Agenda - Gore District Council · On 29 December 2017, the agitator (or stirrer) on the main...

Notice is hereby given that a meeting of the Operations Committee will be held in the Council Chambers, 29 Bowler Avenue, Gore, on Tuesday 13 March 2018, following the Regulatory and Planning Committee meeting.

Stephen Parry

Chief Executive

6 March 2018

Agenda

1. 3 Waters operations report Pages 1-13

2. Update on Stormwater Working Party progress

Pages 14-22

3. Mataura water restrictions and water restrictions Pages 23-25

4. Report from Transport Manager

Pages 26-37 5. Waste contracts report – right of renewal process

Pages 38-40

OPERATIONS COMMITTEE AGENDA

TUESDAY 13 MARCH 2018

1. 3 WATERS OPERATIONS REPORT – FEBRUARY/MARCH 2018 (Matthew Bayliss)

The 3 Waters operations report is attached.

RECOMMENDATION

THAT the report be received.

1

As expected Somewhat unexpected Unexpected/ Of significant concern

Status Performance Measure

Performance

Drinking Water Supply and Consumption

Gore

The long dry summer has put both Gore and Mataura’s drinking water supplies under significant pressure.

As can be seen from the graph below Coopers No 1 well was significantly lower than normal through the later months of 2017.

As a result of this, despite level 4 water restrictions being in place, the well reached critical levels and was not able to keep up withdemand through the late part of January. This resulted in emergency pumping from the Mataura river being implemented from 26January until 1 February 2018

Regular rainfall and resulting higher levels of the Mataura River since 2 February has lifted well levels to the point where we are now ina significantly more comfortable position. This has allowed water restrictions to be reduced over the past few weeks. As fromThursday 1 March 2018 water restrictions were reduced to Level 1 (Note Level 1 restrictions generally stay in place throughout theyear)

It is worth noting however, that despite the long hot summer we have experienced, water consumption has remained at a 5 year low.This is believed to be a combination of both water restrictions and the increased focus on leak detection and resolution work over thepast 18 months.

2

Mataura

A combination of the long dry summer and a significant draw off during the period of 13 and 16 January put the Mataura water supply under significant pressure. Please refer to a separate report in relation to this that has been prepared for the Mataura Community Board meeting to be held on 19 March.

Drinking Water Quality

There have been no positive E-coli detections in the Gore and Mataura reticulation network in recent months.

Treatment plants are performing as expected.

Critical control points are currently being developed for Gore and Mataura (this was a recommendation that came out of the Havelock North Stage 2 enquiry)

Emergency pumping from the Mataura River caused taste issues in both the Gore and Mataura water supplies. This resulted in tanker water being supplied during this period for drinking purposes.

Wastewater Consent Compliance

On 29 December 2017, the agitator (or stirrer) on the main settling tank of the Actiflo plant at the Gore wastewater ponds failed. While Council staff and contractors made every endeavour to repair the failed stirrer as promptly as possible, the Actiflo plant had to be shut down between 2 and 11 January 2018. This resulted in the minor exceedances of the Council’s discharge consent conditions. A full report of the incident has been provided to Environment Southland. Please refer to the response of ES attached. A review of the Actifo plant and the critical spares for the plant is planned to reduce the potential of this occurring in the future.

Stormwater Consent Compliance

There have been no issues with stormwater consent compliance over this reporting period.

Customer service Requests

As can be seen from below there has was a significant spike in water issues being reported in December and January. This is a result various factors including the increased public awareness of leaks when water restrictions are in place, leaks generally being more obvious during dry periods and ground movement causing already fragile pipes to leak.

This along with the pressure on our water supplies has meant that at times the field team has been somewhat stretched in recent months, with leaks having to be prioritised. With the recent rain and a return to normal operations, good progresses is however now being made with a number of these outstanding issues being attended to.

Customer Request Summary

Month Total Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb

General Enquiry

114 4 11 4 9 5 6 6 5 7 6 8 31 12

4

Otama 166 18 13 29 13 5 3 13 11 13 11 20 6 11

Stormwater 7 1 0 0 1 0 2 0 0 0 2 1 0 0

Wastewater 50 8 7 3 6 3 6 2 2 2 6 1 1 3

Water 647 54 42 34 55 32 33 29 35 44 44 67 115 63

Total 984 85 73 70 84 45 50 50 53 66 69 97 153 89

Asset Management

Staff members have recently attended a training session for an updated version of asset management system that the department uses. The migration to the new system is planned for April.

A draft criticality assessment of the department’s infrastructure has been completed.

Draft asset management plans have largely been completed with the financial information still to be added.

Projects The contract for the Mataura backwash project has been awarded to Wilson Contractors Ltd. This is planned for completion by 31 May.

A permanent pipeline for emergency pumping at Coopers well has now been installed. This has been very useful in the recent dry spell that has been experienced.

Staff have been working in partnership with Transpower to relocate the Charlton Road water and wastewater pump stations. This was required to ensure Transpower has the required access to its site.

A water safety plan for the Otama rural water scheme has been developed and reviewed by the Drinking Water Assessor (DWA), this is undergoing final changes as requested by the DWA.

A request for proposals to install the chlorination equipment for the Otama rural water scheme has been issued with Filtec being the preferred contractor. This work is expected to progress over the coming months.

Meters for the raw water connections on the Pleura dam are currently being installed.

Steady progress on the Stormwater Master Plan has been made with a final report expected in April 2018. Please refer to a separate report regarding the stormwater working party projects.

5

RECEIVEDOfstrtet Council

2 0 FEB 20)8_SCANNED

environmentSOUTHLAND

GIONAL COUN

Te Taiao Tonga

19 February 2018REGIONAL COUNCIL

Donique Weatherburn Our Reference; REQ-17184199

Gore District Council Enquiries to: Kathryn McLachlan

PO Box 8Gore 9740

Dear Donique

GDCActiflo Plant Failure, 29 December 2017 -11 January 2018

Thank you for providing the investigation report relating to the Actiflo plant failure atthe Gore Wastewater Ponds, on 29 December 2017.

As per condition 5 of resource consent 203595/ the appropriate agencies were

contacted in response to the plant failure and the subsequent emergency discharge

of partially treated wastewater. It is acknowledged that a proactive response was

taken, which included daily sampling of the discharge and receiving waters.

The sample results provided were compared against the consented limits. This

included maximum values for the discharge, and the receiving water standards. Two

minor suspended solids exceedances were noted for the discharge. The E. cols limit

for the receiving waters was also exceeded on 7 January 2018, however, this could

not be positively attributed to the discharge. As a result/ the discharge did not

appear to be having any significant adverse effects on the receiving waters.

Although no further enforcement action wit! be taken on this occasion, please find

enclosed a cost recovery invoice in relation to this matter. The costs incurred for the

investigation are to be recovered under Section 150 of the Local Government Act

2002, as set out in the Council's Annual Plan. You may lodge an objection to this

Council in respect of the decision. The Council must then review its decision and it

may dismiss or uphold your objection/ wholly or in part.

If you have any queries, please do not hesitate to contact myself, or

Graeme McKenzie (Team Leader Compliance Technical).

Yours sincerely

^/u^j^.

Kathryn McLachlan

Compliance Technical Officer'Y

For now , :•- ; .. ^ .'.^

&ourfuture ^ . '•<'

Cnr North Rd & Price St, Invercargili DX No. YX20175 : Private Bag90116, Inver-cargill 9840 : 032115115 or0800768S45 [email protected] www.es.govt.nz

6

Council

Outcome

Customer Levels of Service

Core Value Performance Measures Target 2016

Achieved

We have a quality infrastructure with potential for growth.

A potable water supply is provided in urban areas

Quality Safety

Compliance with the bacterial criteria of the NZDWS: (NFPM 1a)

2015-2016 Annual Winz survey compliance Gore – Bacterial Compliance = No Mataura – Bacterial Compliance = Yes 2016-2017 Annual Winz survey compliance Gore – Bacterial Compliance = No Mataura – Bacterial Compliance = No Both Gore and Mataura plants did not meet distribution zone bacterial compliance due to 1 transgression at each town during the period. 2017-2018 – Report yet to be completed.

Compliance with the protozoa criteria of the NZDWS: (NFPM 1b)

33% 2015-2016 Annual Winz survey compliance Gore – Protozoal Compliance - No Mataura – Protozoal Compliance – No 2016-2017 Annual Winz survey compliance Gore – Protozoal Compliance – No Mataura – Protozoal Compliance – No The Hilbre Ave and Mataura WTPs do not meet protozoal compliance as the log credits of 4 are not achieved as per the DWSNZ (2005). The East Gore WTP does not have any protozoal treatment. 2017-2018 – Report yet to be completed.

Quality Water quality complaints received (per 1,000 connections) (NFPM 4)

8 2015-2016 – Target Not Achieved – 14 complaints 2016-2017 – Target Not Achieved – 9.5 complaints 2017-2018 - Year to date – 2.86 complaints

A reliable service and effective response to queries

Sustainability Real water losses from the reticulation network (NFPM 2)

23% 2015-2016 – Target Not Achieved - 66% Leak detection studies in 2016 have revealed that over half of the water supply is lost to leakage. Increased leak resolution programme is in place currently. 2016-2017 – Target Not Achieved – 42% This is an improvement from the previous year, there has been maintenance and repairs throughout the network to fix the leaks identified in the leak detection studies in 2016.

Reliability Responsiveness

Response to an urgent customer request (Urban, no water) (NFPM 3a)

60 min 2015-2016 – Target Achieved – 37mins. (Median value used) 2016-2017 – Target Achieved – 15mins. (Median value used) 2017-2018 - Year to date – No CRMs received

7


Resolution of an urgent customer request. (Urban, no water) ( NFPM 3b)

8 working hours

2015-2016 – Target Achieved – 1hr 52mins (Median value used) 2016-2017 – Target Achieved – 58mins (Median value used) 2017-2018 - Year to date – No CRMs received


Response to a non-urgent customer request (NFPM 3c)

5 days 2015-2016 – Target Achieved - 4.7 days (Median value used) 2016-2017 – Target Not Achieved – 5.9 days (Median value used) 2017-2018 - Year to date – 3.8 days (Median value used)


Resolution of a non-urgent customer request (NFPM 3d)

14 days 2015-2016 –Target Achieved - 4.9 days (Median value used) 2016-2017 – Target Achieved – 6.2 days (Median value used) 2017-2018 - Year to date – 5.0 days (Median value used)

Sustainability Average consumption of drinking water (NFPM 5)

550 L/p/day

2015-2016 – Target Achieved - 548 L/p/day 2016-2017 – Target Achieved – 518 L/p/day

8

Council Outcome


Core Value Performance Measures Current Target Performance Monitoring/ Source

Target 2016

Achieved


A reliable service: effective response to queries

Reliability Sustainability

The number of dry weather overflows from Council’s sewerage system, (per 1,000 connections) (NFPM 1)

New Measure CRM database 1 2015-2016 – Target Achieved - No overflows. 2016-2017 – Target Achieved – No overflows. 2017-2018 - Year to date - No overflows. However on the 5 – 7 July 2017 a contractor hit the rising main from the Ajax wastewater pump station to the treatment plant causing wastewater to overflow to Falconers Creek.


Response to a customer request. (Blockage or fault) (NFPM 3a)

New Measure CRM database Urgent – Blockage General – Fault

Urgent 120 mins General <8 hours

Urgent – 2015-2016 – Target Not Achieved - 820mins (Median value used) General – 2015-2016 – Target Achieved - No complaints received (Median value used) Urgent – 2016-2017 – Target Not Achieved – 137 mins (Median value used) General – 2016-2017 –Target Achieved – 3.47 hrs. Urgent – 2017-2018 – Year to date – No complaints received. General – 2017-2018 – Year to date – No complaints received.


Resolution of a customer request. (Blockage or fault) (NFPM 3b)

New Measure CRM database Urgent <8 hrs General 5 days

Urgent – 2015-2016 – Target Not Achieved – 14.9hrs. (Median value used) General – 2015-2016 – Target Achieved - No complaints received. (Median value used) Urgent – 2016-2017- Target Achieved – 4 hrs (Median value used) General – 2016-2017 – Target Achieved – 0.05 days (Median value used) Urgent – 2017-2018 – Year to date – 30 mins General – 2017-2018 – Year to date – No complaints received.

Wastewater systems are effective and comply with environmental standards

Quality Health

Wastewater complaints received (per 1,000 connections) (NFPM 4)

New Measure CRM database <10 2015-2015 – Target Achieved – No complaints received. 2016-2017 – Target Achieved – 3.3 complaints 2017-2018 - Year to date –0.2 complaints..

9

Council Outcome


Core Value Performance Measures Current Target Performance Monitoring/ Source

Target 2016

Achieved

We value and respect our environment.

Our waterways and environment are protected from adverse impacts of providing the wastewater service.

Health & Safety Reliability Sustainability Quality Social benefits

Compliance with Council’s resource consents for discharge from its sewerage system measured by the number of abatement notices, infringement notices, enforcement orders and convictions (NFPM 2)

Abatement Notice - 0 Infringement Notice - 0 Enforcement Orders - 0

Convictions - 0

Annual Consent Compliance Reports.

AN - 0

IN – 0

EO -0 C- 0

2015-2016 – Target Achieved. 2016-2017 – Target Achieved. 2017-2018 – Report yet to be submitted.

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Council

Outcome


Core Value Performance Measures Performance Monitoring/Source

Achievement Target 2016

Achieved

We have quality infrastructure with potential for growth.

A reliable service and effective response to queries

Responsiveness Response to a customer request (Flooding event) (NFPM 3)

CRM Database New measure 60 min 2015-2015 – Target Achieved – No complaints received.

2016-2017 – Target Achieved – No complaints received.

2017-2018 - Year to date – No complaints received.

Quality Stormwater complaints received (per 1,000 properties connected) (NFPM 4) Faults or blockages

CRM Database New measure 8 2015-2015 – Target Achieved – No complaints received.

2016-2017 – Target Achieved – 0.17 complaints received.

2017-2018 - Year to date – 0.2 complaints received.

Homes and properties are not affected by surface flooding caused by the Stormwater Activity

Quality

Health & Safety

Number of flooding events

(NFPM 1a)


2016-2017 – Target Achieved – 2 flooding complaints received.

2017-2018 – Year to date – No complaints received.

Number of habitable floors affected per 1,000 connected properties (per event) (NFPM 1b)


2016-2017 – Target Achieved – The flooding events both occurred on Robertson Street Gore due to a blockage of the stormwater main from tree roots – no flooding entered habitable floors.

2017-2018 – Year to date – No complaints received.

11

We value and respect our environment

Our waterways and environment are protected from adverse impacts of providing the Stormwater service.

Quality

Sustainability

Social Benefit

Compliance with Council’s resource consents for discharge from its stormwater system measured by the number of abatement notices, infringement notices, enforcement orders and convictions (NFPM 2a-d)

Annual Reports New measure AN - 0

IN – 0

EO -0

C- 0

2015-2016 - Target Achieved. 2016-2017 – Target Achieved. 2017-2018 – Report yet to be submitted.

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Level of Service How it Contributes to our Council Outcomes

Specific Measure

Performance monitoring methodology/source (how do we measure, or where do we get data from)

Performance Target

Achieved

Year 1

Waste minimisation is promoted to improve the environment.

The reduction of waste disposed of reduces costs to residents and places less pressure on the environment. This has a positive impact on economic and environmental outcomes.

Volume of waste per capita being disposed of at the regional landfill.

Regional landfill weighbridge records

Material discarded <650kg per capita (across Southland)

2015-2016 – Target Achieved – 356.53kgs 2016-2017 - Target Achieved – 345.76kgs 2017-2018 – Information supplied at the end of the financial year.

13

2. UPDATE ON STORMWATER WORKING PARTY PROGRESS (Matt Bayliss)

(Report from 3 Waters Asset Manager - 26.02.18)

Purpose To provide an update regarding the implementation of the interim solutions identified by the Stormwater Working Party.

Background Following an increase in complaints around problem flooding areas in the Gore Township, in February 2017 the Council resolved to form a “Stormwater Trouble Shooting Working Party” (the working party). The objective of the working party was to evaluate and troubleshoot areas affected by stormwater and/or wastewater run-off.

The key focus of the working party was to identify low cost viable interim solutions to provide any relief possible to the worst affected areas.

In general, all problem areas were discussed, and due to the public health risk and risk to private property the following areas were deemed the most critical:

Koa/Ruia Street intersection;

8 St Andrews Street; and

2 and 4 Mary Street.

At the Council meeting held on 12 September 2017, the Council resolved to allocate $70,000 of funding towards implementing the working parties recommendations for these three areas.

Implementation The implementation of the solutions identified for the Koa/Ruia Street intersection and Mary Street area’s was relatively straightforward and has been completed. However, implementing the solution for 8 St Andrews Street has proven to be somewhat more problematic.

The solution identified for 8 St Andrews Street included a storage tank and pump system with an estimated cost of $50,000. This option however required approval to install the necessary infrastructure (ie the tanks, pumps and pipes) on the neighboring Gore High School playing fields.

The Gore High School Board of Trustees approved the Council’s request, subject to

Ministry of Education (MOE) approval. Unfortunately, the Ministry of Education has subsequently rejected the proposal and advised that the Council should reconsider this option and find an alternative solution (Please refer the attached copy of the response from MOE).

14

While the option to progress further with the MOE application remains, indications are that this could be a complicated and time-consuming process, adding significant cost and delay to the project.

It is worth noting that this solution was identified as a low-cost interim measure until a long-term solution could be implemented. It is therefore considered to be worthwhile reconsidering potential options going forward at this stage.

Long-term Stormwater Strategy There are the following two significant obstacles in implementing a long-term stormwater solution to the problem areas in Gore:

Ensuring that any upgrades can be completed in a manner that can prevent creating further downstream issues; and

Ensuring any upgrades are completed to allow for future upgrades works to be incorporated. This is particularly important considering the large amount of separation works required in the network.

If these issues are not fully understood, any capital works completed is at high risk of requiring rework and alterations in the near future.

To manage this risk, Opus International Consultants Ltd have been engaged to develop a Stormwater Master Plan for Gore. Significant progress has now been made on this with the completion of the Master Plan expected in April 2018.

Separation of the Joseph, Elizabeth and St Andrew Street areas Upon completion of the Stormwater Master Plan, it is expected that the Council will be in a strong position to start designing and implementing its first stormwater separation project. It is also worth noting that the following funding is currently allowed for in the first five years of the draft 2018 – 2028 long-term budget:

Given the current issues that exist in the Joseph Street/ Elizabeth Street/ St Andrews Street area, it would be recommended that this funding is focused on this area.

The potential solutions for this area will not be understood until the Master Plan is completed. Following this significant design work will still need to be completed before the physical works can be started. Despite this, it is believed that the physical separations work could reasonably be expected to start in the next 12 to 18 months.

Given the recent progress made with the Long-Term Strategy, and the current challenges with implementing the proposed interim solution for 8 St Andrews Street, it is recommended that this interim solution is put on hold until the outcome of the Master Plan is known in April 2018.

15

Following this, an appreciation of the long-term solution for the area can be gained along with the expected timing for implementation. This will allow an informed decision to be made on the need to pursue the proposed or an alternative interim solution for 8 St Andrews Street.

Communication with property owners of 8 St Andrews Street The proposed approach has been communicated to the property owners at 8 St Andrew’s Street with a further update to be provided following the completion of the Master Plan in April. The residents have indicated an increasing frustration to this ongoing situation, however, are looking forward to the progress report that will be provided in April.

Summary The two interim solutions identified by the stormwater working party for the Koa/Ruia Street and Mary Street areas have been implemented. Unfortunately, however, the proposed solution for 8 St Andrews Street has not been implemented due to Ministry of Education rejecting the Council’s proposal. For this reason and given the current progress being made on the Stormwater Master Plan, with funding to implement this work planned to kick in in the 2018/19 financial year, it is recommended that the interim solution be put on hold. Once the master plan has been completed, consideration can be given to how quickly the long-term solution for the Joseph, Elizabeth, and St Andrew Street area can be implemented and the need for an interim solution reassessed. RECOMMENDATION THAT the report be received,

AND THAT the proposed interim solution for 8 St Andrews Street be put on hold until the outcome for the Stormwater Master Plan currently under development, is completed.

16

Response from Ministry of Education

From: Easement Requests [mailto:[email protected]]

Sent: Monday, 9 October 2017 9:37 AM

To: Matt Bayliss <[email protected]>

Cc: Ramesh Sharma <[email protected]>

Subject: RE: HPE CM: FW: Wastewater infrastructure located in Gore High Playing Fields

Hi Matt,

Thank you for submitting this information.

Upon review of the proposed, the Ministry’s position is that the requirement is not strong enough

for the Crown to agree to it. The concerns are:

a) There are alternative solutions to resolve the property issues; b) The issues are not caused by any occupant of the School land; c) There is no evidenced benefit or improvement to the School land in granting this; and d) There is a perceived long term risk to the Crown’s interest, such as;

o Setting a precedent for the neighbouring properties should they experience similar issues

o The infrastructure may become burdensome if Council do not make good on their word to remove the infrastructure and reinstate the land once the easement term expires;

o Loss of amenity should development occur in future.

Based on the above factors, I would urge you to reconsider and find an alternative solution as the

Ministry does not support this proposal.

If you have any questions, give me a call.

Kind regards,

Brontë Pierson | Project Coordinator | Acquisitions & Designations

DDI +64 9 632 9525 | Ext 99525 | Mobile +64 27 403 4734

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

17

mailto:[email protected]



From: Matt Bayliss [mailto:[email protected]]

Sent: Tuesday, 3 October 2017 1:12 p.m.

To: Easement Requests <[email protected]>


Subject: RE: HPE CM: FW: Wastewater infrastructure located in Gore High Playing Fields

Hi Bronte,

In response to the below request please see the attached letter,

Please let me know if you would like to discuss this.

Regards

Matt Bayliss |3 Waters Asset Manager

T: 03 2090330 | DDI: 03 209 0382 | M: 027 405 8411 |

E:[email protected] W:www.goredc.govt.nz

Gore District Council, 29 Bowler Avenue, PO Box 8, Gore, 9740.

CAUTION: This email and any attachments may contain information that is confidential and subject to legal

privilege. If you are not the intended recipient please do not use, distribute or copy any of the information

contained in this message. If you have received this email in error please notify the sender and erase the

message.

From: Easement Requests [mailto:[email protected]]

Sent: Tuesday, 26 September 2017 5:19 PM



Subject: HPE CM: FW: Wastewater infrastructure located in Gore High Playing Fields

Dear Matt Bayliss,

I understand that the Gore District Council have proposed an easement over School land to resolve

flooding issues to 8 St Andrews St.

To assist us in assessing this request, can you please confirm the queries below? :

Can Council demonstrate that no other solutions exist?

Do you believe there to be any benefit to the School/ Ministry in granting this?

What are Council’s responsibilities in terms of maintenance and health & safety. E.g: o Is there a risk that if the residents fail to check the tanks (following a rainfall event)

that there will be impact/ overflow into the School field?

18





http://www.goredc.govt.nz/




o Have you considered the Schools/ Ministry’s requirements for police vetting of staff accessing the site?

o What other measures have the Council factored in terms of Health & Safety?

How far away are Council from upgrading the permanent infrastructure to improve the network’s capacity (therefore, removing the need for a temporary wastewater arrangement)?

For your reference, I have attached a letter to you noting the Ministry’s terms and conditions for an

easement requests.

Pending we are satisfied with your answers above, we will also require acknowledgement and

acceptance of these terms in order to progress.

Should you have any queries relating to this email or the attached, please feel free to contact me.

Thanks & kind regards,

Brontë Pierson | Project Coordinator | Acquisitions & Designations

DDI +64 9 632 9525 | Ext 99525 | Mobile +64 27 403 4734

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

From: Leith Robertson [mailto:[email protected]]

Sent: Monday, 25 September 2017 11:54 a.m.

To: Anna McFaul <[email protected]>

Subject: FW: Wastewater infrastructure located in Gore High Playing Fields

Anna

The Board has approved this project but before we go back to Gore District Council and they get the

easement drafted, do we need MOE approval or any requirements we need to address?

Regards

Leith


Sent: Tuesday, 29 August 2017 3:41 PM

To: Leith Robertson <[email protected]>


Subject: RE: Wastewater infrastructure located in Gore High Playing Fields

Hi Leith,

As previously discussed the Council are now in a position to progress with discussions regarding the

proposed installation of wastewater infrastructure in the Gore High Playing fields.

We would be looking to install to 2 x 30,000 L storage tanks (above ground), associated pipework

and pumpstation within the Gore High Property. For health and safety and security purposes all

above ground infrastructure would be fenced with a 2 m high netting fence. The fenced area is

19

http://education.govt.nz/school/property/state-schools/project-management/boards-of-trustees-role/police-vetting/






expected to be approximately 7 m by 13 m. I have attached an updated drawing detailing the

proposed works to be installed. We would also require access from Herbert Street for construction

and occasional maintenance works.

We have sought legal advice on this at it has been recommended that an easement is put in place

for this infrastructure as opposed to a lease which was originally suggested, as requested this would

have a fixed term (Councils preference would be for a 10 year period) following which the easement

could be renegotiated and/or terminated. Following the termination of the easement the Council

would remove all infrastructure and reinstate the property to its current condition.

Perhaps at this stage it is worth meeting on site to discuss the project further in particular the

proposed location and any other requirements Gore High might have.

From there we would look to engage a lawyer to draft easement conditions for Gore High’s

approval.

Please let me know your thoughts.

Regards


T: 03 2090330 | DDI: 03 209 0382 | M: 027 405 8411 |






message.

From: Leith Robertson [mailto:[email protected]]

Sent: Wednesday, 3 May 2017 10:27 AM


Subject: RE: Wastewater infrastructure located in Gore High Playing Fields

Matt

I am reasonably comfortable with the proposed tank installation and have included in my Board

report for approval at next week’s meeting.

20





Happy to meet again if required.

Regards

Leith

Leith Robertson

Business Manager

Gore High School

[email protected]

027 242 9563

__________________________________________________________________________________


Sent: Monday, 1 May 2017 9:45 AM

To: Leith Robertson <[email protected]>

Subject: Wastewater infrastructure located in Gore High Playing Fields

Hi Leith,

As we discussed at a site meeting late last year, there is a capacity issue with the Council wastewater

infrastructure in the Elizabeth and St Andrews Street area located to the North of the Gore High

Playing fields. This capacity issue results in wastewater overflowing and ponding at 8 St Andrew

Street during heavy rainfall.

While planning and investigation work is currently underway to implement a long term solution this

is expected to require significant upgrades to the network and is therefore likely to be a number of

years away.

This is obviously not a good situation for the residents of 8 St Andrews St and the Council are

working to implement an interim solution until the upgrades of the network can be completed.

One solution that we are investigating and would like to discuss with Gore High School is to install

two 30,000 L storage tanks at the Northern End of the playing fields to capture the wastewater

overflows from 8 St Andrew Street during heavy rainfall. The wastewater would then be pumped

back into the network when the flows allowed (refer diagram below). Ideally the tanks would be the

large plastic variety and located above ground or partially buried in the embankment of the playing

fields. While there is some flexibility in where we could locate the tanks, ideally they would be

located as close to 8 St Andrews Street as possible.

If possible I would like to set up a preliminary meeting to discuss the viability of the proposed

solution with yourself or the appropriate representatives from Gore High School.

21




Please do not hesitate to give me a call if you would like to discuss further.

Regards


T: 03 2090330 | DDI: 03 209 0382 | M: 027 405 8411 |






message.

22



3. MATAURA WATER CONSUMPTION AND WATER RESTRICTIONS – JANUARY TOFEBRUARY 2018

(Report from 3 Waters Asset Manager – 27.02.18)

Introduction The sustained long dry summer has put significant pressure on both Gore and Mataura’s drinking water supplies. In addition to this a significant draw-off from the Mataura water supply in mid-January put the Mataura water supply into a vulnerable position. This report provides a summary of these events.

Increased draw-off from Mataura water supply from 13 to 16 January 2018 The average daily water consumption in Mataura for the first 12 days in January was 1226 m3/day, this is in line with what was expected for that time of year. However this significantly and suddenly increased during the period from Saturday 13 January until Tuesday 16 January, during this period average water usage was 1669 m3/day. With the supply unable to match demand, this resulted in the treated water reservoir dropping to a level of 42% on 16 January. The following graph show Mataura’s water consumption for the month of January:

This sudden and significant increase in water consumption obviously caused considerable concerns. If this had continued for a sustained period of time it would have likely resulted in severe water shortages for Mataura. As a result of this the following actions were taken:

An extensive survey of the network for leaks was completed which identified twoconsiderable leaks losing an estimated 50 – 80 m3/day.

Issuing of level 4 water restrictions. Extreme temperatures were beingexperienced during this period, however this would not normally be expected toresult in such a significant and constant increase in water demand.

A ban was placed on water carriers from taking water from the network (referfurther comments below).

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As a result of these actions water consumption returned to normal from 16 January onwards (another high water usage day was however experienced on 18 January), with an average water consumption 1111 m3/day.

Water carriers Due to the dry hot summer that Southland has experienced, a number of rural residents on rainwater supplies had been running out of water, increasing the demand for water carriers to take water from the Council’s network. Prior to the large draw-off in Mataura in mid-January the Mataura water supply was under significantly less pressure than the Gore water supply. This resulted in water carriers being directed to take water from a hydrant in the Mataura network.

Following the large draw-off from the Mataura network there were a number of unconfirmed reports of water carriers taking excessive amounts of water from the Mataura network. The companies consented to take water from the Gore and Mataura network were contacted during this excessive draw off, but denied taking any water during this period. It is also worth noting that given the constant and prolonged draw-off from the supply between 13 and 16 January, (ie the draw-off appeared to continue throughout the night and water carriers were banned from taking water on the morning of 15 January) even if there were some water carriers taking water initially, this was not considered to be the main cause of the excessive draw off.

Currently and historically water consumption and fees and charges for water carriers has been based on an honesty system. Water carriers are required to inform the Council of their planned water usage prior to taking the water and then invoiced based on actual volumes taken. A review of the suitability of this arrangement and potential alternatives is however proposed.

Water restrictions and emergency pumping from the Mataura River Level 4 water restrictions were implemented on Monday 15 January as part of the response to the excessive draw-off during this period. Although water consumption returned to normal levels after 16 January, unfortunately the levels in the Pleura Dam had dropped to a critical level by this stage. Emergency pumping from the Mataura River was implemented on 16 January 2018. This continued until 5 February following a significant rainfall event.

Providing drinking water via emergency pumping from the Mataura River, although safe to consume, does incur taste and odour issues. Consideration as to how best to mitigate this issue will be given as part of the upgrade of the Mataura water treatment plant planned for the 2020/21 financial year.

As a result of the taste and odour issues, an alternative water source was provided during this period. Initially this was provided through a commercial water tanker however, very little water was used from the tanker. Due to the low water usage a decision was made to provide an alternative arrangement using a potable water tank on a trailer.

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Following the rain which fell on 2 and 3 February water restrictions were lowered to level 2 on 8 February. While this rainfall provided some relief, the supply did not return to comfortable levels until further rain fell on 10 February. Following further rainfall, water restrictions were reduced to Level 1 (Level 1 restrictions are in place all year round) on 1 March 2018.

Future mitigation measures The sustained dry hot summer has put significant pressure on both the Gore and Mataura water supplies which has caused notable inconvenience for consumers. Going forward consideration will be given as to how best future occurrences of these water shortages can be prevented and/or mitigated. Potential options that will be explored are:

An alternative water supply.

Improved treatment to prevent taste and odour issues when emergencypumping from the Mataura River.

Improved flow monitoring of the treatment plant and/or network, whichwill allow large draw offs to be more quickly identified and controlled

A review of the suitability of the current arrangement in place for watercarriers.

RECOMMENDATION


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4. REPORT FROM THE TRANSPORT MANAGER – FEBRUARY/MARCH 2018 (PeterStandring)

An operational report from the Transport Manager is attached.

RECOMMENDATION


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As expected Somewhat concerned Unexpected/ Of significant concern

Status Network Activity

Comments

Maintenance Contract

With four months behind us now things are settling into a routine of meetings and reports, Fulton Hogan is still working on processes andprocedures ensuring good data is collected and developing good communication. We have a set of performance indicators (KPIs) for the networkand contract, these are still being refined.

Budget over runs – We are still working with preset budget allowances- The major overruns are attributable to weather events, the response to rainfall damage and attending to the bleeding around

the network.- We are looking to adjust spending in other transportation budgets to meet the shortfall.

Financially this new arrangement is costing more – the extra costs have been fully accounted for in the next LTP programme.

Maintenance Contract Budget Graphs

The increased spending on the rural budget is mainly due to the remedial work carried out after the wet conditions in July and specifically thedamage to Clinker hill Road.

The environmental budget has been tested especially with the wet period we experienced and the bleeding seal during the heat.

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Comments

Customer Service Requests

The chart below displays the number of customer requests we receive each month and the breakdown of the purpose of the call.

The chart shows a decrease in the number of metal road complaints received in the last few months.

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Comments

Network Audit

A monthly drive over of the whole network is carried out to determine the total number of faults that present. These audit results will eventuallyfeed into the scoring KPIs of the Maintenance Contract.

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Comments

Metalling Programme

To date, we have metalled - 70.45km of the network, 9881.5m3 of metal at the cost of $ 263,865.32

Spot metalling is about to commence on sections of the network that have been identified as needing a top up of surface material.

We still have 2000 m3 available to deal with spot metaling and emergencies.

Grading

620km of grading was accomplished between 1Nov and 31 Jan. The dry summer season has its own challenges for the grader operation.

Regulatory items.

The number of permit applications for High Productivity Motor Vehicles (HPMV) is still high, the recent law change allowing an increase in theMaximum gross weight will have some bearing on this.

Corridor requests and traffic management plans are high due to all the physical work happening on the network at the moment.

Vegetation control contract

(Southern Vegetation Control)

This contract is for the weed control in the urban area and noxious plant spraying in the rural areas.

The contract was awarded to SVC and commenced on 2 November 2017.

The total contract value is $356,303.00 for the three years

The first round of spraying was completed in October.

Selected metaled roads are being sprayed at the moment.

In March the second round of spraying will commence.

Reseal Contract

(Fulton Hogan)

The package of work is worth $1,343,562.05 and includes both resurfacing and pre-seal repairs.

Preseal work has begun.

Sealing will begin in March.

Concrete Repair Contract

Replacing lengths of the footpath, reforming some vehicle crossings and replace broken channel.

The contract was awarded to McDonough Contracting Ltd for $150,010.28. This is significantly under the pretender estimate and will likely result inmore work being carried out than originally planned.

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Comments

(McDonough Contracting)

Work is almost complete in Mataura and is underway in East Gore. They will continue through Gore avoiding the Main St area due to potential congestion with the UFC team.

Funding for this work is split between the unsubsidized footpath Budget and the NZTA drainage budget.

Road Marking Contract

While we have managed to have several small packages of work completed, we are still in negotiation with Fulton Hogan over a larger package of work $73,000

All of our reseal sites are inclusive of the remarking.

With the bleeding seals, we have experienced this season we are conscious of timing the remark right, to get the life from these markings we need to allow the seals to settle down. We are hoping by April we will be remarking our roads.

Footpath Resurfacing Contract (Central Western Roading)

A package of footpath resurfacing work was tendered.

This work was awarded to Central Western Roading Ltd for a value of $132,541.45.

The tendered amount came in significantly lower than the pretender estimate: this will allow staff to complete a larger programme of work.

The work started on Huron St and Halton St in mid-February with the intention to move to the central sites once Chorus has completed their work.

This work is funded through the unsubsidized footpath Budget.

Bridge Repair Contract

Bridges on Kennedy Rd/Landslip Valley Rd/River Rd. have all been identified needing varying remedial work.

Calibre consultants have been engaged to assist with the design work, documentation.

We will have this package of work out to tender by the end of March.

Kennedy Rd Bridge has temporary strengthening on deck and reduced speed limit.

Structural Seal Repair Contract

A package of structural seal repair work will be incorporated into the Resurfacing Contract.

Pyramid Bridge The engineers have estimated the cost of a wide single lane bridge to the north of the existing alignment is over $4 million.

NZTA gave their funding approval to build a single lane bridge late in December to the amount above.

The bridge collapsed 5 February due to the high flows and mounting debris that put extra load on the bridge.

We have requested a proposal from the three consultants to assist us with the next stage of this project (detailed design and tender documentation).

The intention is to fully develop both the single and double lane options; taking both through to tender.

At this stage, there is no set date when tender documentation will be out.

LED street lights The business case for the replacement of the districts street lights was received by NZTA in early December. Funding approval was granted late December for a project cost of $795,440.

The replacement of 1,304 street lights is to be funded with 85% of the cost being met by NZTA and 15% funded locally. It shows a 9-year return on investment.

Discussions have progressed well with PowerNet – they have present Council with two offers 1) An offer to install 1,300 LED luminaires by the end of June 2018.

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Comments

2) An offer of financial assistance with the LED replacement, they are keen to ensure GDC take advantage of the advanced financial assistance rate being offered by NZTA.

Professional Services

We have accepted the Opus offer to deliver Professional services to the end of this financial year with the right to extend the arrangement for a further year. Aspects of work would be carried out on a time and disbursement basis.

Opus will be assisting staff with our asset information; initially, they will carry out a health check of our data base then supporting staff in the development of a strategy going forward.

Asset Management System (RAMM)

The Roading departments focus is to ensure we are continuing to build high-quality data. This, in turn, enables us to undertake more robust planning around our future maintenance and renewal programmes that comply with NZTA funding requirements.

We recently completed AMP details how we will look to update our RAMM dataset and improve our condition assessment of our assets.

Council’s asset management capacity will be improved through better use of consultants and increased investment in staff and using our maintenance contract arrangement to the best advantage.

NZTA Audits – Recently we have had a group of NZTA team visit Gore district for four days. They carried out both a technical and a procedural audit. - Technical – an assessment on our network, the state of the assets, the quality of our programmes and our general

management of the asset. - Procedural – A look at the processes we have embedded in the organization, claiming, procurement, the recording, and

reporting.

The two teams will present the Council with a full report on their findings. They did have some things we need to improve on going forward but were happy with the state of the network.

Asset Management

Plan

Our Asset Management plan was submitted to NZTA on the 20 October; this details our work programme for the next LTP 2018/21. We have received feedback from NZTA indicating the national funding has been significantly oversubscribed. The agency hopes to have confirmation of our next three-year programme out by the end of March.

Health and Safety

The teams are developing a more appropriate audit form to use on the network.

Only one incident to report, a near miss at the Pyramid Bridge 5 February, there is an investigations being carried out into the use of a digger on the Pyramid Bridge up to 15 minutes before the structure collapsed. There is a report to follow.

Road Safety Southland

There is a lot happening in this space at the moment with all party’s agreeing we need to make our roads safer and pushing for change.

“Any number is too many” Continue to promote community discussion about road death.

Movement NZ – advocate on behalf of all road users- promoting the reduction of speeds on our low volume roads

Government Policy Statement -Phil Twyford (Minister of Transport) indicated this document would be out for consultation in March, it will outline new priority areas- “a safe system free of death and serious injury.”

Southern Road Safety Influencing Group - meeting in mid-March to discuss the new GPS.

Julie Ann Genter (Associate Minister of Transport) - letter to all Councils encouraging them to get actively involved with road safety. The next Operations Meeting might be timely to report on what Gore is doing in this space, the surface work, shoulder work signage programmes

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Comments

the budgets and the network audits. .

Other Activities on the network

MVM pipe work along MacGibbon Rd.is coming to an end. A visit to the site with Fulton Hogan in mid-February has highlighted a list of repairs thatare required before the contractor leaves the site. (Surface work, shoulder work, signage and safety protection around some of their installation.

- More trenching is expected along Charlton Rd. and Salford St.- Reforming Ballast Rd. in McNab.

Chorus UFB has been underway since mid-January. Staff is keeping a close eye on the reinstatement work being carried out.

NZTA – Medway St. roundabouts on SH 1 are being resurfaced early in 2018;

Summary The roading team is still busy administering physical works contracts along with their daily tasks.

Along with the regulatory issue and the daily network issues, we are involved with projects like the new LED lighting, the asset managementimprovement programme and the Pyramid Bridge.

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Council

Outcome

Customer Levels of Service Performance Measures Target 2016 Achieved


Mandatory Performance Measure 1 (Road Safety) The change from the previous financial year in the number of fatalities and serious injury crashes on the local road network, expressed as a number

New Measure The change from the previous financial year in

the number of fatalities and serious injury crashes on the local road network, expressed

as a number

Number of Fatal and Serious

Crashes ≤3

2013-2014 – 1 fatal or serious crashes

2014-2015 – No fatal or serious crashes

2015-2016 – No of serious crashes was 2 with four people seriously injured. There were no fatal crashes.

2016-2017 – There were two serious and fatal crashes.

2017-18 – Year to date – This measure has not been updated in the ONRC database.

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Mandatory Performance Measure 2 (Road Condition) The average quality of ride on a sealed local network, measured by smooth travel exposure.

New Measure The average quality of ride on a sealed local

network, measured by smooth travel exposure Urban <220

NAASRA

Rural < 120 NAASRA

2015-2016 - Urban – All categories are below 220

2015-2016 – Rural – All categories are below 120

2016-2017 - Urban – All categories are below 220

2016-2017 – Rural – All categories are below 120

2017-2018 – This measure has not been updated in the ONRC database.

Mandatory Performance Measure 3 (Road Maintenance). The percentage of the sealed local road network that is resurfaced.

New Measure The percentage of the sealed local road

network that is resurfaced.

4.4%

2014-2015 – 49.628km Chipseal and asphalt was resurfaced = 13.7%.

2015-2016 – 25.164km Chipseal and asphalt was resurfaced = 6.9%

2016-2017 – 45.448km Chipseal

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and asphalt was resurfaced = 6.27% (Values were in lane kms on the ONRC website this was divided by 2 to get the correct km values) 2017-2018 – This measure has not been updated in the ONRC database.

Mandatory Performance Measure 4 (Footpaths). The percentage of footpaths within a territorial authority district that fall within the level of service standard for the condition of footpaths that is set out in the territorial authority's relevant document (such as its annual plan, activity management plan, asset management plan, annual works programme, or long term plan)

New Measure The percentage of footpaths within the district that fall within the level of service standard for

the condition of footpaths

Decreasing

trend

2015-2016 – As this is the first year of data collection, Council is unable to conclude on this measure however there has been 750.2m of footpaths repaired. 2016-2017 – Year to date – 827.9m of footpaths has been repaired. 2017-2018 – Year to date – Thre has been 30m of footpaths repaired.

Mandatory Performance Measure 5 (Response to Service Requests). The percentage of customer service requests relating to roads and footpaths to which the territorial authority responds within the

New Measure The percentage of customer service requests relating to roads and footpaths to which the

territorial authority responds within the

95%

2015 – 2016 This is currently being developed - From 1 January 2016 - 30

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timeframe specified in the long term plan. timeframe specified in the long term plan. June 2016 – 46% 2016-2017 – This is currently being developed – From 1 July 2016 – 30 June 2017– 69.10% 2017-2018 – Year to date – 81%

Unsealed roads are maintained to ensure they are fit for purpose

The percentage of respondents to the Gore District Council annual Resident Survey within

the range of neutral to very satisfied.

78%

2017 - Gore - Target Achieved - 78% Mataura – Target Not Achieved 71%

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5. WASTE CONTRACTS REPORT – RIGHT OF RENEWAL PROCESS (Peter Standring)

(Report from Transport Manager – 22.02.18)

Purpose To inform the Committee of our intention to review the solid waste contractual arrangements for kerbside collection and transfer station operation, and for the provision of recycling operations.

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Background The Gore District Council is part of the solid waste shared service - WasteNet Southland - along with Invercargill City Council and Southland District Council. The purpose of WasteNet is to provide the coordinated delivery of solid waste services on behalf of the territorial authorities. The WasteNet councils have three joint contracts: Issues

Contract Details

Southland Regional Landfill (Contract 279)

Awarded to AB Lime in 2003 Commenced in July 2004 Contract term: 35-years Expires in 2039. $508,185.00 yearly estimated budget

Collection and Transfer Station Services (Contract 550)

Awarded to Bond Contracts Commenced on 1 July 2011 Contract term: Eight years Expires on 30 June 2019 Right of renewal clause - further eight-year term $602,240 estimated yearly budget

Recyclables Acceptance (Contract 650).

Awarded to Southland disAbility Enterprises Commenced on 1 July 2011 Contract term: Eight Expires on 30 June 2019 Right of renewal clause - further eight-term $203,335 estimated yearly budget

Factors to consider Right of renewal process Contracts 550 and 650 are currently in their sixth year. The contract document requires the WasteNet councils to decide on the right of renewal clause this financial year. The Waste Management Group (Solid Waste Managers of the WasteNet councils’) are recommending to the Waste Advisory Group to enter into negotiations with the Contractors for Contracts 550 and 650 as part of the right of renewal process. This would involve:

Review performance of the contract to date

Amendments to the contract specifications ie take advantage of the learnings of the previous years.

Amend contracts to include a revised scope of works ie potentially public place waste receptacles service delivery.

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If the WasteNet councils do not wish to enter into negotiations/right of renewal process then WasteNet Southland will need to begin preparing a procurement process for solid waste services.

Given the high level of customer satisfaction with the service and the performance of the contractor it does give a level of confidence that pursuing a roll-over of the contract is a worthwhile exercise and has the potential to provide a value for money outcome for the Council.

Conclusion The WasteNet councils’ have entered into service delivery contracts with:

Bond Contracts - Collection and Transfer Station Services (Contract 550)

Southland disAbility Enterprises - Recyclables Acceptance (Contract 650). Both of these contracts have an eight year contract term and include a right of renewal clause for a further eight year period. The contracts are currently in their six year, and the contract document requires the WasteNet councils to make a decision on the right of renewal clause this financial year.

The Waste Management Group is recommending to the Waste Advisory Group that it should enter into negotiations with these contractors as part of the right of renewal process. RECOMMENDATION

THAT the report be received,

AND THAT the Committee endorse WasteNet Southland leading the process of

reviewing Contracts 550 and 650 on behalf of the Gore District Council.

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Agenda - Gore District Council · On 29 December 2017, the agitator (or stirrer) on the main...

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Transcript of Agenda - Gore District Council · On 29 December 2017, the agitator (or stirrer) on the main...