Minutes of a Meeting of the Wanganui Rural Community Board held at 3.30pm on Wednesday, 14 February 2018 in Committee Room 2, Municipal Office Building, 101 Guyton Street, . ______

Present: David Matthews (Chair), Bill Ashworth, Michael Dick, Alistair Duff, Sandra Falkner, Grant Skilton, David Wells, Mayor Hamish McDouall, Cr Josh Chandulal-Mackay, and Cr Murray Cleveland.

Apologies: Cr Murray Cleveland (for lateness).

Officers in Attendance: Rowan McGregor (Manager – Special Projects), Marianne Cavanagh (Principal Advisor – Corporate), and Cass Alexander (Communications Officer). Secretary: Louise Davies (Governance Services Officer).

In Attendance: Yth Cr Rhea Colaabavala.

David Matthews welcomed everyone to the meeting. The apologies of Crs David Cotton and Nicola Patrick (Horizons Regional Council) were noted.

Apologies Board’s Resolution Proposed by David Matthews, seconded by Cr Josh Chandulal-Mackay:

THAT the apology from Cr Murray Cleveland (for lateness) is accepted. CARRIED

1. Declarations of Interest There were no new declarations of interest that had arisen since Board members had last completed the Elected Members’ Interests Register.

2. Confirmation of Minutes – 7 December 2017

Copies of the minutes of the meeting of the Wanganui Rural Community Board held on Thursday, 7 December 2017, were circulated with the Order Paper of the meeting of the Council held on 13 February 2018.

Officer assessment of significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant. 2

Board’s Resolution Proposed by Michael Dick, seconded by David Wells:

2.1 THAT the Minutes of the meeting of the Wanganui Rural Community Board held on Thursday, 7 December 2017, are confirmed. CARRIED

3. Actions Arising from Previous Minutes There were no actions arising from previous minutes.

4. Update from Horizons Regional Council, Tamaupoko Link and Federated Farmers There were no representatives of Horizons Regional Council, Tamaupoko Link, Federated Farmers or New Zealand Police to provide a verbal update.

Cr Murray Cleveland joined the meeting at 3.34pm.

5. Appointment to the Statutory Management Committee Stephanie Rose, Policy and Governance Manager, reports:

“Introduction At its meeting held on 7 December 2017, the Statutory Management Committee agreed that the Council should consider amending the Terms of Reference for the Statutory Management Committee to allow for a Rural Community Board representative with full member status.

Background

Extract from Local Government Act 2002 ‘50 Membership of community boards The membership of a community board consists of — (a) members elected under the Local Electoral Act 2001; and (b) members (if any) of, and appointed in accordance with the Local Electoral Act 2001 by, the territorial authority in whose district the relevant community is situated.

51 Status of community boards A community board — (a) is an unincorporated body; and (b) is not a local authority; and (c) is not a committee of the relevant territorial authority.

52 Role of community boards The role of a community board is to — (a) represent, and act as an advocate for, the interests of its community; and

Wanganui Rural Community Board 14 February 2018 3

(b) consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board; and (c) maintain an overview of services provided by the territorial authority within the community; and (d) prepare an annual submission to the territorial authority for expenditure within the community; and (e) communicate with community organisations and special interest groups within the community; and (f) undertake any other responsibilities that are delegated to it by the territorial authority.’

The Council, at its meeting held 7 February 2017, invited the Board to recommend to the Council a Community Board member for appointment with speaking and voting rights to each of the Council’s three committees of full Council — Strategy and Finance Committee, Property and Community Services Committee, and Infrastructure and Special Projects Committee. The recommendations for appointment were subsequently endorsed upon the receipt of the Board’s minutes at the Council meeting held 8 March 2017.

The purpose was to ensure the Board, and the rural community it represented, was clearly heard by the Council.

Strategic context

Extract from Local Government Act 2002 ‘31 Membership of committees and subcommittees (1) A local authority may appoint or discharge any member of a committee or a subcommittee. (2) Unless directed otherwise by the local authority, a committee may appoint or discharge any member of a subcommittee appointed by the committee. (3) The members of a committee or subcommittee may, but need not be, elected members of the local authority, and a local authority or committee may appoint to a committee or subcommittee a person who is not a member of the local authority or committee if, in the opinion of the local authority, that person has the skills, attributes, or knowledge that will assist the work of the committee or subcommittee.’

The Council may appoint non-elected (non-Councillors) to its committees with speaking and voting rights. The appointment of a member of the Wanganui Rural Community Board to the Statutory Management Committee will ensure that the Board’s view, and the view of the rural community it represents, is heard and understood in the context of the Leading Edge Strategy, the Long Term Plan, Asset Management Plans and other relevant strategies, policies and bylaws.

Options It is considered that one specified Board member should be appointed, for example, the Board Chair.

Wanganui Rural Community Board 14 February 2018 4

However, as the Statutory Management Committee hears and deliberates on a raft of varying issues that might interest different Board members at different times one option could be to have Council agree to the Board Chair (or Board) nominating an alternate attendee in the case of absence. This Board member would need to be specifically named in the recommendation to Council.

If this approach was not favoured then only one nominated person would be entitled to attend Statutory Management Committee meetings on behalf of the Board, regardless of the issue to be discussed.

Conclusion It is considered that the appointment of a Wanganui Rural Community Board elected member with speaking and voting rights to the Council’s Statutory Management Committee would ensure that the rural community’s views as represented by the Board, are heard and understood by the Council.”

Discussion Rob Goldsbury, Legal Counsel, spoke to the report and outlined the available options for appointing a Board representative to the Statutory Management Committee.

Mayor Hamish McDouall joined the meeting at 3.42pm.

It was agreed that a recommendation be made to Council to appoint the Board Chair to the Statutory Management Committee, with all other Board members being named as an alternate attendee. This would provide the flexibility in the case of the Chair’s absence, or where the Chair wanted to ensure that a Board member with specific skills or interests was present to ensure that the rural community’s views were being heard.

Officer assessment of significance of decision – In terms of the Significance and Engagement Policy, the decision is not significant.

Board’s Resolution Proposed by Grant Skilton, seconded by David Wells:

5.1 THAT the Wanganui Rural Community Board recommends to the Whanganui District Council the appointment of David Matthews, Chair, Wanganui Rural Community Board, and, as his alternate, Wanganui Rural Community Board member Bill Ashworth, Michael Dick, Alistair Duff, Sandra Falkner, Grant Skilton, and David Wells, with speaking and voting rights, to the Statutory Management Committee. CARRIED ACTION: Stephanie Rose

Wanganui Rural Community Board 14 February 2018 5

8. Roading Update

Rui Leitao, Senior Roading Engineer, reports:

“Introduction The purpose of this report is to ensure the Wanganui Rural Community Board (Board) is kept up to date on roading activities and proposed projects in the rural network. Strategic context These projects will help us achieve our goals as set in the Long Term Plan and the Roading Asset Management Plan 2015.

Roading Projects  Delivery of Network Maintenance Work Road maintenance delivery continues to be provided through the Whanganui Alliance, a performance tensioned shared-risk contract with Downer, with specialist support from external engineering when required. This road maintenance contract ends 30 June 2018. This contract is currently out for tender, with submissions closing 8 March 2018.

 Emergency Works – June 2015 extreme weather event All work is on track to be completed by June 2018. The final major projects arising from this event include:  Whanganui River Road Oyster Bluff – Road Peg (RP) 15 kilometres (km) retreat – These earthworks have commenced and are being done in conjunction with a road widening by Wickham’s orchard (RP13km). The final earthworks and the roadworks will be ongoing until March 2018. ‘Stop/Go’ traffic controls will be in place.  Whanganui River Road Jerusalem Bluff – (RP48-49km) – These works have been awarded to ID Loaders and will be ongoing until the end of April 2018. ‘Stop/Go’ traffic controls will be in place.  Papaiti Road/Mosquito Point – These works have been awarded to Downer. This road realignment, by Mosquito Point, will be ongoing until mid-May 2018.

 Emergency Event – Cyclone Debbie and Cyclone Cook, April 2017 One site remains to be completed at Bridge 53 (Collins Bridge) along Garlands Road (off Road). The final work to protect the abutment from further degradation has commenced and is expected to be completed by March 2018.”

Discussion In response to questions, Rui Leitao, Senior Roading Engineer, provided updates on the New Zealand Transport Agency (NZTA) funding cycle, the tender process for the Whanganui Alliance Roading contract, and his engagement with forestry owners undertaken to date.

Significance statement – In terms of the Significance and Engagement Policy, the recommended decision is not significant.

Wanganui Rural Community Board 14 February 2018 6

Board’s Resolution Proposed by Sandra Falkner, seconded by Michael Dick:

8.1 THAT the information is noted. CARRIED

6. Dog Pound Relocation

Rosemary Fletcher, Team Leader Asset and Facilities Management reports:

“Executive summary At the Property and Community Services Committee meeting held on 7 February 2018, a report on the Dog Pound Relocation was tabled. The purpose of this item is to provide a copy of that report to the Whanganui Rural Community Board (Board) for its information and respond to any questions relating directly to the planned build.

Background At is meeting held on 22 November 2017, the Property and Community Services Committee resolved to make recommendations to Council in regard to the Dog Pound Relocation. At its meeting held on 6 December 2017, however, the Council resolved that the matter lie on the table pending further information and it was referred back to the next scheduled Property and Community Services Committee meeting.

The Board, at its meeting held on 7 December 2017, requested that an item on the Dog Pound be added to its agenda for 14 February 2018 for its information.

Attached (Refs A1-A5) is the original report tabled on 22 November 2017 with the additional information that is in response to Councillors questions raised at the Council meeting of 6 December 2017.

Key Issues Please note that the additional information relates to the activity statistics and arrangements only.

Next Steps These are as determined by Council resolution.

References – Agenda Attachment A1 Dog Pound Relocation – Item to Property and Community Services Committee meeting 7 February 2018 A2 Dog Pound relocation sites A3 Dog Pound relocation site plan A4 Dog Pound relocation floor plan A5 Dog Pound Artists impression 1-3

Wanganui Rural Community Board 14 February 2018 7

Discussion The report was taken as read. An update of the resolutions made at the Council meeting held on 13 February 2018 with regard to the Dog Pound Relocation item was verbally provided.

Warrick Zander (Compliance Team Leader), Rosemary Fletcher (Team Leader Asset and Facilities Management), and Leighton Toy (General Manager – Property), responded to questions regarding the estimated budget and proposed funding for the dog pound; issues of compliance, location and Health and Safety; dog registration, impounding practices, and fees.

Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.

Board’s Resolution Proposed by David Matthews, seconded by David Wells:

6.1 THAT the information is noted. CARRIED

Emergency Management and Rural Fire Update Timothy Crowe (Emergency Manager) updated the Board on an incoming weather event that was predicted to affect the District in the following week. Further updates would be circulated to Board members as they arose. ACTION: Louise Davies

Gavin Pryce (Deputy Principal Rural Fire Officer) was invited to explain his role and responsibilities within the Taranaki/Whanganui/Ruapehu region.

Although a total fire ban had been lifted in January 2018, the Whanganui District was currently in a restricted fire season, with fire by permit only. Applications for fire permits could be made electronically through the Fire and Emergency New Zealand (FENZ) website http://www.checkitsalright.nz/check-fire-season-status

7. Policy and Strategy Update

George Forster, Graduate Policy Development Officer reports:

“Introduction The purpose of this report is to update the Wanganui Rural Community Board (Board) on the current status of Council’s ongoing review of strategies, policies and bylaws and to brief the Board on current consultations and funding opportunities that are relevant to its mandate.

Wanganui Rural Community Board 14 February 2018 8

Background The Board’s Rural Directions strategy states that the role of the Board is to act as an advocate for the community and maintain an overview presence with a specific focus on the Council’s services to rural communities.

This report is provided to the Board to inform them of upcoming Council reviews and development plans, to enable the Board to determine if or how it wishes to participate. The Board is invited to attend and participate in all Council workshops.

Strategic context The Board’s strategic vision for the Whanganui rural community as articulated in ‘Rural Directions’ is that it be ‘prosperous, connected and happy.’

Current Reviews and Updates

Repeater Installation- RBI2 and MBSF Crownfibre Holdings (CFH) has provided the following update:

“The Prime Minister and the Minister for Communications announced on 30 August 2017 the completion of contracts for the Rural Broadband Initiative extension/Mobile Black Spots (RBI2/MBS) programme and a further expansion (and acceleration) of Ultra-fast Broadband (UFB) coverage. It was announced that there will be an additional $140 million funding for the RBI2/MBS programme, on top of the existing $150 million funding. This brings the total funding for RBI2/MBS programme to $290 million.

The RBI2 will provide enhanced broadband for 74,000 New Zealanders (including committed commercial mobile coverage) across all regions including the Chatham Islands. Mobile coverage under MBS will be extended to 1,000 kilometres across 32 state highways and more than 100 tourist areas across New Zealand.

Details of indicative coverage in your region can be found at www.crownfibre.govt.nz/newcoverage

Crown Infrastructure Partners (CIP) is partnering with the Rural Connectivity Group (a new joint venture between Spark, Vodafone and 2degrees) to provide RBI2 and MBS coverage. Alongside this, CIP is partnering with nine regional wireless internet service providers who have local and in-depth knowledge of the regions they provide coverage in.

In addition, the Prime Minister and the Minister for Communications announced a further $130 million in funding for the UFB programme (fibre to the home/business delivering up to 1,000 Mbps), and that the entire UFB programme will be fast-tracked to be completed two years ahead of schedule, by 2022 now instead of 2024.

Around 190 new towns will receive UFB under this second extension to the UFB programme, on top of the existing 200 already in the programme. In total, under the full UFB programme, around 390 cities and towns will receive UFB by the end of 2022 and at that time 87 per cent of New Zealanders will have access to fibre-to-the-premises.

Wanganui Rural Community Board 14 February 2018 9

Details of additional UFB coverage are on our website at https://www.crownfibre.govt.nz/ufb-initiative/ultra-fast-broadband-extension/

Now that we have established partnerships to build the new infrastructure, the next step is a planning phase of around six months where CIP and our partners develop more detailed plans and schedules for deployment. A key part of this is starting to secure land and sites for the wireless/mobile infrastructure and Council consenting for deployment. During the planning phase for your district/region, CIP and our partners will liaise with you further.”

Bylaws The team is currently reviewing the following bylaws: 1. Traffic and Speed Limits Bylaw – Bylaw relates to provision of traffic matters and setting speed limits. 2. Parking Bylaw Review - A review of parking within the Central Business District (CBD) and around the airport and some suburban streets.

The proposed Traffic and Speed Limits Bylaw was adopted for consultation which ran from 12 June to 12 July 2017. The Statutory Management Committee heard submissions on 10 August 2017, it is anticipated that the bylaw will be adopted at the 13 February 2018 Council meeting and come into force in March 2018.

The proposed Parking Bylaw was adopted by the Strategy and Finance Committee for public consultation on 26 September 2017. Consultation ran from 28 September until 3 November 2017. Hearings were held on 23 November 2017 and deliberations were held on the 7 December 2017. It is anticipated that the bylaw will be adopted at the 13 February 2018 Council meeting.

Long Term Plan Draft budgets were presented to Council in December 2017. A workshop is scheduled for 1 February 2018 to review budgets and proposals. The consultation document will be adopted for consultation on 13 March 2018.

Draft Local Alcohol Policy The Council has received two appeals to be resolved before a final policy is adopted. The Alcohol Regulatory and Licensing Authority will be hearing the appeals and is planning for the Whanganui Provisional Local Alcohol Policy (PLAP) appeal to commence on Monday 23rd July 2018. Council's Legal Counsel will be in discussions with appellants prior to hearings.

Gambling Venues Policy The Statutory Management Committee deliberated on this policy on 21 November 2017, with the recommendations to Council to: - endorse a sinking lid policy on Class 4 gaming venues. - restrict the maximum number of Class 4 gaming machines that can operate in a Class 4 venue. - endorse a relocation policy. - endorse a cap on standalone TAB venues.

Wanganui Rural Community Board 14 February 2018 10

Significant and Engagement Policy This policy outlines Council’s approach to determining the significance of proposals and decisions, and includes criteria and procedures the Council will use in assessing which issues, proposals, decisions and other matters are significant.

The policy was adopted for consultation running from 30 October 2017 until 30 November 2017. During public consultation three submissions were received with no-one electing to speak in support of their submission. The final proposed policy is going to the Council meeting on 13 February 2018 with the expectation that it will be adopted.

Development Contributions Policy The Development Contributions Policy provides a framework for securing development contributions for the expected growth within the Springvale Urban and the West areas. These areas are anticipated to see additional residential units and the policy aims to meet increased demand for infrastructure resulting from this growth by setting out what areas and activities will be funded by development contributions, how development chargers will be assessed, and calculating development contributions.

The proposed policy went to the Strategy and Finance Committee meeting on 28 November 2017 for adoption for public consultation. Public consultation runs from 15 December 2017 until 5 February 2018.

Legislative update Regular legislative updates will be available in the Councillors’ Lounge under memos. This will ensure the Rural Community Board is kept up to date of potential submissions in a timely manner between meetings.

Viewpoint Whanganui and Our District, Your Say Online Community Panel: We are continuing to use our online engagement tools to consult on the following:  Whanganui Welcoming Communities.  Proposed Property Portfolio Investment Plan.  Proposed Trade Waste Bylaw.  Proposed Development Contributions Policy.

Upcoming workshops Long Term Plan 2018-28:  19 February 2018

Completed Work  Local Easter Sunday Trading Policy.

Other Government Consultations and Information Nil.

Wanganui Rural Community Board 14 February 2018 11

Factors to consider  Financial considerations Not applicable.  Legal compliance Not applicable.

 Policy implications Not applicable.

 Risks Not applicable.

Significance This report is not considered significant with respect to Council’s Significance and Engagement Policy.

Engagement Not applicable.

Assessment of options Not applicable.

Conclusion The Board is an important advocate for the rural communities within the Whanganui District. Active participation in workshops and submitting on both local and central government proposals where appropriate, ensures that the perspectives of, and impacts on, rural residents and communities are considered when decisions are made. ”

Discussion George Forster, Graduate Policy Development Officer, spoke to his report. In response to a question on the progress of the Rural Broadband Initiative extension contract, it was suggested that Council might consider progressing the completion of the contract as a possible remit to the upcoming Local Government New Zealand Zone 3 meeting. ACTION: Stephanie Rose

Mayor Hamish McDouall left the meeting at 4.37pm.

At its meeting on 13 February 2018, the Council adopted the Traffic and Speed Limits Bylaw 2017, Local Easter Sunday Trading Policy 107, the Gambling Venues Policy 2017, and the Parking Management Plan and Bylaw 2017.

The Board agreed to trial a new method of reporting for the Council’s ongoing strategy, policy and bylaw review. ACTION: George Forster

Wanganui Rural Community Board 14 February 2018 12

Officer assessment of significance of decision – In terms of the Significance and Engagement Policy, the decision is not significant.

Board’s Resolution Proposed by Michael Dick, seconded by Cr Murray Cleveland.

7.1 THAT the information is noted. CARRIED

9. Portfolio Update Verbal updates were provided on the Board’s respective portfolios. Youth Committee: A Beach Clean Up was scheduled for 10 March 2018 from 1-4pm and was planned to coincide with New Zealand Sea Week. Proceeds of a sausage sizzle would be donated to the Sir Peter Blake Trust. The Youth Committee was currently updating its logo and writing a handbook for new members. A recruitment drive was underway for six new youth councillors with applications closing 19 February 2018. Okoia Village: Bill Ashworth, and Okoia resident, Roger Granville, raised concern regarding an overgrown parcel of land at Okoia that was considered to be a fire risk and “an eyesore”. Local residents sought approval to clear the area, and donations of appropriate trees and shrubs for beautification purposes. Council officers confirmed that the land was owned by Kiwi Rail and advised on the strict health and safety requirements that existed within five metres either side of the centre line of the rail track. It was determined that the area concerned lay outside the five metre safety zone and a number of possible options were proposed for Okoia residents to consider. ACTION: Bill Ashworth

Property and Community Services Committee: Sandra Falkner reported on the Property and Community Services Committee meeting held on 7 February 2018.

Rural Roading Security Cameras: Planning was underway to install a third pole on the Parapara Road (State Highway 4) to mount a security camera.

Wanganui Rural Community Board 14 February 2018 13

Public Excluded Items – Motion to Exclude the Public

Proposed by David Matthews, seconded by Sandra Falkner:

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

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

10. Security Camera Good reason to withhold That the public conduct of the relevant part of the Funding Grant exists under section 7. proceedings of the meeting would be likely to Application result in the disclosure of information for which good reason for withholding exists. Section 48(1)(a) 11. Actions Arising from Good reason to withhold That the public conduct of the relevant part of the Previous Minutes – exists under section 7. proceedings of the meeting would be likely to Confidential 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 (LGOIMA) 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:

10. Security Camera Protect the privacy of natural persons, including that of deceased natural persons Funding Grant (Schedule 7(2)(a)) Application 11. Actions Arising from Protect the privacy of natural persons, including that of deceased natural persons Previous Minutes – (Schedule 7(2)(a)) Confidential

THAT Rowan McGregor (Manager – Special Projects) and Marianne Cavanagh (Principal Advisor – Corporate), be permitted to remain in the meeting after the public has been excluded because of their knowledge of the funding grant application process. CARRIED

Wanganui Rural Community Board 14 February 2018

Motion to Reopen the Meeting to the Public

Proposed by Cr Josh Chandulal-Mackay, seconded by Grant Skilton:

THAT the meeting be reopened to the public and the discussion associated with Item 10 – Security Camera Funding Grant Applications and Item 11 – Actions Arising from Previous Minutes, remain confidential until all parties have agreed to accept the terms of the proposals. The Chair, Wanganui Rural Community Board, or Chief Executive may then release press reports on the matter. CARRIED

The meeting closed at 5.44pm. * * * * *

CONFIRMATION OF MINUTES

The minutes of the meeting of the Wanganui Rural Community Board held on 14 February 2018 were confirmed at the meeting of the Wanganui Rural Community Board held on 28 March 2018.

……………………………………………………………………. …………………………………......

Chairperson Date

Wanganui Rural Community Board 14 February 2018