Ōtorohanga Community Board
AGENDA
TUESDAY 4 FEBRUARY 2019
4.00pm
Members of the Ōtorohanga Community Board
Board Member Neville Gadd (Chair) Board Member Kat Brown-Merrin Board Member Alan Buckman Councillor Katrina Christison Board Member Peter Coventry Councillor Paul McConnell
ŌTOROHANGA COMMUNITY BOARD
TUESDAY 4 FEBRUARY 2020
Notice is hereby given that an orginary meeting of the Ōtorohanga Community Board will be held in the Council Chambers, 17 Maniapoto Street, Ōtorohanga on Tuesday 4 February 2020 commencing at 4pm.
28 January 2020 Tanya Winter CHIEF EXECUTIVE
AGENDA
ORDER OF BUSINESS: PAGE
PRESENT IN ATTENDANCE APOLOGIES DECLARATION OF INTEREST PUBLIC FORUM CONFIRMATION OF MINUTES – 11 DEVEMBER 2019
REPORTS
ITEM 8 CHAIRPERSONS REPORT – VERBAL 1 ITEM 9 SPARC APPOINTMENT 1 ITEM 10 UPDATE ON THE ŌTOROHANGA COMMUNITY BOARD WALK AROUND ŌTOROHANGA 3 ROUTINE CIVIL DEFENCE AND EMERGENCY MANAGEMENT REPORT FOR OCTOBER TO ITEM 11 4 DECEMBER 2019 ITEM 12 ROUTINE BUILDING CONTROL REPORT OCTOBER TO DECEMBER 2019 21 ITEM 13 ROUTINE PLANNING REPORT FOR OCTOBER TO DECEMBER 2019 26 ITEM 14 ROUTINE ANIMAL CONTROL OFFICERS REPORT FOR OCTOBER TO DECEMBER 2019 29 ROUTINE WATER SERVICES & COMMUNITY FACILITES REPORT AUGUST – NOVEMBER ITEM 15 30 2019 ITEM 16 ROUTINE ROAD SAFETY REPORT AUGUST – NOVEMBER 2019 37 ITEM 17 ROUTINE REPORT ON ROADING AUGUST – NOVEMBER 2019 39 BOARD MEMBER UPDATE 42
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ITEM 8 CHAIRPERSONS REPORT – VERBAL
ITEM 9 APPOINTMENTS TO THE ŌTOROHANGA STOPBANK RESERVE MANAGEMENT PLAN WORKING GROUP TO: CHAIR PERSON AND MEMBERS – ŌTOROHANGA COMMUNITY BOARD FROM: GROUP MANAGER ENGINEERING
DATE: 4 FEBRUARY 2020
Relevant Community Outcomes 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
Executive Summary The purpose of this report is for the Ōtorohanga Community Board to approve the replacement of Liz Cowan with Alan Buckman as the Ōtorohanga Community Board appointed member of the Ōtorohanga Stopbank Reserve Management Plan Working Group, and Wikitoria Tane as an additional representative of Nehenehenui Regional Management Committee.
Recommendation(s) It is recommended to Council that Alan Buckman be appointed to the Ōtorohanga Stopbank Reserve Management Plan Working Group as the Ōtorohanga Community Board Member, and Wikitoria Tane as an additional representative of Nehenehenui Regional Management Committee.
Background The following resolution was passed by the Ōtorohanga Community Board in their meeting of 7 August 2019 and ratified by Council in their meeting of 19 August 2019.
ŌTOROHANGA STOPBANK PATHWAY RESERVE MANAGEMENT PLAN WORKING GROUP
Resolved that: Approval is given to establish a working group, made up of the following stakeholders to create the draft Ōtorohanga Stopbank Pathway Reserve Management Plan. . Council Elected Members represented by Councillor Katrina Christison and Ōtorohanga Community Board Member Liz Cowan. . Council Staff represented by Engineering Manager Roger Brady or his alternate . Waikato Regional Council one representative and one alternate . Nehenehenui Regional Management Committee one representative and one alternate . NZTA one representative and one alternate
2 The process as summarised below is followed to create and adopt the Ōtorohanga Stopbank Pathway Reserve Management Plan. . Stage 1 revisit feedback to date and produce the draft plan . Stage 2 consult on the draft plan with the wider community . Stage 3 feedback from the community incorporated in the plan . Stage 4 The plan and associated budgets would then be included in the draft Long Term Plan. Mr. Coventry / Mr. Gadd
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Liz Cowan was previously appointed to the Ōtorohanga Stopbank Reserve Management Plan Working Group, however she was not re-elected to the Community Board. Therefore there is a need to appoint a replacement.
Current Situation
At the Community Board meeting on 11 December 2019, the Board discussed the need for a replacement and it was agreed that Alan Buckman be appointed to the working group, however a formal resolution was not passed.
Nehenehenui Regional Management Committee has also requested that they have two representatives on the working group and proposed Wikitoria Tane as their second representative.
R H Brady GROUP MANAGER ENGINEERING
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ITEM 10 UPDATE ON THE ŌTOROHANGA COMMUNITY BOARD WALK AROUND ŌTOROHANGA
TO: CHAIRPERSON & MEMBERS ŌTOROHANGA COMMUNITY BOARD
FROM: COMMUNITY FACILITIES OFFICER
DATE: 4 FEBRUARY 2020
Relevant Community Outcomes The Ōtorohanga District is a safe place to live Ensure services and facilities meet the needs of the Community Foster an involved and engaged Community
Executive Summary On 7 March 2019, the Ōtorohanga Community Board walked around Ōtorohanga and compiled a document identifying areas of concern or possible improvement. This report provides further feedback to the Community Board on the steps taken since the previous report.
Staff Recommendation It is recommended: That the report be received
Report Discussion Each item raised is recorded in the table below along with associated comments.
Item Comments / Status as at 29/7/19 Service Request number
Pou showing signs of fading and algae Quote has been accepted now awaiting 1902072 growth. contractor to complete job Expedite the completion of the Jared has now taken over this project. 1902073 memorial cannon and return them to the park. Millennium “Te Rohe Potae” sculpture Staff and designer are finalising the proof of 1902075 base (raw pounamu) needs cleaning, the map in order to replace the sign. plaque at the base to be replaced. Descriptive story panel needs cleaning. Faded yellow line at the edge of the This work has been programmed to be done 1902079 platform. in conjunction with the painting of the railway station Remove Flaxes at railway station Programmed to be completed Renewal of Ōtorohanga entry signs Signs have arrived and are getting replaced 1902076 near the cemetery? early February
Jared le Fleming COMMUNITY FACITILITES OFFICER
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REPORTS 11 - 14 WERE RECEIVED BY THE ŌTOROHANGA DISTRICT COUNCIL AT THE MEETING OF 29 JANUARY 2020 AND ARE PROVIDED HERE FOR YOUR INFORMATION
ITEM 11 CIVIL DEFENCE AND EMERGENCY MANAGEMENT REPORT FOR OCTOBER TO DECEMBER 2019
TO: CHAIRPERSON & MEMBERS ŌTOROHANGA COMMUNITY BOARD
FROM: LOCAL CIVIL DEFENCE CONTROLLER AND EMERGENCY MANAGEMENT OPERATIONS MANAGER
DATE: 4 FEBRUARY 2020
Relevant Community Outcomes The Ōtorohanga District is a safe place to live Ensure services and facilities meet the needs of the Community Promote the local economy and opportunities for sustainable economic development Manage the natural and physical environment in a sustainable manner
EXECUTIVE SUMMARY
To provide the quarterly update report on the Civil Defence and Emergency Management (CDEM) activity for the period 1 October 2019 to 30 December 2019. This includes emergency management activities under the shared service arrangement between Waipā, Ōtorohanga and Waitomo District Councils and activities of the Waikato Civil Defence Emergency Management Group including the Joint Committee.
RECOMMENDATION
That the information contained in the Civil Defence Emergency Planning Report for October 2019 to December 2019 from Andrew Loe, Local Civil Defence Controller and David Simes, Emergency Management Operations Manager be received.
REPORT DISCUSSION
The Local Civil Defence Controller and Emergency Management Operations Manager provide a quarterly information report for information purposes to this Committee on emergency management activities affecting the Western Waikato Emergency Operating Area (WWEOA) which includes Waipā, Ōtorohanga and Waitomo District Councils. This is the final quarterly report for 2019.
NATIONAL OVERVIEW
National Emergency Management Agency
The National Emergency Management Agency (NEMA) was successfully stood up on 1 December 2019. Carolyn Schwalger was appointed as the interim Chief Executive. Sarah (Norm) Stuart-Black continues in the statutory role as the Director of CDEM and has become the NEMA Deputy Chief Executive.
During 2020, the NEMA organisational strategy, design and operating model will be developed and implemented as phase 2 of the NEMA establishment. It is anticipated changes will be made to the CDEM Act 2002 to clarify functions and authority, and make regulations under the Act to set national standards in due course.
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National initiatives
The following initiatives have been signalled or are in progress: A review of the National CDEM Plan commencing in 2020. A National Earthquake Framework will be developed in 2020-21. This planning will provide national direction for any major earthquake that impacts multiple CDEM Groups, to ensure a coordinated All-of-Government response. Development of a National Fuel Emergency Plan including lead agency responsibilities for infrastructure failure and the roles and responsibilities of support agencies. Development and implementation of a capability, competency and accreditation framework for volunteer response teams working in emergency management. Best practice approaches for communicating with CALD (culturally and linguistically diverse) communities. Implementation of the new welfare registration and needs assessment tool. Implementation of the new emergency management information management system.
Longer term initiatives indicated include consideration of legislative changes or regulations that would require civil defence emergency management consultation with iwi/Māori when planning.
Deployable coordination centre caches
Development of the caches continues with coordination centres in Auckland, Palmerston North, Wellington and Christchurch. In addition, three Comms Kits will be established in Auckland, Wellington and Christchurch utilising high- speed Very Small Aperture Terminal (VSAT) satellite communication equipment. These will provide a satellite broadband connection approximately 20 times faster than previous units and should enable a coordination centre of 30 people to operate effectively.
New Zealand Emergency Management Assistance Team (EMAT)
In response to the severe weather on the West Coast, EMAT deployed a small team including a Fire and Emergency New Zealand (FENZ) specialist to support West Coast Emergency Management and Westland District Council. One member supported welfare and planning in the Hokitika EOC, while the other three deployed into Franz Josef to support surge staffing provided by the regional council.
Together with CDEM volunteers from the community in Hokitika led by the local DOC manager, they planned and managed the successful escorted convoy movement of approximately 450 people and 150 vehicles from Franz Josef to Haast.
This first deployment went extremely well and demonstrated capability in undertaking detailed tactical planning and operations in a small team at the local level.
NEMA National Coordination Centre (NCC)
The Whakaari/White Island volcanic eruption on 9 December triggered the activation of the Bay of Plenty (BOP) CDEM Group who subsequently led the local response. The incident was classified as a major national level response.
The severity of the event resulted in the NCC being activated to coordinate support at the national level from multiple agencies. An example of this integrated support includes a meeting held with Whakatāne District Council, BOP Group and the NCC on 17 December to agree a National Recovery Framework which identified all the consequences related to the eruption and all relevant stakeholders who have roles and responsibilities in the recovery.
The support provided by the NCC to coordinate multi-agency support and undertake recovery planning ensured the BOP Group maintained focus on immediate response requirements.
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REGIONAL OVERVIEW
Waikato CDEM Group Joint Committee
At its meeting on 9 December 2019, the Joint Committee unanimously voted Hugh Vercoe (Waikato Regional Council) as the Chair and Anne Parkes (Taupo District Council) as the Deputy Chair for the 2019-2022 triennium.
Waikato Group Emergency Management Office (GEMO)
The 2020/21 budget included an increase of $28,132 to the approved Long Term Plan budget. This was a result of increased depreciation from previously approved expenditure of reserves, and increased operational levels from GEMO to the Waikato Group. The budget for 2020/21 was subsequently approved.
Waikato Group Capability Assessment report
The Waikato CDEM Group requested that an out-of-programme monitoring and evaluation process be conducted. The objective was to provide an evidence-based snapshot of current progress benchmarked against a previous evaluation conducted for the Group. The output of the evaluations will be used to inform the review of the Group Plan. This evaluation process was conducted independently, but in conjunction with the Ministry of Civil Defence & Emergency Management (MCDEM).
The Waikato CDEM Group overall score is 70.0% and there are a total of seventy-nine (79) recommendations. The 2014 Waikato CDEM Group monitoring and evaluation score was 71.3%. This slight decrease in the score was considered inconsequential to the current state of CDEM capability.
It was noted that overall there is a positive culture and commitment to CDEM capability within the Group across all levels of management and governance. All levels of leadership, from elected officials to Chief Executives to other managers and Local Controllers, recognised the importance of CDEM and supported a collective approach to CDEM capability across the Group.
There was also a very strong leadership culture in the Controllers recognising capability; the value of people and communities; and the practical application of CDEM capability. Confidence was displayed in the leadership of CDEM for the Group and work being conducted by the GEMO.
The Group report comprises 75 pages. The Executive summary and conclusions have been attached as Appendix 2. Copies of the full report are available if required.
Waikato CDEM Group Plan
Priority 1 actions include reviews of both the recovery plans and welfare plans. Most territorial local authorities have reviewed their recovery and welfare plans. Waipā, Ōtorohanga and Waitomo councils have complied with this requirement.
The Group Plan states that a review of the Plan will be undertaken 5 years from its adoption (November 2021). A project plan will be developed for the Group Plan review to commence in 2020. This review is influenced by the National Plan which is also scheduled for review in 2020.
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WESTERN WAIKATO EMERGENCY MANAGEMENT SHARED SERVICE
SHARED SERVICE OVERVIEW
The purpose of this shared service agreement is to enable the delivery of efficient and effective CDEM within the Waipā, Ōtorohanga and Waitomo Districts.
The Agreement, signed in 2017, is due to expire on 30 June 2020. The Council Management Committee, consisting of one staff member from each member council, will meet to agree a process to renew, vary or cancel the Agreement at its first meeting in 2020.
REDUCTION
MBIE (Ministry of Business Innovation and Employment) have recently amended the ‘acceptable solutions and verification methods’ for the Building Code. These amendments require territorial local authorities to have mapped within two (2) years the liquefaction-prone areas within their jurisdiction. This is to ensure buildings are being built safely and strongly on good grounds to withstand liquefaction risks. Compliance with this requirement is currently under action.
READINESS
The National Shakeout drill on 17 October 2019 promoting earthquake readiness received significant national publicity, which was capitalised on at a local level. Waipā, Ōtorohanga, and Waitomo councils all promoted this message to the public via social media, and promotional material at public counters and libraries, and internally via in house messaging and blogs.
Western Waikato CDEM and Waikato District Council CDEM are working together to develop a West Coast Tsunami Action Plan taking into account similarities in coastline and risk should a Tsunami occur. Tsunami signage is currently being erected in Mokau, Awakino, and Marakopa coastal areas, with the remainder of the Western coastal areas to follow.
Western Waikato CDEM staff presented to Waikato Primary Industries Adverse Event Cluster on 27 November 2019 at the Don Rowlands Centre, Lake Karāpiro, which included a workshop focussed on flooding and reducing the effects on the rural sector.
Community Response Plans (CRP’s)
CRP’s have been completed for Kawhia, Aotea, Marakopa and Mokau. A draft plan has been presented to both the Ōhaupō and Kaipaki communities for their adoption on 7 November. Plans have been drafted for and discussions held with community members in Bennydale and the Pureroa National Park (including DOC), Pirongia, Ngāhinapōuri and Te Pahu during this quarter.
Welfare
The Waipā Welfare Committee and the Waitomo/Ōtorohanga Welfare Committee both completed a table top exercise in preparation for the Group welfare exercise on 19 November 2019. The Committees assessed the information relating to an ex-Tropical Cyclone hitting the whole of the Waikato Region and provided situation reports and welfare action plans for the exercise in relation to their Council areas.
Welfare Manager’s from all three councils attended the Regional Group welfare exercise at the GEMO on 19 November 2019. Information from the exercise will be reviewed by the Group Welfare Co-ordination Committee for possible actions arising.
Civil Defence Centre’s have been identified for all three Council’s with assessments nearly complete for Ōtorohanga. The next Waitomo/Ōtorohanga Welfare Committee meeting will focus on exercising the setting up of one of the Waitomo/Ōtorohanga Centres. This will help those who have completed the ‘CDC Supervisor’ and ‘Delivery of Welfare
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in an Emergency’ courses test and assess the equipment available to ensure they are comfortable that the CDC can be set up without undue delay.
Training
Foundation Course training continues to be carried out across all three councils with new staff being captured as they join the organisations and a systematic approach of engaging with existing staff has been actioned. During this quarter 13 staff in total across the three councils have completed this Foundation training.
A number of staff from all three councils have attended the Integrated Training Framework Intermediate Course and the Welfare Function Course.
A planning and intelligence training and exercise was held on 29 November 2019 with staff from all three council’s Emergency Operating Centres attending. Presentations from a NZ Police intelligence officer and the Waikato GEMO planning officer were well received. The presentations were followed by an in-depth testing of all facets of the planning and intelligence function. This was the first of a series of focussed training session on specific EOC functions.
RESPONSE
CDEM Staff attended in response to a tornado which impacted on houses, trees and other household areas in Te Kawa on 17 December 2019. Welfare assistance and temporary accommodation was offered to those affected, but was not required.
RECOVERY
Communication has been held with The Lines Company in conjunction with the Group Recovery Manager to initiate discussions around using shared technology and communication systems in the event of an emergency including the Recovery Phase.
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DISTRICT SPECIFIC
Ōtorohanga District Capability Assessment Report
In conjunction with the preparation of the Group Capability assessment the review team conducted interviews with staff and prepared reports on each territorial authority in the Waikato Group. The Ōtorohanga CDEM overall score is 56.8% and there are a total of thirty-six (36) recommendations. The Ōtorohanga report comprises 36 pages. The Executive summary and conclusions have been attached as Appendix 2. Copies of the full report are available if required.
Civil Defence Resources
IT staff have purchased suitable cell phones and these are being programmed for individual Function specific desks for each EOC within the Western Waikato operating area. This addresses an identified operational gap where the addition of these dedicated Function cell phones will ensure there is continuity at the Function desks during the activation of the EOC.
David Simes Andrew Loe EMERGENCY MANAGEMENT OPERATIONS LOCAL CONTROLLER AND CEG REPRESENTATIVE MANAGER
Appendix 1 - Waikato Civil Defence Emergency Management Group Joint Committee
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Minutes of a meeting of the Waikato Civil Defence Emergency Management Joint Committee held in Te Puia Room, Genesis Building, Bryce Street, Hamilton on 9 December 2019 at 10.03am. (unconfirmed)
Members Present: Cr H Vercoe (Waikato Regional Council) Cr M Bunting (Hamilton City Council) Cr P Buckthought (Hauraki District Council) Cr K Tappin (Matamata Piako District Council) Cr A Williams (Ōtorohanga District Council) Cr T Lee (South Waikato District Council) Cr A Park (Taupō District Council) Cr S Christie (Thames - Coromandel District Council) Cr L Brown (Waipa District Council) Cr A Goddard (Waitomo District Council) Others Present: L Cavers - Chair - Co-ordinating Executive Group (CEG) S Vowles - Senior Regional Emergency Management Advisor - National Emergency Management Agency J Snowball - Group Controller - Waikato Group Emergency Management Office M Bang - Team Leader Western Waikato Group Controller - Waikato Group Emergency Management Office M Meads - Independent contractor to the Waikato Group Emergency Management Office B Kiely - Assistant Area Commander - Fire and Emergency NZ Inspector K Thornton - District Operations Manager - Waikato - NZ Police G Talbot - Group Recovery Manager - Waikato Group Emergency Management Office V Oosthoek - Waikato Civil Defence Emergency Management Officer - Matamata Piako District Council J Regler - Administrative Coordinator - Waikato Group Emergency Management Office W Allan – Controller and CEG Member - Waipa District Council S McLeay - Acting Democracy Advisor 1. Apologies CD19/37 Moved by: Cr T Lee Seconded by: Cr L Brown RESOLVED (SECTION A) That the apologies of Cr Smith for absence; Cr Buckthought for lateness and Cr Bunting for early departure be accepted. The motion was put and carried 2. Election of Chair The report was presented by L Cavers. Cr Vercoe was nominated for the position of Chair by Cr Christie. The nomination was seconded by Cr Bunting. There were no other nominations. Voting unanimously supported the appointment. Cr Vercoe was declared Chair. Cr Vercoe nominated Cr Park as Deputy Chair. The nomination was seconded by Cr Lee. There were no other nominations. Voting unanimously supported the appointment. Cr Park was declared Deputy Chair. CD19/38 Moved by: Cr S Christie Seconded by: Cr T Lee
RESOLVED (SECTION A) 1. That the report 'Election of Chairperson and Deputy Chairperson 2019-2022 Triennium' (Waikato Civil Defence and Emergency Management Joint Committee 9 December 2019) be received.
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2. That pursuant to clause 25 of schedule 7 of the Local Government Act 2002, Waikato Civil Defence and Emergency Management Joint Committee (WCDEMJC) adopts system B as the voting procedure for the election of the Chair and Deputy Chair of WCDEMJC. 3. That in the event of a tie, the tie shall be resolved by way of random selection of names from a hat. 4. That Cr H Vercoe be appointed the Chair of Waikato Civil Defence Emergency Management Joint Committee for the 2019-2022 triennium. 5. That Cr A Park be appointed the Deputy Chair of Waikato Civil Defence Emergency Management Joint Committee for the 2019-2022 triennium. The motion was put and carried 3. Confirmation of Agenda CD19/39 Moved by: Cr H Vercoe Seconded by: Cr A Park RESOLVED (SECTION A) That the agenda of the meeting of the Waikato Civil Defence and Emergency Management Joint Committee of 9 December 2019, as circulated, be confirmed as the business of the meeting. The motion was put and carried 4. Disclosures of Interest There were no disclosures of interest. 5. Minutes of Previous Meeting CD19/40 Moved by: Cr A Goddard Seconded by: Cr T Lee RESOLVED (SECTION A) That the minutes of the previous meeting of the Waikato Civil Defence and Emergency Management Joint Committee held on 2 September 2019 be received and accepted as a true and accurate record. The motion was put and carried 6. Financial Year 2020 / 2021 Budget The report was presented by the Group Controller Waikato (J Snowball). CD19/41 Moved by: Cr M Bunting Seconded by: Cr S Christie RESOLVED (SECTION A) 1. That the report 'Group Emergency Management Office Budget - FY 2020 / 2021' (Waikato Civil Defence Emergency Management Joint Committee 9 December 2019) be received. That the Waikato Civil Defence Emergency Management Office Budget for the financial year 2020 / 2021 be approved. The motion was put and carried
Cr Buckthought joined the meeting at 10.25am. 7. Monitoring and Evaluation Report The report was presented by independent contractor to the Waikato Civil Defence Emergency Management Office (M Meads). CD19/42 Moved by: Cr A Park Seconded by: Cr K Tappin
RESOLVED (SECTION A) That the report 'Waikato CDEM Group monitoring and evaluation assessment' (Waikato Civil Defence Emergency Management Joint Committee 9 December 2019) be received. The motion was put and carried
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8. Induction The report was presented by the Team Leader Western Group Controller (M Bang) and Group Manager and Controller (J Snowball). Cr Bunting left the meeting at 10.57am. CD19/43 Moved by: Cr L Brown Seconded by: Cr A Park RESOLVED (SECTION A) That the report 'Joint Committee induction' (Waikato Civil Defence Emergency Management Joint Committee 9 December 2019) be received. The motion was put and carried
9. Group Work Plan - Progress Report on Priority 1 Actions The report was presented
by the Group Controller Waikato (J Snowball). CD19/44 Moved by: Cr S Christie Seconded by: Cr T Lee RESOLVED (SECTION A) That the report 'Group Work Plan – Progress towards completion of priority 1 actions' (Waikato Civil Defence Emergency Management Joint Committee 9 December 2019) be received. The motion was put and carried
National Emergency Management Agency Update The report was presented by the Senior Regional Emergency Management Advisor - National Emergency Management Agency (S Vowles). CD19/45 Moved by: Cr A Goddard Seconded by: Cr T Lee RESOLVED (SECTION A) That the report 'Update on the formation of the National Emergency Management Agency' (Waikato Civil Defence Emergency Management Joint Committee 9 December 2019) be received. The motion was put and carried The meeting was closed at 12.30pm.
Appendix 2 - Waikato Group and Ōtorohanga CDEM Capability Assessment Reports (summaries only)
Waikato CDEM Group Executive Summary The aim of this report is to detail the current state of Civil Defence Emergency Management (CDEM) for Waikato CDEM Group through the conduct of a CDEM monitoring and evaluation (M&E) process covering all Objectives and Key Performance Indicators (KPIs) for the Goals and Enablers as part of the National CDEM Strategy1.
This report has been produced post review of Waikato CDEM Group information and documentation requested from June to October 2019, in conjunction with information obtained through the conduct of interviews with key staff within the Waikato CDEM Group from July to October 2019. These sources of information are the only sources of information that inform this report.
This report has been developed utilising the Objectives, KPIs and performance measures for CDEM Goals and Enablers detailed as part of the national CDEM Capability Assessment process. The overall score is based on the combined weighted local authority scores (the weighted rating of the KPIs and Objectives for each Goal and Enabler) and the weighted Group level scores.
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The Waikato CDEM Group overall score is 70.0%. This score highlights that further work to develop CDEM capability is required, but there is already significant commitment within Waikato CDEM Group to improve CDEM capability. The 2014 M&E2, detailed an overall score of 71.3%. There has been a slight decrease in the score by 1.3%. This decrease in the overall score is considered inconsequential to the current state of CDEM capability.
There are areas across all the CDEM Goals and Enablers that have been identified as areas for improvement and areas of strength within Waikato CDEM Group.
There have been some standout areas within the Waikato CDEM Group. These strengths include the continued strength of Public Information Management (PIM); community resilience; the planning for the management and coordination of volunteers; hazard risk research; the Waikato Regional Hazard Portal; Controller capability; welfare and lifeline utilities; and recovery planning initiatives. Of note is the CDEM Group culture, which is a strength in CDEM capability for Waikato CDEM Group. The momentum of culture change is as a result of leadership at all levels and the relationships established with local authorities, partner agencies and the Group Emergency Management Office (GEMO).
There are several areas for improvement detailed in this report which are also highlighted in the recommendations of this report. Of significance is public education; GECC and EOC capability; the further development of recovery capability; the development of aligned ‘whole-of-council’ CDEM work programmes and the review of Joint Committee and the Coordinating Executive Group (CEG) meeting processes; and the further development of risk manage and business continuity capabilities. There are a total of seventy-nine (79) recommendations across all CDEM Goals and Enablers. Waikato CDEM Group’s current projected path with CDEM, in consideration of the recommendations in this report, should meet with continued improvement in the future. Summary of Recommendations General CDEM documentation and planning Stocktake of all CDEM capability initiatives (pockets of CDEM brilliance) for the further collective development of CDEM capability for the Waikato CDEM Group. Ensure that identified ‘pockets of CDEM brilliance’ are shared within the Waikato CDEM Group (and beyond) as best practice. Stocktake of all CDEM documentation at Group and local level. Development of a process for document (Group and local) registration and tracking.
Finalisation of Group level documentation with streamlined formatting and structure.
GEMO and CDEM staff structures Ensure that there are stringent processes for tracking and management of GEMO staff time and financial expenditure as part of SLAs. Ensure that there are robust and detailed CDEM roles and responsibilities at GEMO and local authority level. Continued consistent GEMO support to CDEM professional staff regardless of the CDEM service delivery arrangements in place. Review of GEMO structure and staff arrangements to ensure effective delivery of service for the Waikato CDEM Group.
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Goal 1 – Increasing community awareness, understanding, preparedness and participation in CDEM. Public education Further development of the Waikato CDEM Group Public Education Implementation Plan. Further development of Local Public Education Programmes with CDEM campaigns and linkages to public education programmes. Research and review of platforms to support public education initiatives appropriate to targeted community. Development of Group level guidance on core CDEM information to be include on CDEM webpages as part of council websites. Public information management
Development of a concept of operations detailing how PIM will operate across the ‘4Rs’.
Community resilience Ensure alignment and inclusion in all CDEM community engagement activities with associated local authority services (ie. community development teams) for robust community resilience planning that promotes clear connectedness with communities. Ensure community planning has a ‘whole-of-council’ and ‘whole-of-community’ multi-agency approach across the ‘4Rs’ with continued links at the regional and local level. Volunteer participation, coordination and management Ensure that local authority volunteer management processes ar elinked to the Group level guidance and processes.
Goal 2 – Reducing the risks from hazards Emergency management and hazard risk research and analysis Establishment of processes for a coordinated and centralised approach to emergency management research and in the identification of gaps in research. Establishment of processes for a coordinated and centralised approach to hazard risk research and in the identification of gaps in research100. Development of a business plan detailing research priorities (emergency management and hazard risk) with alignment to the Waikato CDEM Group Plan and Waikato CDEM Group Capability Development Strategy (when developed).
Risk reduction Establishment of processes for a coordinated and centralised approach to risk reduction activities101. Establishment of processes for ongoing engagement and information sharing outside the scheduled Waikato Regional Natural Hazards Forum meetings.
Waikato Regional Council Hazard Portal Incorporation of continuous improvement initiatives for the Waikato Regional Council Hazard Portal in work programmes. Waikato Regional Council Hazard Portal to be integrated into community planning processes across the Waikato region. Waikato Regional Council Hazard Portal to be promoted as a credible platform for planning across the Waikato region.
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Waikato Regional Natural Hazards Forum Engagement with the Waikato Regional Council to ensure establishment of processes for ongoing engagement and information sharing outside the scheduled Waikato Regional Natural Hazards Forum meetings.
Goal 3 – Enhancing capability to manage emergencies Capability development Development of a Waikato CDEM Group Capability Development Strategy. Ensure Waikato CDEM Group documentation contributing to capability development are aligned to the Waikato CDEM Group Plan.
CDEM planning Development of operational plans (if required) to support CDEM capability with alignment to the Waikato CDEM Group Plan. Review of the Waikato CDEM Group Evacuation Plan. Development of tsunami evacuation plans at the local and Group level. Development of a Waikato CDEM Group policy to provide guidance on operational planning also incorporating partner agencies and communities with alignment to the Waikato CDEM Group Plan and national guidance.
Exercises and training Finalisation of the Waikato CDEM Group Integrated Training and Exercise Strategy. Review the current GEMO and local authority resources; and roles and responsibilities; to support the Waikato CDEM Group training and exercise requirements to ensure coordination and consistency. Ensure all training initiatives are shared post development with the Waikato CDEM Group. Finalisation of the training needs gap analysis. Consideration for all professional development options to consolidate training for IMT and EOC trained staff. Development of training and professional development for CDEM professional staff. GECC/
EOC Capability Immediate action to confirm staff arrangements to the GECC. Review of current EOC sites with assessment on future viability with consideration to consolidation of EOC sites. Testing of EOC sites/ or the joint-EOC concept post review. Ensure testing of the operational functionality of GECC and EOC facilities is conducted. Priority action to bolster staff arrangements for local authority EOCs. Review of allocated staff for GECC and EOC operations to ensure that there is sufficient redundancy and clear distinction in staff for GECC and local EOC roles. Implementation of ongoing training and meetings for staff in GECC IMT roles. Finalisation of SOPs for the GECC including the roll out of the Group Checklist Compendium to all local authorities.
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Controllers Prioritisation of formal training and professional development of Controllers. Ensure that effective professional development and sharing of knowledge is implemented for the newly appointed Local Controllers. Utilising all opportunities for Local Controllers to gain experience, regardless of incident scale, to practice the Controller skill-set.
Implementation of the Waikato CDEM Group Controllers Policy.
Warning systems
Review of 24/7 arrangements for local authorities to support Group warningsystems.
Welfare Ensure continued links with the local CDC assessments and the wider Waikato CDEM Group CDC project.
Lifelines Utilities Promotion of consistent attendance for the Lifeline Utilities Group and assurances that key information from this forum is reported back to Lifeline Utilities. Review of current Lifelines Utilities Coordinators (LUCs) for the Waikato CDEM Group to ensure that there are no staff appointed in dual Group Controller-LUC roles. Development of a strategic focus across the ‘4Rs’ of the Lifelines Utility capability.
Goal 4 – Enhancing capability to recovery from emergencies Recovery Planning Finalisation of Group and Local Recovery Plans post release of the revised Director’s Guideline - Recovery Preparedness and Management. Development of Local Recovery Plans for local authorities currently without any plans with alignment to the Waikato CDEM Group Plan, Group Recovery Plan and national guidance. Development of operational recovery arrangements at Group and local level. Development of recovery component to community planning for a ‘whole-of-community’ approach to recovery planning.
Inclusion of new initiatives in recovery planning as best practice across the Waikato CDEM Group.
Recovery Managers Finalisation of the Waikato CDEM Group Recovery Manager job description. Review of Local Recovery Manager appointments to ensure the ‘right person’ is appointed with alignment to the Waikato CDEM Group Recovery Manager job description (when finalised). Prioritisation of Recovery Managers (Group and local) on the Response and Recovery Leadership programme.
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Recovery Exercises
Ensure that effective testing through exercises of the Waikato CDEM Group recovery arrangements.
Post-event debriefing Development of a Waikato CDEM Group Debrief Policy for consistency and standardisation of post-event and exercise debriefing processes. Development of a centralised Waikato CDEM Group corrective actions database to ensure that all post- event or exercise corrective actions are captured and tracked.
Enabler 1 – Governance and management arrangements
Work planning Development of a review plan for all Waikato CDEM Group documentation post the finalisation of the next iteration of the Waikato CDEM Group Plan. Development of CDEM work programmes with a ‘whole-of-council’ CDEM focus to connect and coordinate all work streams across the ‘4Rs’. Joint Committee and Coordinating Executive Group Review of Joint Committee and CEG meeting structures and agendas with consideration for appropriate and meaningful content related to the forums with a multi-agency approach. Ensure that there are regular scheduled meetings between local authority Joint Committee and CEG representatives (as required). CDEM funding Development of robust processes tracking the detail relating to CDEM expenditure in response and recovery.
Enabler 2 – Organisational resilience
Leadership, culture and relationships Ensure that positive CDEM culture is maintained through leadership; and the maintenance and further development of agency relationships.
Development of a Group CDEM Stakeholder Engagement
Plan. Risk management Further development of risk management capability to a mature level. Establishment of a formal Risk Management Forum for collective support to risk management capability.
Development of a CDEM Group organisational risk register.
Business continuity management Further development of BCM capability. Development of BCPs ensuring that interdependencies between services are linked. Ensure that the Waikato CDEM Group Training and Exercising Strategy includes BCM exercises to test BCPs.
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Conclusion Overall, the 70.0% score identifies the Waikato CDEM Group as having an advancing capability with organisational commitment to CDEM with considerable progress made. In defining an advancing capability, there are arrangements that are in place that have been tested, but further work has been identified. Aside from whether arrangements are tested /or to be tested, there is a high degree of confidence the arrangements will be effective. The future development of CDEM across the Waikato CDEM Group should be focused on the collective. The collective delivery of CDEM across the ‘4Rs’, the collective enhancement of capability; and the collective commitment for continuous improvement of positive CDEM culture. The Waikato CDEM Group’s current projected path with CDEM, in consideration of the recommendations in this report, should meet with continued improvement in the future. CDEM capability is on track in the future to advance to a mature level of CDEM capability.
Ōtorohanga CDEM Executive Summary The aim of this report is to detail the current state of Civil Defence Emergency Management (CDEM) capability for Ōtorohanga District Council as part of the Waikato CDEM Group monitoring and evaluation (M&E) process covering all Objectives and Key Performance Indicators (KPIs) for the Goals and Enablers as part of the National CDEM Strategy1. This report has been produced post review of Ōtorohanga District Council and Waikato CDEM Group information and documentation requested from June to August 2019, in conjunction with information obtained through the conduct of interviews with key staff within Ōtorohanga District Council in August 2019. These sources of information are the only sources of information that inform this report. This report has been developed utilising the Objectives, KPIs and performance measures for CDEM Goals and Enablers detailed as part of the national CDEM Capability Assessment process. The overall rating is based on the weighted rating of the KPIs and Objectives for each Goal and Enabler. The Ōtorohanga District Council overall score of 56.8%. This score highlights that further work to develop CDEM capability is required, but there is commitment within Ōtorohanga District Council to improve CDEM capability. There are areas across all the CDEM Goals and Enablers that have been identified as areas for improvement and areas of strength for Ōtorohanga District Council. Other areas of strength include social capital and council knowledge of communities; planning and community engagement through the Ōtorohanga Community Flooding Management Plan; the Local Controller capability; CDEM leadership through governance and management; and the well-established relationships with other local authorities. There are several areas for improvement detailed in this report which are also highlighted in the recommendations of this report which will contribute to the development of a ‘whole-of-council’ CDEM work programme. Areas for improvement include the further availability of Ōtorohanga District hazard-specific information; redundancy for the PIM capability; volunteer management at the local level; planning and development of all CDEM documentation in response; EOC capability; welfare capability; effectiveness of the 24/7 duty system; further development of exercises to support training; CDEM culture; and further development of Business Continuity and Risk Management Frameworks.
There are a total of thirty-six (36) recommendations across all CDEM Goals and Enablers. Ōtorohanga District Council’s current projected path with CDEM, in consideration of the recommendations in this report, should meet with continued imporvements in the future.
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Summary of recommendations
Goal 1 – Increasing community awareness, understanding, preparedness and participation in CDEM. Development of a Public Education Programme with alignment to the Community Engagement Strategy. Conduct further planning for redundancy in the PIM capability. Development of relationships between the PIM and other agencies. Development of hazard information specific to Ōtorohanga District and review of the platforms to support the availability of this information to the public. Development of a ‘whole-of-council’ Community Engagement Strategy. Development of CDEM community engagement processes including the marae preparedness programme. Ensure that local volunteer management processes are linked to the Group level guidance and processes.
Goal 2 – Reducing the risks from hazards Ensure that that there is alignment between Ōtorohanga District Council and Waikato Regional Council on risk mitigation in relation to the Waipa River flooding and evacuation planning community engagement activities. Ensure that there are effective systems to document and publish all emergency management and hazard research within Ōtorohanga District Council. Consideration for the requirement for emergency management and hazard research to bridge knowledge gaps and then how research informs CDEM and council planning and capability development.
Goal 3 – Enhancing capability to manage emergencies Development of an Ōtorohanga District Council CDEM Plan and any other specific CDEM documentation and plans with alignment to the CDEM Plan; and Group and national guidance. Further development of the Ōtorohanga Community Flooding Management Plan to include confirmed partner agency and community responsibilities. Inclusion of this flood management planning in future public education campaigns through the Ōtorohanga Public Education Programme (when developed). Planning to ensure that the primary Local Controller’s extensive knowledge-base is passed on to other Ōtorohanga District Council staff for future proofing of capability. Review of the Local Controller alterate capability. Ensure that the requisition physical resources to support EOC response (dedicated laptops and cell phones) is completed. Review of accessible storage options for EOC equipment resources within Ōtorohanga District Council. Immediate identification and training of staff to support EOC response; and further planning for staff from other local authorities to provide additional staff for a sustainable EOC response. Development of a Training and Exercise Plan and Programme, with alignment to the Waikato CDEM Group Training and Exercise programme. Development of a ‘whole-of-council’ CDEM work programmes across the ‘4Rs’ with alignment Waikato CDEM Group Plan and work programmes (See Enabler 1). Review of current 24/7 duty system to ensure redundancy the initial call out for this capability beyond the two Local Controllers. Further development of the Local Welfare Plan with inclusion of local arrangements and planning for the collective welfare capability for Ōtorohanga District. Further development of the Ōtorohanga-Waitomo LWC for collective welfare capability.
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Goal 4 – Enhancing capability to recovery from emergencies • Finalisation of the Local Recovery Plan and supporting documentation. Review the current suitability of the current Local Recovery Manager for Ōtorohanga District Council and the identification of others in Ōtorohanga District Council more suited to the Recovery Manager role. Appointment of an alternate Recovery Manager. The appointed Recovery Manager to complete the Response and Recovery Leadership Programme. Inclusion of recovery on the CDEM Exercise Programme. Further development of a formal debriefing process for any incident or event response that captures and consolidates all corrective actions.
Enabler 1 – Governance and management arrangements Development of initiatives to improve CDEM culture including the promotion of training and education for staff. Conduct testing of the processes in place for the tracking the detail relating to CDEM expenditure in response and recovery in line with the Training and Exercise Programme (when developed).Enabler 2 – Organisational resilience Development and Ōtorohanga District Council ratification of a Risk Management Framework. Development and Ōtorohanga District Council ratification of a BCM Framework. Development of Ōtorohanga District Council BCPs. Programme of BCM exercises to test BCPs. Development of a Stakeholder Engagement Plan to ensure that all key relationships and points of contact are documented. Conclusion Overall the 56.8% overall score identifies Ōtorohanga District Council CDEM as a developing capability. In defining a developing capability, some progress and work has been completed, but there is the requirement for further work to develop, test and verify capability to embed capability into the organisation. Ōtorohanga District Council’s current projected path with CDEM, in consideration of the recommendations in this report, should meet with continued improvement in the future.
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ITEM 12 BUILDING CONTROL REPORT OCTOBER TO DECEMBER 2019
TO: CHAIRPERSON & MEMBERS ŌTOROHANGA COMMUNITY BOARD
FROM: BUILDING CONTROL MANAGER DATE: 4 FEBRUARY 2020
Relevant Community Outcomes Ensure services and facilities meet the needs of the Community
Executive Summary A report on building control activity covering the period from 1 October to 31 December 2019.
Staff Recommendation It is recommended that: The Building Control activity report for the last quarter of 2019 be received.
Activities
Key Projects Waikeria Prison The work programme for the new prison project is gaining momentum and we are now seeing above ground construction with the placement of cell pods and tilt slab walls to a number of buildings. The major infrastructure is largely completed across the site. We are continuing to carry out regular inspections in conjunction with the construction management team.
OTC We are currently processing a number of building consents for OTC who are expanding their operation. Their current office alterations are all but complete and building consent for two new industrial buildings is currently being processed.
Ōtorohanga Hotel The first stage of the redevelopment of the old hotel is 99% complete with the Fat Kiwi Café now open for business and the apartments expected to be completed by the 17 January. The second stage accommodation wing has been gutted and work has begun on this stage of the project.
Building Consent Authority Re-Accreditation During the last quarter the Building Control Unit underwent the IANZ 2-yearly accreditation audit in the last week of August. It is a legislative requirement that every Building Consent Authority or BCA (the Building Unit is a BCA) has to be assessed for compliance against the building regulations in terms of the Building Act 2004. That is in order to maintain accreditation as a BCA. So every 2 years the Unit is scrutinised to ensure we are complying with our Quality Systems Manual (QSM) including our systems and methods for processing building consents, inspecting buildings under construction and issuing compliance schedules for commercial buildings. The Unit received a number of non- compliances (NCAs) and recommendations for improvement, mostly of a minor nature. The NCAs have been dealt with in a timely fashion with a response to IANZ addressing all NCAs sent in the latter part of September.
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Update We recently received confirmation from IANZ of the renewal of our accreditation with unlimited scope. This means we are endorsed to carry out building consenting and inspection work for any complexity of building from small housing through to large commercial projects. We have discussed with IANZ a mini audit in August when their next visit to review new systems and processes is planned.
Staffing Recruitment Update The Unit went through a recruitment phase during September/October 2019 for a number of vacant positions and we were successful in recruiting a new Building Control Officer and two new Administration Support staff. Our new staff bring skillsets that complement the team and are presently undergoing training on the job. A full complement of staff puts the organisation in a very good position to deal with the development and construction growth in the region, some of which is currently underway and with an increase expected over the next few years.
Competency and Qualifications Building Control Officers are required to be competency assessed on an annual basis and our technical staff have been competency assessed since the IANZ audit. Also in order to practice as a Building Control Officer in the longer term individuals must have attained a recognised qualification. Two staff will be involved in the Diploma In Building Control Surveying over the next two years which is a Level 6 work-based programme that includes a mix of on the job training, some classroom learning and a high level of learning in their own time. The programme runs over two years and this is the first year that we have established a cohort with other Councils whereby between us we have enough candidates to roll out the programme regionally rather than having to send our staff to other centres in the country. This in turn saves a significant figure in travel and accommodation costs. The Diploma in Building Control Surveying is considered to be the best qualification for Building Control Officers as it is specifically designed for individuals working in the building control sector. The two year programme where people are employed in a role in building control offers many advantages for Councils and allows staff to utilise their learnings through their role as a means of completing the papers associated with the diploma and building a portfolio in preparation for their presentations to assessors. The work based diploma is equivalent to three years full-time learning.
Phil Saunders BUILDING CONTROL MANAGER
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STATISTICS October to December 2019: The building consents issued during the quarter are detailed in the table below.
Type of Work 2019 $Value of Work Dwellings, Transportable dwellings 6 2,170,599 Farm Buildings 6 485,930 Dairy Sheds, Barns, Sheds Commercial, Education 16 37,813,504 Infrastructure Demolition 0 Total consent applications received 44 40,712,062 CCC’s Issued 41 7,364,577 Total Inspections completed 174
BUILDING CONSENT APPLICATIONS OCTOBER TO DECEMBER 2019
Building Consent Applications - 1/10/19 to 31/12/19
No Applicant/Project Appl Date Estimated Value ------190392 CPB Contractors 3/10/19 New (external to buildings) sewer pipe network to Waikeria Road 554,135 190178 Shedit NZ Ltd 7/10/19 Construction of new 110m2 steel framed garage and 42 Ormsby Road 75,000 190396 CPB Contractors 8/10/19 TNK-01 - Tank Farm, piling works Waikeria Road 316,600 190377 CPB Contractors 10/10/19 WHA-03 - Whare – Superstructural Waikeria Road 944,206 190362 CPB Contractors 14/10/19 Admin, staff training and staff amenities (STA) Waikeria Road 2,434,886 190180 HCL Construction 15/10/19 Farm Building - Shed 15m x 7m 269 Old Te Kuiti Road 65,000 190350 CPB Contractors 15/10/19 PCP-03 - Prison Control point (PCP-03) Superstruct Waikeria Road 392,951 190179 M J Bell Builder 16/10/19 Replace part of brick cladding with timber weather 14 Kakamutu Road 30,000 190182 Paul Rivers 16/10/19 Single storey acceptable solution design three bed 136 Ouruwhero Road 260,000 190183 Waikato Archgola 16/10/19 Installation of outdoor canopy 38-50 Hinewai Street 22,800 190181 NIcholas Heppenstall 17/10/19 Relocation of an existing one bedroom house 1188 State Highway 31 Kawhia Road 20,000 190338 CPB Contractors 18/10/19 MH1-03 - Mental Health Unit 1 Raft Slab and Unders Waikeria Road 6,106,594 190184 Nicholas Heppenstall 25/10/19 New 3 bedroom house with attached garage. Timber State Highway 31 Kawhia Road 280,000 190185 Nicholas Heppenstall 25/10/19 New timber deck and ballustrade, replace window 17 Main North Road 20,000 190341 CPB Contractors 26/10/19 (MH2-03) - Mental Health Unit 2 Raft Slab and Unde Waikeria Road 6,643,012 190186 Strongbuilt Barns 29/10/19 Construction of a Farm implement shed. 338 Puketarata Road 61,930
190355 CPB Contractors 30/10/19 SCW-03 - Site covered walkways superstructure – Sl Waikeria Road 10,641,309 190391 CPB Contractors 30/10/19 New (external to buildings) stormwater drainage ne Waikeria Road 417,430 190311 CPB Contractors 1/11/19
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FM Store 1 (FM1-03) Raft slab, under slab services Waikeria Road 877,888 190187 Classic Builders Waikato 12/11/19 Residential 3 bedroom detached dwelling with attac LOT 1 DPS 538182 - Valuation no: TBC 484,900 190389 CPB Contractors 14/11/19 New external and internal potable water supply ret Waikeria Road 4,123,502 190188 Sharlene McGaughran 19/11/19 Replace existing shower over bath with new shower 12 Ellis Road 3,000 190189 Humes Pipelines 19/11/19 Installation of cattle underpass, 254 Bayley Road, 254 Bayley Road, Parawera 100,000 190190 NKC Developments Limited 21/11/19 Construct new retaining walls within NKC developme Harpers Avenue 360,000 190191 Stihl Shop Pukekohe 21/11/19 Installation of solid fuel heater to manufacturers 29 Wharepuhunga Road 3,229 190193 New Vision Architecture 25/11/19 Addition of new bedroom to existing detatched dwel 5084 State Highway 31 Kawhia Road 15,000 190194 Shedit NZ Ltd 26/11/19 Build new pole shed for storage of cars, 3 sides o 559 Rangiatea Road 13,000 190195 Waikato River Trails Trust 26/11/19 The construction of a 105m single span suspension Huirimu Road 335,000 190196 Ōtorohanga District Council 28/11/19 Bathroom Alterations. Converting existing bathroom Flat 8, 60 Rangitahi Street 25,000 190197 Waipa Plumbing & Gas 28/11/19 Install a new like for like woodburner fire place 452 Mangaorongo Road, Ōtorohanga 6,000 190198 Nicholas Heppenstall 28/11/19 Alterations to existing 3 bedroom house. Removing 216 Mangawhero Road 80,000 190200 Nicholas Heppenstall 2/12/19 Alteration to existing Art and Medical Centre to c 10 Tainui Street 20,000 190201 Keystone Design Ltd 3/12/19 New single level timber framed 4 bedroom dwelling 193a Te Tahi Road, Puketotara, Pirongia 400,000 190199 J Walker 11/12/19 Replace existing implement shed 48m2 with a new 10 245 Kio Kio Station Road 80,000 190202 Jarrod Davies 13/12/19 Construction of a 3 bay pole farm shed - Goldpine As Above 20,000 190203 Richard Le Fleming 13/12/19 Construct a 10.8 by 6m2 storage shed - ITM Shed Pa Old Te Kuiti Road 16,000 190204 Davies Homes Ltd 16/12/19 New dwelling with attached garage and woodburner 5 Braine Road 570,000 190205 MJ Bell Builders Ltd 16/12/19 Proposed new three bedroom dwelling with open plan 187 Hewer Road 700,000 190206 Central Waikato T/A Versatile Buildings Cambridge 16/12/19 Outbuilding 902 Aotearoa Road, Wharepuhunga 24,000 190208 I Ridgway 17/12/19 Outbuilding 5416 State Highway 31 Kawhia Road 24,690 190209 Zeala Ltd 17/12/19 Outbuilding 459 Te Kawa Road 65,000 190207 Kiwi Designer Homes Limited 18/12/19 Relocation of a new consent dwelling from Waipa DC 102 Korotangi Place 195,000 190210 JEM Architecture & Design 18/12/19 Construction of 2 new industrial sheds. Main shed 2
190211 Lockwood Group Ltd 19/12/19 To site on timber pile foundations a 3 bedroom, 214 Ranginui Road 385,000
------Total Number Consents: 44 40,712,062
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ISSUED BUILDING CONSENTS
Total Consent No Type of Work Value 34569 Resited House 19000 88599 Alterations & Additions - Dwellings 2500 90195 Alterations & Additions - Dwellings 25000 140222 Alterations & Additions - Dwellings 5000 150094 Alterations & Additions - Dwellings 19500 160129 Alterations & Additions - Dwellings 46800 170221 New House 163000 170242 New Farm Building 23670 170273 Garage 8360 180022 Alterations & Additions - Dwellings 20000 180026 New Farm Building 50000 180101 Garage 15990 180150 New House 380000 180173 New House 500000 180177 New House 600000 180214 New Farm Building 20000 180233 1100 New House 950000 190001 Other Outbuilding 140000 190001A Other Outbuilding 60000 190003 New House 220000 190016 Alterations & Additions - Dwellings 20000 190029 New House 245000 190030 New House 245000 190037 New House 200000 190042 New House 561000 190046 New House 850000 190052 New House 245000 190053 New House 245000 190055 New Farm Building 231025 190058 Other Outbuilding 100000 190064 Alterations & Additions - Dwelling 40132 190089 New House 540000 190093 New House 415000 190106 Garage - Domestic only 29220 190109 Garage - Domestic only 27890 190137 Other Outbuilding 19990 190158 Fireplace - Domestic 5000 190159 Other Outbuilding 36500 190162 3302 Fireplace - Domestic 4000 190166 Other Outbuilding 36000
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ITEM 13 PLANNING REPORT FOR OCTOBER TO DECEMBER 2019
TO: CHAIRPERSON & MEMBERS ŌTOROHANGA COMMUNITY BOARD
FROM: GROUP MANAGER ENVIRONMENT
DATE: 4 FEBRUARY 2020
Relevant Community Outcomes Manage the natural and physical environment in a sustainable manner Protect the special character of our harbours and their catchments Recognise the importance of the Districts rural character
Executive Summary Reporting on Resource Consents granted under Delegated Authority for the period 1 October to 24 December 2019.
Staff Recommendation It is recommended that: The Planning Report for the final quarter of 2019 be received.
Report Discussion October to December 2019: During this quarter 16 consents (6 Land Use, 3 Permitted Boundary Activities and 7 Subdivision) were granted under Delegated Authority as set out in the table below. These approvals compare with 30 consents (12 Land Use, 6 Permitted Boundary Activities and 12 Subdivision) granted in the final quarter of 2018.
Decisions by Ward – October to December 2019
Land Use Boundary Activity Subdivision Wharepuhunga 1 1 0 Kio Kio Korakonui 1 1 6 Waipa 0 1 1 Ōtorohanga 3 1 1 Kawhia Tihiroa 7 2 4 Total 6 3 7
Highlights of 2019: The most notable project granted approval during 2019 was the NKC subdivision. Possibly the largest urban development to be undertaken in Ōtorohanga. During the year Council approved 61 consents (24 land use, 15 permitted boundary activities and 22 subdivision). This is a marked decrease in approvals from 2018 when 40 land use, 23 permitted boundary activities and 36 subdivision consents were granted.
AR Loe GROUP MANAGER ENVIRONMENT
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RESOURCE CONSENT DECISIONS - 1/10/19 TO 24/12/19
No Applicant/Location/Proposal O/S Decision
190068 K and M Kasper LU PS 22/10/19 591 Turitea Road Implement Shed that exceeds maximum site coverage
190067 J and M Heslop LU PS GDA 24/10/19 645 State Highway 3 Ōtorohanga Road Site two dwellings on one title
190076 The Rural Connectivity Group LU PS GDA 19/11/19 3044 Kawhia Road Establish, operate and maintain a telecommunication facility. Total for Land Use: 3
190070 Brian and Alison Derbyshire PB PS G 24/10/19 42 Ormsby Road Construction of a garage and carport within the 15m setback
190060 GB and NG Watts PB PS GDA 13/11/19 241 Cowell Street Site a garage within the 3.0m other yard.
190083 J Walker PB PS GDA 18/12/19 245 Kio Kio Station Road Site a Shed in the Other yard
190082 BA Strohmenger PB PS 20/12/19 Te Tahi Road Site a Dwelling within the Other Yard
Total for Permitted Boundary Activity: 4
190059 R D Dow SB PS GDA 1/10/19 75 Otewa Road Create two additional titles
180097 NKC Developments Limited SB GC 12/11/19 Harpers Avenue Create a 128 Lot subdivision in the Urban Services Area
190072 PA and MA Moore SB PS GDA 19/11/19 540 Honikiwi Road S127 Change conditions of RM180084
190074 TA & LJ Taylor SB PS GDA 19/11/19 1464 Ngaroma Road Create one additional Lot
190069 Tauraroa Dairies Limited Partnership SB PS GDA 4/12/19 Corner Hoddle Road and Tauraroa Valley Road Boundary relocation between three existing records of title
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190075 Neil Pratt Family Trust SB PS GDA 4/12/19 56 Hinewai Street Create one additional lot
190078 NG and HM Hunt 1 SB PS GDA 18/12/19 455 Rangiatea Road Boundary Relocation
Total for Subdivision: 7
Grand Total 14 consents listed
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ITEM 14 ANIMAL CONTROL OFFICERS REPORT FOR OCTOBER TO DECEMBER 2019
TO: CHAIRPERSON & MEMBERS ŌTOROHANGA COMMUNITY BOARD
FROM: GROUP MANAGER ENVIRONMENT
DATE: 4 FEBRUARY 2020
Relevant Community Outcomes The Ōtorohanga District is a safe place to live Ensure services and facilities meet the needs of the Community Recognise the importance of the Districts rural character
Executive Summary A report from the Group Manager Environment on Dog and Animal Control activities in the District for the period October to December 2019.
Staff Recommendation It is recommended that: The Group Manager’s report on Dog and Animal Control activities for the fourth quarter of 2019 be received. Oct Nov Dec 1. No. of Registration Notices issued 6 8 9 2. No. of Property visits for Registration Checks - Rural 10 14 10 3. No. of Property visits for Registration Checks – Urban 15 23 12 4. No. of Property visits for SOS 0 0 0 5. No. of Property visits for Two Dog Permit 1 1 0 6. No. of Complaints – Dogs Actioned 25 31 15 7. No. of Complaints – Stock Actioned 3 5 1 8. No. of Street Patrols Night – Ōtorohanga 4 4 4 9. No. of Street Patrols Day – Ōtorohanga/Kawhia 36 35 32 10. No. of Enquiries – Registration/Dog Control/General 25 36 15 11. No. of Dogs Impounded 4 12 7 12. No. of Stock Impounded 1 0 0 13. No. of Written and Verbal Warnings 12 15 8 14. No. of Infringement Notices Issued 2 4 0 15. No. of Verbal Warnings – Dog Control 4 6 1
Registration Update
At the end of December 2019 the tally of registered dogs had risen to 2287. We currently have 36 owners on our database that have dogs that are unregistered. Enforcement action is ongoing with regard to these remaining defaulters. There are currently 50 menacing dogs registered in Ōtorohanga District which is an increase of eight dogs from a year ago.
AR Loe GROUP MANAGER ENVIRONMENT
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REPORTS 15 - 17 WERE RECEIVED BY THE ŌTOROHANGA DISTRICT COUNCIL AT THE MEETING OF 17 DECEMBER 2019 AND ARE PROVIDED FOR YOUR INFORMATION
ITEM 15 ROUTINE WATER SERVICES & COMMUNITY FACILITIES REPORT - AUGUST - NOVEMBER 19
TO: CHAIRPERSON & MEMBERS ŌTOROHANGA COMMUNITY BOARD
FROM: GROUP MANAGER ENGINEERING
DATE: 4 FEBRUARY 2020
Relevant Community Outcomes The Ōtorohanga District is a safe place to live Ensure services and facilities meet the needs of the Community
Summary
The purpose of this report is to provide information on the activities of the water services and community facilities department from August to November 2019. This report contains matters of an activity nature and does not require any decision from council.
Recommendation
That the report be received.
Financials
Are not contained within this document and are reported to council through the Finance Report.
Report
District Water In September council received the Annual Report on Compliance with the Drinking Water Standards for New Zealand and duties under the Health Act 1956. The report measures all of our urban water treatment plants, Ōtorohanga, Waipa, Kawhia and our rural treatment plants, Tihiroa and Arohena. It also covers the respective distribution zones for each network. The report covers our compliance with disinfection of Bacteria, removal of Protozoa and compliance with the duties under the Health Act, demonstrated by the maintenance and implementation of our Water Safety Plans. Water Safety Plans are only required for all supplies with populations over 500 people, but are encouraged for smaller supplies. We currently only have plans for Ōtorohanga and Kawhia. Overall our performance was the same as last year, although we did not meet compliance for both Bacteria and Protozoa for the Ōtorohanga Treatment Plant this year, nor did we achieve compliance for Protozoa for the Kawhia treatment plant and Bacteria for the Kawhia distribution zone. Non-compliance does not mean that the water we are suppling to the public is unsafe, it simply means that we have failed to maintain the required standard throughout the compliance period, and if you fail to maintain a sampling standard at any time you get an overall non-compliant result for the year.
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Ōtorohanga Water and Water Treatment Plant We are still striving to meet the stricter criterion of clause 2A of the Drinking Water Standards, which requires continuous monitoring for the Ōtorohanga Treatment Plant. Our level of compliance is improving from previous years and this is just another step in the process to reaching full compliance for Ōtorohanga in the 2019-20 year. The number two sand filter refurbishment required more work than anticipated due to the original 1950’s concrete surface not allowing for a straight filter rose replacement, and requiring a full underdrain replacement. The original cost of the first refurbishment was ≈$23,000, when this was unsuccessful a further ≈$42,000 was spent. The filter is back in full operation and the plant is at full capacity again. However, this does raise concerns for how long filter one will last given it was built at the same time. Filter three and four are not as old as they were built in the 1970s. At this time it looks like we will only be able to achieve automated backwash on two filters in this financial year as further compliance work was needed on how the filters are brought back online to maintain our compliance. This was due to having to install a ripening system ( water passing through the filter is required to run to waste during start up until consent levels are reached) that automatically activates after back washes. Other work that is going on at the plant at this time is the redesign of the intake screens, clear well access panels and security fencing around the low lift pumps next to the river. We have only had minor water leak repairs within the Ōtorohanga reticulation this quarter. The Project and Design team are currently putting together the contract for the renewal of approximately one kilometre of water main on Mountain View Road as part of our long term renewal of Fibre Cement Pipes. We have approximately 38 kilometres of Fibre Cement Pipework that will need replacing in the next 20 - 30 years. Current estimates are that it will cost approx. $200 - $400 per lineal metre depending on the location and complexity of the work.
Waipa Rural Water Scheme
The Waipa Scheme suffered a severe water leak on the 21st of November which resulted in the network losing all water from 4 am. The leak was not found until 7.30pm that evening and a full repair was completed by staff and contractors by 3 am the following morning. It took another two days for the network to fully recover.
Any unscheduled interrupted water supply for more than 8 hours requires the District Health Board to be notified.
I wish to acknowledge the water services team and contractors, Waipa Plumbing and Manga Roach who worked tirelessly to firstly find the leak within the 49 kms of network and then work through the night to get the water back on.
This leak has highlighted how early detection is critical at this time of year and staff are working on ways to improve how leaks can be found earlier. Staff are also liaising with the Waipa Water Scheme Committee to ensure that the users of that scheme understand the terms and conditions of the Agreement for Supply of Water that is in place, and how they can assist staff with finding leaks like this sooner in the future. This information will be circulated to all water schemes in due course.
There was a second leak on the 26th of November as a result of a farmer digging up a 40mm water line in his property.
Kawhia Community Water Supply Kawhia water was also determined non-complaint in the Annual report for 2018-19. Although it was compliant for Bacteria at the plant it was not compliant within the network due to a not enough water samples being taken during the Christmas period when there is an increased population. We are required to do weekly sampling from the months of December to January when the population exceeds 500 and this was inadvertently overlooked by our contractor. Kawhia also did not meet compliance with Protozoa, which was due to the location of our turbidity sensor and how our data was being recorded. We are rectifying these issues. Work on the replacement clarifier tank has been stopped at this time due to design issues with the new tank being too big to function correctly. We are now awaiting a subsequent design to replace the existing clarifier.
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This work will not take place until after the New Year. The newly purchased clarifier tank is to be repurposed either at Kawhia or somewhere else throughout the Ōtorohanga District, possibly as a settling tank for the Ōtorohanga Plant.
Arohena Rural Water Supply The Arohena scheme achieved full compliance for Bacteria in the Annual Report but again failed to reach compliance for Protozoa. Although the Kahorekau, Taupaki and Huirimu plants produce good water, the level of filtration they have will not reach the required level of Log Credits to be Protozoa compliant. For this to happen there will need to be significant investment in the filtration and UV systems in the coming years, or a rethink in the actual purpose of these schemes and what level of service that is provided. Arohena supplies continue to operate at normal capacity, with exception of Kahorekau which is starting to exceed its raw water take, this is something we will have to monitor as we head into the summer months. I have met with the Chairman of the water scheme to discuss factors that may be contributing to this and options on how to reduce this issue. Ranginui continues to function well as a stock only system, we are currently looking at ways to improve the water intake.
Tihiroa Rural Water Supply Tihiroa had to go under a boil water notice on the 27th of November as a result of the sand filter trying to partially backwash, and as a result we were losing almost 50% of the water we were taking from the river. The filter was getting blocked because the clarifier was not cleaning automatically. Both matters have been rectified and the plant is now operational. At the time of writing this report the boil water notice is still in place because staff want to ensure that the plant operation is stable before taking steps to remove it. Once staff are confident of this samples from the treatment plant and distribution system have to test free of E.coli on three successive days before the boil water notice can be lifted.
Ōtorohanga Sewerage and Waste Water Treatment C1092 Mountain View Sewer replacement has been successfully tendered and awarded to Camex Civil for $109,745.88. The Engineer’s Market Assessment was $132,119.80 and tenders of $123 855.32 and $124 543.00 were also received from the McIndoe Group and Allens United Drainage respectively. This contract involves the replacement of ≈330 metres of 150mm sewer main leading into the waste water treatment plant. Sewer reticulation is performing as expected with only one blockage to report. A property on Hinewai Street has had an issue with its private lateral and an historic build over. Council are working closely with the contractor to install a new sewer manhole through a neighbouring property. The Ōtorohanga Medical Centre has installed a reflux valve to stop high flows in the sewer network effecting their building. The high flow levels in the network are added to by the infiltration of stormwater into damaged sewer pipes during rain events. This will not be fixed in the near future, as it will require a large scale infrastructure renewal programme. The chemical coagulate trial at the waste water treatment plant continues to deliver pleasing results in reducing the Total Phosphorous that we discharge from the wetlands to the river, which is now within resource consent conditions. We continue to fine tune the dose ratios of chemical. We can report that the system is working as predicted but are still a in a trial phase until an annual cycle is completed
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There was an accidental discharge from one of the manholes at the waste water plant that resulted in some treated sewage entering the nearby drain. Waikato Regional Council were informed and the repair sorted quickly with minimal environmental issues.
Under the capital works budget for this financial year there is an amount of $80,000 allocated to a new screw press which was put into the budget to deal with the discharge of tankers emptying septic tanks. This was in reaction to health and safety concerns meaning the tankers are no longer able to discharge at the Main North Road pump station. On further investigation by staff and subsequent improvements made to the discharge process in collaboration with the contractors discharging the waste, it had been established that adding a new screw press is unnecessary. The current thinking is that the funds would be better spent increasing the size of the existing step screen on the inlet to the oxidation pond when it is due for replacement. This means that the planned capital work in this regard will not be completed as a result of the further investigation leading to a more prudent decision. This will result in a positive variance to the capital budget of $80 000 at year end.
Ōtorohanga Community Stormwater Drainage and Flood Protection
There has been several maintenance issues within the stormwater reticulation this quarter, the first was a small sink hole that opened up in a carpark at the Ōtorohanga College Hostel which left the car parked above it in a precarious position. Investigations revealed that the side of the manhole had collapsed and the water had eroded the soil around it to the point where there was no dirt under the hot mix seal. Contractors had to dismantle the carpark to enable the manhole to be replaced
The stormwater line from Kakamutu Road which extends out to the western side of the Ōtorohanga College sports field was blocked and required large jetting equipment from Hamilton to clear.
Contractors also undertook a much needed clean of the open drain between the NIMT and Gray Site Construction. This line was blocked with self-seeding trees, causing upstream drainage issues.
ŌTOROHANGA COMMUNITY FACILTIES
Parks and Reserves
The parks and reserves department have been busy in the last quarter with the weather improving and everything starting to grow quickly.
Work will start in the New Year on the renewal of the Ōtorohanga Gardening contract as it expires in July 2020.
The Ōtorohanga Domain was verti drained again this year as well as aerated recently to improve the drainage. It also received a good replenishment of lime.
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The cricket pitch received a new synthetic surface in time for the summer of cricket, this was a joint project with the Ōtorohanga Cricket Club and Council.
The annual street and park tree prune was completed within the last quarter, which is always a large project every year, it involves the Parks team and Town and Country Trees of Te Kuiti inspecting and trimming any limbs of trees within the Ōtorohanga community requiring attention, it also encompasses an inspection of any issues that may arise in the future.
As part of the stopbank pathway work the parks team has been water blasting and cleaning bridge pillars on SH3 and SH31 so that decorative murals can be painted on them.
They have also been busy preparing the two prominent swimming holes at the SH3 Bridge and the weir, clearing tracks at Rotary Park, and cleaning playgrounds ready for the summer.
We have carried out 25 playground inspections of our District Playgrounds, Broad leaf sprayed all the prominent parks (Reg Brett, Windsor Park, Ōtorohanga Domain), and unfortunately the contractor did accidently kill a large piece of grass on the road verge of SH3 outside the Reg Brett Reserve, which they have repaired.
Our new lawn mowing contractor in Kawhia is going well with staff happy with the level of service given during inspections.
The parks team had a large gum tree to dispose of that fell over the Polocrosse pens at the Island Reserve this quarter.
Sadly staff have had to remove some flaxes at Lake Huiputea due to them suffering from yellow leaf disease. We don’t know how it has happened but it is believed to be caused by a phytoplasma bacterium, carried by plant hopper insects. We have removed the bad ones and the less infected have been sprayed with an insecticide. We will continue to monitor them and spray them again in January.
Public Conveniences Work will be starting on the renewal of the Ōtorohanga Toilet Cleaning Contract in the New Year, as it is due to expire in July 2020. This will be a substantial contract with the inclusion of the extra work around Reg Brett Reserve since the construction of the Jim Barker Memorial Playground and inclusion of the Domain Toilets. The Waipapa Toilet suffered further vandalism this quarter after the actual fibreglass toilet was set on fire, which resulted in the toilet needing to be closed. The toilet required replacing and there was only smoke damage to the interior of the toilet block that required a special clean. Contractors have had to repair hammer damage to the water tank that feeds the toilets at the Tom French Reserve near Kawhia this quarter. Staff were notified when there was no water at the toilets. Our new toilet cleaning contractor is going well in Kawhia with good results from inspections carried out by staff.
Buildings New CCTV has been installed on the exterior of the main Council Office as part of the improved security measures since the two burglaries earlier this year. All new LED lighting has been installed on the first floor of the main office and new LED lighting has been carried out in the I-Site Building. WSP/Opus carried out a Condition assessment of the Girl Guide Hall. A report on this will come to Council in the New Year. Pensioner Housing Staff are investigating an issue with subsidence of the exterior wall on of Flat 10 Windsor Court, it would appear the foundations are sinking on the exterior wall. Building control and community facilities are working on a way forward. Early indications show that a geotechnical report may be needed on the land below the building and underpinning required. There is no immediate issue with the building from a tenancy point of view except for some windows needing to be eased.
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Ōtorohanga Cemetery Broad leaf spraying has been carried out.
Kawhia Cemetery The new screen planting has been completed
Ōtorohanga Swimming Pool/Gym
Statistics for the last quarter as provided by CLM
Pool Visits Spectators 400 5 4 300 3 200 2 100 1 0 0 Aug Sept Oct Nov Aug Sept Oct Nov
2018 2019 2018 2019
Swim School, Aqua fit and Swim Gym Club 2000 400 1500 300 200 1000 100 500 0 0 Aug Sept Oct Nov Aug Sept Oct Nov
2018 2019 2018 2019
CLM continue to give good service to Ōtorohanga and appear to be building the business according to their records.
This quarter, prior to filling the main pool, staff were alerted to some cracking in the wall of the pool at the deep end. A structural engineer from Beca was brought in to give an opinion on what the issue was, and the risk in continuing to operate the pool.
The preliminary opinion is that pool is showing signs of “spalling”. Spalling is a term used to describe areas of concrete which have cracked and delaminated from the substrate. However, the most common cause of spalling is the corrosion of embedded steel reinforcement bars or steel sections. Corroding steel can expand up to ten times its original volume, exerting stress on the surrounding concrete.
It is believed this is the issue we have and the engineer has given the following recommendations:
As far as risk, staff were assured there was no risk to the public or catastrophic failure of the pool and has given the all clear to fill for the summer with the following recommendations to do in the off season.
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The area should be appropriately investigated in the next pool off season period, this should include:
A contractor should be engaged to expose the rebar where the concrete is “drummy”. An inspection of the area should be conducted by an engineer with a report to be prepared recommending remedial works. The ODC should digitise the pool records and seek information on the existing coating system to inform on coating repairs. Potentially chemical tests may be required to assess the impact of ground water or pool water on the concrete to assess the remaining life of the structure. Ultimately a specialist mortar repair system and recoating of the pool liner will be required to repair the pool. We would recommend a window of at least 4 months to allow this to be done to avoid conflict with Council’s Nov fill dates.
The pool was constructed in 1957 and is now 62 years old to give context to the age of the structure.
Solid Waste and Recycling
Ōtorohanga continues to provide a good waste management service to our broad community. Our recycling centres continue to be well used by our rural community. The 2018-19 year we have seen an increase in recycling, which coupled with a decrease in refuse shows as a positive sign that we are diverting more recyclable waste away from landfills to be recycled. Glass continues to be our biggest recycled item.
Staff are currently working with Maihiihi and Ngutunui School on assisting in the repairs or replacement of their recycling sheds, which in both cases are old bus sheds. Council staff have been donated a MRC (Mobile Recycling Container) from EnviroWaste which may be used in either of these situations but discussions are ongoing. The MRC is currently sitting in Tokoroa.
Staff have only received one service request this quarter about our waste collections, however staff have fielded several enquiries about recycling.
The EnviroWaste contract has a term of 3 + 3 and will come up to its 3 year renewal next year in June 2020.
Mark Lewis SERVICES MANAGER
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ITEM 16 ROUTINE ROAD SAFETY REPORT FOR AUGUST TO NOVEMBER 2019 TO: CHAIRPERSON & MEMBERS ŌTOROHANGA COMMUNITY BOARD FROM: ROAD SAFETY COORDINATOR DATE: 4 FEBRUARY 2020
Relevant Community Outcomes The Ōtorohanga District is a safe place to live Ensure services and facilities meet the needs of the Community Foster an involved and engaged Community
Executive Summary This is a routine report on road safety matters for the period August to November 2019.
Staff Recommendation It is recommended that the report be received.
Fatigue Fatigue is an issue of high priority within the Ōtorohanga area.
Eight stops are planned for the 19/20 year. Stops will be held on SH39 at the intersection of Te Kawa Road in the car park of the old café. The Christmas fatigue stop will be taking place on 20 December at our usual spot. This Christmas we’ll be handing out water bottles with fatigue messages on them.
The number of vehicles which stopped at the fatigue stops are:-
July 26 151 August 30 91 Oct 25 64
Defensive Driving Courses It was noted there were no defensive driving courses being organised in the district, four have now been held since March. The courses help support the youth driver training programmes and high school driver training programmes. Youth Driver Training, Street Talk (Defensive Driving Course) July 30 August 1, 6, 8 17 participants November 12, 14, 19, 21 13 participants
Restraints 25% of people killed on NZ roads were not wearing a seat belt. Correct child car restraints use also needs improvement. Our local road policing team organises regular restraint checks and at the beginning of each school term a joint checkpoint around local schools and preschools is held. NZTA is also funding “Baby on the Move” programme? Where facilitators will come into our district and run clinics to educate locals groups.
Restraint Stops / Clinics During the November 4 restraint check, we had a lady drop in and inform us she had dropped in at the October restraint check where we had helped her secure her seat for her 9-month-old baby girl. Two days later she was involved in a bad accident and she believes her baby only survived because we had tightened the restraint and advised her on how to secure her baby correctly. This helps support what we are doing the in community.
TK 21 May 32 Restraints checked Oto 23 Oct Cancelled due to bad weather Oto 4 Nov 23 Restraints checked Dec 4 Dec 9 Restraints checked
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Project Worm This is a joint campaign with local roading police targeting tourists traveling through our district to get to the Waitomo Village. All drivers entering and exiting the village are stopped and spoken to about staying left. They are given a wrist band to put on their left wrist as a reminder to stay left.
Senior Sergeant Vaughn Lasplie from Canterbury Highway Patrol-Serious Crash Unit has contacted the Road Safety Coordinator about using our “Stay Left campaign” on Canterbury Highways. We are now working with the Christchurch Road Safety Officer and Sergeant Vaughn to help them get the programme working over the Christmas period.
Driver Refresher Courses Senior drivers need to be kept updated with law changes and rules around driving. Each year we run two driver refresher courses to help keep our seniors safe on the road. 29 March 7 participants 10 December 7 participants
Road side message boards Audit and replacing old and damaged message boards across the District continues throughout year. New boards have been designed and are ready to replace the old worn out ones, this will be happening in the New Year. The new ”target” boards have been shot at a number of times but they are holding up to the damage and do not need to be replaced.
Road Safety Coffin Display The Coffin Display was used at the latest TRAFINZ Conference held in Hamilton in early November. It was set up for the three days of the conference and used as point of reference many times during discussions and sessions on the numbers of people dying on our roads.
The display is now in Taupo for Christmas and will then be travelling to Matamata-Piako and Thames Coromandel in the New Year.
Youth Driver Training Programme: The staff from Number Twelve Youth Hub are busy keeping our youth on track with their licences. Youth from the ages of 16-25 can now utilise the youth hub to get all the way through their licences. Results for the first quarter are tracking well and are as follows: -
Months Jul/Aug/Sep Learners Programme (30) per year Total passed -11 - ODC 4 / WDC 7
Restricted Programme (50) per year Total passed - 21 - ODC 14 / WDC 7
Full Licence Programme (30) per year Total passed – 7 - ODC 4 / WDC 3
Christmas Campaign 38 Christmas Trees which represent the number of people who died on the road last December have been produced and will be travelling the district over the next few weeks. The trees display road safety messages and again are a visual display which helps people to understand the loss that is happening on our roads.
We have also decorated the tree outside council and will hang Christmas decorations with road safety messages on it.
Speed Management Speed management is starting to become a major talking point, and staff have been attending meetings with other Waikato councils, NZTA and the Waikato Regional Council to discuss the implementation of the process throughout the Waikato. A draft speed management plan for Ōtorohanga District Council is currently underway.
R Stubbs ROAD SAFETY COORDINATOR
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ITEM 17 ROUTINE REPORT ON ROADING - AUGUST TO NOVEMBER 2019 TO: CHAIRPERSON & MEMBERS ŌTOROHANGA COMMUNITY BOARD
FROM: ROADING MANAGER
DATE: 4 FEBRUARY 2020
Relevant Community Outcomes The Ōtorohanga District is a safe place to live Ensure services and facilities meet the needs of the Community
Executive Summary This is a routine report on Roading matters for the period August 2019 to November 2019.
Staff Recommendation It is recommended that the report be received.
Report Discussion
Contract 1070 – Roads Maintenance (Inframax Construction Ltd)
Contract 1070 is progressing well. Cyclic maintenance work is by and large being completed within timeframes specified. As with any contract work there are exceptions and these are dealt with on a case by case basis. Where residents call in a service request these are investigated, prioritised and dealt with. Several culverts blocked and these were cleared or replaced as required. Aotea Road and Kahorekau Road culverts were worked on. A culvert in Bush Road also needed extensive work. A culvert pipe in Honikiwi Road slumped and is being priced to be repaired. Moerangi Road and Turoto Road are also being priced for repair work and this work involves the complete replacement of the existing, failed pipes. Puketawai Road culverts were extended. This work remained from the previous Maintenance Contract and was programmed for completion. Work to repair road pavements prior to reseals is due to be completed in December prior to the commencement of the annual reseal programme. Vegetation control has commenced on time this year and the contractor has completed a large portion of the programmed mowing, as well as tree removal and high level trimming. Mangatutu Bridge on Lethbridge Road has been repaired with additional bolts and plates installed to reduce the movement of the bridge deck. Morrison Road causeway has received some maintenance work. A more detailed account will be provided later in this report.
Contract 1051 – Second Coat Sealing and Reseals 2017 – 2019 (Higgins Construction Limited) This is the final year of this contract and the Project and Design Team are underway to rewrite the document to call for tenders. For the current contract Higgins has been requested to provide a detailed programme for the work to be completed. A map of the roads being resealed is on the Council website.
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Contract 1053 – Footpath Construction and Maintenance 2017/18 (Whitaker Civils Limited) The contractor has completed the sealing of the exposed areas and the only work that remains is the driveway work on Tuhoro Street which will tidy up an historical issue. The Contractor, has indicated they will return to complete this work in January 2020.
C1063 - Huiputea Drive - Lowering and Associated Car Park and Stormwater Works (Inframax Construction Limited) This work has commenced again and it was found that the 11 KV cable, previously thought as a newer type, was in fact an old paper lead cable. Special conditions are attached to these, in that they are not allowed to be disturbed even in the ducting that they have been laid. Any work has to be a minimum of 300 mm away. This is forcing a deviation from the original design, as the cable was originally meant to be relocated. Both the contractor and The Lines Company are working on a solution to satisfy the road lowering. This has delayed the construction work which is still programmed to be completed in this construction season.
Contract 1026 – Mangaorongo Road Rehabilitation (Inframax Construction Ltd) The Defects liability period has now been completed. The contractor has not yet dealt with all the outstanding items and have been instructed to complete this work as soon as possible. The retention monies are being withheld until all the work has been satisfactorily completed. NZS 3910:2013 makes provision that another contractor can be appointed to complete the work and the retention money used to offset the work being done. However, most of the work is of a non-critical nature and can be accommodated through time. The contractor is, however, disadvantaged financially by not receiving their retention monies. The Roading Manager is in talks with their Contracts Manager in this regard.
Contract 1049 – Bridge Painting Contract (Inframax Construction Ltd) To date approximately 18 bridges out of 83 have been completed. The NZTA Investment Advisor to our region has complimented Council on how good the bridge painting appears.
Contract 1071 – Stopbank Pathway The soft opening and blessing of the pathway has been completed. Minor work is still being done to the pathway, notably the bridge pier cleaning for potential murals. The 6 bench seats along the path have been installed with just the plaques to be added which will take place before the opening. A successful method of mowing the sides of the stopbank has been found and work is now underway to analyse the cost effectiveness and level of service requirements.
Contract 1028 – Bulk Metalling Contract All roads have now been completed that were scheduled in the Bulk Metalling contract for the current year. This contract has one more year remaining.
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Contract 1083 – Wharepuhunga Road Rehabilitation Four tenders were submitted, ranging from $588,378.92 to $843,691.22. Below is a breakdown of the tender price range: CAMEX Civil $588,378.92
Inframax Construction Ltd. $663,681.57
Schick Civil Construction $695,054.30
Broadspectrum Ltd. $843,691.22
The tender evaluation process confirmed CAMEX Civil as the preferred contractor at the tender amount of $588,378.92 inclusive of a contingency amount of $100,000 to provide for the risk of an unforeseen quantity of hard rock in the embankment. The Engineer’s Estimate came to $636,067.90 inclusive of the contingency sum.
Contract 1091 – Raglan Road Traction Sealing Three tenders were submitted, ranging from $289,187.02 to $432,964.99. Below is a breakdown of the tender price range: Inframax Construction Limited $289,187.02
CAMEX Civil $364,271.31
Broadspectrum Ltd. $432,964.99
The tender evaluation process confirmed Inframax Construction Limited as the preferred contractor at the tender amount of $289,187.02 inclusive of a contingency amount of $20,000. The Engineer’s Estimate came to $292,950.56 inclusive of the contingency sum.
General Roading Matters The Project and Design team are investigating the replacement of the damaged crash protection at the Waipapa Dam at the end of Waipapa Road. They are busy with an appropriate guardrail design and the possibility of ACC funding being approved to construct the replacement guardrail seems likely. The Honikiwi Road slump repair, approximately 2km from the intersection with SH31/39, is underway. Car rallies on metal roads which have taken place over the last year have not caused excessive damage and the road maintenance team have co-ordinated routine grading of these roads with the rallies. No damage to property such as signs and fences has occurred which has meant that no additional maintenance costs have been incurred and hence bonds taken from the rally organisers have been refunded in full.
Roading Budgets Roading budgets will be covered in the quarterly Financial Report.
Morrison Road Culvert Since a big storm event in 2017 the “new swamp” to the south of Morrison Road has been moving toward the Aotea Harbour. This is due to the fluid nature of the material over the silt bed of the tidal area on the land side of the Morrison Road causeway. Immediately after the storm event a second culvert was designed to be installed closer to the Aotea Road end however should this have been constructed it would have been engulfed by the moving swamp mass that encroached onto the road.
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To assess a more permanent solution a test was done with sheet piles to determine the effective depth of the silt. At the start of the causeway it was approximately 6 m and at the existing culvert the 9 m sheet pile could still go down. A cost estimate was done to determine how much it would cost to install the 120 m sheet pile retaining wall. This rough cost estimate came to approximately $350,000.00 and this price excluded any special conditions placed on the work by the Waikato District Council.
To alleviate the pressure from the moving swamp on the causeway a short sheet pile retaining wall was installed in front of the existing culvert entrance and the side drain was formed to deviate the water from the road. The movement of the swamp is being monitored and maintenance will be increased to keep the side drain flowing and away from the road surface.
The proposed additional culvert is not required at this stage, as the existing culvert has sufficient capacity and the water from the swamp can be deviated to flow into the existing culvert. There is minimal tidal movement of water through the swamp. However, should the movement of the swamp toward the harbour accelerate and negatively infringe on the causeway then it will be necessary to look for alternative engineering solutions, one of which is to construct a retaining wall.
Stopbank Pathway Mowing The Stopbank Pathway is a co-funded NZTA asset and as such, the maintenance responsibility now rests with the Roading Department. One significant aspect of this maintenance is the mowing of the stopbank sides. For the “soft opening” and blessing of the Stopbank Pathway, the mowing was done with the normal road maintenance long-reach mowers that are used for mowing the rural roadside. A test was done with some industrial class ride-on mowers from Downer, but these proved only effective on a very small area at the edge of the path with the stopbank. The long- reach mower could only reach about half way up the embankment when traveling along the base with the rest having to be done while travelling on top of the embankment on the pathway proper. Due to the size of the long-reach mower it became clear that this activity introduced an unacceptable measure of risk to the public and it would be necessary to close off sections of the Stopbank Pathway for Health and Safety reasons. In addition, the size of the tractor creates a risk of damage to the pathway itself and, although no damage was done, the possibility of damage to the stopbank was evident. The use of the tractor on the incline also become a Health and Safety risk to the tractor driver.
For this reason, a remote controlled tracked mower was trialled. However, the first unit trialled proved ineffective and the mass of the unit on the inclined stopbank made it slip, causing gouges.
Another unit was then proposed by the contractor that proved more effective. It was a wider and lower profile that had a much lower centre of gravity and it was about half the mass at only 450 kg. This unit can crawl all along the embankment without a problem. Benefits of this also means that the unit can be operated without closing any areas of the Pathway off to the public. The unit comes with a wide range of failsafe programmes built in to prevent or minimise potential hazards.
A Senger ROADING MANAGER
BOARD MEMBER UPDATE
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