Ōtorohanga District Council

AGENDA

20 July 2021

10AM

Members of the Ōtorohanga District Council

His Worship the Mayor MM Baxter Councillor K Christison Councillor B Ferguson Councillor R Johnson (Deputy Mayor) Councillor K Jeffries Councillor R Dow Councillor RA Klos Councillor A Williams

Meeting Secretary: Mr. CA Tutty (Governance Supervisor)

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ŌTOROHANGA DISTRICT COUNCIL

20 JULY 2021

Notice is hereby given that an ordinary meeting of the Ōtorohanga District Council will be held in the Council Chambers, 17 Maniapoto Street, Ōtorohanga on Tuesday 20 July 2021 commencing at 10am.

Tanya Winter CHIEF EXECUTIVE

15 July 2021

ORDER OF BUSINESS: PRESENT

IN ATTENDANCE

APOLOGIES REFLECTION / PRAYER / WORDS OF WISDOM DECLARATION OF CONFLICTS OF INTEREST PUBLIC FORUM CONFIRMATION OF MINUTES ŌTOROHANGA DISTRICT COUNCIL –15 JUNE 2021 CONFIRMATION OF MINUTES ŌTOROHANGA DISTRICT COUNCIL –29 JUNE 2021 RECEIPT OF MINUTES ŌTOROHANGA COMMUNITY BOARD – 3 JUNE 2021

REPORTS ITEM 173 DEPUTY MAYOR VERBAL REPORT 4 ITEM 174 APPLICATION FOR TEMPORARY ROAD CLOSURE – TARGA 2021 4

ITEM 175 APPLICATION FOR TEMPORARY ROAD CLOSURE – WAITOMO CLUBMANS RALLY 2021 9 ITEM 176 DISTRICT LIBRARY REPORT 13 ITEM 177 TE TAIAO O KAWHIA MOANA – SUBMISSION ON DANGEROUS DRIVING ON KAWHIA 16 BEACH COUNCILLOR UPDATE 23

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ITEM 173 DEPUTY MAYOR VERBAL REPORT

ITEM 174 APPLICATION FOR TEMPORARY ROAD CLOSURE – TARGA NEW ZEALAND 2021 TO: HIS WORSHIP THE MAYOR AND COUNCILLORS ŌTOROHANGA DISTRICT COUNCIL FROM: SENIOR ENGINEERING ASSISTANT

DATE: 20 JULY 2021

Relevant Community Outcomes  Ensure services and facilities meet the needs of the Community  Promote the local economy and opportunities for sustainable economic development  Foster an involved and engaged Community

Executive Summary

An application has been received from Targa New Zealand for the following road closures within the Ōtorohanga District, to enable, Targa New Zealand to hold the Targa New Zealand 2021 Rally.

Recommendation(s) It is recommended that:

The application for Temporary Road Closure of sections on Sircombe – Lurman – Paewhenua – Maihiihi – Tauraroa Valley – – Waimahora and Barber Roads (map attached) on Tuesday 26th October 2021; be granted with the following conditions imposed;

1. In the event of a COVID:19 resurgence and a revert to a lockdown greater than Level 2 status, any granted road closures will be rendered null and void 2. Emergency services have complete rite of passage at all times.

3. Targa New Zealand is to pay a bond of $5000.00, this bond can be waived at the discretion of the Engineering Group Manager on application to Roger Brady. The said bond is returnable after post event drive over, undertaken by Ōtorohanga District Council Roading Team.

4. Targa New Zealand is to pay an application fee of $905.00 towards the administration of the road closure to Ōtorohanga District Council.

5. Targa New Zealand is to pay for all advertising costs to the appropriate newspapers. Public notice advertisements are to be published in the Waitomo News.

6. Targa New Zealand is responsible for obtaining public liability insurance (and paying the cost thereof) to a minimum value of $10,000,000. This is required to indemnify Council against any damage to the property or persons as a result of rally activities during the road closure period.

7. Targa New Zealand is to comply with the objection provisions contained in the Transport (Vehicular Traffic Road Closure) Regulations 1965.

8. Targa New Zealand is to liaise and provide evidence of liaison with all operators and businesses that may be affected by the road closures.

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9. Targa New Zealand is to consult with all residents of all properties on the roads intending to be closed and also the residents on roads connecting with roads intending to be closed, including any, no exit roads. Two mail drops to residents are to be carried out. All initial mail drops to residents are to be approved by Council staff before distribution commences. The subsequent mail drop is to be completed no later than ten full days before the proposed closures.

10. Targa New Zealand is solely responsible for signposting and policing of the roads to be closed, to ensure that only vehicles connected with the event have access to the road closure areas. This includes arranging the delivery, erection and staffing of all road closure barriers and the removal thereof after closures. All gates and entranceways are to be taped and to ensure its removal thereafter.

11. Signs advising of the road closures are to be erected at the start and end of the closed portions of the roads and on each intersecting road two weeks prior to the road closure. All signs are to be removed immediately after the closure. A Targa New Zealand representative is to meet with Council Engineering staff regarding the required signs format, size, location and quantity of signs for approval before they are manufactured and erected.

Background Previous Annual Rally was cancelled due to COVID-19

Options

1) Council to approve closures to enable the undertaking of the rally. 2) Council does not approve closures, preventing rally from taking place.

Considerations

Targa New Zealand, have applied for this road closure pursuant to the Tenth Schedule of the Local Government Act 1974. They are prepared to comply with the objection provisions contained in the Transport (Vehicular Traffic Road Closure) Regulations 1965. Targa New Zealand, are in the process of obtaining consents from residents of the affected areas, indicating agreement for the road closures.

Significance and Engagement

Roading is defined as a significant activity. As this is a discretionary activity with a low cost it is assessed as not significant and that community engagement as defined by the legal requirements is sufficient.

Legal

There is a legal requirement to consult with affected parties and advertise the road closures under the Transport (Vehicular Traffic Road Closure) Regulations 1965. This legislation also contains an objections process which is to be followed should objections be received. Targa New Zealand will readily liaise with the community of Maihiihi and the associated areas around the listed roads as per requested under District Council requirements.

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Assessment of Options

Option 1 Council to approve the rally

Advantages  A sporting event is held in the district which provides entertainment and also promotes the district.  Rally participants and spectators will visit the district and spend money with local businesses  The location of the rally will impact a number of local residents but will have very little impact on traffic movements.

Disadvantages  Inconvenience to local residents  The possibility of some damage to the road or adjacent property.

Option 2 Council to decline the rally

Advantages  No inconvenience to local residents  No possibility of any damage to the road or adjacent property.

Disadvantages  The opportunity to provide entertainment and also promote the district is lost.  An opportunity to for increased spending in the district is lost.

Preferred Option and Reasons

The preferred option is option 1

The reason for this is that the benefits outweigh the negatives and the track record of holding the rally on these roads is such that no damage to the roads or safety concerns were raised by residents the last time the rally was held.

Marion Fleming SENIOR ENGINEERING ASSISTANT

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ITEM 175 APPLICATION FOR TEMPORARY ROAD CLOSURE – WAITOMO CLUBMANS RALLY 2021 TO: HIS WORSHIP THE MAYOR AND COUNCILLORS ŌTOROHANGA DISTRICT COUNCIL FROM: SENIOR ENGINEERING ASSISTANT

DATE: 20 JULY 2021

Relevant Community Outcomes  Ensure services and facilities meet the needs of the Community  Promote the local economy and opportunities for sustainable economic development  Foster an involved and engaged Community

Executive Summary

An application has been received from Hamilton Car Club for the following road closures within the Ōtorohanga District, to enable, Hamilton Car Club to hold the Waitomo Clubman Rally 2021 Rally.

Recommendation(s) It is recommended that:

The application for Temporary Road Closure of sections on (map attached) on – Kaimango – Hauturu Roads on Sunday 31 October 2021; be granted with the following conditions imposed;

1. In the event of a COVID:19 resurgence and a revert to a lockdown greater than Level 2 status, any granted road closures will be rendered null and void 2. Emergency services have complete rite of passage at all times.

3. Hamilton Car Club is to pay a bond of $5000.00 per metal road used, this bond can be waived at the discretion of the Engineering Group Manager on application to Roger Brady. The said bond is refundable after post event drive over, undertaken by Ōtorohanga District Council Roading Team, with deductions made to cover the cost of repairs to the roads required as a direct result of the event taking place.

4. Hamilton Car Club is to pay an application fee of $905.00 towards the administration of the road closure to Ōtorohanga District Council.

5. Hamilton Car Club is to pay for all advertising costs to the appropriate newspapers. Public notice advertisements are to be published in the Waitomo News.

6. Hamilton Car Club is responsible for obtaining public liability insurance (and paying the cost thereof) to a minimum value of $10,000,000. This is required to indemnify Council against any damage to the property or persons as a result of rally activities during the road closure period.

7. Hamilton Car Club is to comply with the objection provisions contained in the Transport (Vehicular Traffic Road Closure) Regulations 1965.

8. Hamilton Car Club is to liaise and provide evidence of liaison with all operators and businesses that may be affected by the road closures.

9. Hamilton Car Club is to consult with all residents of all properties on the roads intending to be closed and also the residents on roads connecting with roads intending to be closed, including any, no exit roads. Two

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mail drops to residents are to be carried out. All initial mail drops to residents are to be approved by Council staff before distribution commences. The subsequent mail drop is to be completed no later than ten full days before the proposed closures.

10. Hamilton Car Club is solely responsible for signposting and policing of the roads to be closed, to ensure that only vehicles connected with the event have access to the road closure areas. This includes arranging the delivery, erection and staffing of all road closure barriers and the removal thereof after closures. All gates and entranceways are to be taped and to ensure its removal thereafter.

11. Signs advising of the road closures are to be erected at the start and end of the closed portions of the roads and on each intersecting road two weeks prior to the road closure. All signs are to be removed immediately after the closure. A Hamilton Car Club representative is to meet with Council Engineering staff regarding the required signs format, size, location and quantity of signs for approval before they are manufactured and erected.

Background Previous Annual Rally was cancelled due to COVID-19 restrictions.

Options

1) Council to approve closures to enable the undertaking of the rally. 2) Council does not approve closures, preventing rally from taking place.

Considerations

Hamilton Car Club, have applied for this road closure pursuant to the Tenth Schedule of the Local Government Act 1974. They are prepared to comply with the objection provisions contained in the Transport (Vehicular Traffic Road Closure) Regulations 1965. Hamilton Car Club, are in the process of obtaining consents from residents of the affected areas, indicating agreement for the road closures.

Significance and Engagement

Roading is defined as a significant activity. As this is a discretionary activity with a low cost it is assessed as not significant and that community engagement as defined by the legal requirements is sufficient.

Legal

There is a legal requirement to consult with affected parties and advertise the road closures under the Transport (Vehicular Traffic Road Closure) Regulations 1965. This legislation also contains an objections process which is to be followed should objections be received. Hamilton Car Club will readily liaise with the community of and the associated areas around the listed roads as per requested under Otorohanga District Council requirements.

Assessment of Options

Option 1 Council to approve the rally

Advantages  A sporting event is held in the district which provides entertainment and also promotes the district.  Rally participants and spectators will visit the district and spend money with local businesses  The location of the rally will impact a number of local residents but will have very little impact on traffic movements.

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Disadvantages  Inconvenience to local residents  The possibility of some damage to the road or adjacent property.

Option 2 Council to decline the rally

Advantages  No inconvenience to local residents  No possibility of any damage to the road or adjacent property.

Disadvantages  The opportunity to provide entertainment and also promote the district is lost.  An opportunity to for increased spending in the district is lost.

Preferred Option and Reasons

The preferred option is option 1

The reason for this is that the benefits outweigh the negatives and the track record of holding the rally on these roads is such that any damage to the roads was repaired as the expense of the Hamilton Car Club and deducted from the bond which they paid. No safety concerns were raised by residents the last time the rally was held.

Marion Fleming SENIOR ENGINEERING ASSISTANT

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ITEM 176 DISTRICT LIBRARY REPORT TO: HIS WORSHIP THE MAYOR AND COUNCILLORS OTOROHANGA DISTRICT COUNCIL FROM: LIBRARY MANAGER

DATE: 20 JULY 2021

 Relevant Community Outcomes Ensure services and facilities meet the needs of the Community

Executive Summary The report outlines the activities of the Otorohanga District Libraries for the period February to June 2021

Recommendation(s) It is recommended that: The Library Manager’s quarterly report be received.

Background Library staffing

The replacement student shelver Jeremy Ewing-Waaka was appointed in late January.

After a review of current staffing hours, and looking at what we are hoping to achieve with the New Zealand Libraries Partnership Programme (NZLPP), advertising for this twelve-month position was started in May. Alix Whiteman was the successful applicant and started in late June.

Due to staff illness we have had to provide cover at the Kawhia library several times over the last few months. Annette McGregor, one of the volunteers at Kawhia has provided the lion’s share of the cover, but some has been provided by team members at Otorohanga.

Library Operations

During the last six months, there has been a focus on tidying up databases, writing training guides, operational guidelines and an induction plan for new team members. As well we have setup the Acquisitions module in Kotui. This will enable us to track spending by collections in a much more forward focused manner. The collections at Otorohanga have been rearranged slightly to make the children’s area more usable for programmes and to allow all the large print titles to be in one area.

Library Programmes

Changing COVID-19 levels meant the cancellation of some of our weekly childrens programmes during the start of the year. The term two holidays were run in the library and instead of being run for a set short period, was available from 10 am to 2 pm each day. Different activities were held during the Create-a-thon. This format was very successful with 137 children taking part over the week.

Over the last twelve months there have been 693 participants at library programmes, up from 550 the previous year.

Planning has been underway to run a Winter Reading Programme for primary school aged children. This has been organized in collaboration with the Waitomo District Library. The two libraries have created the programme and it will run for six weeks starting at the start of the school holidays. We are piloting taking the programme out to schools with the plan that this can be scaled up in subsequent years to include more schools. Molly McGrath is leading this programme for Otorohanga.

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Programme Attendance Statistics 20/21 Number of Sessions Number of Participants Wiggle and Rhyme 28 81 Storytime 29 303 LEGO Club 8 34 The Kiwi Summer Read 1 26 Book Discussion Club 11 58 Create-a-thon (Term 3 Holidays) 5 137 Other 2 54

Kawhia and Ngaroma Communities

There has been positive feedback from Kawhia regarding the rotation of stock there. This will be an ongoing process and to date we have refreshed about 75% of the collections. Ngaroma selected a new loan in June.

Forward Planning

As part of the NZLPP, we have had to create an Establishment Report that lays out what we hope to achieve during the time we have additional staffing.

We plan to :  Review current library programmes  Establish a combined Winter Reading programme in collaboration with Waitomo District Library  Establish a combined Summer Reading programme in collaboration with Waitomo District Library  Establish an Adult Reading Programme  Increase outreach to our rural communities  Introduce STEM/STEAM programme in collaboration with Waitomo District Library  Establish a library Blog for Reader Advisory and promotion of services

To date we have started the review, Blog planning and the Winter Reading programme for children. We were also successful in getting $5000.00 for STEM/STEAM resources for our programme. These have been ordered and are starting to arrive now.

In July we will be launching a series of Online Banking Stepping Up classes. BNZ are working with us on to deliver the classes. They are designed to assist those having to move to Online with the closure of the BNZ branch and the removal of cheques.

Usage Statistics

Otorohanga Library (1 Jul 2020 to 30 Jun 2021) 2020/21 2019/20 In person visits 24,262 26039 Materials Issued 34374 30713 eBook & eAudio downloads 1841 1563 Computer Sessions (APNK) 3364 4317 Wifi Sessions* 14000 16840 New Members 194 194

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Kawhia Library (1 Jul 2020 to 30 Jun 2021) 2020/21 2019/20 Materials Issued 1800 1480 Computer Sessions (APNK) 19 67 Wifi Sessions* 12527 17,477 New Members 17 8

*Note to Wifi – 2 Degrees did not supply statistics to APNK for the bulk of the Dec-Jan period; June statistics not provided as of writing report

Heather Taylor LIBRARY MANAGER

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ITEM 177 TE TAIAO O KAWHIA MOANA – SUBMISSION ON DANGEROUS DRIVING ON KAWHIA BEACH TO: HIS WORSHIP THE MAYOR AND COUNCILLORS OTOROHANGA DISTRICT COUNCIL FROM: GROUP MANAGER ENGINEERING

DATE: 20 JULY 2021

Relevant Community Outcomes  The Otorohanga District is a safe place to live  Ensure services and facilities meet the needs of the Community  Provide for the unique history and culture of the District  Manage the natural and physical environment in a sustainable manner  Foster an involved and engaged Community  Protect the special character of our harbours and their catchments

Executive Summary

Attached is a submission from Te Taiao o Kawhia Moana on the topic of the cultural, environmental and health and safety concerns this community group has in relation to vehicles driving on the beachfront and harbor entrance in Kawhia.

Recommendation(s)

It is recommended that the submission be received. Background Historically there have been numerous vehicles driving from the Kawhia Township along the edge of the lagoon and onto hot water beach. With the impacts of climate change and more and more people driving on the beach Te Taiao o Kawhia Moana assess the impacts of this as becoming more evident and serious in their consequences.

Current Situation

Other councils faced with similar issues have made amendments to Bylaws to help manage and control such behaviour and Te Taiao o Kawhia Moana are requesting that Ōtorohanga District Council take similar action. They also have a desire to work with Council to arrive at positive and sensible outcome for all stakeholders.

Iwi Whilst not exclusively representitve of Iwi, Te Taiao o Kawhia Moana has Mana Whenua representation and this would help facilitate and inform consultation with local Iwi.

Roger Brady Group Manager Engineering

Attachments Submission from Te Taiao o Kawhia Moana Presentation from Te Taiao o Kawhia Moana

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COUNCILLOR UPDATE

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