Notice of Meeting

A meeting of the Tararua District Council will be held in the Tararua District Council Chamber, 26 Gordon Street, Dannevirke on Thursday 24 February 2011 commencing at 1.00pm.

Blair King Chief Executive

Agenda

1. Present

2. Council Prayer

3. Apologies

4. Notification of Items Not on the Agenda

Major items not on the agenda may be dealt with at this meeting if so resolved by the Council and the chairperson explains at the meeting at a time when it is open to the public the reason why the item was not listed on the agenda and the reason why discussion of the item cannot be delayed until a subsequent meeting.

Minor matters not on the agenda relating to the general business of the Council may be discussed if the chairperson explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at that meeting, but no resolution, decision or recommendation may be made in respect of that item except to refer it to a subsequent meeting.

5. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business

6. Personal Matters

7. TDC Holdings Limited Six Monthly Accounts Tabled

The six monthly accounts of TDC Holdings Limited to 31 December 2010 will be presented for the Council to receive.

8. Confirmation of Minutes 1 - 13 Recommendation

That the minutes of the Council meeting held on 26 January 2011 (as circulated) be confirmed as a true and accurate record of that meeting.

Council – Notice of Meeting – 24 February 2011 Page 1

9. Any Matters Arising From the Minutes Not Otherwise Dealt With in the Agenda

10. Community Boards and Community Committees Reports

10.1 Eketahuna Community Board 14 - 18 Recommendation

That the report of the Eketahuna Community Board meeting held on 4 February 2011 (as circulated) be received.

10.2 Dannevirke Community Board 19 - 24 Recommendation

That the report of the Dannevirke Community Board meeting held on 7 February 2011 (as circulated) be received.

10.3 Woodville Districts’ Vision 25 - 28 Recommendation

That the report of the Woodville Districts’ Vision meeting held on 2 February 2011 (as circulated) be received.

10.4 Pahiatua On Track 29 - 31 Recommendation

That the report of the Pahiatua On Track meeting held on 2 February 2011 (as circulated) be received.

Any of the Community Boards and Community Committees may Note: send a representative to address the Council on any issues within the agenda or matters of interest to them.

11. Reports

11.1 Statement of Service Performance Measures 32 - 47 Recommendation

That the report from the Strategic Analyst dated 16 February 2011 concerning the six monthly update on the non-financial Statement of Service Performance Measures for the 2010/2011 financial year (as circulated) be received and noted.

11.2 Proposed Registration of Council Properties 48 - 53 Recommendation

That the report from the Manager Environmental Services dated 16 February 2011 concerning the New Zealand Historic Places Trust proposal to register various Council properties (as circulated) be received.

11.3 New Zealand Planning Institute Annual Conference 54 Recommendation

That the report from the Manager Environmental Services dated 1 February 2011 concerning the New Zealand Planning Institute Annual Conference (as circulated) be received.

Council – Notice of Meeting – 24 February 2011 Page 2

11.4 Triennial Agreement for the Manawatu-Wanganui Region 55 - 66 Recommendation

That the report from the Chief Executive dated 15 February 2011 concerning the Triennial Agreement for the Manawatu-Wanganui Region (as circulated) be received.

11.5 Council Lease Pro-forma Documents 67 - 89 Recommendation

That the report from the Chief Executive dated 16 February 2011 concerning new pro-forma Council lease documents (as circulated) be received.

11.6 Hydrant Flushing and Water Meter Reading Changes 90 - 92 Recommendation

That the report from the Manager Asset Management Planning dated 14 February 2011 concerning hydrant flushing and the reading of water meters (as circulated) be received.

11.7 Woodville Water Supply Treatment Options Recommendation

That the report from the Manager Asset Management Planning dated 17 February 2011 concerning options for improving the treatment of the Woodville Water Supply (as circulated) be received.

11.8 Staff Report Recommendation

That the staff report from the Chief Executive dated 16 February 2011 concerning an update on key projects and items of interest to the Council (as circulated) be received.

11.9 Financial Reports Recommendation

That the report from the Chief Financial Officer dated 17 February 2011 concerning various financial matters for the six months ended 31 December 2010 (as circulated) be received.

12. Portfolio Reports

Councillors assigned the responsibility to undertake the portfolio for a specific activity can report back on any of these matters.

13. Mayoral Matters

14. Items Not On The Agenda Accepted In Accordance With The Procedure Outlined As Per Agenda Item 4

15. Public Excluded Item of Business – Payment of Compensation for the Dannevirke Impounded Water Supply Site and the Award of the Construction Contract Recommendation

Council – Notice of Meeting – 24 February 2011 Page 3

That the public be excluded from the following parts of the proceedings of this meeting, namely to consider the payment of compensation for the Dannevirke Impounded Water Supply site and the award of the construction contract.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of Reason for passing Grounds under each matter to this resolution in Section 48 (1) be considered relation to each for the passing matter of this resolution

Payment of To protect information Section (1)(a)(i) compensation for the regarding the Dannevirke Impounded negotiations carried out Water Supply site and and of a commercially the award of the sensitive nature construction contract

This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows:

(a) Maintain the effective conduct of public affairs through the free and frank expression of opinions by or between or to members or officers or employees of any local authority, in the course of their duty.

(b) Enable the local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

(c) Enable the local authority holding the information to carry out, without prejudice or disadvantage, commercial activities.

16. Closure

Council – Notice of Meeting – 24 February 2011 Page 4

Tararua District Council

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 26 January 2011 commencing at 1.00pm.

1. Present

His Worship the Mayor – Mr R A Ellis, Crs W H Keltie (Deputy Mayor), W H Davidson, J B Dodunski, K R Fenemor, P A Johns, D A Roberts and C W Southgate.

In Attendance

Mr B King - Chief Executive Mr R Taylor - Governance Manager Mr M Brown - Manager Environmental Services (until item 15.3) Mr J Steed - Roading Liaison Manager Mr G McGraw - Manager Asset Management Planning Mr P Wimsett - Manager Strategy and District Development (for item 7 and from items 11.2 to 14) Mr A Broom - Woodville Districts’ Vision Chairman (until item 11.3)

2. Council Prayer

2.1 The Council Prayer was given by His Worship the Mayor – Mr R A Ellis.

3. Apologies

3.1 That an apology be sustained from Cr S A Hull for non-attendance at the meeting.

Crs Johns/Roberts Carried

4. Notification of Items Not on the Agenda

4.1 Nil

5. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business

5.1 Nil

6. Personal Matters

6.1 The Council’s congratulations have been conveyed to Peter Davies (Pahiatua Fire Brigade Chief Fire Officer) on receiving his fifty years Fire Service medal.

7. Dannevirke Alternate Heavy Traffic Route

7.1 The Mayor welcomed the significant numbers of people in attendance at the meeting for this item of business.

7.2 Suresh Patel, Bill Taylor and Ani Morris speaking for the Dannevirke Chamber of Commerce were invited to address the Council.

7.3 Suresh Patel thanked the Council for providing the Chamber of Commerce with this opportunity to convey the views of its members concerning the proposed Dannevirke alternate heavy traffic route trial.

Meeting of Council- 26 January 2011 Page 1

7.4 Ani Morris spoke on the Dannevirke Chamber of Commerce’s survey of its members to ascertain their comments regarding the Council’s intentions to proceed with the TRUK Group’s alternate heavy traffic route for a trial period of six months. Through this survey they received forty seven responses, with 89% indicating their opposition to the TRUK Group’s proposal proceeding.

7.5 Bill Taylor questioned the credibility of the TRUK Group’s survey that only asked one question; “should heavy traffic use High Street”.

A survey undertaken on this basis is not robust or conclusive enough to make such a significant decision as to developing a traffic route to bypass the town, and put in jeopardy the viability of its businesses and the town’s future.

It was also disappointing to note that the High School were never consulted regarding the heavy traffic route being in the direct vicinity of the school, thereby increasing the safety risk within this already busy area.

A prospective business has indicated that it will not come to Dannevirke if the bypass proceeds, and the Council should be supporting and promoting the town as a destination that encourages people to stop in the town centre rather than bypassing this area.

7.6 Suresh Patel noted that the issue of a bypass for Dannevirke has been ongoing over a considerable period of time, and it has consumed much energy, effort and expenditure.

This should now be stopped and the project is immediately abandoned as there are no major traffic issues in Dannevirke that necessitate the development of a bypass.

7.7 There were questions directed to the Chamber of Commerce representatives regarding their failure to consider the bypass proposal in 2009 at the time of the Council’s decision, with them expressing the belief that the process followed in making this decision was undemocratic.

7.8 The Governance Manager outlined the decision making process undertaken by the Council through submissions received to the District Plan and the Long Term Council Community Plan, and the requirement for the TRUK Group to brief the Chamber of Commerce on the alternate heavy traffic route proposal.

7.9 Richard Parker and Maurice Millar speaking for the TRUK Group were invited to address the Council.

7.10 Richard Parker expressed disappointment that the Chamber of Commerce had not spoken to the TRUK Group earlier, and referred to items in the media that were endeavouring to influence the Council’s decision before the discussions had occurred at today’s meeting.

Concern was also expressed regarding the offensive remarks being made publicly in describing the TRUK Group as “stupid”, and the efforts of the Council being poor in following up its decision to trial the alternate heavy traffic route.

The TRUK Group has always worked in the town’s best interests, and an outer bypass is a serious concern that Dannevirke will experience in the future through this decision being forced on the town by the New Zealand Transport Agency.

If the town determines an appropriate solution to this issue then the New Zealand Transport Agency will fund totally the maintenance costs involved.

Meeting of Council- 26 January 2011 Page 2 7.11 The Chief Executive challenged Richard Parker on the accuracy of this statement, and requested him to name the source of his information.

7.12 As Richard Parker declined to disclose these details the Chief Executive advised the Council to place no weight on that aspect of his comments.

7.13 Maurice Millar made reference to the events that had occurred over the last two years since the Council’s original decision to trial the alternate heavy traffic route.

Many of the arguments now being raised to stop this project proceeding are emotive and cannot be substantiated, eg schools already cope with significant traffic volumes in their area and the proposed route is already being used by many vehicles including heavy traffic.

Much time has passed since the Council’s original decision in 2009, and despite the TRUK Group’s best endeavours to progress the project it has encountered delays outside of its ability to influence.

It was particularly disappointing to note the Chamber of Commerce’s original lack of interest in the matter, and the tactics now being used to stop the project proceeding through discrediting the TRUK Group and its independent survey of eighty three High Street businesses.

There have been many articles in the media about the alternate heavy traffic route, and community awareness of the project was provided through this source of information.

The trial being proposed is for six months, and it can be stopped at any time or reversed if the outcome is not supported as a result of not achieving its objective.

There is a question as to the validity of the Chamber of Commerce’s recent survey, and it is inevitable that the New Zealand Transport Agency will bypass Dannevirke as has occurred in Waipukurau.

The TRUK Group has decided to cease its work, and it has accordingly disbanded.

7.14 Nicola and Callum Henry, owners of Dannevirke Four Square, were invited to address the Council.

7.15 Nicola Henry spoke on the impact that the bypass will have in relation to their business (which they recently purchased), and emphasised the difficult economic times presently being experienced without the imposition of this additional burden.

It is a major concern that the loss of vehicles through bypassing the town will have significant implications on businesses trade and profitability, and at the same time it will further increase rates through additional wear and tear on local roads.

The proposed Breakers restaurant to be opened in Dannevirke has already been put on hold as a result of the bypass proposal.

Safety for the children at schools on the alternate heavy traffic route is a worry as the volume of vehicles in their vicinity will increase, and speed is already a concern regarding the current situation.

It is also likely that trucks will encounter turning difficulties on some of the residential streets that form the basis of the route, thereby making it not practicable for this purpose.

Meeting of Council- 26 January 2011 Page 3 7.16 The Chief Executive indicated that from the perspective of the New Zealand Transport Agency their priority is on upgrading roads of national significance, and that this does not include any plans relating to the High Street of Dannevirke which is part of State Highway 2.

It is not correct that a bypass of Dannevirke is imminent, and such threats and fears have created concern in the community regarding the Council’s previous decision to trial the alternate heavy traffic route.

7.17 Bill Taylor was granted the right of reply to further speak on behalf of the Chamber of Commerce, and he apologised for any offence caused to the TRUK Group’s members as a result of items in the media and statements relating to the comment that they were stupid.

The work undertaken by the TRUK Group was acknowledged, but he suggested that their survey was insufficient as it only asked one question. Further, the responses received were not necessarily from the shop owners or their managers who should have been approached to answer this survey.

In terms of the Chamber of Commerce survey it was undertaken when many of its members were still on holiday, but the overwhelming response was to urge the Council not to proceed with the bypass.

7.18 The Council then discussed the course of action that it should take regarding this matter, and acknowledged that the issue has caused considerable community concern.

7.19 An informal survey undertaken by Cr Dodunski talking to people in High Street indicated that the majority (including out of town visitors) were not opposed to trucks using High Street, and they did not consider these vehicles would deter them from shopping and doing business in the town.

7.20 Other points made during these discussions included whether the presence of trucks in High Street was still an issue as indicated in previous reports, and by carrying out the trial this would provide some facts to establish whether a bypass is appropriate.

7.21 It was also noted that the bypass is voluntary, and the route is longer than travelling through High Street so cars may not necessarily choose to take the bypass.

7.22 There was some suggestion that it was very late in the process to question the TRUK Group’s proposal, and perhaps consideration should be given to reducing the length of the trial period for the bypass. Whatever way forward is determined it must ensure that the town provides an attractive environment and the opportunity for businesses to succeed.

7.23 That the Council, after considering the feedback on the alternate heavy traffic route issue, resolves to immediately proceed with a ten weeks trial of the north and southbound alternative heavy traffic routes for Dannevirke, and

That the hours of this trial be 9.00am to 3.00pm daily.

Crs Johns/Southgate

Meeting of Council- 26 January 2011 Page 4 7.24 It was requested that the vote on the motion be taken by way of a division, with the outcome being as follows:

For Against Cr W H Davidson Mayor R A Ellis Cr P A Johns Cr J B Dodunski Cr D A Roberts Cr K R Fenemor Cr C W Southgate Cr W H Keltie

7.25 As a result of there being an equality of votes the Mayor exercised his casting vote against the motion, and it was declared lost.

7.26 That the Council, after considering the feedback on the alternate heavy traffic route issue, resolves to consult on whether to proceed with this trial as an option in the Draft 2011/2012 Annual Plan, with the favoured option being to decline the trial as an amendment to the 2009/2019 Long Term Council Community Plan.

Mayor Ellis/Cr Fenemor Carried

7.27 Cr Johns requested that his dissenting vote be recorded.

7.28 The meeting was adjourned at 2.40pm for a recess, and it then resumed at 3.00pm.

8. Confirmation of Minutes

8.1 That the minutes of the Council meeting held on 8 December 2010 (as circulated) be confirmed as a true and accurate record of that meeting.

Crs Southgate/Fenemor Carried

9. Any Matters Arising from the Minutes

9.1 2010 Christmas Opening Hours for Library Services (Item 9.7)

9.1.1 There were no customer complaints at either of the Woodville and Eketahuna library branches regarding their closure for the three days between Christmas and New Year, and the trial was successful in relation to this matter.

9.2 Birch North Forest (Item 13.2)

9.2.1 It is anticipated that the reports requested regarding this matter will be presented to an appropriate meeting of the Council to be held at the end of February 2011.

10. Community Boards and Community Committees Reports

10.1 Eketahuna Community Board

10.1.1 That the report of the Eketahuna Community Board meeting held on 3 December 2010 (as circulated) be received.

Crs Johns/Roberts Carried

10.1.2 Parkville Bridge

10.1.2.1 The concerns raised in respect of the Parkville bridge were noted.

10.1.3. Signs to Warn of Flooding

Meeting of Council- 26 January 2011 Page 5

10.1.3.1 This matter is to be resolved through a supply of flood warning signs and cones being established in Eketahuna as part of the requirements of the roading maintenance contract.

10.1.4 Rates

10.1.4.1 The Board’s concerns regarding the lateness of the Council sending out its rate assessments for instalment two were noted.

10.1.5 Railway Crossing on the State Highway at Woodville

10.1.5.1 This railway crossing has been partially repaired, with further work still being required.

10.2 Dannevirke Community Board

10.2.1 That the report of the Dannevirke Community Board meeting held on 6 December 2010 (as circulated) be received.

Crs Johns/Roberts Carried

10.2.2 Dannevirke Christmas Parade

10.2.2.1 There were no representatives of the Police at the Dannevirke Christmas Parade last year due to changes of officers at the Dannevirke Police Station.

10.3 Woodville Districts’ Vision

10.3.1 That the report of the Woodville Districts’ Vision meeting held on 1 December 2010 (as circulated) be received.

Crs Johns/Roberts Carried

10.3.2 Speed Limit on the Western Entrance to Woodville

10.3.2.1 This matter is to be followed up with the New Zealand Transport Agency.

10.4 Pahiatua On Track

10.4.1 That the reports of the Pahiatua On Track meetings held on 1 December 2010 and 12 January 2011 (as circulated) be received.

Crs Johns/Roberts Carried

10.4.2 Recycling Bins

10.4.2.1 The recycling bins were emptied by Cairns Bins during the statutory holiday period, and a utility and trailer was used to pick up the rubbish around the bins.

10.4.2.2 It was acknowledged that this service needed to be handled better in the future through community education and the refinement of the systems in place.

10.4.3 Rubbish Disposal

10.4.3.1 A media release is to be circulated concerning the arrangements at the Transfer Stations.

10.4.4 Liquor Ban

Meeting of Council- 26 January 2011 Page 6 10.4.4.1 The concerns raised regarding the enforcement of the liquor ban in Pahiatua will be followed up with the Police.

11. Reports

11.1 Woodville Districts’ Vision Proposed Electronic Sign

11.1.1 Allan Broom (Chairman of Woodville Districts’ Vision) responded to questions raised concerning their proposal to purchase and install an electronic promotions sign outside the Tararua i-SITE.

11.1.2 That the report from the Customer Services Manager dated 6 January 2011 concerning Woodville Districts’ Vision proposed electronic sign project (as circulated) be received, and

That the Council approves the location of the proposed Woodville Districts’ Vision electronic sign outside the Woodville i-SITE, subject to conditions agreed between the Council and Woodville Districts’ Vision.

Crs Johns/Keltie Carried

11.2 Drinking-water Subsidies

11.2.1 The Chief Executive spoke on the upgrading of the Woodville Water Supply to overcome the problems being experienced and to address the quality of the water that is not acceptable to the community.

11.2.2 In outlining these options it was noted that around $2.1 million would be required to meet drinking-water standards, with no certainty that a $1.35 million subsidy would be available. Also, if a Public Health Risk Management Plan for this work is accepted, then the Council is committed to doing the project regardless of subsidy.

11.2.3 The alternative is to spend approximately $400,000, with this total comprising expenditure to put in a clarifier which removes the algae and turbid water from the supply before the filter plant ($200,000), add UV to reduce the use of chlorine and kill bugs ($45,000), add a carbon filter to improve taste by removing the musty smell ($120,000) and fit a duty/standby pump to the impounded supply (up to $60,000).

11.2.4 That the report from the Manager Asset Management Planning dated 28 December 2010 concerning the revised criteria for drinking-water subsidies (as circulated) be received, and

That applications for the Eketahuna and Woodville water treatment upgrades be developed through 2011 and lodged with the Ministry of Health in February 2012, and

That staff be requested to come back to the Council at its next meeting with a further report to include firm costings, the likely impact on water rates and the operating costs for this activity, and possible subsidies available of proceeding to implement the upgrade of the Woodville Water Supply.

Crs Southgate/Johns Carried

11.2.5 It was requested that this report also include the expected capital costs of the Dannevirke Impounded Water Supply.

11.3 Revised Charges at Dannevirke and Pahiatua Transfer Stations

Meeting of Council- 26 January 2011 Page 7 11.3.1 That the report from the Manager Asset Management Planning dated 5 January 2011 concerning a proposal for revised charges at the Dannevirke and Pahiatua Transfer Stations (as circulated) be received, and

That the Council approves the following new charges applicable to these Transfer Stations:

Charges for green waste: $13.00 per cubic metre pure green waste $31.00 per cubic metre mixed load

Charges for tyres: Under 6.5kg $2.50 (bike) 6.5-9.5kg $6.00 (car) Over 9.5kg $9.00 (4x4) Over 28kg $20.00 (truck) Up to 50kg $30.00 (heavy goods) 50-80kg $45.00 (long haul) Up to 100kg $65.00 (Agricultural) Over 100kg up to $250 (Mining) Over 400kg up to $400 (large mining)

And that the Council engages Carbon Recovery Tyre Recycling to manage the district’s tyre disposal through allocating space as required at the Pahiatua and Dannevirke Transfer Stations at no cost to the Council.

Crs Davidson/Southgate Carried

11.4 Staff Report

11.4.1 Woodville Water

11.4.1.1 The priority is to determine positive options that will address the issues and community criticisms of the Woodville Water Supply and make improvements to its quality.

11.4.1.2 This is considered to provide the best outcome to the many comments being expressed through the media.

11.4.2 Grates and Metal Supports in High Street, Dannevirke

11.4.2.1 As a result of the severe wind event on 28 December 2010 the grates and metal supports failed for the decorative trees that make up part of the Dannevirke High Street upgrade, resulting in some tree losses.

11.4.3 Council’s Debt Interest Rate Position

11.4.3.1 The Chief Financial Officer will be updating the Council on the intended timeframe and actions to rectify the variances from the policy relating to this matter.

11.4.4 Lime on Metal Roads

11.4.4.1 The Roading Liaison Manager was requested to advise Cr Fenemor of the progress being made to undertake the requests received for lime on various metal roads.

11.4.5 Roadside Mowing

11.4.5.1 The quality of roadside mowing is being monitored to cope with the excessive grass growth.

11.4.6 Street Cleaning Contract

Meeting of Council- 26 January 2011 Page 8 11.4.6.1 Cr Johns requested that Ian Bailey’s concerns regarding the standard of street cleaning in Woodville be followed up.

11.4.7 Total Hosing Ban

11.4.7.1 The district-wide total hosing ban is being continued until the water supply plants recover from the previous low river flows that were experienced throughout the whole district.

11.4.8 Pahiatua Water Supply Bore

11.4.8.1 The Pahiatua bore easement agreements are being signed at present, and this will complete that process.

11.4.8.2 The bore pump is here, and the power company and Infracon will shortly commence this work.

11.4.9 Hydrant Flushing and Water Meter Reading Programme

11.4.9.1 Cr Davidson requested that a report be presented to the Council’s next meeting on the hydrant flushing and water meter reading proactive programme as previously agreed to.

11.4.10 Expanded Rural Fire District

11.4.10.1 The Chief Executive is meeting the Chief Executives from councils from Wairoa to Central Hawke’s Bay, the Department of Conservation and National Rural Fire representatives to discuss options for an expanded rural fire district.

11.4.11 Coastal Hazard Assessment

11.4.11.1 This matter will be an agenda item for the Council’s next meeting.

11.4.11.2 That the staff report from the Chief Executive dated 19 January 2011 concerning an update on key projects and items of interest to the Council (as circulated) be received.

Crs Keltie/Fenemor Carried

11.5 Road Closures Applications

11.5.1 That the reports from the Manager Engineering Services dated 18 January 2011 concerning applications for road closures under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and

That pursuant to Section 342(1)(b) and the Tenth Schedule of the Local Government Act 1974, the Council resolves to close the following streets for the purpose of allowing the Norsewood Scandinavian Festival Committee to hold a parade through the streets of Upper Norsewood:

Coronation Street, from Eriksen Street to Odin Street Thor Street, from Coronation Street to Hengist Street Date of closure: Saturday 26 February 2011 Period of closure: 7.00am to 3.00pm

And that pursuant to Section 342(1)(b) and the Tenth Schedule of the Local Government Act 1974, the Council resolves to close the following road for the purpose of allowing the Wairarapa Car Club to hold a club event:

Meeting of Council- 26 January 2011 Page 9

Bartons Line, from the Mangamahoe Road intersection to the Alfredton Road intersection Date of closure: Sunday 20 February 2011 Period of closure: 7.00am to 7.00pm

Conditions Applied to the Granting of this Road Closure 1) That the Roading Liaison Manager or his nominee in conjunction with the rally organiser will assess shortly prior to this event the condition of the road involved to determine its suitability for this purpose.

2) That if the Roading Liaison Manager or his nominee identifies the road as being in an unsuitable condition, arising from this assessment, then he has the discretion to request the rally organiser to withdraw the road from the route of this club event.

3) That shortly after the rally has been held the Roading Liaison Manager or his nominee shall carry out a drive over of the road that was closed for this event to assess its condition.

Advisory Note That should the Council incur any additional maintenance costs as a consequence of the rally being held on the road relating to this event, then those expenses shall be recovered from the rally organiser.

And that pursuant to Section 342(1)(b) and the Tenth Schedule of the Local Government Act 1974, the Council resolves to close the following roads for the purpose of allowing the Dannevirke Car Club to hold club events as detailed:

Laws Road, from its intersection with Smith Road to a point 3 kms east Date of closure: Sunday 20 February 2011 Period of closure: 9.00am to 5.00pm

Whariti Road, from the intersection of Bushmill Road Dates of closures: Saturday 12 and Sunday 13 March 2011 Periods of closures: 9.00am to 5.00pm, both days

Conditions Applied to the Granting of these Road Closures 1) That the Roading Liaison Manager or his nominee in conjunction with the rally organiser will assess shortly prior to these events the condition of the roads involved to determine their suitability for this purpose.

2) That if the Roading Liaison Manager or his nominee identifies any of the roads as being in an unsuitable condition, arising from these assessments, then he has the discretion to request the rally organiser to withdraw the roads from the routes of those club events.

3) That shortly after the rally has been held the Roading Liaison Manager or his nominee shall carry out a drive over of the roads that were closed for these events to assess their condition.

Advisory Note That should the Council incur any additional maintenance costs as a consequence of the rally being held on the roads relating to these events, then those expenses shall be recovered from the rally organiser.

Crs Keltie/Fenemor Carried

11.5.2 Cr Roberts requested that his dissenting vote be recorded in respect of the closing of Bartons Line for the Wairarapa Car Club event.

Meeting of Council- 26 January 2011 Page 10 11.6 Resource Management and Liquor Licensing

11.6.1 That the report from the Manager Environmental Services dated 17 January 2011 concerning approvals given under delegated authority in relation to the functions of Resource Management and Liquor Licensing (as circulated) be received and the contents are noted.

Crs Southgate/Fenemor Carried

11.7 Sealing of Document

11.7.1 That the report from the Governance Manager dated 10 January 2011 concerning the sealing of a document (as circulated) be received, and

That the following document executed under seal on behalf of the Council by His Worship the Mayor and the Chief Executive acting under delegated authority be ratified.

2010/15 Letter of advice for committed cash advance facility with the Bank of New Zealand

Crs Dodunski/Davidson Carried

11.8 Dangerous Building – 3 Haswell Street, Eketahuna

11.8.1 That the report from the Manager Environmental Services dated 20 January 2011 concerning a dangerous building at 3 Haswell Street, Eketahuna (as circulated) be received, and

That pursuant to the provisions of Section 124 of the Building Act 2004, notice be served on the owner of Lot 4 DP 1687 (CT WN149/21) advising that the Council is satisfied that the building is dangerous and its demolition is required within fourteen days of service of the notice; and

That pursuant to Section 126 of the Act, in the event that the work is not carried out within the required time, the Council will apply to the District Court for an order to carry out the work involved.

Crs Davidson/Keltie Carried

11.8.2 It was suggested that if the demolition of the building is required to be undertaken by the Council, then options be pursued to minimise the costs through seeking proposals of interest from those who would carry out this work and recover the material that can be recycled.

12. Portfolio Reports

12.1 Woodville Town Centre Upgrade

12.1.1 The Council is working towards commencing construction of this project in March/April of this year subject to the plans being finalised.

13. Mayoral Matters

13.1 February Council Meeting Date

Meeting of Council- 26 January 2011 Page 11 13.1.1 That to enable the Mayor to attend the Tenth Annual Emergency Management Conference in Wellington the date of the February Council meeting be changed to Thursday 24 February 2011 commencing at 1.00pm.

Crs Dodunski/Davidson Carried

14. Items Not On The Agenda

14.1 Nil

15. Public Excluded Items of Business – Pahiatua Landfill Property Lease, the Negotiation of Compensation for the Dannevirke Impounded Water Supply Site and the Landfill Agreement with the Central Hawke’s Bay District Council

15.1 That the public be excluded from the following parts of the proceedings of this meeting, namely to consider the Pahiatua Landfill property lease, the negotiation of compensation for the Dannevirke Impounded Water Supply site and the Landfill Agreement with the Central Hawke’s Bay District Council.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of Reason for passing Grounds under each matter to be this resolution in Section 48 (1) for considered relation to each the passing of this matter resolution

Pahiatua Landfill Maintain Section (1) (a) (i) property lease legal professional privilege

Negotiation of To carry out Section (1) (a) (i) compensation for the negotiations Dannevirke Impounded Water Supply site

Landfill Agreement with To protect information Section (1) (a) (i) Central Hawke’s Bay of a commercially District Council sensitive nature

This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows:

a) Maintain the effective conduct of public affairs through the free and frank expression of opinions by or between or to members or officers or employees of any local authority, in the course of their duty.

b) Maintain legal professional privilege.

Meeting of Council- 26 January 2011 Page 12

c) Enable the local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

d) Enable the local authority holding the information to carry out, without prejudice or disadvantage, commercial activities.

Crs Fenemor/Southgate Carried

15.5 That open meeting be resumed.

Crs Keltie/Fenemor Carried

15.6 That the decision taken in public excluded business to approve the signing under seal of the ten year Landfill Agreement with the Central Hawke’s Bay District Council effective from 1 December 2010 be confirmed in open meeting.

Crs Keltie/Fenemor Carried

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 6.13pm.

MAYOR

Meeting of Council- 26 January 2011 Page 13 Tararua District Council Eketahuna Community Board

Minutes of a meeting of the Eketahuna Community Board held in the Eketahuna Service Centre Meeting Room, 31 Main Street, Eketahuna on Friday 4 February 2011 commencing at 10.00am.

1. Present

Board Members C C Death (Chairperson), K A M Dimock (Deputy Chairperson), D F Eagle and Cr W H Davidson (Council appointed community board member).

In Attendance

Mr R Taylor - Governance Manager Mr B Barnes - Contract Supervisor (Urban)/Safety Management (Roading) (until item 8) 2. Apologies

2.1 That an apology be sustained from Board Member Elizabeth Fraser- Davies for non-attendance at the meeting.

Davidson/Dimock Carried

3. Personal Matters

3.1 That the Board’s congratulations be conveyed to Maureen Reynolds on receiving in the 2011 New Year Honours List the Queen’s Service Order to acknowledge her services to local body affairs.

Davidson/Dimock Carried

4. Notification of Items Not on the Agenda

4.1 Nil

5. Introduction to the New Eketahuna Police Officer

5.1 The Chairperson welcomed Earl Fincham (Eketahuna’s new Police Officer) to the meeting, and invited him to address the Board.

5.2 Earl Fincham introduced himself to board members and gave a general outline of his background, and spoke on the emphasis that he intends to place in being accessible to the community.

At this time he is familiarising himself with the area, having commenced his new position on Tuesday of this week.

5.3 Board members were pleased to note that an appointment has been made to fill the vacancy of Police Officer for Eketahuna, and it is preferable that he reside in the town.

5.4 Earl Fincham indicated that he will maintain regular contact with the Board on issues concerning Eketahuna, and that he would be available to attend its meetings as required.

5.5 A request was made to Earl Fincham to follow up with Hamish Adie his intentions to undertake initiatives for youth in Eketahuna.

5.6 The Chairperson thanked Earl Fincham for his attendance at the Board’s meeting.

Eketahuna Community Board Minutes 4 February 2011 Page 1

6. Confirmation of Minutes

6.1 That the minutes of the Eketahuna Community Board meeting held on 3 December 2010 (as circulated) be confirmed as a true and accurate record of that meeting.

Dimock/Davidson Carried

7. Matters Arising from the Minutes

7.1 Disability Car Park (Item 5.2.1)

7.1.1 The designated disability car park in Eketahuna outside the Four Square shop has been established.

7.2 Parkville Bridge (Item 5.2.1)

7.2.1 Work has been undertaken on the Parkville bridge to address the issues previously raised regarding improving the road safety in this vicinity.

7.2.2 The barriers have been installed and the revised road markers are in place, and signs will be erected to indicate that this route is not suitable for use by truck and trailer units.

7.2.3 Contact has been made with Fonterra to request that their milk tankers do not continue to use this bridge.

7.3 Signs to Warn of Flooding (Item 6.1)

7.3.1 This matter is to be resolved through a supply of flood warning signs and cones being established in Eketahuna as part of the requirements of the roading maintenance contract with Infracon.

7.4 Recycling Bin (Item 6.3)

7.4.1 Work has commenced to prepare for sealing the recycling bin area behind the Eketahuna Service Centre/Library building.

7.5 Letter from Adrian Strange (Item 15.1)

7.5.1 The Chairperson consented to granting Adrian Strange the opportunity to address the Board.

7.5.2 Adrian Strange spoke on his concerns regarding the current total hosing ban and its impact on residents not being able to water their vegetable gardens.

7.5.3 Adrian Strange also outlined his concerns in relation to demonic material that is available at the Eketahuna Library, and the refusal of his request to place on public display material relating to religious matters.

7.5.4 Cr Davidson suggested that if Mr Strange was concerned that the books being purchased by the library were not appropriate, then he should raise this matter through a submission to the Council’s Draft Annual Plan.

7.5.5 The Governance Manager noted that the contents of the material referred to by Mr Strange was a matter of individual opinion, and that in terms of the items he wished to display they were not appropriate to be placed in the Eketahuna Library.

Eketahuna Community Board Minutes 4 February 2011 Page 2

7.6 Nireaha Hall (Item 8.4.1)

7.6.1 Work is being undertaken to seal the car park at the Nireaha Hall.

8. Tararua District Council Report

8.1 That the minutes of the Council meetings held on 8 December 2010 and 26 January 2011 (as circulated) be received.

Davidson/Dimock Carried

8.2 2010 Christmas Opening Hours for Library Services

8.2.1 Disappointment was expressed that the Council had disregarded the Board’s request to keep open the Eketahuna Library for the three days between Christmas and New Year.

8.3 Total Hosing Ban

8.3.1 The necessity to continue the total hosing ban in Eketahuna was questioned as there has been rainfall that has increased the river flows available for the water supply.

8.3.2 It was also suggested that community awareness of the hosing ban needed to be reinforced, and perhaps consideration could be given to displaying signage with regular updates in the Service Centre/Library window.

9. Reports From Board Representatives Appointed to Organisations and Assigned Responsibilities

9.1 Pukaha Mount Bruce

9.1.1 Cr Davidson reported that the stage two upgrade project is nearing completion, and that an official opening will be held in March.

9.1.2 An area on Flat Bush Road has been designated as a reserve, and Chris Lester of the Department of Conservation will be invited to attend the Board’s next meeting to speak on this matter.

10. General Assistance Grants Scheme

10.1 That the report from the Governance Manager dated 17 January 2011 concerning the Eketahuna Community Board General Assistance Grants Scheme (as circulated) be received, and

That applications now be called for funding from the Eketahuna Community Board’s 2010/2011 General Assistance Grants Scheme, and

That the closing date for applications be Friday 11 March 2011 at 4.30pm.

Eagle/Davidson Carried

Eketahuna Community Board Minutes 4 February 2011 Page 3

11. Correspondence

11.1 That the correspondence as listed be received:

(a) Atkins Holm Joseph Majurey Limited 24 November 2010

Re: Genesis Energy appeal to the Regional Council’s Proposed One Plan

(b) Hastings District Council 7 December 2010

Re: NZ Community Boards Executive Committee Zone 3 representative nomination

(c) Local Government New Zealand 20 January 2011

Re: NZ Community Boards Executive Committee Zone 3 representative elections

(d) Eketahuna Our Town Inc. 10 December 2010

Re: Request for reimbursement of Eketahuna Information Centre costs

(e) Local Government New Zealand

Re: Community Boards Training workshop

Davidson/Dimock Carried

11.2 NZ Community Boards Executive Committee Zone 3 Representative Elections

11.2.1 That the Chairperson be authorised to exercise the Board’s voting entitlement to elect a candidate for the position of the Zone 3 representative on the New Zealand Community Boards Executive Committee.

Davidson/Eagle Carried

11.3 Eketahuna Our Town Inc.

11.3.1 That the request from Eketahuna Our Town Inc. for the funding of costs incurred in relation to the Eketahuna Information Centre totalling $3,811.70 be approved.

Death/Eagle Carried

11.4 Community Boards Training Workshop

11.4.1 Board Member Eagle will be registered to attend the KnowHow Training Community Boards Workshop to be held at the Palmerston North City Council on Wednesday 2 March 2011.

12. Chairman’s Remarks

12.1 Nil

Eketahuna Community Board Minutes 4 February 2011 Page 4

13. Items Not on the Agenda

13.1 Nil

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 12.30pm.

Chairperson

Eketahuna Community Board Minutes 4 February 2011 Page 5

Tararua District Council

Dannevirke Community Board

Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 7 February 2011 commencing at 3.00pm.

1. Present

Board Members R P Teahan (Chairperson), C J Isaacson (Deputy Chairperson), R A Dresser and W R Macdonald.

In Attendance

Mr R Taylor - Governance Manager Mr P Wimsett - Manager Strategy and District Development (for item 6)

2. Apologies

2.1 That an apology be sustained from Cr J B Dodunski for non-attendance at the meeting.

Isaacson/Macdonald Carried

3. Public Forum

3.1 Dannevirke Alternate Heavy Traffic Route

3.1.1 Richard Parker of the TRUK Group questioned the Board on why it did not speak at the Council meeting to support the trial of the alternate heavy traffic route.

3.1.2 The Chairperson advised that he had spoken to the Mayor, Chief Executive and Governance Manager prior to the meeting. As the Board’s position was already known to the Council and there was nothing further to add on this matter, it was his decision not to speak at the meeting.

3.1.3 Richard Parker conveyed his disappointment to the Board at its failure to attend the Council meeting to support the TRUK Group. Consequently the opportunity is now lost to progress the alternate heavy traffic route that the Board had previously endorsed.

3.1.4 The Governance Manager emphasised that the Council’s decision to refer this proposal to the Draft Annual Plan consultation process enables the community to convey its views on this controversial issue.

4. Personal Matters

4.1 Nil

5. Notification of Items Not On The Agenda

5.1 Nil

6. Dannevirke Town Centre Security Camera Monitoring System Project

6.1 The Chairperson welcomed Peter Wimsett (Manager Strategy and District Development), Deirdre Stephens (Dannevirke Chamber of Commerce) and Malcolm Peffers (Dannevirke Promotion and Development Society) to the meeting.

Dannevirke Community Board Minutes 7 February 2011 Page 1

6.2 Peter Wimsett spoke on the benefits of developing a security camera monitoring system to deter crime and make residents feel safer in the community.

They assist the Police in solving crime, but conversely such systems raise privacy issues that need to be considered in justifying their implementation.

The effectiveness of any system is influenced by the placement of the cameras, and the sophistication of the equipment used will determine the costs involved.

6.3 Peter Wimsett indicated that to establish an appropriate monitoring system for the Town Centre would cost in the vicinity of $120,000.

This would involve purchasing twelve to eighteen cameras to include coverage for back streets, provide for monitoring by the Police, the costs of installation, hard drive system and software. Each camera costs about $6,500 to $7,000 plus $15,000 for Police monitoring of the system.

Alternatively less costly options could be considered depending on the quality definition of the cameras purchased, and whether the cameras were monitored.

Additionally consideration needs to be given to the ongoing operating and maintenance costs, and the ownership of the system.

6.4 Deirdre Stephens advised that she has already prepared a proposal and costing of an appropriate monitoring system, and emphasised that it was a matter of developing a system that provided the outcomes required and was affordable.

This could be achieved through staging the project and establishing the system as funds became available.

6.5 Board members expressed their agreement that the town needed a security camera monitoring system to help prevent crime and vandalism from occurring.

6.6 Malcolm Peffers conveyed the support of the Dannevirke Promotion and Development Society to facilitate the fund raising for this project subject to the ownership issue being clarified.

6.7 The Chairperson thanked Peter Wimsett for his attendance at the meeting to brief the Board on security camera monitoring systems.

6.8 It was agreed that to move the project forward a letter be sent to the Dannevirke Chamber of Commerce and the Dannevirke Promotion and Development Society to formally invite them to work jointly with the Board on this matter.

6.9 To enable this to occur it will be proposed that a group be formed of representatives from each organisation to undertake the planning and coordination of the project.

6.10 That the Board allocate a total of $20,000 from its discretionary funds to establish a security camera monitoring system for the town, with this funding to be committed in two equal amounts of $10,000 each from its budgets for the current and next financial years.

Isaacson/Macdonald Carried

6.11 The Chairperson thanked the representatives of the Chamber of Commerce and the Promotion and Development Society for their attendance at the meeting.

Dannevirke Community Board Minutes 7 February 2011 Page 2

7. Dannevirke St John Cadets

7.1 The Chairperson welcomed Glennis McDonald and two junior cadets from Dannevirke St John Cadets to the meeting.

7.2 Glennis McDonald and the two cadets thanked the Board for granting them $300.00 to purchase uniforms.

This has enabled overalls to be purchased for the cadets to wear when competing in first aid competitions, and they have attended two competitions and represented Dannevirke very well.

7.3 The Chairperson thanked Glennis McDonald and the cadets for attending the meeting, and congratulated them on their achievements.

8. Confirmation of Minutes

8.1 That the minutes of the Dannevirke Community Board meeting held on 8 December 2010 (as circulated) be confirmed as a true and accurate record of that meeting.

Dresser/Macdonald Carried

9. Matters Arising From The Minutes

9.1 Dannevirke Christmas Parade (Item 8.1)

9.1.1 That after further consideration regarding the arrangements for the annual Dannevirke Christmas Parade the date for this event be changed to the last Saturday of November.

Dresser/Macdonald Carried

9.1.2 It was agreed that a meeting be held later in the year with the Lions Club and Chamber of Commerce to discuss and plan this year’s Christmas Parade.

9.2 Christmas Lights (Item 8.2)

9.2.1 The Christmas lights are still to be taken down by Scanpower and placed into storage.

9.2.2 It was noted that the Board will need to consider purchasing some replacement banners in the future.

9.3 2011 New Zealand Community Boards and Local Boards Conference (Item 8.3)

9.3.1 A copy of the Board’s entry to the Best Practice Awards was circulated, and the Governance Manager was complimented on his work in preparing this item.

9.3.2 The Chairperson will have a DVD made for the purpose of presenting the Board’s entry to the conference.

9.3.3 That the Chairperson be registered as the Board’s delegate to attend the 2011 New Zealand Community Boards and Local Boards Conference to be held in Rotorua from 5 to 7 May 2011.

Isaacson/Macdonald Carried

Dannevirke Community Board Minutes 7 February 2011 Page 3

9.4 Carols in the Park Community Event (Item 8.4)

9.4.1 This was a very good event despite the weather causing it to be transferred to the Town Hall.

9.4.2 It was agreed that the Board will continue to sponsor and coordinate this event, with the Combined Church Ministers to arrange the programme.

9.5 NZ National Horse and Pony Show Association Inc. Committee (Item 11.4)

9.5.1 Disappointment was expressed at the comments made in the media by this event’s secretary/treasurer that publicly criticised the Board for not financially supporting this year’s Horse and Pony Show.

9.6 Adopt A Highway Project (Item 14.1)

9.6.1 The appearance of this area is looking very good, and the two volunteers working on this project appreciated the Board’s acknowledgement of their contributions.

10. Tararua District Council Report

10.1 That the minutes of the Council meetings held on 8 December 2010 and 26 January 2011 (as circulated) be received.

Isaacson/Macdonald Carried

10.2 Dannevirke Alternate Heavy Traffic Route

10.2.1 The Council’s decision regarding this matter was noted, and the Board will make a submission to the Draft Annual Plan to convey its views on the proposed intention to decline the trial of the alternate heavy traffic route.

11. Reports from Board Representatives Appointed to Local Community Groups and Assigned Responsibilities

11.1 Dannevirke Domain Development Project

11.1.1 A meeting has been held to discuss the proposed development of the Dannevirke Domain, and a committee was established to progress the planning of this project.

12. General Assistance Grants Scheme

12.1 That the report from the Governance Manager dated 17 January 2011 concerning the Dannevirke Community Board General Assistance Grants Scheme (as circulated) be received, and

That applications now be called for funding from the Dannevirke Community Board’s 2010/2011 General Assistance Grants Scheme, and

That the closing date for applications be Friday 11 March 2011 at 5.00pm.

Macdonald/Dresser Carried

Dannevirke Community Board Minutes 7 February 2011 Page 4

13. Correspondence

13.1 That the correspondence as listed be received:

(a) Police District Commander 13 December 2010 Re: Lack of Police representatives at the Dannevirke Christmas Parade

(b) Rotary Club of Dannevirke 19 December 2010 Re: Request for financial assistance

(c) Sport Tararua 10 January 2011 Re: Request for financial assistance

(d) Dannevirke High School and Community Association 12 January 2011 Re: Letter of appreciation

(e) Hastings District Council 7 December 2010 Re: NZ Community Boards Executive Committee Zone 3 representative nomination

(f) Local Government New Zealand 20 January 2011 Re: NZ Community Boards Executive Committee Zone 3 representative elections

(g) Local Government New Zealand Re: Community Boards Training workshop

Dresser/Macdonald Carried

13.2 Rotary Club of Dannevirke

13.2.1 The Chairperson and Deputy Chairperson declared an interest in this item of business, and they abstained from the discussions and voting on the motion regarding this matter.

13.2.2 That the Board grant the Rotary Club of Dannevirke the sum of up to $232.00 from its discretionary funds as assistance towards the cost of hiring the Dannevirke Town Hall on 1 April 2011 for their Art Auction fund raising community event (in conjunction with the Dannevirke Art Society).

Dresser/Macdonald Carried

13.3 Sport Tararua

13.3.1 That the Board grant Sport Tararua the sum of $168.75 from its discretionary funds as assistance to hire the Wai Splash community pool for their Tararua Kids Triathlon to be held on 26 February 2011.

Macdonald/Isaacson Carried

13.4 NZ Community Boards Executive Committee Zone 3 Representative Elections

13.4.1 That the Chairperson be authorised to exercise the Board’s voting entitlement to support the election of Katrina Dimock to the position of Zone 3 representative on the New Zealand Community Boards Executive Committee.

Dresser/Macdonald Carried

Dannevirke Community Board Minutes 7 February 2011 Page 5

13.5 Community Boards Training Workshop

13.5.1 That Board Members Dresser and Macdonald be registered to attend the KnowHow Training Community Boards Workshop to be held at the Palmerston North City Council on 2 March 2011.

Teahan/Isaacson Carried

14. Chairman’s Remarks

14.1 April Board Meeting

14.1.1 The Chairperson advised that he will be absent from the Board’s April meeting, and requested that this apology be noted.

15. Items Not on the Agenda

15.1 Nil

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 5.03pm.

Chairperson

Dannevirke Community Board Minutes 7 February 2011 Page 6

Minutes of a meeting of Woodville Districts' Vision Inc. held in the Woodville Community Centre on 2 February 2011 commencing at 7.30pm.

1. Present A Broom, C Wilton, S Bolton, A Creel, B & H Hirschberg, P Johns, G Hale, I Bailey, A Devonshire, N White, S McLeod, J Reid, G Murray, K O’Connor, R Winter (arrived late).

2. Apologies D Creel, B McLeod, R Winter for lateness

2.1 That the apologies be accepted. A Broom / P Johns Carried

3. Other General Business Section next to Woodville Business Agency Computers / WiFi

4. That the minutes of the previous meeting held on 1st December 2010 be taken as read and confirmed as a true and accurate record of the meeting with the addition of S McLeod to those present. N White / P Johns Carried

4.1 Matters Arising • Railway Crossing: A quick fix has been done on SH 2, but it is not acceptable and already very bad, the loop crossing was not fixed. • Peter pointed out that requests for action need to be sent directly to TDC by email or letter.

4.1.1 That Nick send an email to Blair King and the Mayor requesting that TDC put pressure on to have the crossings fixed to an acceptable state. WDV are appreciative that the railway crossing at the entrance to the Old Gorge Cemetery was fixed. P Johns / I Bailey Carried

5. Correspondence Inwards TDC Minutes B Armistead Thank you BNZ Bank statements Bush Telegraph Accounts IRD GST Skills Active Invoice –lifeguard courses A Hemopo LED sign TDC Annual Report IRD PAYE Scanpower Invoice RSA Thank you – Armistice Day Eastern and Central $2000 towards gym equipment project Woodville Bowling Club Requesting assistance with mural funding Tim Gibbes Thank you for lunch - Motocross

Woodville Districts ‘Vision Inc Minutes 2nd February 2011 pg. 1

Outwards Various Thank you letters for Christmas Parade B Armistead and Postie Hampers and thank you cards T Gillam Hamper A Hemopo LED Sign

5.1 That the inwards correspondence be accepted and the outwards approved. A Broom / N White Carried 5.2 It was mentioned that the LED sign would be free for use by community groups and organisations. Commercial businesses can use it if there is space and must pay a charge (yet to be set) .

6. Financial Report 6.1 That the financial report be accepted and the Executive approve the accounts for payment. A Broom / C Wilton Carried

7. Recreation Report • Pool is running well. • One person was banned. A burglary occurred there recently that was reported to the Police. • Full classes for the learn to swim and water confidence, good support for aquafitness.

8. TDC Report P Johns / G Hale The Council has finally approved the electronic sign for a twelve-month trial period.

Water At our Council meeting last Wednesday the issue of Woodville’s water was discussed and Council has resolved to rectify the problem ASAP. Council is looking to make application to Central Government for funding to undertake additional major modifications to the system. The guestimate to change, add to or renew the system is in the vicinity of $2.9m. A $100m contestable fund allocated at $10m in each of ten years is available for communities with populations less than 5,000 and over 24. Allocations are made on the basis of greatest need. Apparently Woodville would not feature high on the list due to adequate existing quality in comparison with other communities. This process will take time, if in fact we are lucky enough to qualify.

Consequently, the Council has requested staff to provide costings for the provision of an additional filter between the impounded supply and the reservoirs and the installation of a UV plant to attempt to eliminate odour and smell. These costings are to be presented prior to this month’s Council meeting.

In the interim, I have made a request to Council to provide a water tanker to be positioned in Woodville. The intention is to allow residents to fill containers (e.g. 5 litres maximum) for home drinking use. Further to this, a tanker is to be brought in to Woodville.

Street Upgrade The Mayor (Roly Ellis) was asked last week if he would talk to a couple of local retailers on Monday evening last. On arrival with the Chief Executive and myself, we found a somewhat larger group, being most of the retailers in town. The three of us felt that we had been bushwhacked to some extent. The result of that general discussion was that a meeting of retailers will be held next Tuesday evening at the RSA Hall with the intention of developing a submission to Council on any changes the group desires to see in the upgrade plan. It will then be up to Council to accede or not to the requests. There will be no further discussions, meetings or consultation with any individuals or groups following that meeting.

Woodville Districts ‘Vision Inc Minutes 2nd February 2011 pg. 2

8.1 Allan is to write to Blair again and request to have the water levels posted on the Council website. 8.2 That the meeting move into committee for discussion on the street upgrade. A Broom / G Hale Carried

8.3 That the meeting move out of committee. A Broom / G Hale Carried

9. Events and Promotions Report Motocross BBQ Lunch A successful lunch was held and the group were very appreciative. Thanks to all those who helped.

Music March This is currently being organised. A suggestion was made from the members that we also have a college band. Allan is to ring the colleges in Dannevirke and Palmerston North and organise this.

The Christmas Parade report is to be given next month.

10. Road Safety Report H Hirschberg / C Wilton

10.1 Heather tendered her resignation. The members thanked Heather for her attendance at the meetings on our behalf. G Hale has offered to fill in as our representative, our thanks to Graeme.

11. General Business

11.1 Digital Sign This will be installed any day and shall be up and running within a couple of weeks. Carole has had training on the software.

11.2 FICE Presentation The team and Chair went to Marton to deliver their presentation. This went very well and the community were pleased with the feedback on their community. It has helped them to see their town through different eyes and assisted with their planning. We are still waiting to hear when they will give their presentation here; Allan is to ring the Project Marton Chairperson. Big thanks to Nick, Kevin, Carole, Chanell and Sam for the thorough and professional work that they have done.

11.3 Bowling Club Application The Bowling Club has applied for $400 to have Bettina paint a mural on their wall on Fergusson Street.

11.3.1 That WDV grant $400 from the general fund for this project. C Wilton / R Winter Carried

11.4 Vacant Section P Johns mentioned that Sally Maguire would like to plant a garden at the empty section across the road from the Artmosphere Gallery.

Woodville Districts ‘Vision Inc Minutes 2nd February 2011 pg. 3

11.4.1 That WDV thank Sally and convey that it is happy to offer financial assistance with top soil, but that for its records it requires a sketch and a copy of the consent from the property owner for this work to be done. R Winter / H Hirschberg Carried

11.5 Carole mentioned that TDC has some computers it no longer needed that they wish to donate to community groups in Woodville. A suggestion was made of the Salvation Army Youth Group; Graeme will pass some others on to Carole.

Carole also reported that wireless internet is now available outside the i-SITE/Library building. Cards can be purchased at the Library or i- SITE; $3 for an hour, $10 all day.

The meeting closed at 9.15pm.

Chairman ______Secretary______Date

ACTIONS ACTION WHO WHEN Entrance signs Nick Memorial seat Nick Rugby Club rooms Executive Letters to Blair Allan WDV news to Bush Telegraph Carole / Nick Monthly

Woodville Districts ‘Vision Inc Minutes 2nd February 2011 pg. 4

PAHIATUA ON TRACK INCORPORATED

Minutes of a meeting held on Wednesday 2nd February 2011 in the TDC Chamber, Pahiatua commencing at 5.30pm.

1. Present Cynthia Cass, Robin Whiteman, Louise Powick, Phil Wilson, Graham Collinson, Katrina Windleborn, David Lea, Stella Usherwood, Jason Griggs, Ann Marie Bengston, Shirley Hull (councillor).

2. Apologies None

3. Extraordinary Business • Lions Club logo for Pahiatua sign

4. Confirmation of Minutes That the minutes of the meeting of Pahiatua On Track held on 12th January 2011 be confirmed as a true and accurate record. Phil/Katrina Carried

Matters Arising None

5. Tararua District Council Reports • 8/12/10 • 26/1/11 - Acknowledgement to Peter Davies on receiving his fifty years Fire Service medal; a letter of congratulations is to be sent.

That the Tararua District Council reports be received. Stella/Louise Carried

6. Correspondence

Inwards • Bush Telegraph, credit application

Outwards • Tararua District Council – Long Lunch sponsorship • Letter to Main Street businesses

Cynthia/Louise Carried

7. Financial Report

Accounts passed for payment. Graham/Robin Carried

• Inland Revenue, GST - $5845.10 • Bush Telegraph - $3797.46

Hireage of the gazebo to community groups will be a $100 bond, which is fully refundable on its return in good condition. Hireage to private groups and businesses will be a $100 bond, with $50 refundable on its return in good condition. Robin is to oversee the storage and hire of the gazebo.

Discretionary Grants • Bush Athletics Club – approved $450

8. Christmas Lights These are to be taken down during February.

9. Harvard Adventure Playground BMX Track Andrew Keall is to have the drawings ready in two weeks. A budget plan is to be put together for grant applications and fundraising. A discussion was held regarding the holding of funds for the HAP renovation project. It was suggested that $20000 be pledged for this year and $20000 for 2012. This matter shall be formally voted on at the next meeting.

That Pahiatua On Track submit a letter to the Tararua District Council requesting funding for safety matting for the Harvard Adventure Playground be included in the 2011/2012 Draft Annual Plan.

Phil/Robin Carried

10. World Cup Party Central It is difficult to make any progress on this event. Consideration is to be given to organising alternative events during the World Cup. Suggestions made were vintage cars and a Guinness Book of Records day.

11. Pahiatua Long Lunch 6th February 2011 Numbers are expected to be around 50.

12. Civic Award

That Pahiatua On Track nominate recipient for a Tararua District Council Civic Award (in committee). David/Graham Carried

That Pahiatua On Track nominate recipient for a Pahiatua Community Award (in committee). Robin/Shirley Carried

That Pahiatua On Track move out of committee. David/Katrina Carried

13. Portfolio Reports

• Sports – List of sporting activities for February/March. Mr Bush Queen fundraiser for Bush Multisport is to be held on 2nd April 2011.

14. General and Extraordinary Business

• Lions Club Logo – This is to be attached to the Pahiatua welcome sign at the Mangahao Bridge.

• Shirley Hull advised of the annual Community Boards conference.

• Shirley Hull advised that Help n Hand is now CYPS approved.

The meeting closed at 7.50pm.

The next meeting is to be held on Wednesday 2nd March 2011 at 5.30pm.

Report

Date : 16 February 2011

To : Mayor and Councillors Tararua District Council

From : Keryn Barlow Strategic Analyst

Subject : Statement of Service Performance Measures – Six-monthly Update

1. Purpose

To provide Council with a six-month update on the non-financial Statement of Service Performance (SSP) measures for the 2010/11 year. These measures assess the delivered performance of Council activities against the published Long Term Council Community Plan (LTCCP) 1 July 2006 – 30 June 2019, and the Annual Plan 2010/11.

2. Background

In 2009 the office of the Controller and Auditor General wrote to all Councils advising them of their increased focus on non-financial Statement of Service Performance (SSP) measures. They will be checking that the reporting of these measures “provides an adequate basis for informed assessment” of the Council’s actual service performance. Systems involved in the measurement process will also come under greater audit scrutiny.

3. SSP Measures

All measures are detailed in the attached table, and key successes have been:

• Rural Fire Offices and VRFF’s are responding to notified incidents within required times 98% of the time. This is 13% above target. • All complaints regarding unsafe footpaths have been rectified within 7 days. • No complaints received about maintenance needs in Council’s housing for the elderly. • Library staff organising 34 events, with 712 participants with events held in all 4 branches. • Parks and reserves measure was met with monthly audits showing that contractors are performing well. All weekly inspections of playgrounds were carried out and all sports fields met the NZ Sports Turf Institute standards. • All resource consents were processed within the statutory timeframes. • 97.5% of sealed roads were reported to provide a smooth and comfortable ride • No reports of any swimming pool related health and safety incidents with community pools complying with NZ swimming pool water standards as measured weekly while operational.

Overall, of the 61 applicable non-financial performance measures relating to 2010/11 year, Council expects to achieve 82% of them by the end of the financial year. Nineteen measures are not applicable as they relate to the Community survey to be conducted by the National Research Bureau in 2011.

3. Review of SSP Measures

This report highlighted that there are problems with some of the existing measures. Some of the measures are not useful for long-term planning and some are not an accurate representation of the performance of the Council.

Minor changes to the SSP’s may be made, as long as they accurately “provide an adequate basis for informed assessment” of the Council’s actual service performance, but substantive changes can only be made through an amendment to the LTCCP. The best option to amend any of the SSP’s was as part of the 2010/11 Annual Plan consultation process. As there was no amendment to the LTCCP off the back of the Annual Plan, it was decided that the current SSP’s would remain. They will be reviewed as part of the LTP 2012-2022 process to ensure that the audit requirements will be fully met and that the measures are a useful tool in the planning process.

The review of the measures will take the following into account:

• Any additional measures required by the Auditors. • The service request system used for the 2009/10 year was limited and did not provide robust reporting with sufficient detail. However, with the move to the Civica Authority system, there will be a significant increase in the amount of information able to be pulled out of the system, which will provide more useful detailed reporting going forward. Work is underway to facilitate this. • Performance measures need to be measurable and useful in the long-term planning process. • Alignment of measures and targets with external service provider contracts. • Reporting systems with contractors. • Performance measures need to be clear, achievable and accurately reflect the level of performance for each activity.

4. Recommendation

That Council receive the six-monthly update on the Statement of Service Performance for the 2010/11 year.

Keryn Barlow Strategic Analyst

Report: Statement of Service Performance Measures – Six-monthly Update Page 2 6 Month Report on Performance Measures for 2010/11 from 2009 ‐ 2019 LTCCP

Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Animal Control Percentage of known dogs registered each year 98% 94.2% 9 6,417 dogs registered. Maintaining a 24/7 dog and stock ranging service to ensure a 98% 95% 9 response time of less than 2 hours for serious dog attacks At least 65% of residents rate dog control as “quite 70% N/A N/A N/A satisfactory” or “very satisfactory” in community surveys to be 2010/11 conducted in 2011, 2014 and 2017 Education programmes at schools completed 6 1 9 5 visits will be scheduled once schools return. Most visits are done in the latter half of the year. Media items on dog ownership published 3 0 9 3 media items have been scheduled. Reducing the number of dog‐related complaints 550 323 9 Number of complaints usually drop once the weather cools and numbers are expected to be less than 550 for the year. Cemeteries At least 70% (with a higher baseline of 76%) of the residents 76% N/A N/A N/A rate cemeteries as “fairly satisfactory” or “very satisfactory” in 2010/11 the community surveys in 2011, 2014, 2017. Plots are available for next 12 months based on historical 100% 100 9 Report on available plots at each (previous 2 years) user data. cemetery compiled in June 2010. Monthly statistics allow usage to be monitored. 100% accuracy of burial records based on number of 0 0 9 Achieved. No complaints complaints received each year received. Commercial Achieving 95% occupancy of commercial buildings each year 95% 95 9 Achieved.

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 3 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Property Achieving 5% net operating surplus each year 5% 5 9 Expected to be Achieved. 6 month financials not available at this time.

Community Occupancy rates are monitored to ensure maximum use of 2122 1638 9 Regular monitoring of occupancy Buildings facilities are maintained. Aim to encourage usage of facilities hours rates is performed to ensure facilities fully utilised. At least 90% (with a higher baseline of 91%) of residents rate 91% N/A N/A N/A community buildings as “fairly satisfactory” or “very 2010/11 satisfactory” in the community surveys to be conducted in 2011, 2014 and 2017. Community At least 70% of residents rate Council’s involvement in 70% N/A N/A N/A Support community support as “fairly satisfactory” or “very satisfactory” in the community surveys to be conducted in 2010/11 2011, 2014 and 2017. District Impacts of district promotion and development assessed Promotion and against: Development • Increasing bed nights at accommodation venues, 5% 21% 9 including bed & breakfast increase increase

• Positive feedback received from potential businesses in 3 2 9 Two businesses have written writing on advice received from Council their appreciation of assistance given

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 4 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Number of customised visitor information packs sent out or 32 per 73 in total X By Tararua i‐SITE: uplifted. month (12.16 per As per 2010 Annual SSP report. month) In March 2010 new residents names could no longer be provided from the Registrar of Electors, they are now only being sourced from the sale notices received through the rates department. This was our major source of new resident data, as this has not been available, the number of visitor packs issued have declined. This measure needs to be reviewed. ‘Tararua’ directly involved with at least 4 major community 4 1 X Auckland Home Show events, that involve significant out‐of‐district visitors. Emergency Annual percentage of households that have a maintained 35% 35% 9 Still using data from Horizons Management “preparedness” kit per community survey survey (July 2009) however a new CD specific survey is planned for the district in conjunction with the Library in April 2011

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 5 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Education programmes offered to 6 local schools annually 83% 0% 9 • Expecting to reach 100%. • School Radio Check programme letters to be sent out January 2011. • MCDEM “Whats the Plan Stan” School CD programme to be discussed with District Principals at a CD specific meeting to be held in March 2011

Staff internally assessed as having appropriate training and 75% 75% 9 • Staff internally assessed skills to perform Incident Management Team Role – annually during 1 flooding incident and per training records Exercise Tangaroa. • District is participating in the Group CD Core Skills Certificate programme with 8 staff having attended to date All Volunteer Rural Fire Forces (VRFF’s) meet required 85% 0% 9 Currently compiling and updating competency standards assessed annually as part of their a new training data base to agreement with Council, per training records assess the current training status of VRFF individuals. This is being carried out in conjunction with FRSITO and should be completed by April 2011

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 6 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Rural Fire Officers successfully enable fire as a rural land 75% 0% X Still awaiting Wildfire Threat management tool, helping reduce fuel loadings in high risk Analysis from Horizons. Expected areas, measured by area permitted annually that this will be completed mid 2011. At present land clearing is being addressed with vacant sections at Herbertville which pose serious fire risk to other structures in the area. Rural Fire Officers (RFO) and VRFF’s respond within required 85% 98% 9 All calls responded to by RFO’s times to notified incidents, as assessed by NZ Fire Service however due to lack of communications centre data, measured annually cellphone/radio coverage within some parts of the district 2% of calls were responded to later than the required time. This situation is being addressed by increasing the range of our pagers with installation of repeaters at Cape Turnagain and Weber. Expecting to remain at 98% by the end of the year. Footpaths At least 70% of residents rate footpaths as “fairly satisfactory” 75% N/A N/A N/A or “very satisfactory” in the community surveys in 2011, 2014, 2010/11 2017. Complaints regarding unsafe footpaths are rectified within 7 100% 9 9 27 SRs entered in CRM. All were days actioned within specified time frame period. 1 Record was in regard to installing New Footpath.

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 7 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Reducing the defects e.g. bumps, depressions, settlement, 90% 9 9 Footpath Condition rating to be cracking, deterioration, per 100 metres of footpath, measured completed Aug 2011. by annual footpath condition surveys as well as prioritising from community boards Urban Contract Supervisor to liaise directly with Community Boards to update footpath priorities. Percentage of residents and non‐residents ratepayers 80% N/A N/A N/A satisfaction with the closest town 2010/11 Health and Percentage of building consents issued within the statutory 100% 88% X On track for 95%. Some issues Safety time frame (20 working days) with the data migration mean that 88% may be an underestimate. Work is under way to rectify this. Percentage of registered premises that comply with Food 100% 98% X 2 premises are non‐compliant Hygiene Regulations within 3 months of annual inspection. and are under notice. Urgent public health issues will be dealt with immediately Percentage of licensed premises visited during the year 100% 32% 9 25 of 71 premises inspected. Percentage of noise call outs responded to within 30 minutes 100% 100% 9 There were 254 call outs. Housing No complaints received about maintenance needs per service No No 9 request system complai complaint nts s received received A minimum of 90% of tenants will be superannuitants and well 90% 90% 9 Overall 90% superannuitants looked after in their opinion (urban 96% rural 34%). No complaints received . Library Percentage of library collection meeting 3 items per local 92% 3.14 9 As at 31/12/2010 have 55,376, resident – Tararua however weeding programme not yet completed for the year.

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 8 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Percentage of ratepayers satisfied with council libraries in 90% N/A N/A N/A community surveys to be conducted in 2011, 2014, 2017. 2010/11 Each library runs at least one holiday programme per term 100% 100% 9 Dvk – 14 events – 536 children each year attended Pah – 7 events – 161 children Wdv – 7 event – 115 children Eke – 6 events – 80 children Surplus books to schools/remote areas 90% 13 22 3 loans each supplied to Akito visits/deli School and community, 3 loans veries each to Pongaroa School, and community, 1 loan supplied to Norsewood community. The measure and target is unclear and does not reflect actual practice. Books are loaned to Akitio and Pongaroa (School and Community) on a regular basis. Parks and Monthly Council audit results showing maintenance contractor 85% 85% 9 Monthly audits show contractors Reserves achieving 80% or higher of agreed performance. performing well. At least 90% of the residents rate parks and reserves as fairly 90% N/A N/A N/A satisfactory” or “very satisfactory” in Community surveys to be 2010/11 conducted in 2011, 2014, 2017 Weekly playground safety inspections carried out. All faults 100% 100% 9 Weekly inspections done by fixed within one week contractors. Minor equipment repairs fixed within a week. Any major repairs done as soon as possible as it may be impossible to replace large items within 7 days.

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 9 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Sports fields meet the standards set by the New Zealand 95% 95% 9 Cancellations were weather Sports Turf Institute on their annual inspection related rather than ground related. Work specified by NZSTI was completed. Survey of users would be a better measure. Public At least 80% of the residents rate public conveniences as” 80% N/A N/A N/A Conveniences fairly satisfactory” or “very satisfactory” in the Community 2010/11 surveys to be conducted in 2011, 2014, 2017 At least 70% of the public conveniences will be inspected 80% 80% 9 Grafitti and vandalism continue weekly. Pass to be the main problems. mark on random audits Representation At least 75% of residents will rate the overall performance of 75% N/A N/A N/A the Mayor, Councillors, Community Boards and Community 2010/11 Committees as “fairly satisfactory” or “very satisfactory” in the community surveys to be conducted in 2011, 2014 and 2017. Resource Hearings Commissioners be surveyed on the effectiveness of 85% 0 9 Survey has not yet been done as Management the district plan the District Plan has not been completed. At least 75% of residents will rate resource management as 75% N/A N/A N/A “quite satisfactory” or “very satisfactory” in community 2010/11 surveys to be conducted in 2011, 2014 and 2017. (NBR survey)

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 10 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X By the annual production of a monitoring report. Report X X Proposed District Plan not publishe finalised and is in mediation. d The monitoring report will not be produced this financial year. The report cannot be produced until the appeals to the proposed district plan are resolved and the plan has been in use for a reasonable period. By processing all resource consents within the statutory time 95% 100% 9 frame. Roading Number of fatal accidents due to road factors 0 9 9 2 Fatal accidents reported on State Highway. Nil caused through road factors. Percentage reduction in the number of customer requests -5% on 9 9 53 Defect requests received to 30 related to road surface defects both sealed and unsealed year Dec 2010. Percentage of requests to fix road surface faults are completed 100% N/A N/A Of the 53 request received 5 within the time frame specified in contracts requests appear to not have been responded to contract time frame. This may a reporting error due to implementation of Civica Customer Request System. 70% rating for Urban and Rural roading as “quite satisfactory” 70% N/A N/A N/A or “very” satisfactory in community surveys to be conducted in 2010/11 2011, 2014, 2017

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 11 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Percentage of sealed rides roads providing a smooth and 95% 9 9 A total target of 97 .5% has been comfortable ride as tested by Council staff. achieved within this reporting period Of a total of 2433 carriageway sections only 60 sections did not provide a smooth travel surface. Percentage of time that roads remain fully available for use. 99% 9 9 164.92 access days out of a Measured on a monthly basis. possible 134,136 access days involved restrictions which resulted in 99.88% availability Service Centres Percentage of resident population within 25km’s of Council 60% 94% 9 As per the 2010 Annual SSP service centres report the percentage of resident population within 25km’s of Council service centres in the district is 94%. This figure is unlikely to change based on the make up of where the services are located in each community.

10 contract action service requests per month meeting 90% 94% 9 64 customers have been customer satisfaction standards contacted and 60 were satisfied or very satisfied. Sewerage The sewerage scheme will comply with the environmental 95% 100% 9 effects monitoring conditions as defined in the resource consents. Less than 20 blockages annually in the sewer mains 80% 9 9 5 blockages. No property will be affected by overflowing sewer mains more 90% 9 9 than twice in 5 years

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 12 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X 70% rating of supplies as “quite satisfactory” or “very” 70% N/A N/A N/A satisfactory in community surveys to be conducted in 2011, 2010/11 2014, 2017. Wastewater treatment upgrades will lead to achievement of 95% 95% 9 Trials for phosphorus removal compliance with our resource consents. have been completed. Currently implementing solutions to achieve compliance. Septic tank emptying service for Pongaroa, Ormondville and 100% 100% 9 The emptying of septic tanks is Norsewood. done on request. House owners ring Council. We keep records of date each tank is emptied. Pongaroa 2 Ormondville 1 Norsewood 3 Public Health Risk Management Plans will be implemented and Plans N/A N/A This measure is incorrect as there monitored for each sewerage supply monitor are no PHRM plans for sewerage ed supply. Solid Waste At least 60% of residents rate landfills/transfer stations as 60% N/A N/A N/A Management ‘fairly satisfactory’ or ‘very satisfactory’ in Community surveys 2010/11 to be conducted in 2011, 2014, 2017 At least 60% of residents rate refuse collection as ‘fairly 60% N/A N/A N/A satisfactory’ or ‘very satisfactory’ in Community surveys to be 2010/11 conducted in 2011, 2014, 2017 At least 70% of residents rate recycling as ‘fairly satisfactory’ or 70% N/A N/A N/A ‘very satisfactory’ in Community surveys to be conducted in 2010/11 2011, 2014, 2017 June Plans completed by August 2010. Aftercare plans for Dannevirke and Pahiatua landfills X X completed 2010

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 13 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Transfer Stations constructed and landfills closed Nov Closed by 9 Landfills have been closed and 2010 30/11/10 temporary transfer stations have been built to transport waste until recovery parks have been built. Stormwater Compliance with Horizons resource consent requirements 100% N/A N/A No consents currently required. Drainage complia nce Response times meet Service Levels system: 85% 90% 9 10 service faults responded to. System failures, breakages/blockages. Effecting continuity of Monthly 9 9 Monitoring of stormwater drains, disposal 24/7 inspecti outlets etc is carried out by our on Contractor. Formal monthly check sheets reporting is being done. to be filled in by contract or At least 70% of residents rating of supplies as “fairly 70% N/A N/A N/A satisfactory” or “very” satisfactory in community surveys to be 2010/11 on 2011, 2014, 2017. Swimming Pools Community pools comply with NZ swimming pool water 100% 100% 9 Reports from 3 outdoor pools standards as measure weekly while operational indicate compliance with the standard. No complaints received in respect of water quality. No reported health and safety incidents per year at community none None 9 No reported incidents of any pools. health and safety incidents.

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 14 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Water Supplies Hydrants tested meet Code of Practice Requirements 85% 100% 9 10% of hydrants to be tested by May 2011. Eketahuna 9 Woodville 19 Pahiatua 16 Dannevirke 43 Response times meet service levels: • Emergencies ‐ 1 hour 95% 95% 9 90% • Non‐urgent faults – 24 hours 90% 9 80% 80% • Leaking tobies – 3 days 9 90% 90% 9 • New connections – 10 days At least 70% of residents rating of supplies as “fairly 70% N/A N/A N/A satisfactory” or “very” satisfactory in community surveys to be 2010/11 conducted in 2011, 2014, 2017

Public Health Risk Management Plans will be implemented for 100% 25% x Plan Status: each water supply Pahiatua: Approved, can be added into Asset Management Plan Dannevirke: In Draft, Needs to be completed by 2013 Woodville: In Draft, Needs to be completed by 2015 Eketahuna: In progress, will be completed by March 2011 Akitio: needs to be completed by 2016

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 15 Activity 2010/11 Measure from 2009 – 2019 Long Tern Council Target December Expected Comments Community Plan 2010 Result 6 Month for Year Result 9 or X Improve the current gradings of public supplies until funding is C grade X X Plans to improve from E grading secured for upgrades to the NZ Drinking Water Standards water to C grading are underway. standar Mandatory compliance with d Dannevi Drinking water standards rke deferred for 3 years by Government. Water treatment upgrades for supplies that gain Government 100% X X Pahiatua was turned down. Subsidy achieve a minimum of B grade by 2013/14 as per NZ complia Currently applying for Govt Drinking Water Standards nce funding for Eketahuna. New water source for Dannevirke (ground water or storage) Develop On track 9 Design and drawings have been identified and programmed for connection to the supply ed completed. Negotiation with owner at present. Number of days production lost through turbidity 2 4 X Supply to Alliance shut down for 4 day due to Turbidity. Number of days with water restrictions. No 0 9 Water restrictions have been in target place for several weeks in each of the major towns. • Dannevirke • Woodville • Pahiatua • Eketahuna

Report: Annual Report 2009/10 - Statement of Service Performance Measures Page 16

Report PRO01‐0100

Date : 16 February 2011

To : Mayor and Councillors Tararua District Council

From : Mike Brown Manager Environmental Services

Subject : Proposed registration of Council properties

1. Purpose New Zealand Historic Places Trust (NZHPT) is proposing to registeer a number of Council properties and seeks Council’s views on the proposal.

2. Background An NZHPT register audit in 2004 identified a number of properties on the register as having deficient registrations, predominantly due to lack of supporting evidence for the registrations. These properties were removed from the register pending a proper assessment. This affected 23 properties in this district, with 38 remaining on the register.

Last year the Trust began, with Council’s support, a registration pproject in the Tararua District. The heritage assessmennt reports for the majority of the places included in the project have now been completed and the reports for the following Council properties indicate that they are each good candidates for registration.

Category I: • Pahiatua Town Bridge Category II • Pahiatua County Council Chambers • Sedcole Flagpole, Pahiatua • Kenneth Anderson Bayne Memorial, Pahiatua • Kaitawa Bridge • Museum (Former School), Eketahuna • Grandstand, Eketahuna. These properties were all previously registered, with the Town Briidge being elevated to a Category I structure.

Category I status is given to places of “special or outstanding historical or cultural heritage significance or value”, Category II status to places of “historical or cultural heritage significance or value”. Places may be significant because they possess aesthetic, archaeological, architectural, cultural, historical, scientific, social, spiritual, technological or traditional significance or value.

If the Council is in support of some, or all, of the proposed registrations, the Trust asks for confirmation and the proposals will then go to the next Board meeting for consideration. Alternatively, the proposals can be publicly notified, during which interested parties can make submissions.

A brief extract from each property report is attached as an appendix. Copies of each of the reports (each 25 – 30 pages) are available on request.

3. Effects of registration Registration: • is an information and advocacy tool – it is the established national means of identifying important heritage in a locality; • does not equal automatic protection; • does not directly create regulatory consequences or legal obligations on property owners; • can provide heritage funding opportunities; • does not directly create specific rights or control over property and • can lead to heritage properties being considered for inclusion in district plan heritage schedules. During the annual district plan update, new registrations are proposed for inclusion in the district plan. Category I properties become Category A in the district plan and Category II properties Category B. The effects of this are shown in the following table from the district plan:

Category A Category B Permitted Permitted Minor repairs Minor repairs

Discretionary Discretionary Modification; Removal or destruction where Removal, damage, modification or necessary to ensure health and safety of destruction. community

Prohibited Removal, damage or destruction

A discretionary activity requires a resource consent, with consultation with NZHPT. Council is also required to notify the NZHPT if a project information memorandum or building consent application is received for a registered property. This allows the NZHPT to offer conservation advice to property owners.

Report on Proposed Registration Of Council Properties Page 2 16 February 2011

The eventual listing of the Pahiatua Town Bridge in the district plan will prohibit its removal or destruction. Engineering Services advise that there is no intention to replace the structure in the foreseeable future, so this will not be an issue.

4. Council’s obligations As a regulatory authority, the “protection of historic heritage from inappropriate subdivision, use and development” is a matter of national importance that the Council is required to recognise and provide for under section 6 of the RMA. This is done through the district plan.

As a property owner, the Council previously recognised the heritage values of these properties and protected them under the first Tararua District Plan. Supporting the new registration will continue that recognition.

5. Significance assessment The registration of these structures is merely restoring them to the register where they were listed prior to 2004. The upgrading of the Pahiatua Town Bridge to a Category I structure will have no practical effect as the Council has no plans to replace the structure. The Council’s Significance Policy is therefore not triggered.

6. Recommendation That the Council advise the New Zealand Historic Places Trust that it supports all the proposed registrations.

Mike Brown Manager Environmental Services

Report on Proposed Registration Of Council Properties Page 3 16 February 2011

APPENDIX

Pahiatua Town Bridge. Constructed between 1931 and 1932, the Pahiatua Town Bridge is a striking bowstring arch bridge, built for the Pahiatua County Council in the midst of the Great Depression. This reinforced concrete bridge was the first in a series of similar structures from the period, marking a key developmental point in the building of this visually appealing bridge type. Pahiatua Town Bridge is a cherished landmark within its town because it is both an eye‐ catching and functional structure and one that provided vital access to Pahiatua’s railway station. This bridge’s outstanding significance stems from its important place within the history of bridge building and the use of reinforced concrete in New Zealand, as well as its association with the prominent and longstanding New Zealand firm, Fletcher Construction Company. The structure, constructed during the Great Depression, was a strong statement of perseverance and hope to the community, not only locally but also nationally, as signalled by Prime Minister Forbes at its opening.

The building has been assessed for, and found to possess aesthetic, historical, social, and technological significance or value.

Pahiatua County Council Chambers

Pahiatua County Council Chambers was completed in 1929 to a design by prominent architectural firm C. Tilleard Natusch and Sons, this masonry building is a contemporary interpretation of traditional civic architecture.

This place has considerable local significance as the base for the local governing body for 60 years, a council that was in existence for a century before amalgamation created the current district council. As such, many generations of local people have had some connection to the building. Pahiatua County Council Chambers also has importance because of its association with the prominent architectural firm of C. Tilleard Natusch and Sons and is typical of their work in this period of transition when Charles Tilleard Natusch was entering retirement.

This place has been assessed for and found to possess architectural, historical, and social significance or value.

Sedcole Flagpole

As a place directly associated with an important local family who were involved in the founding and development of Pahiatua, Sedcole Flagpole has local historical importance. It is also of value because its construction was a marker of the maturing of the town, coinciding with the creation of other civic institutions in Pahiatua. The social significance of Sedcole Flagpole is inherent in its function, which it maintained for most of the twentieth century, as a place for local people to commemorate or celebrate important events and occasions.

Report on Proposed Registration Of Council Properties Page 4 16 February 2011

This place has been assessed for and found to possess historical and social, spiritual significance or value

Kenneth Anderson Bayne Memorial

The Kenneth Anderson Bayne Memorial is a simple granite obelisk monument located in Pahiatua. Constructed in 1919 to commemorate the bravery of this well‐known ex‐ resident, the memorial is in one of Pahiatua’s distinctive Main Street squares. This high profile location was a perfect place for commemorative structures like that in honour of Kenneth Anderson Bayne. Bayne had only lived in the Pahiatua area for a short period prior to World War One. However, he was reputedly very popular and well known mainly because of his sporting achievements. Bayne died on the voyage home from World War One in late 1916 whilst trying to save a toddler who had fallen overboard. Bayne had been injured during the Gallipoli campaign and public sentiment lead to the construction of a memorial in his honour, which remains to this day despite controversial opposition from Pahiatua’s mayor only a few years after it was erected.

This place has been assessed for and found to possess historical and social significance or value

Kaitawa Bridge

Kaitawa Bridge has value as because its through truss design is not common and it is among a small group of remaining examples from its period and earlier. The fact that the structure has undergone few alterations is indicative that its representative design and materials are ideally suited to its circumstances, contributing to the significance of Kaitawa Bridge. The longevity of the structure and its integral importance to the everyday functioning and economy of the Kaitawa district since 1932 also mean that it has historical and social value locally. Kaitawa Bridge has further importance because of its association with the comprehensive bridge replacement programme of the local council from the late 1920s, which persevered despite the financial effect of important events in New Zealand history, like the Great Depression and the 1931 Hawke’s Bay earthquake.

This bridge has been assessed for and found to possess historical, social, and technological significance or value.

Museum (Former School) Eketahuna

Located in central Eketahuna, the Eketahuna School is a wooden building built in 1884 by the Wellington Education Board. The Eketahuna School is an example of a community school built in response to growing population and need in a rural settlement during the late nineteenth century. Continuing population growth meant that this school was also soon no longer large enough and in 1913 it was closed and converted to a manual training centre. During 1918, the building was used as a temporary hospital during the influenza epidemic. In 1928, the school that had been built to replace 16 Bengston Street burnt down and some of the children were sent back to the older facility to continue their education while another school was built.

Report on Proposed Registration Of Council Properties Page 5 16 February 2011

Since 1982/3, it has been used as the premises of the Eketahuna and Districts Early Settlers Museum, retaining its public function.

This place has been assessed for and found to possess cultural, historical and social significance or value.

Grandstand, Eketahuna

The Eketahuna Grandstand is a fine representation of a grandstand erected by a small provincial town in the early twentieth century. Records at the Alexander Turnbull Library show that the recreation reserve has been in place since around the time Eketahuna was formed. While it has been suggested that the grandstand was built at the time of the development of the rugby team in 1889, secondary evidence has suggested a later, 1913 date of construction.

This place has been assessed for and found to possess aesthetic, cultural, historical and social significance or value.

Report on Proposed Registration Of Council Properties Page 6 16 February 2011

Report

Date : 1 February 2011

To : Mayor and Councillors Tararua District Council

From : Mike Brown Manager Environmental Services

Subject : NZ Planning Institutte ‐ annual conference

The Institute’s annual conference is to be held in Wellington from 29 March to 1 April 2011. Generally, in the past a Council delegate has attended this conference, often, but not always, the Chair of the Tribunal and Hearings Committee.

A copy of the programme has been circuulated to all the Committee members.

The theme of this year’s conference is “Winds of Change” and will look at the changing nature of the planning environment, changes in policy, law, science, philosophy and practice.

The usual range of international keynote speakers as well as local speakers and workshops will provide plenty of food for thought.

Recommendation Council consider appointing a delegate to the NZPI Annual Conference in Wellington.

Mike Brown Manager Environmental Services

REPORT

Date : 15 February 2011

To : Mayor and Councillors Tararua District Council

From : Blair King Chief Executive

Subject: Triennial Agreement Manawatu-Wanganui Region

A triennial agreement between all the local authorities within the Manawatu-Wanganui Region is required to be in place.

This requirement is specified in section 15 of the Local Government Act 2002 and must be in place no later than 1 March after each triennial general election.

The purpose of such an agreement is to establish protocols for co-ordination and communication between local authorities.

Attached is a draft document (Appendix A) to replace the existing one. No changes are being proposed.

Recommendation

That Council approves the draft triennial agreement, for signing as appropriate by the Mayor on behalf of the Tararua District Council.

Blair King Chief Executive

Triennial Agreement

for the

Manawatu-Wanganui

Region

February 2011

MANAWATU-WANGANUI REGION

TRIENNIAL AGREEMENT

PURPOSE This Triennial Agreement (Agreement) is established under section 15 of the Local Government Act 2002 (LGA) (but also has relationships with sections 14, 16, 91(3) and 92(2)). The purpose of this Agreement is to give effect to the principles of local government through the establishment of protocols for communication and coordination between the local authorities of the Manawatu-Wanganui Region. The Agreement gives particular effect to the promotion of desired community and local authority outcomes and objectives in such a way as to achieve sustainable development and promote community well-being. The Agreement also establishes the process for consultation on proposals for new Regional Council activities.

The Agreement is effective from 1 March 2011 until such time as the Agreement is either amended by the agreement of all parties or is renewed following the 2013 local authority elections and before 1 March 2014.

PARTIES The signatories to this agreement are:

Principal Signatories: (those local authorities whose boundaries are completely or primarily encompassed within the Manawatu-Wanganui Region and who primarily identify with that Region).

1. Horizons Regional Council (Manawatu-Wanganui Regional Council) 2. Horowhenua District Council 3. Manawatu District Council 4. Palmerston North City Council 5. Rangitikei District Council 6. Ruapehu District Council 7. Tararua District Council 8. Wanganui District Council

Non-primary Signatories: (those local authorities whose boundaries bisect the Manawatu-Wanganui Region but whose principal identification is with another Region).

1. Taupo District Council 2. Waitomo District Council 3. Stratford District Council

This Triennial Agreement is binding on all local authorities of the Manawatu-Wanganui Region. It is recognised that for Non-primary Signatories, the degree of involvement in the actions required under "B. Communication and Coordination" and "D. Form" will be in proportion to the degree to which these parties are affected by decisions, issues, proposals or other matters, as determined by the Non-primary Signatories.

Triennial Agreement for the Manawatu-Wanganui Region 1 February 2011 C:\Users\jeremy\Desktop\New folder\Triennial Agreement Region 2011.doc AGREEMENT

A. General

Signatories to this Agreement agree to work together in good faith for the good governance of their localities and the Region.

Signatories to this Agreement recognise that:

• The communities within the Region are diverse and encompass a range of desired outcomes and objectives. • Collaboration and cooperation between local authorities of the Region can more effectively promote social, economic, environmental, and cultural well-being of communities in the Region. • Collaboration and cooperation between local authorities of the Region can bring efficiencies in terms of planning, administration costs and consideration of decision-making and consultation requirements, increases available resources and promotes cooperative approaches in taking strategic judgements about the allocation of resources. • Although collaboration and cooperation are outcomes that should be strived for, each local authority has the legislative mandate to govern their own area as appropriate.

B. Communication and Coordination

Signatories to this agreement will:

1. Hold a meeting of Mayors, regional Chairperson and their Chief Executive Officers every six months to review the performance of the Agreement as outlined under section D(1) of this Agreement; 2. Work together to develop a common process for identifying desired community outcomes in accordance with section 14(e) LGA; 3. Develop joint approaches to engaging government agencies and other organisations in accordance with section 91(3)(a) LGA; 4. Develop joint approaches for the monitoring, measuring and reporting on progress toward achieving common community outcomes in accordance with section 92(2) LGA; 5. Provide for early notification (through the appropriate Council or officer forum) of, and participation in, decisions that may affect other local authorities in the Region in accordance with the requirements of sections 77-89 LGA (decision- making and consultation). This will include distribution of draft documentation of major policy discussions and the development of consultation policies; 6. Apply a ‘no surprises’ policy whereby early notice will be given over disagreements between local authorities concerning policy or programmes before critical public announcements are made; 7. Use existing structures to pursue greater collaboration within the Region (refer to Appendix One); 8. Consider joint community consultation for issues affecting more than one authority.

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9. Provide opportunities for other local authorities, whether party to this agreement or not, to work jointly on the development of strategies and plans for the achievement of identified outcomes and priorities.

C. Proposals for New Regional Council Activities

1. New Activities New activities for Horizons Regional Council may be proposed either by the Regional Council itself or by one or more constituent territorial authorities when they see an opportunity for the Regional Council to pick up new activities. The process for consultation on proposals for such activities shall be as follows:

a. The affected parties agree to discuss the issues involved at one or more of the existing forums, and to provide early drafts of proposals to affected councils for early comment in accordance with the requirements of sections 77-89 LGA (decision-making and consultation).

b. The regional council will inform all territorial authorities within the Region of: – the nature of the activity proposed to be undertaken; – the scope of the proposal (including size, districts covered and why); and – the reasons for the proposal.

c. Territorial authorities will be given a reasonable period of time, but no less than 40 working days, to respond to any such proposal. The Regional Council agrees to fully consider any submissions and representations on the proposal made by territorial authorities within the Region.

d. Final decisions (including considerations leading to the specific decision) will be communicated to the next available Regional Chiefs’ meeting.

2. Significant New Activities proposed by Horizons Regional Council If the Regional Council or a regional council controlled organisation proposes to undertake a significant new activity, and these activities are already undertaken or proposed to be undertaken by one or more territorial authorities within the Region, section 16 of the Local Government Act will apply.

However, in the spirit of this agreement, the parties agree to an expanded consultation and communication process. The parties agree to discuss the issues involved at one or more of the existing forums, and to provide early drafts of proposals to affected councils for early comment in accordance with the requirements of sections 77-89 LGA (decision-making and consultation).

The parties also agree that prior to implementing the formal provisions of section 16 (2 and 3):

a. The regional council will inform all territorial authorities within the region of: – the nature of the activity proposed to be undertaken;

Triennial Agreement for the Manawatu-Wanganui Region 3 February 2011

– the scope of the proposal (including size, districts covered, and why); and – the reasons for the proposal.

b. Territorial authorities will be given a reasonable period of time, but no less than 40 working days, to respond to any such proposal. The regional council agrees to fully consider any submissions and representations on the proposal made by territorial authorities within the Region.

Should the mediation processes outlined in section 16(4) be initiated, the parties agree to the following process. If no agreement on a mediator is forthcoming a mediator will be appointed by the president of the Manawatu District Law Society. If mediation is unsuccessful, any of the local authorities affected may ask the Minister of Local Government to make a binding decision on the proposal. The cost of mediation will be met equally by the parties that have agreed to the mediation.

D. Form

Consultation in relation to this agreement will take one or more of the following forms:

1. A meeting of Mayors, regional Chairperson and their Chief Executive Officers will occur at least once every six months to review the performance of the agreement and discuss outstanding issues. This meeting will occur as part of the regular Regional Chiefs meetings and minutes of the review discussions will be distributed to each council within the Region. This does not preclude meetings being coordinated by councils on request. All public communications from these meetings shall be approved by all participants prior to their release.

2. Existing regional and sub-regional forums, such as Regional Chiefs meeting.

3. Meetings between Councils and meetings between staff as necessary to achieve communication and coordination on issues identified in the Agreement.

4. An annual report (July to June) provided to all interested local authority members within the region at the Regional Chiefs meeting scheduled during or about September each year.

E. Agreement to Review

The parties agree to review the terms of this Agreement within 40 working days of a request by one of the parties made in writing to the local authority with delegated responsibility to service the Agreement. Such a request will be accompanied by a Statement of Proposal including outcomes sought and reasons for the proposal, and engage all affected parties in consultation.

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F. Resolving Disagreement

In the event of a disagreement over the actions taken to give effect to this agreement that cannot be successfully resolved by affected parties, the parties agree to refer the issue of disagreement to mediation.

G. Servicing

Signatories agree that responsibility for servicing this agreement shall be carried out by Horizons Regional Council. Servicing involves:

• Providing those secretarial services required; and • Acting as a media and communications contact (including the provision of information to the public on request) in relation to matters covered in the Agreement on a case by case basis and in a format agreed by affected parties.

H. Statutory Requirements

This document is deemed to duly constitute fulfilment of section 15 of the Local Government Act 2002.

Section 15 of the Local Government Act 2002 requires that:

1. Not later than 1 March after each triennial general election of members, all local authorities within each Region must enter into an agreement containing protocols for communication and coordination among them during the period until the next triennial general election of members. 2. Each agreement must include a statement of the process for consultation on proposals for new regional council activities. 3. After the date specified in subsection (1), but before the next triennial general election of members, all local authorities within each region may meet and agree to amendments to the protocols. 4. An agreement remains in force until replaced by another agreement.

In addition, other sections of the Act also require collaboration:

Section 14(e)

1. A local authority should collaborate and cooperate with other local authorities and bodies as it considers appropriate to promote or achieve its priorities and desired outcomes, and make efficient use of resources.

Section 16 – (summarised)

1. If a Regional Council, or a regional council-controlled organisation, proposes to undertake a significant new activity, the regional council must advise all the territorial authorities within its region of the proposal, include it in the LTCCP, and go through mediation if agreement is not reached.

Triennial Agreement for the Manawatu-Wanganui Region 5 February 2011

Section 91(3)(a)

3. The local authority

(a) must, before finally deciding on that process, take steps— (i) to identify, so far as practicable, other organisations and groups capable of influencing either the identification or the promotion of community outcomes; and (ii) to secure, if practicable, the agreement of those organisations and groups to the process and to the relationship of the process to any existing and related plans.

Section 92(2)

2. The local authority must seek to secure the agreement of organisations and groups identified under section 91(3)(a) to the monitoring and reporting procedures, including the incorporation of any research, monitoring, or reporting undertaken by those organisations and groups.

AUTHORITY

This Agreement is signed by the following on behalf of their respective authorities.

Council Signature Horizons Regional Council Murray Guy Chairperson Date:

Horowhenua District Council Brendan Duffy Mayor Date: Manawatu District Council Ian McKelvie Mayor Date: Palmerston North City Council Jono Naylor Mayor Date: Rangitikei District Council Chalky Leary Mayor Date: Ruapehu District Council Sue Morris Mayor Date: Stratford District Council Neil Volzke Mayor Date:

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Council Signature Tararua District Council Roly Ellis Mayor Date: Taupo District Council Rick Cooper Mayor Date: Waitomo District Council Brian Hanna Mayor Date: Wanganui District Council Annette Main Mayor Date:

Triennial Agreement for the Manawatu-Wanganui Region 7 February 2011

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APPENDIX ONE

Existing structures that promote communication and collaboration include, but are not limited to:

Forum Members Comments Regional Chiefs Horizons RC Horowhenua DC Manawatu DC Palmerston North CC Rangitikei DC Ruapehu DC Tararua DC Wanganui DC

SOLGM – Society of Local Government Managers LAPRN Local Public Relations/ Authorities Public Communications Relations Network practitioners from Manawatu- Wanganui Region Planners from local COGS meetings coordinate with authorities in Manawatu- Regional Chiefs meeting dates. Wanganui Region Meeting of revenue and rating managers from Manawatu-Wanganui Region Meeting of electoral officers from Councils in this Region Ingenium, the http://www.ingenium.org.nz/ Association of Local Government Engineers New Zealand Civil Defence and Emergency Management Group ALGIM – Association of Mission is to provide leadership to Local Government Local Government in Information Information Management and Information Management Processes. http://www.algim.org.nz/ MW LASS Ltd – Horizons RC Manawatu-Wanganui Horowhenua DC Local Authority Shared Manawatu DC Services Limited Rangitikei DC Ruapehu DC Tararua DC Wanganui DC

Triennial Agreement for the Manawatu-Wanganui Region 9 February 2011

Forum Members Comments Manawatu District and Manawatu DC Palmerston North City Palmerston North CC Joint Strategic Planning Committee ICMA – International ICMA’s Mission is to create City/County Managers’ excellence in local governance by Association developing and fostering professional local government management worldwide

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Report

Date : 16 February 2011

To : Mayor & Councillors Tararua District Council

From : Blair King Chief Executive

Subject : Council Lease Pro-forma Documents

1. Purpose

For Council to consider adopting the attached new lease documments that will apply to Council owned or managed properties leased to third parties.

2. Background

Throughout the district, third paarties occupy Council owned land or properties under individual lease agreements. As part of improving our asset management, and to ensure each party is clear on the terms of the lease, a local legal provider, Dorrington Poole was engaged to update these base lease documents.

There are three base lease documents, sharing common terms depending on the relative value of the lease, and likely use of the land -

1. Land leases with an annual rental below $2,000. 2. Land leases with an annual rental over $2,000. 3. Leases for land bounding the aerodrome.

3. Key Differences in the New Pro-forma Documents

The new draft leases address issues that have been the subject of differences of opinion between Council and the lessee, to help both parties meet their obligations:

• Any renewal of the lease is at Council’s sole discretion, reemoving the ability of lessees to claim that a renewal should be granted regardless of Council’s intended use of the land. • The three month notice period has been modified to make itt clear that either party can exit on three months’ notice, without liability to the other party, except for any prior breach of the terms and conditions of the lease. • Council has the ability to do exploratory work including testing of soil, surveying or any such evaluations as off right, if it foresees another use of the land and wishes to confirm it is suitable.

The reason for the three draft documents is that for some sections of land:

1. The revenue and administration is minimal, and the intended lessee use is passive or low impact. For this type of lease, the annual rental would be assessed as a percentage of the rating valuation, adjusted to reflect the annual costs of any rates payable. Under some of the present leases, the lessee is responsible for these, on top of their annual rental. If the land has a category for which there is no rateable value, then the annual rental would be set by agreement except where no agreement is reached, then this would be through an external valuation. 2. If the expected lease is over $2,000 annually, then the value would be determined by valuation. 3. There is a separate category for land around the aerodrome where crops are usually planted and harvested by the lessee, that has to be done in a way that avoids creating conflict with aircraft. There is also the possibility that Council in the future may determine it is feasible to ground irrigate the treated discharge of the Dannevirke Wastewater Treatment Plant, rather than discharge to water over summer when the river is at a level where phosphorus discharge is not permitted.

It is intended that these pro-forma leases will be modified as applicable before being granted for each specific site, depending on the intended use, duration, and likely interest or value in the land.

One change that would occur in the cover document is ensuring the lease is “plus GST” rather than being “GST inclusive” to reflect that changes in GST that occur.

4. Significance Assessment

Leasing of land is considered a normal function of councils, so approval of the templates controlling these lease documents would not trigger Council’s Significance Policy.

5. Recommendation

That the Council approves the use and modification of the appropriate three draft lease templates prepared by Dorrington Poole of 25 January 2011, in leases that are granted under delegated authority for lands managed or owned by the Council.

Blair King Chief Executive

Report on Council Lease Pro-forma Documents Page 2 16 February 2011

Report

Date : 14 February 2011

To : Mayor and Councillors Tararua District Council

From : Garry McGraw Manager Asset Management Planning

Subject : Hydrant Flushing and Meter Reading Changes

1. Purpose of the Report

1.1 The purpose of this report is to update Council on what is planned with respect to hydrant flushing and water meter readings following requests from the Council meeting of the 23 January 2011 .

2. Background

2.1 Water Write‐offs In the last two years, Councillors have been asked to consider water write‐off requests from various residents or business owners as a result of receeiving large invoices attributed to leaks on their side of the meter. Whilst the total sum written off is relatively low annually, it is noted that the ccosts of operating the water sysstems, are allocated based on total costs of water services for the year. Hence any leaks on the residents side both add to our usage statistics, and can unfairly spread the costs to those who actively manage their water usage.

2.2 These reports are brought to Council as the Chief Executive has authority to only remit half. Although some residents agree with this approach, others seek remittance of the full amount. Whilst a decision is sought on waiving of these charges, the numbers continue to show as unrecovered debt on Council’s accounts.

2.3 The current system is that the meters are read three monthly, with accounts sent out usually in the month following annalysis of the readings. However, the time delay between the reading and the accouunt being sent, is often more than one month, due to the fact that the meters require manual reading and then submitting by our contractor.

2.4 Hydrant flushing On the hydrant flushing, water quality and taste complaints from ressidents are recorded more commonly over summer, or when there has been a period of intense rainfall leading to turbid water in the water intakes.

With the exception of Woodville, there is less than 24 hours treated storage available to the communities supplied, meaning hydrants are usually flushed on a request basis by our Utilities team, when the weather warms up, to conserve water. In periods of higher river flows, Infracon then periodically test each hydrant, so that over a year, all hydrants have been tested.

3. Improvements to Programme

3.1 Meters and leaks We are investigating the best form of electronic meter to be placed on our ‘extra‐ ordinary’ connections that are high users. These meters have the ability to have a GSM Simcard installed and then email or text at any cycle eg, daily, weekly, monthly the water flow through the meter with the reading taken at any period eg 5 minutes, 30 minutes, hourly, etc. The advantages of this method of data collection allows leaks to be found as they happen and the system can send the same data to the water user informing them of any change in flow. This will pickup flow during night or any other period of low use and hence show leaks on the property very quickly which will help Council assist the user in managing their supply in a more sustainable way.

3.2 This will give Council a system to ensure that accounts are sent out on a regular basis for example monthly, instead of the current three monthly basis plus the processing time.

3.3 As the meter account will have a location diagram/photo to allow the user to easily identify and find their particular meter. The GSM simcard will also be able to send location coordinates to say for instance ‘Google Earth’ and show location.

3.4 The meter account will have a blank meter reading space where the user can record the actual reading from the meter along with date and time for sending back to Council. Also there will be a ‘what to look for’ in terms of a leaking meter, leaking manifold, stuck meter (is the spindle moving).

3.5 Hydrants The new reticulation contract will have as a task the flushing of hydrants as a water quality maintenance task.

3.6 The contract will have scheduled by criticality the Key Hydrants and the timing/frequency that they will be flushed. The current contract has a simple clause asking for hydrants to be checked and are in working order and for mains cleaning to occur.

3.7 There will be a standard monthly operational flushing schedule as this also serves to check and confirm that the hydrants are working correctly and to maintain water quality in the system.

3.8 There will also be those hydrants to flush when there is a drop in water quality. For example, during winter there are low flows in the reticulation and sediment stabilises in the pipework and with the onset of spring and more use/flow this sediment can dislodge and appear to users. Therefore a post winter flush will be different than the normal day to day programme.

Report on Hydrant Flushing and Meter Reading Changes Page 2

3.9 There will be a requirement in the contract for the contractor to be more proactive in maintaining the water quality in the pipe‐system by doing regular testing and by following the approved flushing regime explicity.

Recommendation

That the Council consider and accept this report as an update to the management of water meters and water quality in the pipe‐work through a proactive flushing program.

Garry McGraw Manager Asset Management Planning

Report on Hydrant Flushing and Meter Reading Changes Page 3

Report

Date 17 February 2011

To Mayor And Councillors Tararua Disttrict Council

From Garry McGraaw Manager Asset Management Planning

Subjectt Woodville Water Supply Treatment Optionns

1. Reason for the Report The purpose of this report is to advise Council of the options for improving treatment at the Woodville WTP to resolve issues with -

• Taste and odour • Security of supply • Water grading

2. Background

CCouncil gained a consent variation in 2009 to take water from the Managapapa at the following levels:

Flow in stream at Maximumm abstraction rate Residual downstream Troup Road flow required <24 L/s 0 n/a 24-100 L/s 1,296m3/day(15L/s) 24L/s 101-125 L/s 1,728m3/day(20L/s) 24L/s 126-170 L/s 2,160m3/day(25L/s) 24L/s >170 L/s 2,940m3/day(34L/s) 24L/s

Once the flow drops below 24 litres/second, the consent requires total shutoff of the intake valve located at the stream. There is a compounding factor in that five farms exist on this intake line, which consume water before it reacches either the impounded supply dam, or the treatment plant. Research into what historical supply agreements exist is underway, however, compliance with consent is a legislative requirement, which ranks above civil matters of supply and easements.

On a daily basis, Woodville township consumes 1,600 m3, which requires the treatment plant to process and store an average of 20 litres/second. As the water quality deteriorates, the ammount of water processed and stored reduces significantly. For example, clear stream water may require little backwashing of filters, whilst water over 10 turbbidity units (NTU’s) may use 50% of the water treated.

As a means of complying with the consent, there is an 80,000m3 dam, which enables us to harvest water on an ongoing basis when flows in the stream are suitable. As stream levels drop, or the farms consume more water from the stream than the treatment plant rrequires, we “buffer” the supply needs between stream intake and that from the dam to match treated water demand requirements.

This dam lies below the treatment plant, but the line between the intake gallery and the treatment plant is gravity. If the dam is used, the water requires pumping to the treatment plant.

On a daily basis, this means raw water is either flowing into or out of the dam, depending on both the level with the treated water reservoirs, and the intake source being used.

Since mid-December 2010, the Horizons gauging station by Troup Road recorded low flows in the Mangapapa Stream, which meant restrictions on the intake flow. The impounded supply was nearly full having been harvested over the winter months. In the Christmas-New Year period, through to early January, the weather was unusually hot and humid for major parts of the country. This resulted in the stored water “stratifying” leading to hotter water on the surface, and cooler water in layers below. The combination of hot weather and nutrients from ducks allowed an algal growth to rapidly spread through the dam.

By 17 January, the stream had dropped to 15 litres/sec, meaning the intake gallery required closing, and the town was required to rely on the impounded supply as the only raw water source. This resulted in a taste and odour issue, with significant media interest.

Total hosing bans were imposed on Tuesday, 18 January.

2.1 Interim steps following residents complaints on raw water sourced from dam

On-going discussions with Horizons Regional Council and Mid Central Health’s Drinking Water Expert resulted in the stream intake being partially opened, with this water blended with the dam water. Infracon also installed an aerator in the dam to improve oxygen levels and to stop any stratification. This slows down deterioration of the water quality under adverse water conditions.

An ultrasonic device has also been installed, to help breakdown the algal bloom structure which is the source of the musty odour in the water.

During the Council meeting of 26 January, as part of a discussion on district water supply and quality of treatment, it was noted Woodville would not rank highly in the Ministry of Health’s latest drinking water subsidy scheme.

A number of conservation and restrictions have been put in place in Woodville to reduce the non-essential water demand and allow the water treatment plant to operate at a lower rate. These restrictions have included a total hosing ban, restricted hand-held hosing on odds and evens days and then restricted to hand- held hoses. These measures and the support from the community were successful in reducing the demand and flow through the plant.

2.2 What did our Long Term Council Community Plan (LTCCP) state we would do

The 2009-2019 LTCCP stated that Council would improve the Woodville Water Supply to “C” grade in the 2010/2011 year with a budget of $200,000. It also noted Council would recruit an in-house water treatment plant operations team, to improve reporting and day-to-day management of these plants given their age and high levels of assessed risks. This decision aligned with the Asset Management Plan adopted in 2010:

Report on Woodville Water Supply Treatment Options Page 2 17 February 2011

All water supplies will need significant capital investment to meet the 2005 Drinking Water Standards. These standards are currently being reviewed by government. Full compliance work will only proceed if subsidised by central government. Council has budgeted for $0.2 million (in 2009/10 dollars) in 2010/11 for a water treatment plant upgrade in Woodville. Council also agreed that in 2012 they would undertake a Community Consultation process on the Level of Service as relates to the delivered water quality and the cost of improving the quality.

This improvement in grading (or reduction in risk) would require pre-treatment and UV. Achieving Protozoa compliance with the Drinking Water Standards (2008), would require more than the budgeted $200,000, which is why Council is presented with options to make an informed decision on possible staging of work.

3. Options to move from E Grade to C Grade

Included in all the options is the requirement for the farm connections above the plant to be either disconnected or, as a minimum, have appropriate backflow prevention devices installed which would require the farms to have onsite storage due to the loss of pressure through the device.

1. Install a pre-treatment process (Clarifier) and associated analysers, chemical dosing system along with carbon dosing and UV disinfection. This will improve both the water quality with regards to the Drinking Water Standards and also deal with the taste and odour issues. This option requires the construction of a clarifier tank, chemical dosing system applying chemicals such as aluminium sulphate (Alum), poly- aluminium chloride (PACL), calcium carbonate (lime) etc, and UV disinfection. Capital costs for the complete option are approximately $475,000 but these depend on the amount of auxiliary systems required as scheduled below; this also includes the carbon and UV systems as a complete project. The annual operating costs are approximately $65,000. CAPEX Costs

Item Rough Value P&G $15,000.00 Pumps etc $30,000.00 Clairfyer & Flash Mixer $150,000.00 Lime Dosing $10,000.00 PACL Dosing $15,000.00 Poly Dosing $15,000.00 Carbon system $40,000.00 Instrumentation $20,000.00 Pipework $30,000.00 Electrical & Control $50,000.00 UV $50,000.00 Civil $30,000.00 Backwash Recycle $20,000.00 Total $475,000.00

Report on Woodville Water Supply Treatment Options Page 3 17 February 2011

2. Install a carbon dosing, Kinetico media filters with Auto valves and UV disinfection, at an approximate cost of $1.8million and an approximate annual operating cost of approximattely $60,000. This work would rreplace all the existing infrastructure at the plant except for the chlorine system.

3. Install a pre-treatment process (Clarifier), Membrane Filtration carbon dosing and UV disinfection unit at an approximate cost of $3million with an annual operating cost of approximately $100,000 and a 10 yearly Membrane replacement of $500,000. This work would replace alll the existing infrastructure at the plant except for the chlorine system.

4. Options for Improving the Aesthetics of the Water (taste aand odour)

1. Install a carbon dosing system This effectively removes the taste and odour aesthetic issues.. This involves the mixing of powdered carbon and water in a tank and then injecting into the raw water line prior to the filters.

The dosed water then passes through the filters where the carbon particles which have absorbed the taste and odour components are taken out and the filtered water passed through to the storages.

This is a low cost solution but requires the filters to be bacckwashed more often due to the loading of carbon on to the filters using moore clear water. This can be recycled back to the dam by gravity and reused either directly or via small evaporation ponds.

The system can be turned off and on as required therefore reducing carbon use and power costs.

Capital costs for a carbon dosing system are approximately $60,000 and the annual operating costs are approximately $14,000.

2. The addition of an ultraviolet package to the carbon system to add a higher level of disinfection To add a (UV) disinfection package between the filters and the storages would further reduce the health risks of contamination of the system. This would also allow the chlorine dose rate to be reduced to account for a reticulation residual only which means chemical costs woulld be reduced. This unit can also be turned off during months when there is no taste and odour issues in the supply. Also maintenance is easier for the operators for a system that is dosing into the system as compared to a filter that is part of the process. Carbon dosing is both the preferred and recommended carbon option from our water treatment specialists

Report on Woodville Water Supply Treatment Options Page 4 17 February 2011

Capital Costs for a UV package are approximately $50,000 and the annual operating costs are approximmately $300 plus the replacemeent of the UV tubes.

3. Install a Carbon Filtration System This effectively removes the taste and odour aesthetic issues.

This option involves installing a filter tank containing ‘Granular Activated Carbon’ after the filters and before the storages.

The process of passing the filtered water through this chunky carbon has a similar effect of removing the taste and odour component as per option 1 but has no residual waste.

This process has a higher build cost and requires the water to be pumped through the filter; also, depenndent upon use, the Granular Carbon requires replacing. There is also no UV disinfection in this option as the carbon filter is housed in that location. This filter also requires backwashing which will create a similar amount of backwashh water as the main filters.

Capital costs for a carbon filtration system are approximatelyy $190,000 and the annual operating costs are approximately $20,000 depeendent on the renewal rate required for the granulated carbon.

Report on Woodville Water Supply Treatment Options Page 5 17 February 2011

5. What Combination of the Above Options is Recommended and Why

Construction of the carbon filter system and UV will achieve the best value for the community at this time by addressing the taste and odour issues and giving a reduction in potential health risks.

The modular approach selected enables Council as funding permits to complete upgrades to ‘C’ grade compliance. This allows for the adding of modules in the following years eg, Clarifier and Kinetico Filters. The addition of a carbon dosing system is preferred against a carbon filter for the following reasons:

1. Capital cost is lower.

2. Power costs are lower.

3. Dose rates can be adjusted to suit incoming raw water quality therefore reducing usage of chemicals.

4. Carbon filters require backwashing in a similar fashion to the sand filters which will add to the amount of water run to waste during the summer.

If $200,000 is used to fund the work then there is no net effect on the debt of Council. The operating costs will increase by approximately $14,000 per year. It equates to an increase in treatment expenses of approximately 4% for the district wide treatment cost.

The net effect on the urban water rate of $2.54million is a 0.5% increase and does not include those on a metered supply, therefore the overall effect will be less.

6. Discussion on Ranking of Works Relative to other Water Schemes in District

6.1 Woodville The recommended option of installing the Carbon filter plant and UV can be funded without triggering a significant amendment to the Long Term Plan, and could be completed this financial year. It is unlikely a subsidy application for a more extensive upgrade would succeed given Woodville has levels of filtration and 24 hours treated water storage, which exceeds that offered to other communities.

6.2 Dannevirke A separate report is in the agenda on the proposed 120,000m3 raw water impounded supply. The costs to construct, line and provide power has grown to exceed the budget approved, which is to be expected after significant increases to the complexity of this project. This increase, if approved, would require some loan-funding. Whether this would trigger a significant amendment to the Long Term Plan is being discussed with our Auditors on 24 February.

6.3 Eketahuna We are currently working through a Public Health Risk Management Plan and Ministry of Health Capital Assistance Programme (CAP) application for Eketahuna due to the level of risk and very low quality of treatment there. This recognises that out of the community supplies eligible for the $10million fund, due to its population, Deprivation Index, and low level of treatment, Eketahuna has the best chance of attracting funding. If the CAP application is successful, this will achieve a ‘C’ grade water supply for Eketahuna.

Report on Woodville Water Supply Treatment Options Page 6 17 February 2011

6.4 Pahiatua Three of the four landowners affected by the pipeline route have signed, the one remaining seeks concessions that are out of step with agreements entered into under good faith. Staff are reconsidering the option of the highway alignment to deliver this upgrade, compared to the legal costs and timeline required under the Public Works Act. An update on this will be given at the meeting. Once complete and along with the new in-house water treatment team this will significantly reduce Pahiatua’s risk ranking in the Ministry of Health priority cases for subsidy.

7. Recommendation

That the Council approves the installation of a carbon filter system and UV using the funding approved within the 2009-19 Long Term Council Community Plan as stage 1 of an upgrade to the treatment of the Woodville Water Supply, and

That staff complete the applications and processes to apply to the 2012 funding round of the Ministry of Health’s ‘Drinking-Water Subsidy Scheme’ for the balance of the work required to achieve ‘C’ grade drinking-water, and

That the Council’s Chief Executive report back on the original supply agreements that exist with the farms on the raw water line, and the discussions with these farm owners on alternative supply options to ensure compliance with the consent and backflow prevention that will be installed if they remain connected.

Garry McGraw Manager Asset Management Planning

Blair King Chief Executive

Report on Woodville Water Supply Treatment Options Page 7 17 February 2011

Report

Date 16 February 2011

To Mayor & Councillors Tararua District Council

From Blair King Chief Executive

Subject Staff Report to Council for the meeting to be heeld on 24 February 2011

1. Purpose This report is to update Councillors on key projects and items of interest for the period from 19 January 2011 to 16 February 2011.

2. Key Points

2.1 Woodville Water

By the end of January, a combination of water restrictions by residents, higher river flows recorded in the Mangapapa, cooler weather and 9 days of intensive operation of the plant, the water quality retturned to what is usual for Woodville. However, due to a series of repeated requests from a small number of residenttss, a 750 litre trailer mounted tank was purchased and filled with water from the Dannevirke supply for Woodville residents to use if they sought. It is evident in comparing the resulting media coverage, with the low day-to-day volumes taken from this trailer, that some residents strongly support a major upgrade of the supply assets.

As seen in the Woodville Water agenda item for this meeting, there is a recommendation to stage works ffor both –

• aesthetics (being taste and odour), and

• health or security (being the risk that our treatment plant has sufficient water to treat, with this treatment providing adequate barriers to suspected risks in the raw water).

Some of these improvements are already underway as they apply to all our supplies, for example linking electronic data from Horizons river flow stations with our intake control valves to ensure automatic compliance with consents. There are ripple effects however. Using the example of where farmers are on these raw water lines who have no storage or backflow preventation, if the intake valve aautomatically shuts off in low flow conditions, what tthey see as their primary water ssource is suddenly dry. It is not as simple as supplying water back via the line to the impounded supply, as these are gravity-fed, so to supply water would require pumpingg. Further work on aligning use with original easement or supply agreements is underway.

2.2 Infracon Changes

The Mayor and I were advised of significant changes that have occurred in Infracon relating to both the Board and Executive. Long serving Chairman – Mr Bob Trotter, and Chief Executive – Mr Gordon Tripp, have both stepped down. Brett Davies has taken over as Chairman, and the Board appointed Stanton Hardgrave as Chief Executive.

These changes coincide with changes and promotions in the executive team, and planned review of equipment and resources used to service key clients including Council. The Mayor and I have full confidence in Stanton and Brett’s ability to deliver these changes, and continue to increase the value and reputation of Infracon.

There will be a formal function to thank both Bob and Gordon communicated to Councillors and staff that have had key contacts with them over their lengthy service to the district.

Peter Wimsett and I have also been working through the enhanced Statement of Intent applying to Infracon which will be on this month’s agenda. Subject to Council endorsing the format, this will then be amended to apply to Tararua Forestry Limited, and then an umbrella version for TDC Holdings Limited.

2.3 Rating Review

With the impending loss of our very competent Chief Financial Officer, we have engaged Malcolm Thomas to progress the Rating Review. Malcolm is writing a draft Statement of Proposal aligning with the results of the two workshops that discussed this in late 2010, for consideration by Councillors in March 2011. It is still intended that this will be released for consultation within the Draft 2011-12 Annual Plan process.

2.4 Personnel

Communications & Marketing Manager Twenty-nine applications have been received for the above position, from a very high calibre of applicants. Shortlisting is currently being undertaken with interviews planned shortly.

Chief Financial Officer It is with regret that Council has accepted the resignation of Janina Mitchell. Although Janina has enjoyed her time with us she is missing her family in Tauranga and Auckland. Janina has agreed to stay and assist with the Draft Annual Plan.

Strategic Analyst It is also with regret that we have accepted the resignation of Keryn Barlow who has decided to return to Wellington and intends to continue her university studies with a Masterate in Criminology.

The Chief Financial Officer and Records & Information Administrator roles are currently being advertised with a closing date of 4 March 2011.

Staff Report to Council Meeting – 24 February 2011 Page 2 16 February 2011

Part 2 – Activity Reports

Asset Management

3. Roading

3.1 Contracts Let or Major Variations

Contract C06/10 Pavement Rehabilitation Northern

Following and open tender process, this contract has been awarded to Infracon for the value of $ 404,918.33

Contract C07/10 Pavement Rehabilitation Southern

Following and open tender process, this contract has been awarded to Infracon for the value of $ 691,163.17

3.2 Contracts Advertised

Contract C06/10 Pavement Rehabilitation Northern and Contract C07/10 Pavement Rehabilitation Southern

Tenders for both of these contracts closed on 17 December 2010. Currently evaluations are being undertaken using staff and an independent reviewer.

3.3 Road Maintenance Contract

Network Weather conditions have been variable, this has not caused any Condition major delays with continued Road Maintenance Unsealed Work has commenced on Heavy Metal Overlays in both Northern Pavements and Southern areas. Infracon has forwarded works programmes to indicate that they have the capability to undertake further Heavy Metal Overlays to work in conjunction with the Pavement Rehabilitation Contracts, which they have recently been awarded. Sealed Digouts and Grader Laid hot mix being placed. Pavement Drainage Watertabling has continued as well as planning to complete High Lip removal on proposed roads planned for Heavy Metal Overlays/ Vegetation Infracon has continued using two mowers to keep up with roadside Control mowing. Emergency Repairs will now focus upon repairing the smaller damaged road Works sections. Financial Slightly under-spent in the area of Unsealed Road Maintenance, mainly around Heavy Metal Overlays. This will adjust with the main emphasis for the next couple of months to complete all these activities. Contractor As this contract has now been in place for just over 6 months Performance Infracon continue to gain strength and knowledge using RAMM Contractor. This is assisting with more efficient planning of work being undertaken as well as future work.

Staff Report to Council Meeting – 24 February 2011 Page 3 16 February 2011

3.4 Heavy Metal Overlays

Heavy Metal Overlays are being used on unsealed roads, whiich have had their metal depths reduced by wind/traffic and grading frequency.

Sections of the road pavement are measured to determine the depth of metal required to be placed and compacted over the existing surface. The majority of pavements generally require about a 100-150 mm depth to be placed. Currently Infracon is working on the following roads:

Kopikopiko Road 6.00km- 7.22 km:

Shoulder and drainage work has been undertaken on Kopikopiko and approximately 50% of overlay is complete.

Old Main Road 0.92km- 1.487 km:

Staff Report to Council Meeting – 24 February 2011 Page 4 16 February 2011

3.5 Resealing Contract

Johnstone and Masters have completed the seal designs and are planning to commence work on Monday 14 February and will work to complete all reseals by 30 March 2011.

3.6 Pavement Rehabilitation Contracts

Contracts 03/09 & 04/09 (2009 Pavement Rehab – North & South)

Infracon and Fulton Hogan have now both completed all of the carry over sites.

3.6.1 Contract 03/09 (Infracon)

Extra Sites:

Road % Complete Tororua Road 100 Bartons Line (E-88) 100 Glenora Road (A-35) 100 Rangitoto Road (N-27) 100 Donghi Road (N-13) 100

Carry Over Sites:

Road % Complete Waitahora Road (10.518 – 11.998) 100

3.6.2 Contract 04/09 (Fulton Hogan)

Carry Over Sites:

Road % Complete Range Road (0.135 – 0.360) 100 Range Road (0.692 – 1.072) 100 Range Road (1.479 – 1.759) 100 Priest Road (0.020 – 0.680) 100

3.6.3 Contracts 06/10 & 07/10 (2010 Pavement Rehab - South & North)

Infracon have now started on the 2010 Pavement Rehab contract with Weber and Otope Road being the first sites.

Contract 07/10

Road RP % Complete Hamua-Hukanui Road 1.209 - 1.789 0 Harris Road 1.631 - 1.931 0 Otawhao Road 7.305 - 7.445 0 Pa Valley Road 0.021 - 0.721 0 Pahiatua-Pongaroa Road 40.811 - 41.261 0 Pahiatua-Pongaroa Road 42.738 - 42.888 0 Pahiatua-Pongaroa Road 43.218 - 43.558 0 Potter Road 0.537 - 0.839 0

Staff Report to Council Meeting – 24 February 2011 Page 5 16 February 2011

Contract 06/10

Road RP % Complete Donghi Road 0.200 - 0.461 0 Garfield Road 2.720 - 3.067 0 Maharahara Road 1.096 - 1.276 0 Maharahara Road 1.500 - 1.648 0 Maharahara Road 2.100 - 2.839 0 Maharahara Road 3.005 - 3.26 0 Otope Road 2.500 - 3.21 20 Piripiri Road 0.015 - 0.400 0 Piripiri Road 0.700 - 0.964 0 Te Ohu Road 0.103 - 0.203 0 Tipapakuku Road 1.576 - 1.997 0 Umutaoroa Road 0.100 - 0.530 0 Umutaoroa Road 2.132 - 2.333 0 Weber Road 6.184 - 6.844 10

3.7 Bridging Contracts

Work has continued on Bridge ppainting. Bridge Painting has been undertaken on both structural and handrail components. Additionally, Morris & Bailey have continued work on structural mainntenance repairs.

3.7.1 Bridge E-40 on Parkville Rd ,Eketahuna

This bridge has been hit by at least two heavy vehicles recently. To prevent new damage and to help vehicles approach this bridge a kerb/gguardrail has been installed plus the roadmakings moved to provide a wider approach.

Staff Report to Council Meeting – 24 February 2011 Page 6 16 February 2011

3.7.2 Bridge N-18 , Pirimau Rd.

New kerbing and a slight reducction in the guardrail to guardrail width has been completed to allow this bridge to retain a Class 1 rating. This prevents eccentric loading, i.e. forces closer to centreline traffic.

3.8 Heavy Vegetation Contract

Hopkins Roadside Trimming has commenced mowing in the Makuri Gorge area, one of the selective areas throughout the district that require the vegetation to be cut back.

3.9 Chemical Vegetation Control

Hayes Spraying has undertaken spraying of urban areas, rural watertables and noxious weeds as the weather conditions have been suited.

3.10 Street Cleaning Contract

Daily and weekly street cleaning has continued. The next major item of works for Street Cleaning will be sump cleaning, which is planned to commence later this month.

3.11 Urban Mowing

Kai Mahi Trust is attempting to keep up with rapid growth. Aftter prompting, both Pahiatua and Eketahuna have been completed over this past weekend and are both looking tidy. Comments have been received from the public over the spraying of verges by the contractor and these have been conveyed to the contractor in the event that re-sewing of grassed areas may be required.

3.12 Pavement Remarking

NZ Roadmarking Services, Palmerston North, has completed approximately 80% of the District Pavement Remarking contract.

3.13 Street Light Maintenance

Continuing, with no issues.

Staff Report to Council Meeting – 24 February 2011 Page 7 16 February 2011

3.14 Minor Improvement Works

3.14.1 Contract C03/10 Minor Improvements Makomako Road

NZ Roadmakers Ltd. has now completed approximately 80% of the job. The basecourse has been laid and graded through the new section off road. Once the tie in points at each end have been ccut, the traffic will be moved across to the new road.

Looking North Lookinng South

4. Emergency Event September 2010

4.1 Tutaekara Road RP 5.17

Lift pegs have been set out and Infracon now has the basecourse material laid and graded. There was slight settle recorded in the fill section as predicted. Sealing should take place early next weeek.

Staff Report to Council Meeting – 24 February 2011 Page 8 16 February 2011 Asset Management Planning

5. Water Issues

The Asset Manager and the Water team have held a meeting with Peter Wood (Health Protection Officer) to discuss the new Drinking Water Assistance Programme (DWAP) Scheme. DHB has announced their new DWAP facilitator (Hiramoa Paurini) and who will visit Council on 21 February.

The Asset Manager has been assisting the water team with the issues at Woodville and has held a meeting with Horizons Regional Council staff to work through the problems and solutions so that everyone is informed. We have also agreed on moving forward in connecting Horizons River Gauges to our SCADA system which will give us far better control during low flows. Horizons has major concerns regarding the farms connected to the Woodville supply between the intake and the plant and believe that if we wish to service them they should be fed from the dam.

The Asset Manager has engaged Opus (Jim Graham) to assist in updating our PHRMP and Catchment Assessment for Eketahuna in preparation for completing a subsidy application.

The Asset Manager is meeting with Hawke’s Bay Regional Council and a company trialing an Australian GSM water meter logger that may be the instrument to suit our farm and major users connections.

Horizons is very keen for Tararua District Council to continue to rationalise all farm non-human water supplies to one connection per property and only if essential.

6. Wastewater

The Asset Manager has engaged Aquanet Consulting (Olivier Ausseil) to assist with a technical report required by Horizons for the Woodville Consent renewal.

As the new pump station and pipeline is now commissioned the Asset Manager has advised Horizons that we are relinquishing the Imhoff Tank Consent as it is no longer required. Horizons has also been advised that there is no opportunity to partner with the Eketahuna Golf Club for any form of land disposal as was suggested in the original Consent renewal application. The Asset Manager is currently working with Horizons to develop a much more economic and effective application before it is sent out to the submitters for consultation. This will require some consultancy work by Opus.

Horizons has requested a further information update on the Pahiatua Consent renewal in terms of progress since 2008 as agreed.

7. Transport

The New Zealand Transport Association (NZTA) has released a “State Highway Classification” consultation document with submissions required by 31 March 2010. Of most interest is that SH2 – SH57, Hastings to Levin, is scheduled as a National Strategic Route. This obviously includes the Manawatu Gorge which is not capable of carrying the overweight or over dimension vehicles and may therefore put the spotlight on the Saddle Road.

The draft version of the “National Code of Practice for Utilities Access to the Transport Corridors” has been released for consultation and submissions are due by 11 March 2011. Our regional neighbours are being contacted to discuss the merits of a joint submission.

Staff Report to Council Meeting – 24 February 2011 Page 9 16 February 2011

Utilities

8. Water

8.1 District Wide

Water restrictions have now been lifted to hand-held hosing on odd and even alternative days between 6.00pm and 9.00pm. Recent rain has raised the river flows to a manageable level. The hot and dry weather is still with us so a bit more rain would keep us ahead of the eight ball. March and April can be very dry months.

8.2 Woodville Water

Horizons staff & Tom Davey have been working on flow level data acquisition for Woodville (to enable abstraction sites to react to flow changes in the river).

The algae growth problem in the impounded supply and the low river flows kept our contractor, Infracon Tararua, working at the treatment plant 24/7 for nine consecutive days to try to produce good water. With the low river flows and having to use the impounded supply water, the backwashing of the filters was an intense and regular occurrence. An aerator and power supply has been installed and an ultrasonic sonar to try to break down the algae growth. Infracon add granular activated carbon filter media to the top of the sand filter to assist with some taste and odour removal as the raw water must flow through this media before flowing through the sand filter. This is carried out only when the supply is supplemented with dam water during algae bloom periods. As the media is only approximately 100mm thick it only achieves a small improvement; if more carbon filter media is added this will effect the flow performance of the filters and will reach the top edge of the filter. The carbon filter media requires topping up on a regular basis as the material is very light and floats off during the backwash cycles (lost).

After the rain on the weekend of 5/6 February the stream rose sharply and we also had very turbid water to contend with. Once the water cleared, we have been supplying the town directly off the stream up until now.

TDC purchased a plastic water tank and refilled it daily with fresh water from the Dannevirke supply and made it available to Woodville residents to fill their own drinking water containers.

The reticulation system has been flushed several times. We have had a bird deterrent alarm demonstrated on the impounded supply. This disturbed the ducks but did not get rid of them. The company is going to do some more work on this.

8.3 Dannevirke Water

After the very good rain on the 5-6 February, the Tamaki River became very discoloured. The implications were very high turbidity in the reticulation and the Alliance Works was unable to operate for four days. The Manager, Brendon Poole is very concerned as he has secured a calf contract for the winterkill and any further stoppages could jeopardise the plant.

The Christian Street water main renewal has commenced.

A new turbidity meter has been installed at No.2 reservoir and is connected in to the telemetry system.

Infracon has cleaned out the No.1 reservoir.

Staff Report to Council Meeting – 24 February 2011 Page 10 16 February 2011 8.4 Norsewood Water

The new shed has been completed and the internal wiring is currently being installed. New monitoring and metering equipment is ready to be ffitted. The filtration unit has arrived.

8.5 Eketahuna Water

New PH equipment has been installed at the treatment plant.

8.6 Pahiatua Water

The infiltration gallery has been working well with no problem with supply.

We are still awaiting the sign-off for the bore pipe easements.

9. Sewerage

9.1 Dannevirke

Queen Street has finally been prepped and hot mixed.

The final stage of pipe renewal from Seddon Street to Stairs Street is to be started soon.

9.2 Eketahuna

The new pump station and rising main has been commissioned. The Imhoff tank and discharge is to be decommissioned.

Staff Report to Council Meeting – 24 February 2011 Page 11 16 February 2011

10. Stormwater

10.1 District

No problems at present.

10.2 Dannevirke

Easton Street – checking the industrial building sites in the area for any infiltration into the sewer.

11. University Holiday Students

The boys have just finished their summer holidays working for us and have done a great job. Below is a list of work they have completed:

• Sprayed the Dannevirke Aerodrome. • Herbertville – weed eat fire hazard drains • Placed Herbertville and Pongaroa fire signs • Mangapurupuru stream, Barraud Street – removed overgrown trees. • Mangapurupuru Stream from Waterloo Street to Alma Street – trimmed all trees/bushes along both sides of the open drain. All vegetation removed. • Cemetery paddock – put hay away for the deer for winter. • Dannevirke campground and judo hall – weed eat the area and sprayed. • Upper & Lower Norsewood – weed eat and sprayed grass verges. • Delivered hosing ban letters and posters to Eketahuna, Pahiatua, Dannevirke and Woodville areas. • Woodville drinking water tank – filling and transporting daily from Dannevirke to Woodville. • District recycling for Solid Waste.

Property

12. Housing for the Elderly

12.1 Occupancy

99 flats are presently occupied – there are 8 vacant flats, which are:

• Newling Court, Ormondville 2 flats vacant 267 days

• Halford Court, Norsewood 2 flats vacant 383 & 155 days

• Hovding Court, Dannevirke 2 flats vacant 187 & 62 days

• Eketahuna 1 flat vacant 446 days

• Centennial 1 flat vacant 116 days

12.2 Elsinore Court, Dannevirke

The new driveway and parking area for the back units has commenced. Unfortunately the builder has been ill and has not been able to finish the job. It is now hoped this will be completed by the end of February.

Staff Report to Council Meeting – 24 February 2011 Page 12 16 February 2011

12.3 Dannevirke Town Hall

The Lions Club and Rotary Club have approached Council abbout renovating the downstairs changing rooms. Both these clubs were involved in the renovation of the upstairs changing rooms.

A quote has been received to renew the electrical wiring and advvice is being sought on how to overcome the dampness in the end changing room. Once this problem has been rectified the wiring will be renewed and new wall linings will be installed. All the rooms will then be painted and carpeted with the old carpet from the Council Chamber.

12.4 Dannevirke Sports Centre

The netball courts 1 & 2 were due to be resealed in 2010. The contractor could not do the sealing at that time and the sealing was carried over to be done in March 2011. Since then the Tennis Club has approached Council to see if the courts could be Flexipaved instead of hot mixing them. They are prepared to contribute towards any extra costs involved. A quote has been requested to ascertain the viability of this option.

12.5 Pahiatua Stadium

The spouting on the southern side of the stadium needs replacing. Because of the building protuberance below the spouting special scaffolding is needed to be able to reach the spouting. The scaffolding has been ordered and the barge boards will be painted at the same time the spoouting is replaced.

12.6 Woodville Community Centre

Some of the flooring in the main Stadium has deteriorated. This is a recurring moisture problem and will require a couple of sheets to be replacced. The replaced sheets then have to be polyurethaned and the court markings painted on them.

13. Parks & Reserves

13.1 Dannevirke High Street

An arborist from PNCC visited and inspected all the trees in High Street. His team will be back in a month to do the pruning. Each tree has different aspects to its pruning. Some need to be taken away from the buildings, and others need to be thinned for visibility and wind resiistance.

Staff Report to Council Meeting – 24 February 2011 Page 13 16 February 2011

13.2 Eketahuna Domain

The northern half of the No.1 field that has been renovated is looking very good.

However, the rest of the park thaat was incorrectly sprayed and then undersown is looking very sorry.

This is mainly due to the very dry period after it was sown.

13.3 Pahiatua Recreation Ground

The drainage behind the stadium has still to be installed. The contractors have promised to have it completed by the end of February 2011.

Last year’s very wet winter caused problems with the groundd being very water logged along the fence line on the eastern side of the park. This area has been reasonably dry over the previous winters. A camera is going to be put down the main collector drain to ensure there are no blockages in the pipe.

13.4 General

The recent rain received througghout the district has greened up all the parks and accelerated the grass growth.

14. Cemeteries

14.1 Dannevirke

A blessing is to be performed at the revamped children’s and stiill born area on the 5 March 2011. Articles will be placed in the local newspapers addvising the public of this.

14.2 Swimming Pools

The Eketahuna, Pahiatua and Woodville pools have all been operating very well. Patronage has been good and there has been no loss of water in any of the pools.

Staff Report to Council Meeting – 24 February 2011 Page 14 16 February 2011 Solid Waste

15. Recycling

Herbertville and Akitio locations will start the wheelie bin system in the next two weeks. This will remove the Cairns bins from the coast. One bin could be placed in Pahiatua to remove the pressure on the one bin that is located there and reduce the number of trips needed to ensure the bin is empty.

16. Landfills

Capping on the Pahiatua landfill has begun. New Zealand composting will be in Dannevirke in February to mulch the first load of green waste. They will then move down to Pahiatua.

17. Transfer Stations

We have received complaints regarding the smell at the temporary transfer station located at Pahiatua. We are working with the contractor to settle this; however, each time we have been on site to investigate it there has been no smell.

Strategy and District Development

18 MW LASS

The LASS Directors’ February meeting had updates on the following active projects:

• Regional Archives project

o The archives building in Feilding will become available for the LASS from 1 November 2011.

o Tararua’s archive room has been re-boxed and catalogued ready for transfer once the new building has been fitted for storage.

• Aerial Photography project

o 80% of the region has now been photographed, representing very good progress.

• Debt Recovery project

o Access to a shared resource for collecting difficult debts is continuing.

• Regional Rating and Valuation project

o The project is split into the database contract and a valuation contract. Options for a database contract are being considered with quality being the main objective.

o The project team noted that the Tararua records were the most accurate of the Region, as assessed by the Office of the Valuer General. Two drivers have contributed to this: The first is that we have had two-way automatic updates of records between Council and Quotable Value for many years. The second is that we have had a requirement on our Valuer to visit rural properties.

Staff Report to Council Meeting – 24 February 2011 Page 15 16 February 2011 • Regional Call Centre project

o The Chief Executive of Horizons Regional Council, Michael McCartney, met with Palmerston North City Council staff to note that Councils wish to achieve some improvements in value and service from the current Call Centre.

• Procurement

o The Directors requested that Tararua continues to develop options for shared procurement with the other Councils. In particular it was requested that we scope an option to share remote controlled underground (pipe) closed circuit television (CCTV) services.

19. Changes at Infracon

19.1 Infracon announced in January a number of changes:

ƒ Chairman Bob Trotter has stepped down as both Chairman and a Director.

ƒ Brett Davey has been appointed Chairman and a Director vacancy exists.

ƒ Ms Jeanette Samundson had resigned as a Director before Christmas and she has been replaced by Ms Debbie Hewitt from Waipukurau.

ƒ Gordon Tripp has tendered his resignation as Chief Executive Officer and Mr Stanton Hardgrave has been appointed as his replacement.

The service of Bob Trotter and Gordon Tripp over many years has been remarkable. Brett Davey has noted that “Their loss will be sorely missed for their wisdom, leadership, experience and totally committed contributions to the company that is now Infracon.”

19.2 A new baseline Statement of Intent for Infracon is being developed in conjunction with the Directors of TDC Holdings, Tamatea and Infracon Ltd.

20. Town CCTV

Pahiatua and Dannevirke communities are currently considering options for CCTV. Dannevirke Community Board has recently voted $20,000 towards a CCTV project for Dannevirke.

The Council fibre line may provide an opportunity to share the necessary equipment to as far away as Palmerston North City Council and Palmerston North Police. Investigations are underway to test the feasibility of the options.

21. Wai Splash Renewals

Tararua Aquatic Community Trust has undertaken a review of plant renewals that may be required over the next few years. The replacement of the plant items are manageable from within the depreciation fund reserves and total $23,200 exc GST at current pricing.

Overall renewal work to be undertaken at the Dannevirke pool this year includes: plant replacement of a filtration pump for the learners pool ($3,250), replacement heating for the showers including control usage buttons ($8,876), and a refit of the two family changing rooms ($9,500). Quotes have been obtained and work will commence over the next few months.

Staff Report to Council Meeting – 24 February 2011 Page 16 16 February 2011 Library

22. General

As at the end of January, the Aotearoa People’s Network had been used 16,104 times at the four libraries. This is an average of 2,300 times per month. Numbers of visitors to the libraries were up at Pahiatua, Woodville and Eketahuna, but down at Dannevirke. At the same time, issues and numbers of people borrowing books had risen 4% (2,189) at Dannevirke. Pahiatua was also up 1% (719) against the same time last year. However use at the two smaller branches was down. Eketahuna branch had been identified as having a faulty barcode scanner in early January; this was replaced and issues have increased against last January as a result. Unfortunately as this fault was not picked up until half way through the year, it will effect the statistics collected at Eketahuna (to date they are 33% down on last year’s issues – 1615 items).

23. Children’s Services

January saw the libraries continue to run the Eastern & Central Trust funded Summer Read’n Programme. During the six-week programme library staff had 1,063 visits from children registered on the programme as they reporting in to tell staff about the library books they had read. Of the 250 children registered, 222 (89%) completed the programme.

The Read-Plus programme was for older children with a higher literacy level. Children in this programme supplied written reviews for every library book they read. After every third book read, they earned a free book for themselves. Overall there were 208 free books earned during the programme. There were 84 children registered and 72 (86%) completed the programme.

Along side this programme, each branch had storytellers, speakers and craft activity days. Attendance at these events at all branches has been high with 472 children attending the 16 events held during January.

24. Acquisitions -

New Books Added

Target for year ending 30/06/2011 New Books Purchased to 31 Jan 2011

4500 201011 2740

Staff Report to Council Meeting – 24 February 2011 Page 17 16 February 2011 25. Circulation (Issues and renewals)

Issues & renewals YTD 10 YTD 09

93677 92547 57642 55453 24602 23,883 7221 7384 42125827

26. Active Borrowers Active Borrowers

15000

10000

5000 YTD 10 0 YTD 09

27. Door Count

Pedestrian traffic

Pedestrians

YTD10 YTD 09

57991 54755

26,390 24,671 18059 16949 13040 15134

Dannevirke Pahiatua Woodville Eketahuna

Note: An error in calculation was discovered in the Eketahuna Pedestrian statistics. This has been recified and this month relects the true usage for the year.

Staff Report to Council Meeting – 24 February 2011 Page 18 16 February 2011 28. APNK Sessions

Number of sessions of Computer Use by the publici

APNK Use by Session ‐Jul‐Dec 2010

10000 8000 6000 4000 2000 0 Dannevirke Pahiatua Woodville Eketahuna

29. New Members

New members

YTD 10 YTD 09

720 499 386 302 215 133 82 41 37 23

Sport and Recreation

30. Six Month Reports

Attached are the Six Month Repoorts (July to December 2010) for Sport Tararua and the Bush Multisport Trust.

Customer Services

31. Customer Request Management (CRM) Civica Module

Chris Whiley and the Customer Services Manager will be visiting Matamata Piako District Council on 16 February. We would like to see how their CRM module has been set up, view reporting capacities in place and how this links to Statements of Service Performance (SSP’s) before any further maintenance is completed.

Staff Report to Council Meeting – 24 February 2011 Page 19 16 February 2011 32. Monthly Statistics - Business day

January 2011 December 2010 Number of calls 2627 2538 Number of service requests 330 269 Number of abandoned calls (%) 3.62% 1.73% Average talk time 1.10 minutes 1.01 minutes Average wait time 0.15 seconds 0.11 seconds Longest call wait 13.04 minutes 5.28 minutes

Monthly Call… 5000 4000 3000 2000 1000 0 Feb‐10 Mar‐10 Apr‐10 May‐10 Jun‐10 Jul‐10 Aug‐10 Sep‐10 Oct‐10 Nov‐10 Dec‐10 Jan‐11

Tararua January 2010 - January 2011

600 120%

500 100% Number of Calls 400 80% Number of RFS's 300 60% Abandon Rate 200 40% % Resolved 100 20% 0 0% Jul-10 Jan-10 Apr-10 Jun-10 Jan-11 Oct-10 Nov-10 Feb-10 Mar-10 Aug-10 Sep-10 Dec-10 May-10

PNCC has employed a third team leader to assist the existing day and night team leaders.

Tararua i-SITE

33. Welcome Packs

Six welcome packs were sent out in January:

Dannevirke 4 Woodville 2

All were purchasers within the District.

Staff Report to Council Meeting – 24 February 2011 Page 20 16 February 2011

70 60 Total welcome packs sent 50 40 30 20 10 0 Amount Amount of packs sent

Months

34. Promotion

¾ Rugby World Cup

An accommodation database is available to search for vacancies within the RWC timeframe. Tararua listings will be combined with the Greater Wellington Region.

¾ Manawatu Promotion at Motorhome Show

Destination Manawatu is promoting their ‘Country Roads’ campaign at the Motorhome Show in Hamilton from the 3-6 March. Tararua will also be show cased with Ballance and Woodville attractions being promoted, including camping destinations.

35. Tararua Information Centres statistics

Note: No statistics were available from Eketahuna or Norsewood as at time of writing report

1800 1600 1400

1200 Woodville 1000 Dannevirke 800 Pahiatua 600 Norsewood 400 Eketahuna 200 0 July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June

Staff Report to Council Meeting – 24 February 2011 Page 21 16 February 2011

Visitor breakdown: January 2011

700

600

500

400 Local NZ 300 Overseeas 200

100

0 Woodville Dannevirke Pahiatua NorsewoodEketahuna

Blair King Chief Executive

Staff Report to Council Meeting – 24 February 2011 Page 22 16 February 2011

2010/2011 Six month Report

Sport Tararua is a branch of Sport Manawatu
SPORTMANAWATU.ORG.NZ/TARARUA

Sport Manawatu Six Month Report for Tararua District Council 1 July 2010 – 31 December 2011

This report presents progress through the July to December period against Sport Manawatu’s contracted Key Result Areas for the Tararua district, with specific detail supporting the service agreement in place with Tararua District Council.

1. PROVISION OF SERVICES TO SUPPORT TARARUA DISTRICT SPORTS GROUPS (INCREASING PARTICIPATION)

The Club Assist programme has been in operation for a number of years to help improve the capability of sports clubs to allow them to be in the best position to develop and grow their clubs. The programme provides clubs with a diagnostic assessment tool so they can assess their club structure, organisation and performance. Current best practice is outlined for clubs to measure themselves against and to identify strengths and weaknesses within their organisation.

There are currently three clubs on Club Assist from the Tararua district with two in the final stages of completing the programme. The current clubs are Tararua Squash Club, Dannevirke Tigers Rugby League and the Dannevirke Netball Centre. A couple of examples of how clubs are progressing are shown below.

Tararua Squash Club

The squash club started the programme early in 2008 and while they are still on the programme they have actually progressed and seen some real impact of the work they have put in for Club Assist. Tararua Squash Club have picked up Merit awards in the Sports Clubs of the Year 2007 and 2008 and have seen an increase in their membership from 72 in 2007 to 106 in 2010.

Sport Tararua is a branch of Sport Manawatu

Dannevirke Tigers Rugby League

The Dannevirke Tigers Rugby League Club have been putting a lot of effort into their recommendations and so far they have been able to:

• Develop a Strategic Plan for the next five years showing vision and mission statements and strategic goals. • Provide job descriptions for key committee positions including Chairperson, Secretary, Treasurer and also key club roles including Senior & Junior Coordinator, Head Coach and Manager. • Draft a sponsorship proposal which, once completed, will be used to attract potential sponsors. This was identified as a real opportunity for the club to develop an alternative income stream as the club currently has a high reliance on funding.

The club is in the final stages of completing the programme with only a couple of policies to be finished.

Dannevirke Netball Centre

The Netball Centre have been working hard over the past two years to develop and implement certain policies and procedures as well as running a successful netball centre which solely relies on volunteers. Dannevirke Netball Centre have recently submitted a Strategic Plan and Policies booklet that will cover a lot of the recommendations. Sport Manawatu is currently reviewing the latest documents and will be looking to help the club complete the process in the next few months.

Bush Multisport Trust

Sport Manawatu continues to provide day to day support to the Bush Multisport Trust administrator and strategic support to the board. The development of governance policies along with strategic and business plans continues to be a focus for the Board. The Strategic Plan was reviewed in 2010 and the new plan for 2010-2013 has been signed off. The facility has been recognised as an effective model within the district and in the wider region and is often referred to people as a facility to learn from when planning anything similar. Sport Manawatu also attends the monthly Bush Multisport Trust Management Committee meetings which are made up of all the affiliated sport and recreation groups. This is a great opportunity to keep the groups informed of what is going on in the wider sporting environment and to offer support and advice to the entire group or one on one.

Athletics

Sport Manawatu supported Athletics Manawatu Wanganui to enable them to deliver a pilot Run, Jump, Throw programme to students and teachers at three Tararua schools; Pahiatua School, Mangatainoka School, and Mangamaire School.

Sport Tararua is a branch of Sport Manawatu

Volunteer Recognition

A screening of “The Blindside” movie was organised for local sports volunteers. Over 100 selected volunteers from across the region, including Tararua, were invited (along with their partner) to the movie session as a way of thanking them for their efforts. Upon arrival each volunteer received a voucher for the Candy Bar. As part of the evening there was a draw for two tickets to the All Blacks test match in Wellington including a nights accommodation at the Intercontinental Hotel. We received much positive feedback from volunteers and they really appreciated a night out at the movies. It was also great to have a sport related movie. One volunteer commented:

“The people from Pahiatua were absolutely thrilled with the movie tickets and the vouchers for the candy bar topped it off. It’s not often volunteers are thanked and it’s certainly not the reason they do what they do but they all really appreciated it.”

Recognising Success

The Bush Children’s Athletics club was formed in the 2009-10 season by local volunteers and is now flourishing. The club provides fundamental sport skills and new opportunities to almost 100 children in the Pahiatua area. The club was nominated for awards at the 2010 Property Brokers Grassroots Sports Awards in the Player Development, and Marketing Management categories. The club did not take away an award this year but did receive a special mention at the awards evening about the great progress they had made in such a short space of time. The material provided in their nomination pack now forms part of a “best practice” kit that Athletics Manawatu Wanganui uses to help start up clubs all across the region.

2. ASSIST WITH DEVELOPMENT OF COMMUNITY EVENTS Korikori Tinana Wananga

Over 100 Hapu members attended the Korikori Tinana Wananga, a series of workshops that provided an opportunity to participate in a variety of traditional and modern day sports such as Touch Rugby, Basketball, Volleyball, Tug o War, Ki o Rahi, Nga Taonga Takaaro and Nga Mahi a Te Rehia. In addition, provision of activities that focused on the fundamentals of sport for younger children and elderly were well received. The programme was coordinated by local hapu member Chrissy Karena with the goal of the project to increase participation by hapu members in Marae based initiatives and community activities, as a result, all participants took part in the Wero a Marae sports tournament, coordinated by local Maori Health Provider, Te Kete Hauora o Rangitane. The Wananga provided an ideal opportunity to increase local knowledge of Sport Manawatu and Tararua district programmes, services and events.

Sport Tararua is a branch of Sport Manawatu

We had some great feedback from Hapu members about how they enjoyed the Wananga:

“The Wananga were very informative and I loved the whanauangatanga that was involved throughout. I also enjoyed participating in the sports, especially volleyball and Ki o Rahi, being able to join in with my tamariki was definitely a highlight for me,” Lucresha Mason.

“It’s choice to be able to come and take part in sport on the Marae, it feels really good,” Caleb Karena.

“I think to get Rangatahi (youth) back to the Marae, you definitely need to provide a draw card like sport, and this worked really well for our Wananga,” Malia Waretini.

Men’s WOF Health Checks:

The theme of this promotion was “Men’s Health WOF and Train with the Turbo’s”. The Central PHO had identified that rural men generally do not present to Medical Practises except for Acute Medical emergencies. Research has shown that early detection is the key to successful treatment of many diseases.

The Manawatu Turbo’s are a high profile sports team and four current Turbo players have lived or their family still lives in the Tararua district. These players were invited along to the event to provide two training sessions for primary school age children and complete their own Men’s Health WOF.

The attendance of the Turbo’s served two purposes. Firstly, targeting children to encourage their adult male family members to come and get checks so that they had the opportunity the train with the Turbo’s, therefore increasing the number of adult male participants. Secondly, the completion of their own WOF showedthat anyone, of any fitness level should get regular check-ups by a health professional. The health check provided an opportunity to promote Sport Manawatu programmes and events to the Pahiatua community, with 24 men completing health checks and 33 children attending the training.

Sport Tararua is a branch of Sport Manawatu

BNZ Workplace Challenge

The BNZ Workplace Challenge was run during the month of November 2010. The Tararua District had 92 participants, with 19 teams from 14 businesses registered. Overall there were 1722 Participants.

The Workplace Challenge is a great way to educate businesses on local clubs and activity options in the region. Eight Tararua clubs/organisations including Ruahine Indoor Bowls, Tararua Squash Club, Activate Gym, KickFit, Pilates, Kyokushin Woodville, Kyokushin Dannevirke and Bush Harriers came onboard to offer free taster sessions as a means to encourage sustainability in organised sport and physical activity after completing the challenge.

We had some great feedback from participants about how the BNZ Workplace Challenge changed their lifestyles for the better:

“We tried lots of different activities and even played golf on Sunday with two of our golfing workmates! I have even rejoined the gym - so that's already a positive outcome for me competing in the BNZ Challenge!” Helen Louise Mills

“Some of us have lost weight and are feeling healthy!! Saving petrol has also been noted! We also love how people that we bump into say "I saw you out walking..." - always a great conversation starter, even with strangers. But the number one benefit is spending quality time with our friends. Hot Ts Dannevirke High School

“One of our members has just completed radiotherapy (she had chemo earlier this year) and is still having herceptin. We thought this challenge would be good to get her motivated (all of us actually!) and she has managed to increase her minutes of activity from 0 to 125 minutes this week. It’s Senior Report/Prizegiving week here at the college so the extra exercise we are all getting is helping us through the stress!!!!” Shapeshifters, Tararua College

Wero a Marae The inaugural Wero a Marae (inter-Marae Sports Tournament), provided a platform for local Marae communities to come together through the medium of sport and was attended by over 400 participants ranging in age from Mokopuna to Kaumatua. The sense of Whanau between participants during the event was apparent throughout the day and the lead up to the event provided an opportunity for local Hapu members to reconnect back to their Marae. The event highlighted the importance of participation in sport within the community, as not only is it the physical benefits, but the emotional and spiritual that are achieved. The tournament was a great finale for participants of the Korikori Tinana Wananga and included teams from each of the local Dannevirke Marae including, Kaitoki, Makirikiri and Whiti Te Ra. Each of the Marae entered teams in the junior and senior grades, which included basketball, netball, touch, tug o war and Ki o Rahi.

Sport Manawatu provided advice and assisted with the overall coordination of the event, including assisting as Marae Sports Coordinator; tasks included organising sports teams and passing on all required information to the wider whanau members.

Sport Tararua is a branch of Sport Manawatu

We had some impressive feedback from local Marae members:

“I was overwhelmed at how many of our Whanau attended the Wero a Marae. I don’t think anything, apart from tangi, has ever achieved such huge numbers from our local Marae communities. A sports tournament is definitely one very positive way of bringing our Iwi together,” Amy Todd , Whiti Te Ra Marae

“Wero a Marae 2010, this is the first and there will only ever be one first time and I was here! I am so privileged, happy and impressed with the event. It has brought so many of us together. I look forward to 2011, Kaitoki will be out to retain the title of Wero a Marae CHAMPS!” Ashleigh Ahipene, Kaitoki Marae.

“I don’t think there is anything else but sport that could of brought so many of us all together like this, the sense of mana (pride) amongst everyone as they compete for their Marae and also the words of encouragement given to Whanau who are representing our other Marae is beautiful.” Chrissy Karena, Kaitoki Marae.

“The banter between each of the Marae was funny, most of us were secretly giving each other a bit of cheek and it was all in good humour. Although, we all wanted to win and gave our all on the field or court, we also encouraged our other Marae Whanau, because at the end of the day we are Whanau and it’s about participation and fun,” Lucresha Mason, Whiti Te Ra Marae.

3. FURTHER DEVELOPMENT OF PARTICIPATION AND CAPABILITY INITIATIVES Green Prescription (GRx)

This is a nationally run initiative by the Ministry of Health. It has been in existence for approximately 14 years although only in the Tararua for the last three years. It is funded by the Ministry of Health, MidCentral District Health Board and Sport Manawatu.

Locally there is a lot of support for Green Prescription. Health agencies, community provider groups and physical activity facilities are regularly involved with the programme in some way through meetings or providing physical activity opportunities. In particular, we utilise the Dannevirke Sports Complex, WaiSplash pools and Activate Gym.

Where possible we work with local organisations on collaborative projects. The Men’s Health Day in September was one such project where we provided physical activity opportunities for attendants while promoting the benefits of exercise and Green Prescription. The Wahine Try, a yearly low level event promoting triathlons to Maori women is also a project we are involved with promoting physical activity, sport and nutrition. This is with a number of health agencies, Maori health providers and local recreation facility providers.

Sport Tararua is a branch of Sport Manawatu

Green Prescription in the Tararua area is delivered by the Central Public Health Organisation (PHO) Tararua office which allows the programme to utilise their existing contacts and linkages as well as the expertise of their staff. Regular meetings are held with the PHO and various staff members.

General Practitioners (GP’s) are met with often to have them refer participants to the programme. Although GP’s and Practice Nurses are on board with the Green Prescription philosophy, more work is needed for them to refer participants. Numbers being referred have been low and currently talks are in process with key stakeholders to devise plans for an increase in referral numbers and/or changes of services.

Active Transport

iMove is an active transport programme run by Sport Manawatu that gets more people walking and cycling to school or work more often, and educates them on how to be a safe and responsible pedestrian or cyclist. The programme operates with support from partner agencies including, local Police Educators and the Road Safety team at Horizons Regional Council.

Central Kindergarten, Woodville, St Joseph’s, St Anthony’s, Mangatainoka, Hillcrest, Eketahuna, Dannevirke South and Pahiatua schools participated in iMove Schools during November.

A total of 611 children from the Tararua region made at least one iMove trip to get to school. The following schools had the highest percentage of participants according to their school role for term 4: 1st: Central Kindergarten (100%) 2nd: St Anthony’s (94%) 3rd: Woodville School (72%)

St Anthony’s School also won a $750 voucher from Crank it Cycles for continuous efforts in active transport outside of iMove. (St Anthony’s had been running iMove since October. They also give each new five year old a hi-vis vest when they start school.)

iMove ran in 2Meke Kidz Pahiatua’s first holiday school programme over January. Every day the group walked to different destinations. According to 2Meke Kidz organiser Natalie “the group of kids in the iMove vests have been seen by all and we've had loads of positive comments!”

Sport Tararua is a branch of Sport Manawatu

KiwiSport Regional Partnership Fund

After extensive consultation with the community and subsequent approval from SPARC of our Investment Plan, the first ever Sport Manawatu KiwiSport Regional Partnership Fund was open for submissions during the month of October 2010. A total of 17 submissions were received during this round, with seven looking to work with schools within the Tararua region.

After an in-depth approval process, nine submissions were approved by the KiwiSport Regional Partnership Fund Committee, with four of these projects being run within the Tararua region. These projects include initiatives that focus on athletics, basketball, swimming and a range of other sports.

The next funding round opens in February 2011. Sport Manawatu’s KiwiSport Regional Partnership Fund relationship managers have been working with a number of schools and sports to assist them in preparing the required information for this next round.

Secondary Schools Sport Manawatu continues to support sport and active recreation within secondary schools in the Tararua region ensuring they apply a whole school community approach to planning and providing sport and recreation experiences for young people.

Examples of this include creating a link between Tararua College and Manawatu Touch which resulted in Tararua College competing in their first Touch Rugby competition with two teams in 2010. In addition, the provision of sporting pathways for Tararua College to grow touch rugby resulted in the school increasing Touch Rugby participation from 0 to 64 in the space of six months.

The Secondary School Sports Awards were held on Friday 29 October 2010 in Palmerston North. Nominations were received from Tararua College and Dannevirke High School for the Secondary School Sports Awards giving an opportunity to highlight some of the sporting excellence achieved by their students. Two Tararua College bands performed at the awards giving exposure for the school and their students

Primary Schools Sport Manawatu’s school support plan for primary schools addresses how we are working with primary schools in our region. We are looking to partner with three primary schools in the Tararua region to help support and guide them with integrating sport and active recreation into school life. Non-partner schools will also receive support from Sport Manawatu to increase the number of primary school aged children participating in sport and active recreation on a regular basis.

Sport Manawatu is working closely with Pahiatua School, lead school for the Bush Cluster, towards developing a submission for the KiwiSport Regional Partnership Funding Round. The submission is designed to provide four sports days per term for schools involved in the Bush Cluster, with skills and games provided by Tararua High School students and Regional Sports Organisation’s (such as Manawatu Cricket) with a different sport focus each term.

Sport Tararua is a branch of Sport Manawatu

Early Childhood

Sport Manawatu facilitates opportunities for teachers, community agencies, parents and providers to upskill in fundamental skills. The following sessions were run in the Tararua district:

• Playgym Course Professional Development workshop attended by Kids Castle Dannevirke five staff members • Pahiatua Plunket - Interactive parent and child information session 35 children + 2o parents • Tararua Early Years - Interactive education session for parents and their children 10 parents + 15 children

Active Movement resources were distributed to: • Plunket (region wide) • Dannevirke toy library playgroup

4. PROVIDE POINT OF CONTACT FOR COMMUNITY ARTS COUNCIL AND ARTS GROUPS Sport Manawatu answered queries regarding the new funding criteria launched in August by Creative Communities New Zealand. Applications for support under the Creative Communities New Zealand Scheme must show that the proposed project meets one or more of these three funding criteria:

• Broad community involvement – The project will create opportunities for local communities to engage with and participate in arts activities • Diversity – the project will support the diverse arts and cultural traditions of local communities, enriching and promoting their uniqueness and cultural diversity • Young people – the project will enable and encourage young people (under 18) to engage and actively participate in the arts.

5. ADMINISTER THE CREATIVE COMMUNITIES FUNDING SCHEME Nine applications were received and processed by Sport Manawatu. The Tararua Arts Council awarded a total of $7,500.00 to nine different community groups in October. This money will be used to fund a wide variety of ‘arts’ activities.

Sport Tararua is a branch of Sport Manawatu

6. LIAISON WITH COUNCIL ASSET MANAGERS AND DISTRICT MARKETER Successful discussions held with Council Asset Manager, Colin Veal around resources required to improve the delivery of services for the district resulted in financial assistance with the cost of running the Mayoral Cycle Challenge and purchase of a Gazebo for Council events. Colin’s valuable advice is often sought in regards to council matters and is very much appreciated.

Sport Manawatu worked alongside the District Marketer on the Tararua Outdoors Incorporated Society committee. At the AGM a recommendation was made by the committee to disband the Tararua Outdoors Incorporated Society and have the remaining funds made available to Tararua Charitable Organisations via a contestable fund. The District Marketer and Sport Manawatu were to work together to develop a new funding application but with the departure of the District Marketer this has not occurred, however, Sport Manawatu looks forward to working with the new Communications and Marketing Manager.

Sport Tararua is a branch of Sport Manawatu

Six Month Report July to December 2010

Sport Tararua is a branch of Sport Manawatu


SPORTMANAWATU.ORG.NZ/TARARUA

Bush Multisport Trust Six Month Report for Tararua District Council 1 July to 31 December 2010

Funding

• 14 sponsors continue to advertise at the Turf. Advertising is paid annually for these signs. • There are six sponsors who advertise in the Stadium. Advertising is also paid annually for these signs. • The Bush Rugby Park Trust continues to support the park by way of their annual $7,500.00 donation for naming rights of the park and stadium. • The Trust was unsuccessful with Naming Rights Sponsorship for the Turf, following discussions with a perspective sponsor over a six month period. • Funding Secured to date for Stage Three:

- Bush Multisport Trust – Stage Three account 19,800.00 - Eastern and Central Community Trust 99,500.00 - Perry Foundation 50,000.00 - Central Energy Trust 65,9990.00 + 36,967.00 102,966.00 - Waireka Community Trust 20,000.00 - Tararua District Council – Recreation Fund 60,000.00 - Trust House 5,000.00 - Pub Charity 3,540.00 - Lottery Community Facilities Fund 94,000.00 - Buy a Block – Community Fundraising 25,743.00 480,549.00

BUSH MULTISPORT TRUST - STAGE THREE BUDGET EXPENSES Moving of Fonterra Building from Mangamutu to Huxley St site 17,892.00 Fridge/Freezer and Oven 3,540.00 Building of ground floor and renovation of first floor 484,078.00 Key Card and Alarm System 36,967.00 542,477.00 INCOME

Secured Funding to date 480,549.00 As itemised above Waireka Community Trust 8,500.00 * submitted February 2011 Community Contribution (Buy a Block campaign) 18,257.00 * $25,743.00 received to date ($18,257.00 to go) Lion Foundation 19,202.00 * submitted February 2011 Work in Kind (sub contractors) 2,969.00 * Mr Bush Queen Carnival 10,000.00 * On Stage at Stadium Pahiatua 2 April 2011 Trade Me (sale of windows, doors and accessories from Fonterra Building) 3,000.00 * Going on line 21 February 2011

542,477.00

Total cost of project 542,477.00

Funding secured 480,549.00

* Monies not yet confirmed above 61,928.00

• Discussions and an onsite meeting with Hockey Manawatu will be arranged in March 2011 to ensure greater use of the turf for Tararua College, Dannevirke High, Bush and Ruahine/Dannevirke Hockey.

Facility Development

Grounds

• The grounds are in a reasonable condition following a challenging spring season. The mole ploughing and reseeding were unable to be completed due to a very dry November and December. This will unfortunately have adverse effects on the grounds in the winter season. Drainage work on the junior football field identified last season has not yet been done so continues to be a concern. Another drainage issue along the eastern fence is also yet to be rectified and may cause further problems in the winter if not resolved in the near future. Both these issues have been discussed with TDC Community Assets Manager Colin Veale. • Having our own mower continues to be a huge benefit to the Trust. The sports clubs have appreciated having the grounds mown to their specifications and this has been very beneficial to them all. Trust Chairman Clinton Gunn continues to do a fabulous job with the mowing and must be thanked for his commitment to the park. • Fertiliser applications and spraying have continued under the direction of Jim Burgess who has been contracted to provide advice on all turf maintenance issues. Fertiliser will be applied again in the autumn. • A letter was sent to TDC in October 2010 highlighting the danger of the open drains on the boundary of the Park. An incident occurred during the rugby season which drew the Trusts attention to the potential risk that these drains pose. • The Athletics Club have obtained funding for a PA system which has been installed on the northern side of the building, facing the grounds. This system will be available for hire by the other affiliated sports clubs.

Buildings

• A major issue with the spouting on both sides of the old stadium roof occurred during the winter/spring. The northern side has been repaired however scaffolding needs to be erected in order to reach the spouting on the southern side. We are currently obtaining quotes for this and liaising with Colin Veale. • A new cleaning contractor was engaged on 1 October 2010. The cleaning is now being done to a higher standard and all user groups have noticed this improvement. • The gym has installed three air conditioning units. Their membership continues to rise and the facility is well utilised by the Central PHO to run their various programmes. • Wider doors have been fitted to the grandstand to enable athletics equipment to be stored on the ground floor of this building. The toilets have been tidied up and will be opened for public use for winter sports season when the changing rooms are unavailable.

Stadium

• The stadium continues to be used to its fullest capacity during the winter sports season. It is now home to many annual events as well as weekly practices and competitions. It was used by a Holiday Programme in the summer break which will look to increase its use of the facility for the two winter holiday periods. • The stadium roof is beginning to leak and on inspection, requires painting as soon as possible. The TDC Community Assets Manager has advised that there is not enough funding in the current year’s budget to attend to this. The BMST will be making a submission to the TDC annual planning process to have this work included in the budget for the next financial year.

Function Lounge

• The lounge has recently been repainted. The constant movement of furniture resulted in walls and corners being continually knocked. Once the Turf Pavilion is completed and the exercise classes relocated the lounge furniture will be able to remain out and should reduce the wear and tear that currently occurs. • The Trust plans to purchase another 20 chairs this financial year to replace the older furniture which is beginning to deteriorate. The older furniture will be relocated to the Turf Pavilion when it is completed.

Turf

• The Pahiatua Tennis Club continues to use the turf each Tuesday evening for their Club night. It is also available to the public from 7.00am until 9.00pm and gets a considerable amount of casual use especially during school holidays. • We were allocated two Hockey Manawatu Secondary School games in August due to representative fixtures at the Twin Turfs in Palmerston North. Unfortunately the Bush women’s hockey team were not allocated any home games. We will be working with Lorraine Emery, coach of the Central Mystics, to ensure that more games are allocated to the turf for the coming season. • We are now on top of the moss and weed issues on the turf. Due to a particularly wet spring the moss required additional spraying with bleach. Tiger Turf will be here this month to groom the turf and we will set up a quarterly spraying programme to ensure that we are able to effectively manage weed and moss growth in future.

Facility Utilisation

• Refer to the lounge utilisation report attached • Our website has been up and running for six months and is becoming an effective means of communication with our users. All affiliated sports clubs have a page on the website and two major local sports events can be accessed from our website. Cancellations can be displayed on Clubs pages and draws, registrations forms and entry forms can also be loaded. • Plans are again underway for the Tararua Seven-a-side tournament to be held in May 2011. This event catered for all primary schools throughout the Tararua district last year and was a huge success. We expect more schools to participate this year and with the completion of the turf pavilion, running of this tournament will be much easier. • The BMST looks forward to several events returning to Bush Sports Park in 2011. These include the Pahiatua Shears, the Wellington to Auckland Cycle Tour (which two local cyclists will compete in this year), Bush Harriers Half Marathon and 5km series, Stars in Your Eyes, the Bush Primary Chess Tournament and the celebration of Matariki. • The exercise classes have started again. Dance, Kickfit and Pilates run through the school terms and cater for varying levels of fitness. • The Bush Primary School Principals now hold their meetings each term in the lounge. The projector allows their guest speakers to do presentations and the room is a good size for their group.

Sports Participation

• Refer to the participation reports attached. The only sports that show comparisons are the current summer sports or the winter sports that ran after 30 June 2010 ie Adult Hockey and Badminton. • 12 sports clubs continue to be affiliated to the Bush Multisport Trust. Several have experienced some growth in the past six months while others have slightly reduced numbers.

• Travel for children from the rural schools and those in Woodville and Eketahuna is a constant barrier to these children participating in local sports competitions held at the Park and this is evident in a slight drop in some junior numbers. • The athletics track continues to be a great asset for people training during the summer. The track is used daily by members of the public and gym members.

Administration

• A major focus for the Administrator continues to be the Turf Pavilion. Regular liaison with the Builders and Architect has now become necessary since building began in November 2010. • The Board have signed off their strategic plan and work has begun on a new business plan. It is expected that this will be finalised by the end of the financial year (March 2011). Sport Manawatu are assisting with this process. • The lack of a Caretaker for the facility remains an issue. The Administrator is occupied with property issues on a more regular basis and this encroaches on administration hours required for other projects. The Board Chairman continues to voluntarily attend to the upkeep of the grounds, including rubbish removal. Several funding avenues have been explored in the past twelve months but have been unsuccessful due to salaries being excluded from most Funding Trusts criteria. • An Incorporated Society for Bush Cricket was formed in October 2010 to enable the groups under this umbrella (Junior Cricket, Senior Cricket and Twilight Cricket) to be able to apply for funding. A set of rules has also been introduced to ensure that any issues can be easily resolved. • Bush Sports Park and Stadium Pahiatua continue to be the hub of sport in the district. We are often contacted by other Councils or Sports Groups throughout the southern North Island who are interested in setting up a similar facility to ours in their districts. The addition of Stage Three and the Girl Guides, Brownies and Pippins as members will be a positive step to ensure that the facility continues to cater for the whole community.

Lounge Use – 2010

Senior Participation 2009 & 2010

Junior Participation 2009 & 2010

Report

Date : 22 February 2011

To : Mayor and Councillors Tararua District Council

From : Janina Mitchell Chief Financial Officer

Subject : Financial Reports for the Six Months ended 31 Decemmber 2010

Contents

Item Subject Page

1 Financial Overview 2 2 Statement of Financial Position 2 3 Explanation of the major variances in the 3 Cost of Service Statements 4 Capital Expenditure 5 6 Debtors 5 7 Treasury Statement 7 Appendices 8 Financial Statements 12 9 Capital Works Report 15 10 Cost of Service Statements 19

Recommendation That the attached reports be received.

Janina Mitchell Chief Financial Officer

1 Financial Overview 31 December 2010

This report is a summary of the main variances for the Financial Reports for the period ending 31 December 2010. The Council has recorded a year-to-date net loss of $2.034 million (m) compared to budget of $151k, a decrease of $2.185m on budget. The loss is primarily due to subisidies that have not been received on work yet to be completed for both operating and capital expenditure. The contributors to the variance were:

$000’s $000’s $000’s

fav/(unfav) fav/(unfav) fav(unfav) Income variances: Rates (77) Grants and Subsidies Roading NZTA (1,584) Water (96) Rural Fire (9) Cemeteries 3 District Promotions & Development (303) Solid Waste 1 (1,988) Dividends (130) Interest & Other Revenue 107 Total income YTD under budget (2,088)

Expenditure variances: Other Operating Expenses (377) Depreciation and amortisation Roading, stormwater & other (540) activities (540) Personnel Costs 30 Finance Costs (35) Total operating costs lower than budget 97

Net variance to budget - unfavourable (2,185)

2 Statement of Financial Position The main movements in the Statement of Financial Position include a decrease in cash of $785m due to the following movements: Reconciliation of Net Surplus to net Cash movements 000’s Net Surplus (2,034) Add (deduct) non cash items: • Depreciation and amortisation 5,641 Deduct capital expenditure (2,561) Add back Decrease in debtors 1,072 Increase in other financial assets (4,795) Other cash movements (178) Increase in creditors 1,407 Net Movement in Cash (1,448)

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Overall, the balance sheet is very healthy, with a total cash balance of $20m (including term deposits and special funds), external borrowings of $10m, and Debt to Equity is at 1.7% Development and Renewal expenditure of $2.6m was spent in the first 6 months of this year. Debtors increased due to the delay in sending out the second rates instalment however this was offset by the increase in rates received in advance as ratepayers took advantage of the savings made by paying prior to the GST change. Creditors increased in December by $1.4m, and Bank short term deposits increased by $1.41m.

3 Explanations for the major variances within the Cost of Service Statements

3.1 Community Support

The variations in operating expenditure are due to timing differences between the 6 monthly budget and when the expenditure is actually spent. In particular, Mt Bruce has received its full year grant in the first 6 months, and therefore creating a budget variance. Contract costs for Sports Tararua are under budget by 22k as they have only recently been billed while advertising and promotion is under budget by 8k.

3.2 District Promotion & Development

The Government altered its rural broadband plan and the expenditure and revenue will not be necessary (607k).

3.3 Emergency Management

Rural Fire income is under budget due to subsidies not yet received of (9k) as the subsidy scheme has now changed to a contestable fund and is now more difficult to access. This decrease has been offset by less expenditure than budgeted $34k, with depreciation under by $17K due to depreciation recovered and response costs significantly lower (5k).

3.4 Footpaths

The reduction in expenditure is due to timing of contract costs being significantly lower (210k), this relates to public consultation being undertaken for the Woodville Urban Upgrade.

3.5 Health & Safety

The reduction in revenue is due to building consent fees being lower than planned by 46k but there has also been a reduction in all operating expenditure of 31k

3.6 Liquor Licensing

Operating costs are lower than budget by 41k due to lower employee costs than budget 31k and lower operating expenses 10k. Revenue is up on budget by $5k to 22k.

3.7 Roading

Roading expenses are under plan reflecting timing differences for when the work will be completed. This has meant that grants and subsidies from New Zealand Transport Agency (formally Land Transport NZ) are also under budget, timing variations should even out over the year. Depreciation was over budget ($204k) due to mainly Roads. The main areas affected are as set out below:

Financial Report for the 6 months ended 31 December 2010 Page 3

Master Account December Actual December Budget (desc) Sub Ledger Account (desc) YTD YTD Variance Roading Administration Revenue (1,156,504) (1,200,720) 44,216

Roading Administration Expense 1,205,739 1,200,720 5,019

Roading Engineering Services Revenue (539,928) (533,280) (6,648)

Roading Engineering Services Expense 487,201 533,304 (46,103)

Roading Engineering Services Capital 0 3,102 (3,102)

Roading No Sub Parking Revenue (104) (102) (2)

Roading No Sub Parking Expense 35,654 48,630 (12,976)

Roading No Sub Parking Capital 0 0 0

Roading No Sub Revenue (16,440) (552) (15,888)

Roading No Sub Expense 110,147 78,978 31,169

Roading Sub Revenue (2,305,786) (3,913,200) 1,607,415

Roading Sub Expense 7,635,157 9,832,968 (2,197,811)

Roading Sub Capital 1,092,392 0 1,092,392

Grand Total 6,547,528 6,049,848 497,680

3.8 Resource Management

The over expenditure by 87.5k is because of external consultant costs for the proposed Waitahora Wind Farm project of 56k and legal costs 38k.

3.9 Sewerage Network The operating variations under budget of $166k are due to as follows: Sewerage Cost Variations Variations $’000s Consultants 71 Reticulation (27) Treatment 95 Infiltration 31 Energy Expense 18 Extraordinary Maintenance and other costs (22) Total operating variations 163

3.10 Solid Waste Management

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Solid waste fees are over plan by $42k and this is mainly due to an increase in dumping fees collected of 79k. Expense variations are as follows: Solid Waste Operating Variations Variations $’000s Under/(over) Transfer Station Operations (35) Maintenance Extraordinary 19 District Contract operations (33) Consultants External (District) 22 Government Levy (16) Recycling Costs (44) Non Staff Training 8 Total Operating Variations (80)

3.11 Swimming Pools The variation in operating expenses (over $22k) is mainly due to the timing of payment for management fees.

3.12 Water Network Fees and charges are under plan $20k due to less revenue from water charges metered and subsidies are below plan, as $96k has not been received. Operating expenses are under plan $68k due to less consultants external costs ($51k), telemetry costs ($6k) and maintenance external costs ($20k).

4 Capital Works Progress Report (as attached)

4.1 Capital Developments a) Projects which have been completed to date are: i) Miller/Denmark Street new roundabout ii) Dannevirke Cemetery – new stillborn berm iii) Temporary transfer stations in Pahiatua and Dannevirke. iv) Alfredton Columbarium wall b) This year $1.3m has been spent with $11.5m of budget (including carry forwards) remaining in capital developments.

4.2 Capital Renewals a) Projects which have been completed to date are: i) Swimming Pools Eketahuna, Woodville and Pahiatua sealing ii) Pahiatua Infiltration Gallery – renewed after flood damage. iii) Sewer mains replacement This year $1,26m has been spent with $7.13m of budget (including carry forwards)remaining in capital renewals.

5 Debtors Report The total Council debtors and other receivables is $1.413m at the end of January 2011, of this the total Rates outstanding is $1.256m with rates received in advance of $1.08m and arrears of $392k. The total Sundry Debtors for the period to 31 January 2011 is $734k of this $88.6k is 3 months and over. With the bedding in of Authority behind us, our priority will be for the Financial

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Administrator to address these arrears and this figure should then start to reduce. In summary the sundry debtors and rates debtor’s position at the 31 January 2011 is as follows:

Over Total as at Debtors as at 31 Total Current 1 month 2 3 31 Jan Jan 2011 months months 2010 26,018 Collections 13,974 (19) (20) (56) 14,069 22,432 Dogs 9,985 (88) (40) (60) 10,173 (2,805) Pensioner Rents (10,331) 6,057 2,881 1,347 (20,616) 256,708 Sundry Debtors 672,677 584,241 40,953 4,357 43,126 Health 669 (218) 173 256 458 Building 6,864 3,750 2,364 0 750 3,324 Library 4,594 563 (1,101) 632 4,500 58,642 Water Billing 36,169 0 0 0 36,169 364,319 Total 734,601 594,286 45,210 6,476 88,629

Rates Debtors Total Current Arrears > 1 year Rates 31 Jan 2011 20,201,472 8,824,875 392,342 Rates 31 Jan 2010 18,808,276 8,033,279 256,915

Increase on prior 7% 9.9% 53% year

Rates Arrears as at 31 January 2011

We currently have the following outstanding debt:

2011 2010 Increase Opening balance 631,832 445,508 186,324 Arrears 367,336 256,915 110,421

Arrears are split into the following: # Ratepayers Amount Total letters sent 4th February 2011 Opening balance owing 1 July 2010 and still unpaid¹ 122 171,606 Not paid this year 40,653 Total unpaid 212,259 Abandoned land² made up of: Advertised Tender to sell Feb 2008 ‐ no interest 1 17,415 Received Judgement – no cert/title 3 27,937 Advertised for owner Dec 2009 8 53,127 3 years no payment received now up 9 37,680 Approved Rating Sale – no action 1 18,924 Total Abandoned land 24 155,083 Total Arrears as at 31 January 2011 367,342

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¹ Letters have been sent requesting payment of arrears and current rates remaining unpaid at 31 January 2011 by 18 February 2011. There are 95 properties above with a mortgagee. If payment has not been made to cover the arrears or an agreement for regular payments to cover the amount received, notification will be made to the mortgagee and this will be followed up by a formal demand. The remaining properties will be put with our debt collection agency.

² The Abandoned land process will be progressed to the next stage through to the final stage where the property will be advertised for sale by tender.

6 Treasury

Double-dip advocates are way off beam! by Asia Pacific Risk Management 14 February 2011(a full copy is attached for your information)

Current media and economist commentary on the economy remains pretty gloomy, focusing on static retail and housing sectors over the second half of 2010 as the key drivers of the economy in 2011. It is of course very easy to look back at the flat 2010 economy and conclude that nothing is happening any different this year to change that benign outlook.

Such a conclusion runs the risk of being horribly inaccurate in my view.

On the assumption that the NZD/USD exchange rate comes back to the 0.7000 area to help the profitability/investment of the big primary industry exporters, the economy is poised for much more robust growth this year. The September 2010 quarter GDP was negative because dairy and meat production was down due to climatic factors. Both could easily bounce back upwards in the December quarter. Manufacturing definitely improved in the December quarter and recent retail/employment data does not suggest we are in for another shock negative GDP number when the December quarter figures come out in late March.

I see the mood steadily improving over coming months as the 2011 data prints stronger. With the improved sentiment will come rising one to three year swap rates as the interest rate market starts to realise that 3.00% annual GDP growth does bring with it inflation risks. If the RBNZ are managing monetary policy on a 12-18 months forward look basis (as they must be) they will not be able to hold the current complacent approach too far into the year. The double-dip recession advocates are completely ignoring the main driver of the economy – agriculture commodity prices, which are at 30-year highs.

Here’s why APRM see the 2011 economic data improving:-

• Another milk solids payout lift from Fonterra will encourage some spending in the provinces as the debt reduction phase runs down.

• Increasing dairy farm land values have now repaired farm balance sheets and the bankers will be calling off their hounds if they want to maintain/grow their lending levels in 2011.

• Rural confidence surveys are up with the fantastic prices and more certainty around winter feed stocks and grass growth (thanks to the summer rain).

• Business and consumer confidence surveys displaying positive sentiment cannot be wrong two years in a row!

• Job security and thus household spending decisions will lift with the more upbeat economic numbers coming through.

• Outside the RWC and Canterbury earthquake rebuild the forward bookings for tourism look much stronger this year.

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• New business investment is starting to increase with business/commercial credit from the banks increasing in December for the first time in nearly three years.

• The residential property market is no longer a lead indicator for the economy, thus irrelevant to any discussion on what will be driving the economy in 2011.

Tararua District Council’s Debt Interest Rate Position The table below outlines the Council’s policy limits, and a copy of our Treasury Statement investments and borrowings is attached. The variances with the table below from Council policy are due to:

• The overall fixed / floating mix in the term financing was out of policy limits and has now been corrected to by incorporating more fixed rate funding into the portfolio in January to bring the Council back within policy limits.

• Both the fixed rate maturity profile and the funding maturity profile is out of policy limits in the period of 3 – 5 years. This is due to Council locking in good mid term rates when they were available.

Tararua District Council Debt Interest Rate Position 12 month forecast core debt: $13.343m 31-Dec-10 Policy Limits 50%-100% Overall Fixed:Floating Mix 56% Y Liquidity Ratio: 110% Actual 233% Policy Compliance Y Fixed Rate Maturity Profile: Years 1 - 3 years 3 - 5 years 5 - 10 years Policy Limits 15%-60% 15%-60% 0%-60% Actual Hedging 13% 67% 20% Policy Compliance X X Y Funding Maturity Profile: Years 0 - 3 years 3 - 5 years 5 - 10 years Policy Limits 20%-60% 20%-60% 0%-60% Actual 30% 70% 0% Policy Compliance Y X Y

Counterparty Credit Risk Credit Rating Policy Limits Actual Investment Policy Compliance ANZ A1+ 40% 25.7% Y BNZ A1+ 40% 21.9% Y Citibank A1 20% 0.1% Y Domain Boards A1 20% 2.1% Y Kiwibank A1+ 40% 24.5% Y Westpac A1+ 40% 25.8% Y TOTAL 100.0% Credit Risk by Tier Credit Rating Policy Limits Actual Investment Policy Compliance Tier 1 A1+ 100% 97.9% Y Tier 2 A1 50% 2.1% Y Tier 3 A2 20% 0.0% Y TOTAL 100.0% Tararua District Council Investment Limits by Time Band

Period to Maturity Policy (Max $m) Policy (Max Actual Investment Policy Compliance

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%) On Call No Limit 100% 29.4% Y 2 - 7 Days 2 50% 0.0% Y 8 - 30 Days 1 50% 0.0% Y 31 - 90 Days No Limit 50% 16.2% Y 91 - 365 Days No Limit 50% 54.3% N >12 Months No Limit 0% 0.0% N/A TOTAL 100.0%

6.1 Investment Policy Council’s portfolio will be arranged to provide sufficient funds for planned expenditures and to allow for the payment of obligations as they fall due.

Council’s policies under S102(4) (c) are as below:

Limit Actual

Minimum level of available liquidity (committed bank $1.29 m $8.48 m facilities and/or liquid target assets) will be not less than $1.29 million in addition to the amount required to be held against special funds.

Weighted average return was 4.17% on $14.9m as at 31 December 2010. The interest rate for cash on call on the money market is tied to the official cash rate (OCR) and was achieving a rate of 2.25% at the end of December.

6.2 Specific Borrowing Limits/Credit Exposure Debt is to be managed within the following limits subject to the Council continuing to control and maintain its share of the roading network requirements in the event of civil emergencies:

Limit Actual

ƒ Gross cost of debt* (interest and principal payments) in 12% 6.2% any financial year must not exceed as a percentage of Council’s operating revenue.

ƒ Gross cost of debt* (interest and principal payments) in 20% 10.5% any financial year must not exceed as a percentage of rate revenue.

It is noted that Council has chosen to accelerate its repayment of loans associated with urban footpaths.

ƒ Debt must not exceed as a percentage of total public 5% 1.3% equity and accumulated funds.

ƒ Total debt per head of population ** will not exceed. $1,319 $600

The weighted average cost of debt was 6.20% on $10m as at 31 December 2010. This average excludes internal borrowing and the tenant contributions. The Energy Efficiency Conservation Authority loan is matched by an asset owed to Council from Tararua Aquatic

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Community Trust. As $5m of the debt is deductible for tax purposes, the after tax interest cost of the external debt is 5.9%

On 31 March the Westpac loan for $5m was refinanced with BNZ. The term is 5 years and the rate ranges from 5.84% to 6.2% depending on the 30 day swap rate and is currently 5.84%.

* Principal repayment (excluding refinancing transactions) and interest expense.

** The Census in 2006 recorded a Population of 17,634.

6.3 Specific Policy on Giving of Securities Council may act as guarantor to financial institutions on loans or enter into incidental arrangements for Organisations, Clubs, Trusts or Business Units, when the purposes of the loans are in line with Council’s strategic objectives. There are now no guarantees provided to 31 December 2010.

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