year, our Council endorsed a resolution of the Eastern Bay of Plenty Joint Committee to develop a friendship agreement with the Jiangxi Provence. Jiangxi Province is an inland province west of Shanghai. It has a populations of around 49 million people and is made up of a number of smaller councils.
Whakatāne District has been paired with the city of Fuzhou, Kawerau with Yingtan and Ōpōtiki with Xinyu. Fuzhou has a population of 3.7 million people and covers an area of 18,000 km².
It is planned that a delegation from the Eastern Bay of Plenty will travel to China in March next year to formalise the friendship arrangement that we have begun and to establish economic ties. It is envisaged that a signing will take place on behalf of the Joint Committee and I would sign a relationship with the city of Fuzhou.
Currently there is interest from a number of organisations in joining the delegation.
I will bring a formal resolution to the Council meeting in December, confirming our Council’s participation in the delegation, once the arrangements are more advanced.
Attached is a report from Simon Appleton of Eastern Bridge, who is developing this arrangement.
3. MAYOR’S TASK FORCE FOR JOBS – INDUSTRY TRAINING ORGANISATION
3.1. Graduation Ceremony
For a number of years, the Mayors’ Task Force for Jobs has celebrated the graduation of young people involved in local industry training qualifications. The Mayors’ Task Force for Jobs believes these qualifications are important milestones for the graduates and each year, one of the Eastern Bay of Plenty Councils hosts the event.
74 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1 Mayor’s Report – 31 October 2018 (Cont.)
This year, Whakatāne District will host the graduation, at Te Kōputu, on Thursday 15 November - 5.30pm for a 6.00pm start. This is a chance for the three Mayors - Mayor Campbell, Mayor Forbes and myself - to share this honour with the graduates.
I invite you all to attend.
4. MAYOR’S TASK FORCE FOR JOBS – OUTWARD BOUND COURSES
For the last two years, the Mayors’ Task Force for Jobs has had scholarships available to send promising young leaders to Outward Bound, with applications made through the Mayor’s office. In the last twelve months, I have been very fortunate to obtain five scholarships, to a value of around $25,000.
At the start of the year, I wrote to all of the secondary schools of the district, and also to our Youth Council, giving them the opportunity to nominate young people.
The five participants selected from the nominees were:
Liam Murfitt – Youth Council Javan McCauley-Walker – Interact Club Emily Julian – Interact Club Isaac Jensen – Whakatāne High School Arielle Nikau – Whakatāne High School.
These students will present to Council on their experiences and I am sure they will confirm that we have many future leaders within our community.
5. RESOLUTION FOR CHIEF EXECUTIVE
To facilitate the Council’s arrangements to borrow $5 million from LGFA on 7 November 2018, an official resolution is required, as follows, appointing David Bewley as our Interim Chief Executive, until Stephanie O’Sullivan officially takes up her position as Chief Executive on 19 November 2018.
The Council appoints Mr David Bewley to the position of Interim Chief Executive, and confirms that:
i. Pending the recruitment and appointment of a Chief Executive, pursuant to section 42 of the Local Government Act 2002, the Council appoints David Bewley as Interim Chief Executive from 1 September 2018 until 8:00am on the first day the new Chief Executive commences employment in that role; ii. The “Interim” aspect of Mr Bewley’s role is due to its limited duration, and that in all other respects, Mr Bewley is the Council’s Chief Executive; and iii. During his time as Interim Chief Executive, Mr Bewley has all of the powers and duties of the Chief Executive, including all existing or subsequent delegations made by the Council to the Chief Executive (and any rights of sub-delegation that are attached to them).
6. ZONE TWO CONFERENCE – GISBORNE
On Thursday 20 and Friday 21 September, I chaired the third Zone Two Conference of 2018. The September meeting is always a two-day conference and presents a great opportunity to network with fellow Mayors, CEs and Councillors. I thank Deputy Mayor Judy Turner and Councillors Silcock and Jukes for attending.
75 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1 Mayor’s Report – 31 October 2018 (Cont.)
The September conference was hosted by the Gisborne District Council in its newly-built chambers. During the conference, tours were conducted through the new Council buildings and we learnt about the process of funding, designing and building these state-of-the-art facilities.
A brief summary of the guest speakers’ contributions follows.
Mayor Meng Foon welcomed Zone Two attendees to Gisborne and provided an update on key Gisborne District Council initiatives. This included outlining the role of the holding company that provided resources to rebuild the Council buildings. Key issues on Gisborne’s radar are water and labour, specifically the supply of each to ensure the viability of horticultural ventures.
Gisborne District Council Chief Executive, Nedine Thatcher Swann, presented on a range of exciting initiatives underway in Gisborne, including an overview of the recent PGF announcement, and the key priority projects for the Council. Nedine spoke to the factors that she believed ensured the success of the Council’s PGF Application:
Tairawhiti Economic Development Action Plan Regional leadership – One Voice Collectively committed to collaborate and partner Strong Iwi partnership Sought a true partnership with central Government.
Department of Internal Affairs Partnerships Director Richard Ward provided a brief update on where the Three Waters review is at. DIA was tasked back in April with going back to cabinet with high level options in October. In the intervening time, the Central/Local Government Partnerships team has been talking to as many councils as possible, and established a reference group. A large amount of what’s been done is gathering data and information. The Cabinet paper will talk through key issues and challenges and set out a road map of next steps.
Stuart Crosby, Vice President of LGNZ, spoke to the LGNZ Business Plan, its three overarching strategies and four flagship projects.
Climate Change project: The Zero Carbon Bill will set a 2050 target to reduce emissions, and establish an independent Climate Change Commission. Bill to be introduced to the House in December 2018. Zero Carbon Act to be in force by July 2019. Housing 2030 project: There are three stages of public consultation planned. LGNZ is working with Government agencies on new funding and financing instruments. Water 2050 project: New Zealand needs a ‘holistic’ approach to water policy which brings under one framework standards for health and environmental quality; rights to access and use water; and the infrastructure that delivers water to users and treats wastewater and stormwater. Revitalising Democracy, Going Local.
Paul Evans, CE WasteMINZ, introduced WasteMINZ, a not-for-profit industry body for waste and recycling. It has been in operation for 30 years, with a huge diversity in membership. Kiwis are getting more concerned about waste and recycling. WasteMINZ did some nationwide research and found 94% of Kiwis thought these issues were important, but only 29% thought we were doing a good job. Now the market for recyclables has collapsed and Councils and operators are struggling. It’s showing us very quickly that our model of sending recyclable waste away for processing is broken. Key principles of the WasteMINZ Manifesto:
76 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1 Mayor’s Report – 31 October 2018 (Cont.)
Private sector businesses will be the largest investors in this approach – they need to know there’s long term viability to proposed solutions Need to have the right economic incentives in place 70% of waste attracts no waste levy. This needs to be broadened and slowly increased over time Improve our waste data to better understand how it flows through the economy. LGNZ has very poor data. LGNZ has an obligation to minimise and manage waste, but currently we don’t know what we’re minimising and managing.
Pete Bray, Technical Services Manager of Golden Bay Cement, explained the process of using tyres as a fuel source in the immense cement-making kilns. There are no other industries in NZ that can use the quantity of tyres that Golden Bay Cement uses. Golden Bay Cement went all around the world to find the best combustion mechanism, which means there is actually a decrease in emissions from when coal was their fuel source. The assessment of environment effects has been completed and independent consultants hired by iwi and other stakeholders recommended that the initiative proceed.
Overall, it was an informative meeting, and attendees really got a sense of the challenges facing LGNZ in the waste and water realms. The last Zone Two conference for the year will be hosted by Waipa District Council on 2 November.
7. MEETINGS ATTENDED BY HIS WORSHIP THE MAYOR OR HIS NOMINATED REPRESENTATIVE
Date Details 20-21 September Zone Two - Gisborne 24 September PGF Fund announcement - Rotorua 25 September National Land Transport Programme - Tauranga 28 September Civil Defence Emergency Management Group Meeting - Tauranga Fire Service 25 Years Awards, Deputy Mayor Judy Turner and Cr 13 October Andrew Isles Mayor’s morning tea – Murupara, Deputy Mayor Judy Turner and 11 October David Bewley 15 October Lunch - US Ambassador, Scott Brown Local Government presentation - Yr 9 WHS 16 October Unveiling of Gwenda Ruegg sign 17 October Citizenship Ceremony Rangitāiki River Forum, communications strategy meeting 18 October Jiangxi update meeting Andre Nicholas, Man-up Day 23 October Awakaponga Hall, insurance meeting Chamber/WDC quarterly meeting
77 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1 Mayor’s Report – 31 October 2018 (Cont.)
Murupara Community Board 24 October Sister Cities Committee 25 October Sister Cities Regional Collaboration Forum Ōhope Beach School official opening 26 October PGF Fund announcement – Kawerau, Deputy Mayor Judy Turner 29 October Tourism BOP/Whakatāne Connections meeting 30 October Young Achievers Awards
*An additional 9 individual meetings were held
RECOMMENDATIONS:
1. THAT the Mayor’s Report – 31 October 2018 be received; and 2. THAT the Council appoint Mr David Bewley to the position of Interim Chief Executive, and confirms that:
i. pending the recruitment and appointment of a Chief Executive, pursuant to section 42 of the Local Government Act 2002, the Council appoints David Bewley as Interim Chief Executive from 1 September 2018 until 8:00am on the first day the new Chief Executive commences employment in that role; and ii. the “Interim” aspect of Mr Bewley’s role is due to its limited duration, and that in all other respects, Mr Bewley is the Council’s Chief Executive; and iii. during his time as Interim Chief Executive, Mr Bewley has all of the powers and duties of the Chief Executive, including all existing or subsequent delegations made by the Council to the Chief Executive (and any rights of sub-delegation that are attached to them)
Quote
‘buyao zou zai Wo houmian, Wo Keneng dai bu liao ni buyao zou zai Wo quianmianm, Wo Keneng gen bu Liao ni. Qing he Wo tongxing, zuo Wo de pengyou.’
‘Don’t walk behind me, I may not lead. Don’t walk in front of me, I may not follow. Just walk beside me and be my friend.’
Attached to this report
Appendix 1 - Eastern Bay of Plenty Jiangxi Update
Report Authorisation
Report writer: Tony Bonne Mayor
78 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1.1 Appendix 1 - Eastern Bay of Plenty and Jiangxi Update
13.1.1 Appendix 1 - Eastern Bay of Plenty and Jiangxi Update
79 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1.1 Appendix 1 - Eastern Bay of Plenty and Jiangxi Update (Cont.)
Report for Whakatane District Council
Eastern Bay Of Plenty Delegation to Jiangxi, China
Jiangxi Overview
Jiangxi is an inland province, approximately 4 hours on a high-speed train west of Shanghai. The province is less developed than those of the East Coast of China however this should not deter New Zealand businesses. While in China’s developed cities there is signifiant competition from international and domestic companies this isn’t the case yet in Jiangxi. Also due to the lag in development the province’s natural environment has been protected from unchecked economic expansion. The economy has a strong base in tourism, horticulture, food and medicine (TCM) processing and forestry. The province is now developing an eco - tourism industry as well as becoming a popular domestic migration destination for families wanting to escape the pressures of the overcrowded East Coast. Other parallels with the Eastern Bay of Plenty in Jiangxi’s geothermal energy sector and growing ambitions in aquaculture.
Population 49 million GDP (NZD) $3,26 billion - 9% growth (2017) Household Income (NZD) $28,000 (est) Average Disposable income $7,253.61 (NZD) (8.5% growth) Students 7.2 million students 30 universities International Links International Airport (Asia and Europe) International Rail (SEA) Capital city Nanchang Consumers Rapidly growing presence of international brands, hotels, Starbucks, international travel and education agencies.
Background June 2014 – First Bay of Plenty student group organised by the New Zealand China Friendship Society visits Jiangxi.
80 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1.1 Appendix 1 - Eastern Bay of Plenty and Jiangxi Update (Cont.)
September 2017 – A relationship between the Eastern Bay of Plenty and Jiangxi was proposed October 2017 – Kawerau Distinct Council visits Jiangxi Province (Nanchang and Yingtan cities) November 2017 - Research conducted to identify areas of economic and community cooperation November 2017 – Jiangxi provincial Governemnt proposed an overarching relationships between Jiangxi Province and the Eastern Bay of Plenty Region, with each district also developing a sister or friendship city relationship with a Jiangxi counterpart (Whakatane and Fuzhou, Kawerau and Yingtan, Opotiki and Xinyu). February 2018 – EBOP Mayors agree to collaborative develop a relationship with Jiangxi Province March 2018 - Draft EBOP International Relations Strategy Developed. Identified a need for the districts to work together July 2018 – Governor of Jiangxi Province invited the Eastern Bay of Plenty to visit in November 2018 August 2018 – EBOP councils agree to lead a Mayoral delegation to Jiangxi with accompanying businesses and schools September 2018 – Held meetings with EBOP schools and presented to the EBOP Business community about the delegation proposal October 2018 – Held a follow up meeting with schools and businesses
Significance
This is a big opportunity for the Eastern Bay of Plenty and especially the schools and businesses. This event will be considered high profile in Jiangxi – the formal signing event will be attended by the Provincial Governor and covered by Jiangxi TV (and broadcaster nationally). The Jiangxi Provincial Government will host a trade and education fair to promote the Eastern Bay of Plenty. The New Zealand Ambassador to China will be invited as well as representatives from Education NZ and NZTE.
Community interest:
Currently there has been interested expressed by four high schools within the Eastern Bay, as well as support from those schools to welcome rural schools from the Western Bay to join the delegation.
There is business interest from a handful of Eastern Bay companies – most of these businesses are exporters looking to develop a new market – one Kawerau businesses is considering joining with an interest of procurement.
A letter of expression of interest is currently being produced and will be send to businesses this week.
Business and school participants will cover their own costs while in China.
81 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1.1 Appendix 1 - Eastern Bay of Plenty and Jiangxi Update (Cont.)
Delegation Plan:
The three Eastern Bay of Plenty Councils will take an active leadership role in this initiative. The councils will collectively sign an MOU agreement with Jiangxi Province. Each individual Council will sign an MOU wiht a local Jiangxi city.
Business and school participants can expect:
Learn about China as a market, meet with representatives from Ministry of Foreign Affairs and Trade, NZ Trade and Enterprise, Education New Zealand and Tourism New Zealand. Workshops on engaging with China (exporters and schools) Learn about Jiangxi and be a part of the formalisation of relations between Jinagxi Province and the Eastern Bay of Plenty. Jiangxi Provincial Government will host an Eastern Bay of Plenty Trade and Education Fair (if enough businesses / schools join the delegation). Business matching will be provided for exporters. School introductions will be made for participating education providers. Participate in promotional events showcasing the Eastern Bay of Plenty Launch of the CAPEs Jiangxi study programme and NZ China Friendship Society Scholarship
Proposed Itinerary (not confirmed)
Day 1: Arrive in Shanghai – Free day Day 2: Meet with the NZ Consulate team (opportunities for introductions when applicable through the consulate); Travel to Nanchang Day 3: Official activities; Trade and Education Fair; site-seeing ; Banquet Day 4: Workshops to discuss development of EBOP relationship with Jiangxi; Business networking / introductions & school introductions; site-seeing Day 5: Group splits and travels to Fuzhou, Yingtan or Xinyu; Official activities; Banquet Day 6: site-seeing; Return to Shanghai Day 7: Depart Shanghai
Indicative Costs
Flights $800 - $1,500 pp Train (Shanghai – Jiangxi return) $50-$100 pp Visa $140 pp Insurance $50 - $150 pp Hotels (4 or 5 star) $80 - $200 per room per night Spending Money $100 - $500 (depending on how much coffee / shopping a delegate needs)
82 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1.1 Appendix 1 - Eastern Bay of Plenty and Jiangxi Update (Cont.)
Printing, Marketing Materials and gifts There will be a cost for businesses and schools to prepare for the trip – Eastern Bridge can provide advise on this
Eastern Bridge’s Role in Assisting Local Governments:
Eastern Bridge is contracted to the three Eastern Bay of Plenty Councils to assist them with their international relations in East Asia. Eastern Bridge will be available to provide the support in the preparation of this delegation, as well as provide on the ground assistance to the Councils, Businesses and Schools while in Jiangxi.
Eastern Bridge works with a number of Councils, EDAs and other Council Controlled Organisations across the North Island of New Zealand. Councils are increasingly investing in Local Government Diplomacy as a means of promoting community, youth and economic development outcomes. The councils which are most successful in leveraging opportunities form international relations are those which invest in them. Councils such as Hauraki District regularly travel to China – this has lead to considerable investment within their district, most notably an Ice-cream factory.
Other opportunities which Eastern Bridge clients have pursued through International Relations include international student recruitment, trade facilitation, procurement, skilled migrant attraction and investment.
Friendship agreement
A proposed MOU agreement has been developed:
Memorandum of Understanding
Between
the Eastern Bay of Plenty (Whakatane District Council, Kawerau District Council and Opotiki District Council) of the Realm of New Zealand and the Jiangxi Province of the People’s Republic of China
Background In 2017 the three Eastern Bay of Plenty local authorise agreed to work collaboratively to jointly develop a Sister-Province relationship with Jiangxi. The relationship will promote social, cultural, educational and economic activities. The first stage of developing a formal Sister – Province relationship is to sign a Memorandum of Understanding.
Purpose The signatories of this MOU agree to establish and develop friendship and cooperation between the two regions, and promote cross-regional prosperity and peace through the establishment of economic, social, cultural and educational links and networks.”.
83 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.1.1 Appendix 1 - Eastern Bay of Plenty and Jiangxi Update (Cont.)
Implementation 1 Promotion and Support All signatories will promote regular closer connections between the government, businesses and private citizens of the Eastern Bay of Plenty and Jiangxi Province.
1. Promotion of economy, commerce and trade – this includes: a. Exchange information on each other’s business and economic opportunities including: investment, and trade. b. Distribute and share information about each other’s business and investment opportunities with relevant organisations and businesses. c. Promote business – business connections between the Eastern Bay of Plenty and Jiangxi Province. 2. Promotion of tourism a. Exchange information on each other’s tourism offerings. b. Provide a platform to promote each other’s regions as a tourism destination. 3. Promotion of culture a. Encourage exchange programmes between Eastern Bay of Plenty and Jiangxi schools. b. Promote cultural group exchanges and other cultural activities 4. Promotion of Education a. Work with local schools and education providers to promote study opportunities for each other’s region b. Encourage opportunities for Eastern Bay English teachers to work in Jiangxi Schools. 5. Other fields agreed upon 6.. All signatories can actively promote the establishment individual Friendship City relationships between the Eastern Bay of Plenty Region and Jiangxi Province’s cities.
Funding This MOU is not a commitment of funds. There is an understanding that due to the differences in size and economic power between the Eastern Bay of Plenty Region and Jiangxi province that financial constraints will exist and this will be respected by both parties.
Duration This MOU shall become effective upon signature and will remain in effect until modified or terminated. This MOU may be modified by the mutual consent of the signatories. In the absence of a mutual agreement this MOU shall end on ?
Signatories Signed in ______? X X 201X Jiangxi Provincial Whakatane District Kawerau District Opotiki District Government Council Council Council
84 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.2 Chief Executive’s Report – 31 October 2018
13.2 Chief Executive’s Report – 31 October 2018
Subject: CHIEF EXECUTIVE’S REPORT – OCTOBER 2018
To: WHAKATĀNE DISTRICT COUNCIL
Meeting Date: WEDNESDAY, 31 OCTOBER 2018
Written by: INTERIM CHIEF EXECUTIVE
File Reference: A1384036
1. REASON FOR THE REPORT
The purpose of the report is to provide updated information and advice on relevant Council-related matters.
2. PROVINCIAL GROWTH FUND GRANT APPLICATION
Following feedback from MBIE staff on our draft feasibility funding application for the redevelopment of the wharf and marine precinct, we have widened the scope of the project. It will now focus on leveraging the Whakaari/White Island-related tourism and marine sector benefits which will flow from the project to revitalise the Whakatane town centre. In effect, this will mean our application to the fund will be based on the impact the project will have on the regeneration of the waterfront and town centre and creation of a ‘destination’ which will support tourism growth and the furthering of Whakatāne’s status as the residential hub of the Eastern Bay of Plenty.
We are continuing to work closely with MBIE officials and intend to lodge an application in the next few weeks seeking an initial grant of approximately $600,000 to support the development of the business case for a Master Waterfront and Town Centre Development Plan project. The plan’s intent is to “reverse the widening economic development gap between the eastern and western Bay of Plenty”, utilising our natural assets and the marine and tourism sectors as the major drivers to ‘turn the town around’, both literally and figuratively.
3. CLIMATE CHANGE PROJECT
The Climate Change Project Team has held a workshop on Climate Change Principles, to understand what a set of principles could look like to inform Council decision-making and reflect community views. The concept for the principles is due to be discussed by the Climate Change Steering Group this week.
A draft report has been received from the Council’s energy auditor. This report has been circulated to staff involved in the Civic Centre redevelopment, to ensure that findings related to the building are taken into account as that project progresses.
The COBOP Climate Change cluster has created two working groups; one focused on Policy and Planning; and the other on Communications and Engagement. The Council is represented on both groups. Key focus areas of the COBOP groups have been to identify common community messages and how to leverage existing processes, regional and district council action-planning, and the development of processes for taking account of climate change in project initiation papers and agenda reports.
85 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.2 Chief Executive’s Report – 31 October 2018 (Cont.)
Staff have also been initiating meetings and conversations with key stakeholders in the community. These will be ongoing as the project progresses.
4. WHAKATĀNE AIRPORT RESA
The extension to the western ‘runway end safety area’ at Whakatāne Airport has been delayed, following the uncovering of several shell ‘middens’ by the earthworks contractor. The presence of shell deposits in the work area triggered the Ngāti Awa ‘accidental discovery protocol’ set out in the resource consent for the project, which also included an arrangement for Ngāi Taiwhakaea (the hapū with mana whenua over the airport area) to provide cultural monitoring and advice, should any cultural finds be unearthed.
As a result of the discovery, work at the western end of the runway has ceased and an archaeologist has been engaged to manage and investigate the site and lodge an application with Heritage NZ for the Archaeological Authority required before further work can proceed. The authority could take six to eight weeks to reach a decision.
In the meantime, work to complete the eastern runway end safety area (RESA) extension has resumed and work on the access road to the western end of the runway and adjacent grazing blocks will also continue.
The flat and grassed, 240 metre-long runway end safety areas (extended from the previous 90-metres) were required by new Civil Aviation regulations and will allow Air Chathams to utilise its larger SAAB 340 aircraft for peak-demand, scheduled services to and from Auckland. The project was initially expected to be completed by the end of October, but a January 2019 timeframe is now considered likely.
5. HISTORIAN
David Alexander has completed a draft historical report for consideration by Ngāi Taiwhakaea. The intention is for the hapu to discuss the report with the author before it is finalised.
6. SEISMIC ASSESSMENT OF COUNCIL BUILDINGS
Kestrel Consulting Engineers has been engaged to oversee the completion of the Council’s Seismic Assessment Programme and provide expert advice on the assessment methodology. A total of 138 Council buildings have been assessed by the structural engineers and staff to determine the earthquake-prone status of each building/facility.
Of the 138 structures assessed, five are considered to be potentially earthquake-prone. Strengthening options are currently being considered for the Whakatāne War Memorial Hall and Rugby Park Grandstand and will be reported to the Council at a future meeting. Staff are obtaining costs for the removal of the chimneys at the Art House, which once completed, will ensure that the building will meet the standard. The status and upgrade/redevelopment of 2 The Strand will be considered as part of the proposed commercial wharf upgrade, whilst 58 The Strand will be considered as part of future commercial/residential development of the area. Based on specialist engineering and building advice, and the legislation, it is not considered there is a need to close these facilities.
Further investigations are being undertaken on the Waimana Nukuhou North Memorial Hall and the Te Teko War Memorial Hall. The results of the investigations on these two buildings are expected to be completed by the end of November.
86 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.2 Chief Executive’s Report – 31 October 2018 (Cont.)
7. UPDATE ON CIVIC CENTRE SEISMIC STRENGTHENING PROJECT
Holmes Consulting Group has completed a Detailed Seismic Assessment (DSA) of the Civic Centre Building, which involved modelling and detailed analysis of the existing reinforced concrete structural system. A Detailed Seismic Assessment quantifies the risk posed to people by existing buildings from earthquakes, and determines whether a building is earthquake-prone. Part of Holmes scope included an assessment of practical strengthening options, such as structural steel elements to provide additional support to the existing first-floor precast floor system.
The assessment result, which has been issued to Aurecon for peer review (expected by the end of October) shows that after strengthening work, the building should achieve ratings of >100% IL2 and 90% IL4. This Importance Level 4 rating will allow the building to continue its use as an Emergency Operation Centre. The appointed structural engineers and architects are finalising the support frame detail for the first floor strengthening works prior to preparing contract documentation and specifications. The physical works are expected to commence during the last quarter of the current financial year.
The architects are also preparing concept plans for proposed improvements/betterments to the building, including redefining the public entrance from Margaret Mahy Court, to allow for improved public access; additional public meeting rooms in the Customer Services foyer; and controlled public access to offices, committee rooms and chambers. The concept plans also include upgrades to the ablution facilities and modernising the open plan staff areas to include additional meeting rooms and collaborative work spaces. A draft floor plan of the rearrangement has been circulated to all departments for comment and feedback and these are currently being distilled prior to a further revision of any plans for betterment. A report on the betterment options will be presented to the Council for comment prior to commissioning detailed designs.
8. TE WHARE TAONGA O TAKETAKE – WHAKATĀNE MUSEUM AND RESEARCH CENTRE
The collections held off-site have now been transferred into the new facility and staff are busy locating collection items onto the new shelving, in preparation for the official opening. Staff are planning a series of guided tours of the facility over the coming weeks to introduce the public to the facility.
9. PROPOSED WHAKATĀNE DISTRICT AQUATIC CENTRE OUTDOOR POOL ENCLOSURE
The Council received a submission to the LTP 2018-28 from the Whakatāne Amateur Swimming Club, requesting that the possibility of constructing an enclosure over the outdoor pool be investigated, to extend the swimming season and increase the availability of pool space for the swimming club and other aquatic sports clubs and users. The outdoor pool currently operates for a 26-week period, between October and April.
APR consultants has completed a business case outlining a number of options for operating the outdoor pool for the extended period. Due to funding round timing constraints, applications have been made to the Eastern Bay Energy Trust, Bay Trust and Grassroots for funding assistance towards the capital costs of the project. A full report, business case and the success of external funding applications will be presented to the Projects and Services Committee meeting in November.
87 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.2 Chief Executive’s Report – 31 October 2018 (Cont.)
10. ANNUAL REPORT 2017/18
Please refer to the Adoption of the Annual Report item in this agenda.
11. ONLINE VOTING REGULATIONS
The Department of Internal Affairs is working on a proposed regulatory framework to support an online voting trial for the 2019 local body elections, which could involve nine local authorities. The Local Electoral (Online Voting Trial) Regulations has been developed as an exposure draft and prescribes the procedures, safeguards and outcomes that this voting method must achieve. Interested parties have the opportunity to submit feedback to the regulations by 9 November 2018, with particular areas being:
The regulations as a whole Specific parts of the regulations Any issues important to maintaining the integrity of local authority elections through any online voting trials that are not addressed within the regulations.
The information can be accessed on - http://www.dia.govt.nz/online-voting-trials-consultation.
12. THREE WATERS
Nationally, regionally and locally, the debate around Three Waters management and strategic direction is very topical. It is important that the Council is informed and able to influence decisions about its water, wastewater and stormwater assets and service delivery model, at the appropriate level. With the Government considering options for the delivery of Three Waters (and water in particular), the involvement of Council in that debate is essential. The discussions are turning to shared service arrangements, with a focus on the funding of small rural schemes. Options include the management and/or delivery of water (Three Waters) services at a regional level. The Regional Council is also developing water allocation and quality/quantity policy in relation to freshwater; and new resource consents are driving greater investment to meet higher environmental standards. Levels of environmental monitoring and reporting, and accountability around discharges and takes, are a focus for regulatory agencies. Locally, we are contemplating large projects (such as the Integrated Wastewater Scheme; building resilience of the Whakatāne-Ōhope Water Scheme; and applying for a comprehensive stormwater consent for Whakatāne). There are also a raft of strategic documents, such as the individual waters strategies adopted last year, the 30 Year Infrastructure Strategy and 50 year Plains Water Strategy, feeding into other documents such as AMPs, the LTP, the development of Water Safety Plans and the delivery of capital projects. These may need further alignment.
In this current environment, I am interested in whether the Council feels sufficiently informed about these activities.
13. ROHI KAIMARAMA
Earlier this month, Rohi Kaimarama (Museum Technician) passed away. Rohi worked in the Museum and Research Centre for 22 years, starting as a volunteer. She battled illness over the last few months but remarkably, was at work on Wednesday; the day before she died. Rohi was passionate about the photographic collection she managed, and that appropriate cultural practices were being followed in the Museum. She was an active member of the Council waiata group. Three staff members accompanied her back to Northland over the weekend for burial in Russell.
88 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 13.2 Chief Executive’s Report – 31 October 2018 (Cont.)
RECOMMENDATIONS:
THAT the Chief Executive’s Report – 31 October 2018 be received.
Report Authorisation
Final Approval: David Bewley Interim Chief Executive
89 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14 Reports
14 Reports 14.1 Adoption of the Whakatāne District Council Annual Report 2017/18
Subject: WHAKATĀNE DISTRICT COUNCIL ANNUAL REPORT 2017/18
To: WHAKATĀNE DISTRICT COUNCIL
Meeting Date: WEDNESDAY, 31 OCTOBER 2018
Written by: STRATEGIC POLICY ANALYST
File Reference: A1368172
1. REASON FOR THE REPORT
The purpose of this report is to present the Whakatāne District Council Annual Report 2017/18 to the Council for adoption. The unapproved Whakatāne District Council Annual Report 2017/18 in Appendix 1 (is distributed separately, alongside this agenda).
2. DEVELOPMENT OF THE ANNUAL REPORT
The Whakatāne District Council Annual Report is a legislative requirement under the Local Government Act 2002 (LGA). The LGA requires that an Annual Report must be adopted within four months after the end of financial year to which it relates. The Whakatāne District Council Annual Report 2017/18 has been developed under the guidance of the Audit and Risk Committee, and feedback from Council’s auditors (Audit New Zealand) has been incorporated into the document.
3. AUDIT PROCESS
Council’s Auditors, Audit New Zealand, commenced the audit process for the Annual Report on 10 September 2018.
During the audit process, issues were identified regarding the ability of Council to reliably report on seven mandatory or material performance measures. ‘Teething issues’ relating to two new IT systems implemented at the beginning of the 2017/18 year resulted in unreliable data recording and processing times for water, wastewater and building consent performance measures.
Audit New Zealand signalled that Council might receive a Qualified Audit Opinion for these performance measures. The matter was referred to the Opinion Review Committee and subsequently appealed to the Office of the Auditor General where the Qualification was confirmed.
Audit New Zealand attended the Audit and Risk Committee meeting on 25 October 2018 and provided an explanation of the Audit Opinion. A draft version of the Audit Opinion is contained in Appendix 2.
The final signed Audit Opinion for the Whakatāne District Council Annual Report 2017/18 can only be issued following the adoption and signing of the Annual Report at the Council meeting on 31 October 2018.
90 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1 Adoption of the Whakatāne District Council Annual Report 2017/18 (Cont.)
4. CHANGES FROM PREVIOUS VERSIONS
The Audit and Risk Committee approved the draft Whakatāne District Council Annual Report 2017/18 to be sent to the auditors on 6 September 2018 (Appendix 3). Since this meeting, there have been several changes to the draft as a result of the audit process and year-end finalisation of financials. Key changes are set out on the table below.
Whakatāne District Council Annual Report 2017/18 Change Area Affected Inclusion of Mayor’s foreword and ‘Our District at a ‘About the Council’ section Glance’ Overall achievement of performance targets revised “About the Council’ section Median response time for urgent and non-urgent RFS ‘Our work in detail’ section – Water performance targets for the water and waste water activity Supply and Sewerage Treatment and unable to be measured Disposal activities Building consent processing time performance measure ‘Our work in detail’ section – Building unable to be measured activity Inclusion of write up for BoPLASS, LGFA and Toi-EDA CCO’s ‘Our work in detail’ section ‘Other Revenue’ has decreased. $6 million worth of ‘found ‘Our costs in detail’ section and assets’ that appeared in ‘Other Revenue’ were incorrectly reflected in Cost of Service tables classified. Some were revaluations of existing assets, and others were assets that were captured in the valuation process that either don’t belong to Council, or to that category valuation $2 million increase in Gains on Property Plant and ‘Our costs in detail’ section – Gains on Equipment Revaluations as a direct result of the findings PPE Revaluations increased by $2 above million
5. NEXT STEPS
Following the Council’s adoption of the Whakatāne District Council Annual Report 2017/18, the Mayor and Interim Chief Executive will sign the document. It can then be signed off by Audit New Zealand. Finally, the document will be prepared for publication.
Section 98 (4) of the LGA requires that within 1 month of the adoption of the Annual Report, both the Annual Report and a summary of the document are made publicly available. Once developed, the Annual Report Summary will be made available on the Council’s website. The Whakatāne District Council Annual Report 2017/18 will also be made publicly available on the Council’s website, at Council libraries and service centres and will be circulated to key stakeholders.
A two-page promotional spread is booked for the Eastern Bay Life newspaper on 30 November 2018. While this is not a legislative requirement, this presents an opportunity to highlight key achievements for the year to the community and raise community awareness of the Annual Report document
91 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1 Adoption of the Whakatāne District Council Annual Report 2017/18 (Cont.)
6. ASSESSMENT OF SIGNIFICANCE
The decisions and matters of this report are assessed to be of low significance in accordance with Council’s Significance and Engagement Policy.
7. CONSIDERATIONS
7.1. Financial/budget considerations
There are no budget implications associated with the recommendations of this report. The development of the Whakatāne District Council Annual Report 2017/18 has been funded from existing budget.
7.2. Policy and planning implications
There are no policy implications associated with the recommendations of this report.
7.3. Risks
There are no major risks associated with the decisions contained in this report.
7.4. Authority
Council has the authority to adopt the Whakatāne District Council Annual Report 2017/18 as per clause 12.1(d) of the Council Delegations Register.
RECOMMENDATIONS:
1. THAT the Adoption of the Whakatāne District Council Annual Report 2017/18 report be received; and 2. THAT the Council receives the recommendation of the Audit and Risk Committee and adopts the audited Whakatāne District Council Annual Report 2017/18, in accordance with section 98 of the Local Government Act 2002.
Attached to this report:
Appendix 1: Unapproved Whakatāne District Council Annual Report 2017/18 (distributed separately, alongside this agenda) Appendix 2: Draft Audit Opinion for the Whakatāne District Council Appendix 3: Recommendation Audit and Risk Committee 25 October 2018
92 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1.1 Appendix 1 - Unapproved Whakatāne District Council Annual Report 2017/18
Report Authorisation
Report writer: Ashleigh Pihema Strategic Policy Analyst Manager Strategy and Community First Approval: Cashy Ball Development General Manager Strategy and Economic Final Approval: Julie Gardyne Development
14.1.1 Appendix 1 - Unapproved Whakatāne District Council Annual Report 2017/18
Please note: This Appendix has been distributed separately, alongside this agenda.
93 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1.2 Appendix 2 - Draft Audit Opinion
14.1.2 Appendix 2 - Draft Audit Opinion
94 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1.2 Appendix 2 - Draft Audit Opinion (Cont.)
DRAFT
95 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1.2 Appendix 2 - Draft Audit Opinion (Cont.)
DRAFT
96 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1.2 Appendix 2 - Draft Audit Opinion (Cont.)
DRAFT
97 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1.2 Appendix 2 - Draft Audit Opinion (Cont.)
DRAFT
98 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1.2 Appendix 2 - Draft Audit Opinion (Cont.)
DRAFT
99 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1.3 Appendix 3 - Recommendation Audit and Risk Committee 25 October 2018
14.1.3 Appendix 3 - Recommendation Audit and Risk Committee 25 October 2018
100 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.1.3 Appendix 3 - Recommendation Audit and Risk Committee 25 October 2018 (Cont.)
WHAKATANE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 at 1.00 PM
AUDIT AND RISK COMMITTEE
25 OCTOBER 2018 RECOMMENDATION Adoption of Annual Report 2017/18
3 REPORTS
3.3 Whakatāne District Council Annual Report 2017/18 – Recommend to Adopt Refer to pages 21-23 of the agenda, pages 23a-e of the tabled items and refer also to the Unapproved Whakatāne District Council Annual Report 2017/18 document circulated separately with the agenda. Mr Halford spoke to the tabled Independent Auditor’s Report and the following points were noted: It was recognised Council had encountered challenges in the 2017/2018 year resulting from the implementation of new electronic systems which impacted the ability to accurately report against seven performance measures. Council received a qualified audit opinion as they were unable to report on four performance measures relating to water, two relating to wastewater and one relating to Building Consent activity. Audit New Zealand acknowledged that the insurance recoveries had not been re-accrued and instead there was a contingent asset for these recoveries. RESOLVED: 1. THAT the report Whakatāne District Council Annual Report 2017/18 – Recommend to Adopt be received; and 2. THAT it be recommended to the Council to adopt the Whakatāne District Council Annual Report 2017/18. Jukes/Leonard CARRIED
A1384341 Page 1 of 1
101 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.2 2018/19 Capital Expenditure Deferred Projects
14.2 2018/19 Capital Expenditure Deferred Projects
Subject: 2018/19 CAPITAL EXPENDITURE DEFERRED PROJECTS To: WHAKATĀNE DISTRICT COUNCIL Meeting Date: WEDNESDAY, 31 OCTOBER 2018 Written by: MANAGEMENT ACCOUNTANT File Reference: A1380458
1. PURPOSE OF PAPER
The purpose of this report is to provide Council with a list of Capital Expenditure Projects budgeted in the 2018/19 financial year, which Managers have identified for deferral to the 2019/2020 financial year.
2. BACKGROUND
The Council approved the budget carry forwards from the 2017/2018 financial year to the 2018/2019 financial year on 19 September 2018. The agenda report acknowledged that the capital programme including carry forwards for 2019 was very high, with the combined total of budget and carry forward being around $40 million.
Managers were requested to review their capital programmes and defer any projects which were unlikely to commence in 2019 due to the increased workload of the carry forwards, or any other factor.
Partial deferrals have also been included, where a project is anticipated to commence, but not be completed in the 2019 financial year.
3. DISCUSSION
Managers have identified the following projects for deferral to 2019/2020 financial year:
3.1. Roading - Special Purpose Roads – Te Urewera 3.1.1. Seal Extensions
Total Budget $1,500,000, of which $1,400,000 to be deferred until the 2019/2020 financial year.
Physical works cannot proceed until completion of the business case and NZTA approval given; this is scheduled for later in 2019.
The amount of $100,000 to remain in the 2019 financial year to cover the costs related to preparation of the business case. Once the business case is complete, the remaining budgets will be re-phased over subsequent years.
3.2. Roading – Special Purpose Roads Low Cost Low Risk budget – Te Urewera 3.2.1. Traffic Services
Total Budget $500,000.
102 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.2 2018/19 Capital Expenditure Deferred Projects (Cont.)
New guardrail associated with the Te Urewera project, to move to 2019/2020 financial year.
3.2.2. Carriageway Improvements
Total Budget $200,000
Part of this project is for the road widening works associated with the Te Urewera Project, $120,000 can be moved to 2020, with the balance of $80,000 to remain in 2019 for other works.
Special Purpose roads projects are fully funded by NZTA.
3.3. Roading – Local Roads 3.3.1. Pavement Rehabilitation - Bunyan Road
Total budget $330,000.
This portion of the Bunyan Road project will not commence in 2019, and should be moved to 2020.
Funding for this project will be unchanged for 2020, and is 64% Subsidy and 36% renewals.
3.4. Ports and Harbour 3.4.1. Port Ōhope Wharf Structural Renewal
Total Budget of $550,000.
This project is unlikely to commence in 2019 due to work not yet having been programmed and the scarcity of specialised contractors. This project should be deferred to 2020, however it should be noted that the quote for this work was provided some time ago, and costs are likely to have increased; therefore the budget for this project will be reviewed as part of the Annual Plan 2020.
Funding for this project is from renewals.
3.5. Information Management
The following projects have been identified to be partially deferred or fully deferred into the 2019/2020 financial year:
3.5.1. Replacement HR System
Total Budget $150,000, of which $50,000 to be deferred into 2019/2020 financial year.
Funding for this project is from Loans.
3.5.2. New Telephony System
Total Budget $275,000 of which $75,000 to be deferred into 2019/2020 financial year.
Funding for this project is from renewals.
3.5.3. Enterprise Resource Planning (ERP) Development (Ozone)
Total Budget $130,000 of which $10,000 to be deferred into 2019/2020 financial year.
Funding for this project is from renewals.
103 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 14.2 2018/19 Capital Expenditure Deferred Projects
3.5.4. Corporate Disclosure Management
Total Budget $108,000 of which $108,000 to be deferred into 2019/2020 financial year.
Funding for this project is from renewals.
4. CONCLUSION
A summary of the changes to budgets is provided below:
Recommendations
1. THAT the 2018/19 Capital Expenditure Deferred Projects Report be received; and 2. THAT the following 2018/2019 Capital Expenditure budgets, totalling $3,143,000, be deferred to the 2019/2020 financial year:
Seal Extension Traffic Services Carriageway Improvements Pavement Rehabilitation – Bunyan Road Port Ōhope Wharf Structural Renewal Replacement HR System New Telephony System ERP Development Corporate Disclosure Management
Report Authorisation
Report writer: Emily Rampling Management Accountant First Approval: Kelly Farr Senior Management Accountant Final Approval: Helen Barnes General Manager Finance and Corporate Services
104 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 15 Resolution to Exclude the Public (Cont.)
15 Resolution to Exclude the Public
15.1 Resolution to Exclude the Public
THAT the public be excluded from the following parts of the proceedings of this meeting, namely:
Confirmation of Public Excluded Minutes – Ordinary Council 19 September 2018
Public Excluded Minutes – Rangitāiki River Forum 14 September 2018
Public Excluded Minutes – Civil Defence Emergency Management Group 28 September 2018
Public Excluded Minutes – ToiEDA 3 September and 1 October 2018
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
General subject of each Reason for passing Ground(s) under section 48(1) for the matter to be considered this resolution in passing of this resolution relation to each matter
1. Confirmation of Public Good reason to That the public conduct of the relevant Excluded Minutes – withhold exists under part of the proceedings of the meeting Ordinary Council 19 Section 7. would be likely to result in the disclosure September 2018 of information for which good reason for withholding exists.
Section 48(1)(a)
2. Public Excluded Minutes – Good reason to That the public conduct of the relevant Rangitāiki River Forum 14 withhold exists under part of the proceedings of the meeting September 2018 Section 7. would be likely to result in the disclosure of information for which good reason for withholding exists.
Section 48(1)(a)
3. Public Excluded Minutes – Good reason to That the public conduct of the relevant Civil Defence Emergency withhold exists under part of the proceedings of the meeting Management Group 28 Section 7. would be likely to result in the disclosure September 2018 of information for which good reason for withholding exists
Section 48(1)(a)
105 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 15.1 Resolution to Exclude the Public (Cont.)
4. Public Excluded Minutes – Good reason to That the public conduct of the relevant ToiEDA 3 September and withhold exists under part of the proceedings of the meeting 1 October 2018 Section 7. would be likely to result in the disclosure of information for which good reason for withholding exists
Section 48(1)(a)
This resolution is made in reliance on sections 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 7 of that Act, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public are as follows:
Item No Interest
1, 2, 4 Enable any local authority holding the information to carry out, without prejudice or disadvantage, commercial activities (Schedule 7(2)(h))
3 To maintain legal professional privilege. (Schedule 7(2)(g))
106 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 15.1 Resolution to Exclude the Public (Cont.)
107 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 31 OCTOBER 2018 Ordinary Council - AGENDA 1 Confirmation of Council Minutes
1 Confirmation of Council Minutes
1.1 Public Excluded Minutes Council Meeting – 19 September 2018 2 Standing and Joint Committee Minutes
2.1 Public Excluded Minutes Rangitaiki River Forum 14 September 2018 2.2 Public Excluded Minutes Civil Defence Emergency Management Group Joint Committee 28 September 2018 2.3 Minutes ToiEDA 3 September and 1 October 2018
4