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Notice of Meeting

A meeting of the Tararua District Council will be held in the Council Chamber, 26 Gordon

Street, Dannevirke on Wednesday 27 February 2013 commencing at 1.00 pm.

Blair King

Chief Executive

Agenda

1. Present

2. Council Prayer

3. Apologies

4. Notification of Items Not on the Agenda

Major items not on the agenda may be dealt with at this meeting if so resolved

by the Council and the chairperson explains at the meeting at a time when it is

open to the public the reason why the item was not listed on the agenda and

the reason why discussion of the item cannot be delayed until a subsequent

meeting.

Minor matters not on the agenda relating to the general business of the

Council may be discussed if the chairperson explains at the beginning of the

meeting, at a time when it is open to the public, that the item will be

discussed at that meeting, but no resolution, decision or recommendation

may be made in respect of that item except to refer it to a subsequent

meeting.

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

6. Personal Matters

7. Confirmation of Minutes 5

Recommendation

That the minutes of the Council meeting held on 30 January 2013 (as

circulated) be confirmed as a true and accurate record of the meeting.

8. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda

Tararua District Council – Notice of Meeting – 27 February 2013

9. Community Boards and Community Committees Reports

9.1 Eketahuna Community Board 13

Recommendation

That the report of the Eketahuna Community Board meeting held on

1 February 2013 (as circulated) be received.

9.2 Dannevirke Community Board 19

Recommendation

That the report of the Dannevirke Community Board meeting held on

4 February 2013 (as circulated) be received.

9.3 Woodville Districts' Vision 26

Recommendation

That the report of the Woodville Districts’ Vision meeting held on

30 January 2013 (as circulated) be received.

9.4 Pahiatua On Track 28

Recommendation

That the report of the Pahiatua On Track meeting held on 7 February 2013

(as circulated) be received.

Note: Any of the Community Boards and Community Committees may

send a representative to address the Council on any issues within

the agenda or matters of interest to them.

10. Reports

10.1 Submission on Proposal from NZ Post to go from 6 Day/Week to 3 Day/Week Mail Delivery Service 35

10.2 Submission to the Review of NZ Fire Service Funding & Functions 45

10.3 Weber Recreation Ground - Consent to Vary Existing Easement 61

10.4 Road Closure Application Under the Tenth Schedule of the Local Government Act 1974 65

10.5 Staff Report 101

10.6 2nd Quarter Financial Report for the Period ended 31 December 2012 179

11. Portfolio Reports

Councillors assigned the responsibility to undertake the portfolio for a specific

activity can report back on any of these matters.


12. Mayoral Matters

13. Items not on the Agenda Accepted in Accordance with the Procedure Outlined as per Agenda Item 4

14. Public Excluded Items of Business

Recommendation

That the public be excluded from the following parts of the proceedings of

this meeting, namely:

Dannevirke Works Depot Site

Contract C01/10 TDC Road Maintenance Contract: Contract

Rollover

The general subject of each matter to be considered while the public is

excluded, the reason for passing this resolution in relation to each matter,

and the specific grounds under Section 48 (1) of the Local Government

Official Information and Meetings Act 1987 for the passing of this resolution

follows.

General subject matter

to be considered

Reason for passing this

resolution in relation to

each matter

Ground(s) under

Section 48 (1) for

the passing of this

resolution

Dannevirke Works

Depot Site

To protect commercial

activities

Section (1)(a)(i)

Contract C01/10 TDC

Road Maintenance

Contract: Contract

Rollover

To protect commercial and

industrial negotiations

Section (1)(a)(i)

This resolution is made in reliance on Section 48 (1) (a) of the Local

Government Official Information and Meetings Act 1987 and the particular

interest or interests protected by Section 6 or Section 7 of that Act or Section

6 or Section 7 or Section 9 of the Official Information Act 1982, as the case

may require, which would be prejudiced by the holding of the whole or the

relevant part of the proceedings of the meeting in public are as follows:

s7(2)(h) The withholding of the information is necessary to enable the local

authority to carry out, without prejudice or disadvantage,

commercial activities.

s7(2)(i) The withholding of the information is necessary to enable the local

authority to carry on, without prejudice or disadvantage,

negotiations (including commercial and industrial negotiations).

15. Closure

Meeting of Tararua District Council – 27 February 2013

Minutes of Council Meeti ng 30/01/2013

Minutes of a meeting of the Tararua District Council held in the Council Chamber,

26 Gordon Street, Dannevirke on Wednesday 30 January 2013 commencing at 1.00pm.

1. Present

His Worship the Mayor – Mr R A Ellis, Crs W H Keltie (Deputy Mayor),

W H Davidson, J B Dodunski, S A Hull, P A Johns, K R Fenemor, D A Roberts

and C W Southgate.

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr P Wimsett - Manager Strategy and District Development

Mr R Suppiah - Chief Financial Officer

Mrs K Dever-Tod - Manager Assets Group

Mrs L Simpkin - Communications and Marketing Manager (from item 10.8)

2. Council Prayer

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

3. Apologies

3.1 Nil


4.1 The matter of the Christian Street footbridge was notified for discussion

through the staff report.

4.2 The following matter was notified as an item of general business not on the

agenda for discussion at today’s meeting:

Woodville picnic in the park community event

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

5.1 Nil

6. Personal Matters

6.1 A letter of thanks has been received from Arthur (Stalky) Law conveying his

appreciation for the civic honour presented to acknowledge his community

service.

6.2 The Council’s congratulations have been conveyed to David Lea on

receiving a Queen’s Service Medal in the New Year Honours List to

acknowledge his community and public services.


7. Confirmation of Minutes

7.1 That the minutes of the Council meeting held on 12 December 2012 (as

circulated) be confirmed as a true and accurate record of the meeting.

Crs Fenemor/Dodunski Carried

8. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda

8.1 Wind Farms Rating (Item 9.5.7)

8.1.1 Wind farm operators are taking an interest in the Valuer General’s

intentions to consider the valuation rules around how wind farms are

valued and treated as ratepayers.

8.2 Woodville Town Centre Upgrade and Community Celebrations (Item 10.3)

8.2.1 The date of this event is Saturday 2 March 2013.

9. Community Boards and Community Committees Reports

9.1 Eketahuna Community Board

9.1.1 That the report of the Eketahuna Community Board meeting held on

14 December 2012 (as circulated) be received.

Crs Johns/Hull Carried

9.2 Dannevirke Community Board

9.2.1 That the report of the Dannevirke Community Board meeting held on

3 December 2012 (as circulated) be received.


9.2.2 Community Vehicle Rural Transport Trust

9.2.2.1 A Council workshop is to be held on Wednesday 27 March 2013 at 11.00

am regarding the establishment of a community vehicle rural transport

trust, and this is to include a presentation from Tony Henderson.

9.2.2.2 It is intended that a public meeting will also be arranged in the evening of

that day to outline this matter.

9.3 Woodville Districts' Vision

9.3.1 That the report of the Woodville Districts’ Vision meeting held on 5

December 2012 (as circulated) be received.



9.3.2 Mowing of Woodville Railway Lawns Area

9.3.2.1 It was requested that the possibility of including this area in the Council’s

mowing contract be ascertained relative to the costs involved.

9.4 Pahiatua On Track

9.4.1 That the report of the Pahiatua On Track meeting held on 5 December

2012 (as circulated) be received.


10. Reports

10.1 Marketing Support

10.1.1 That the report from the Communications and Marketing Manager dated

24 January 2013 concerning marketing support (as circulated) be

received, and

That the Council agrees to retain the current level of marketing as the

base level of this service, and

That the services of the Marketing Assistant, Kimberley Stevens, be

retained until the end of this financial year, being to 30 June 2013, and

That the funding for the role of Marketing Assistant, is proposed to be

included in the draft 2013-14 Annual Plan.

Crs Johns/Dodunski Carried

10.2 Delegations to New Roles of Planning and Policy Manager and Regulatory Manager

10.2.1 That the report from the Chief Executive dated 23 January 2013

concerning delegations to the new roles of Planning and Policy Manager

and Regulatory Manager (as circulated) be received, and

That pursuant to Section 232 of the Building Act 2004, the delegations as

detailed in the schedule attached to this report be approved.

Crs Keltie/Hull Carried

10.3 Draft Submission on the Ministry of Building and Housing Proposals

10.3.1 It was noted that the Ministry of Building and Housing proposals would

impact on the Council’s Earthquake Prone Buildings policy, thereby

creating the need for it to be reviewed and amended.


concerning a draft submission to the Ministry of Building and Housing

proposals to improve the New Zealand Earthquake Prone Buildings

System (as circulated) be received, and


That the Council approves this submission subject to including the

following amendments:

Question 7 – Add clarification to the response through stating that

the requirement is not necessarily applicable to a MBIE created

register.

Question 15 – Change the response to no, with the suggested

timeframe of 4 years and 364 days for owners of earthquake prone

buildings to submit plans for either strengthening or demolishing the

building.

Question 21 – Review the wording of this response to better clarify

its intent.

And that the Council notes its opposition to the proposal that councils be

required to conduct and fund the cost of assessing all buildings covered

by the earthquake prone system.

Crs Roberts/Dodunski Carried

10.4 Papatawa Road Names

10.4.1 That the report from the Design Manager dated 23 January 2013

concerning Papatawa road names for ex State Highway road (as

circulated) be received, and

That the road names suggested on the appended plan be adopted, and

That Martin Road be extended to include the old State Highway and new

link road to the new State Highway, and

That the old State Highway to the west of the new link road be named

Elliott Road.

Crs Keltie/Hull Carried

10.5 Slump and Possible Closure of Puketoi Road

10.5.1 That the report from the Design Manager dated 23 January 2013

concerning the slump on Puketoi Road and its possible closure (as


That the Council advertise its intentions to discontinue all maintenance to

the middle section of this road, with the length to revert to road reserve

and become an unmaintained road. The minimum length proposed is to

include the slip site between Rp6.5 and Rp8.35 (DOC boundaries at both

ends), and the maximum closure be from Rp3.65 to Rp9.95 (end of

Draper property to Otapawa house).

Crs Southgate/Fenemor Carried

10.5.2 Prior to advertising the proposed closure it was requested that clarification

be provided to ensure that there will be no impact on access to the air strip

within the vicinity of properties in the area.


10.5.3 Cr Davidson requested that his dissenting vote be recorded regarding this

item of business.

10.6 Road Closure Application

10.6.1 The following correspondence was tabled with regard to this item of

business:

Letter from the Vault Café conveying its objection to the proposed

closure at the time requested of 9.45 am to 10.45 am, and asking that

this be amended to 1.30 pm to 2.30 pm to minimise the impact on

businesses. This would enable them to maximise the potential trade

from traffic flows passing through the town travelling to the Mission

concert weekend event.

Letter from the New Zealand Transport Agency conveying its approval

of the proposed closure to the State Highway between Miller and

McPhee Streets from 9.45 am to 10.45 am on Saturday 23 February

2013 for the Scandinavian parade.

10.6.2 It was noted that no other objections to the closure had been received from

businesses and in particular those selling food in the town centre.

10.6.3 That the report from the Manager Engineering Services Personal Assistant

dated 24 January 2013 concerning a road closure application under the

Tenth Schedule of the Local Government 1974 (as circulated) be received,

and

That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local

Government Act 1974, the Council resolves to close the following street

for the purpose of allowing the Manawatu Scandinavian Committee to

hold a parade event:

Road name: High Street, Dannevirke

Date of closure: Saturday 23 February 2013

Period of closure: 9.45 am to 10.45 am

Crs Dodunski/Hull Carried

10.7 Resource Management Matters Dealt with Under Delegated Authority

10.7.1 That the report from the Planning and Policy Manager dated 23 January

2013 concerning resource management consents dealt with under

delegated authority (as circulated) be received and the contents are

noted.

Crs Southgate/Dodunski Carried

10.8 Application for Funding from the Heritage Protection Reserve

10.8.1 That the report from the Governance Manager dated 23 January 2013

concerning the application of Joan McIntyre to the Heritage Protection

Reserve (as circulated) be received, and

That Joan McIntyre be granted the sum of $2,408.23 from the Heritage

Protection Reserve as a contribution towards the costs of compiling a

book that preserves and comprehensively records information on the


business history of Woodville covering the period of 1875 to 2012.

Crs Johns/Dodunski Carried

10.9 Law Commission: Joint and Several Liability

10.9.1 That the report from the Manager Strategy and District Development and

the Chief Financial Officer dated 23 January 2013 concerning a draft

submission to the Law Commission review of join and several liability (as


That the Council notes and approves the contents of the submission set

out in this report for sending to the Law Commission.

Crs Roberts/Johns Carried

10.10 Staff Report


concerning an update on key projects and items of interest to the Council

(as circulated) be received.

Crs Dodunski/Fenemor Carried

10.10.2 Christian Street Footbridge

10.10.2.1 That the Council agrees to accept from KiwiRail the Christian Street

footbridge to be vested into the Council’s ownership subject to KiwiRail

completing the necessary repairs prior to the transfer taking place, and to

a satisfactory standard acceptable to the Chief Executive.

Crs Johns/Davidson Carried

10.10.3 Structural Rating of the Waihi Falls Road Bridge

10.10.3.1 It was requested that the reasons for assessing the structural rating of the

Waihi Falls Road bridge be ascertained.

11. Portfolio Reports

11.1 Water

11.1.1 Cr Fenemor emphasised the need to conserve water throughout the district

as the rivers are in low flows, and the weather continues to be very hot and

dry.

12. Mayoral Matters

12.1 Nil

13. Items not on the Agenda

13.1 Woodville Picnic in the Park Community Event

13.1.1 Cr Johns advised that the Woodville picnic in the park community event

celebrations provides the opportunity to bring the town together, and it will


be held on Saturday 2 March 2013.

13.1.2 This has many benefits, and it was disappointing to note that two residents

had expressed negative comments in the media about the event.

13.1.3 The views outlined within these letters failed to acknowledge the purpose

of the celebrations is to encourage a sense of pride in the town and

strengthen the community.

13.1.4 The reference to the funding was also misleading in that while the financial

position of Woodville Districts’ Vision indicates the balances of amounts

held in their accounts, some of these are already committed to budgets for

projects.

There being no further business the Mayor thanked those present for their attendance

and contributions, and declared the meeting closed at 2.47 pm.

____________________________

Mayor


9.1 Minutes of Eketahuna Community Board 1/02/2013

Eketahuna Community Board

Minutes of a meeting of the Eketahuna Community Board held in the Eketahuna Service

Centre Meeting Room, 31 Main Street, Eketahuna on Friday 1 February 2013

commencing at 10.06 am.

1. Present

Board Members C C Death (Chairperson), K A M Dimock (Deputy Chairperson),

D F Eagle and Cr W H Davidson (Council appointed community board

member).

In Attendance

Mr R Taylor – Governance Manager

2. Apologies

2.1 That an apology be sustained from Board Member Elizabeth Fraser-Davies

for non-attendance at the meeting.

Davidson/Eagle Carried

3. Personal Matters

3.1 It was noted that due to the continuing very hot and dry weather, water and

fire restrictions apply throughout the district.


4.1 Nil


5.1 That the minutes of the Eketahuna Community Board meeting held on

14 December 2012 (as circulated) be confirmed as a true and accurate

record of the meeting.

Eagle/Dimock Carried

6. Matters Arising from the Minutes

6.1 Eketahuna Museum (Item 5)

6.1.1 The Eketahuna Museum is intending to arrange future displays featuring

the Eketahuna Health Centre, Army and the Eketahuna Railway Station.

6.2 Water (Item 9.1)

6.2.1 The date for the community open day and official opening of the

Eketahuna water treatment plant is now proposed to be held on Friday


1 March 2013 at 12 noon.

7. Tararua District Council Report

7.1 That the reports of the Tararua District Council meetings held on

12 December 2012 (as circulated) and 30 January 2013 (as tabled) be

received.

Davidson/Death Carried

7.2 Horizons Regional Council One Plan

7.2.1 An outline was provided of the current situation regarding the Horizons

Regional Council One Plan as determined by the Environment Court, with

their decisions having been appealed.

7.2.2 The implementation of the One Plan is causing a high degree of uncertainty

in the agricultural and rural community, with widespread concern that its

provisions will severely impact on the financial viability of some properties.

7.2.3 The Council will be further discussing this matter with representatives of

the farming sector at a workshop to be held on 27 March 2013.

7.3 Possible Closure of Puketoi Road

7.3.1 The Board noted the Council’s proposal to advertise its intentions to

discontinue all maintenance to the middle section of this road, with the

length to revert to road reserve and become an unmaintained road.

8. Reports

8.1 Eketahuna Community Board General Assistance Grants Scheme


concerning the Eketahuna Community Board General Assistance Grants

Scheme (as circulated) be received, and

That applications now be called for funding from the Eketahuna

Community Board’s 2012/2013 General Assistance Grants Scheme, and

That the closing date for applications be Friday 12 April 2013 at 4.30 pm.

Eagle/Dimock Carried

8.2 Central Mangaone Road Residents Concerns

8.2.1 That the report from the Contracts Manager/ Safety Management Roading

dated 23 January 2013 concerning Central Mangaone Road residents

concerns (as circulated) be received, and that the Board notes the

following options proposed to address the residents issues raised

regarding this road, and requests that this work proceed to be

implemented and programmed.

Sight bench the top corner and re-fence the boundary to improve the sight

lines for road users; re-form and fill the drain with gabion rock; raise the

profile on the inside of the two corners to level the road surface and avoid

the accumulation of loose metal on the inside of the corners; improving


traction and giving a more solid base similar to a heavy metal overlay.

Utilise the AP20 capping method applied in heavy metal overlays, to cap

and strengthen the hill section surface, grade/shape/compact and finally

maintenance metal to finish the section.

Death/Eagle Carried

8.2.2 The residents on this road have indicated their intentions to monitor the

success of the improvements to be undertaken, and they will contact the

Council through making service requests should the condition of the

surface deteriorate to an unsatisfactory standard.

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

9.1 Eketahuna Our Town Committee

9.1.1 Board Member Dimock gave a verbal report on the recent meeting of the

Eketahuna Our Town Committee, and this included reference to the

following matters:

Concerns were raised about the future intentions of the Council to

maintaining the community swimming pool in Eketahuna, and

diverting this funding to Pahiatua for developing an alternative

facility.

Note: With regard to this matter the Governance Manager and Cr Davidson

emphasised the provisions in the Council’s Long Term Plan included

funding of $500,000 (programmed for 2017/2018) to replace the

existing facilities at Eketahuna when required.

Whilst the option of the Bush Multisport Trust investigating the

feasibility of developing new swimming pool facilities in Pahiatua is

being discussed, no final decisions have been made by the Council

regarding this matter, and the funding is separate to that allocated

to the Eketahuna swimming pool project.

Concerns were expressed regarding the arrangements for the

opening of the Eketahuna swimming pool, particularly in relation to

the pump motor and emptying the pool.

Note: These matters will be followed up with the Community Assets

Manager and the Utilities Engineer.

There was some confusion in the community relating to the water

restrictions that apply to Eketahuna, with there being views

expressed that the Council needs to better publicise such

information widely. In addition to using its website, service

centre/library and a letter box drop, a prominent sign should be

placed in the window of the service centre/library to inform

residents of the current status, particularly when conditions and


restrictions are subject to change.

The Eketahuna Our Town Annual General Meeting will be held on

Thursday 7 March 2013, and new appointments will be required to

fill some of the positions on the committee.

10. Correspondence

10.1 That the correspondence as listed be received.

(a) Kerry and Loreen Cunningham

Re: Eketahuna Camping Ground November and

December reports

(b) Ryan and Lisa Seator 15 January 2013

Re: Eketahuna Community Swim Relay

(c) New Zealand Community Boards Conference 2013

Re: Registration information

Davidson/Dimock Carried

10.2 Eketahuna Community Swim Relay

10.2.1 That the Board provide from its discretionary funds the sum of $150.00 to

purchase MTA (petrol) vouchers to be made available as support for the

Eketahuna Community Swim Relay event being held at the pool facility on

Sunday 10 February 2013.

Davidson/Dimock Carried

11. Community Works - Department of Corrections

11.1 The Chairperson tabled for board members information an item concerning

cycle trails included in the Community Works Department of Corrections

publication.

12. Eketahuna Railway Station

12.1 Options to raise funding for the Eketahuna Railway Station building project

are being considered towards the costs of establishing this facility.

13. Community Strategic Plan for Eketahuna

13.1 The Board reviewed the strategic plan for the Eketahuna community

developed last year, with the following being noted:

Safety Area – Health Section

Update method 3 to read: “The Chairperson has provided a letter of

support to the Eketahuna Health Centre Board to assist them in

their endeavours to secure more doctors’ hours for appointments.”

Safety Area – Emergency Management and Planning Section

Add new method 3 to read: “Send out annually to residents a

reminder detailing the local Civil Defence arrangements, and


promote and raise awareness about this matter through the Draft

Annual Plan public meeting arranged each year by the Board.”


13.2 Board Member Dimock will follow up the proposal in the economy section

of the plan regarding implementing method 2, being to promote an

awareness of local businesses through the community newsletter and

introduce a new column named “business chat” where they are invited to

profile their services and products.

13.3 It was agreed that at the Board’s next meeting the intended basis of the

arrangements for this year’s Draft Annual Plan public meeting will be

considered.

14. Chairperson’s Remarks

14.1 Nil


15.1 Nil

There being no further business the Chairperson thanked those present for their

attendance and contributions, and declared the meeting closed at 12.25 pm.

____________________________

Chairperson


9.2 Minutes of Dannevirke Community Board 4/02/2013

Dannevirke Community Board

Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber,

26 Gordon Street, Dannevirke on Monday 4 February 2013 commencing at 3.00 pm.

1. Present

Board Members R P Teahan (Chairperson), C J Isaacson (Deputy Chairperson),

R A Dresser, W R Macdonald and Cr J B Dodunski (Council appointed

community board member).

In Attendance

Mr R Ellis - Mayor (for item 3)

Mr R Taylor - Governance Manager

2. Apologies

2.1 Nil

3. Public Forum

3.1 Youth Development Coordinator

3.1.1 The Mayor outlined a proposed initiative being undertaken to establish a

position of district youth development coordinator, and he spoke on there

appearing to be some confusion that this appointment only related to

Pahiatua.

3.1.2 A meeting is to be held tonight to progress this matter, and representatives

of the Dannevirke Chamber of Commerce along with the Mayor will attend

these discussions.

3.1.3 The intention is that the position is linked to a formal entity, and this will

have the ability to apply for funding towards the associated costs involved.

3.1.4 The Board was invited to consider supporting this initiative and providing

some financial assistance as a contribution to the set up expenditure

initially required for this purpose.

3.1.5 That the Board supports the proposal to appoint a youth development

coordinator for the district, and acknowledges the value of this role in

working with communities on initiatives to strengthen this focus.


Dodunski/Macdonald Carried

3.1.6 That the Board commits the sum of $10,000 from its discretionary funds

as assistance to the initial costs of enabling the above position to be

established, and subject to the following conditions being satisfied:

The delivery of the function is district-wide in its operation and

objectives, and the necessary income has been secured for this

purpose.

To provide for accountability and transparency, the position is

attached as part of an appropriate structure in the form of a

community entity.

A formal job description shall be developed setting out the

responsibilities and expectations of the position, including

performance measures specifying the goals and results to be

achieved.

Prior to the release of the grant being approved for payment, the

details of the entity to undertake the basis of these arrangements

shall be provided to the Board, together with a copy of the job

description and contract agreement concerning the position and the

terms of appointment, and the intended revenue budget to offset

this expenditure.

Teahan/Macdonald Carried

4. Personal Matters

4.1 Nil


5.1 The following matters were notified as items of general business not on the

agenda for discussion at today’s meeting:

Bike stands in High Street

Proposed building of pensioner flats on part of the George Street

reserve


6.1 That the minutes of the Dannevirke Community Board meeting held on

3 December 2012 (as circulated) be confirmed as a true and accurate

record of the meeting.

Dresser/Isaacson Carried

7. Matters Arising from the Minutes

7.1 Dannevirke Fantasy Cave (Item 4)

7.1.1 To ensure the ongoing operation of the Dannevirke Fantasy Cave

community support is essential to assist them to remain financially viable


and sustainable.

7.2 Derelict Vehicles (Item 5.3)

7.2.1 The Governance Manager advised that the Wairarapa Combined District

Plan contained controls relating to multiple derelict vehicles on properties

causing an unsightly appearance to the environment.

7.2.2 This rule provides in their district-wide land use policy the following

standard:

The storage of no more than one derelict vehicle per site where it is

visible from any adjacent property or a public place.

7.2.3 The Governance Manager will find out more information about this matter

from the Masterton District Council, and report back to the Board at its

next meeting with these details.

7.3 Adopt A Highway Project (Item 6.1)

7.3.1 It is extremely disappointing that about 50 flax plants recently planted at

the Adopt A Highway project site have been stolen.

7.3.2 This incident has been reported to the police, and an item was included in

the media seeking assistance from the community to provide any

information that may help to identify the culprits.

7.3.3 The Board has some funding available in the project budget to purchase

replacement plants, and board members will arrange a future visit to the

site with Dave Pawson to discuss this matter.

7.4 Dannevirke Urban Bus Service (Item 9.1)

7.4.1 The Chairperson is working with the Mayor to consider options to establish

a Dannevirke urban bus service on a trial basis.

7.4.2 Expressions of interest will be invited to provide this service, and it appears

that two companies may consider the proposal to undertake these

arrangements.

7.4.3 A public meeting is being arranged in the evening on Wednesday 27 March

2013 to discuss the establishment of a community vehicle rural transport

trust, and this is to include a presentation from Tony Henderson.

7.5 2013 Scandinavian Festival (Item 13)

7.5.1 Cr Dodunski will represent both the Board and the Council at the various

events arranged as part of the bi-annual Scandinavian Festival being held

in Dannevirke from 22 to 24 February 2013.

7.6 Carols at Christmas Community Event (Item 16.1)

7.6.1 The Carols at Christmas community event went very well, and the Board’s

thanks will be conveyed to Rob van Abs and the Reverend George


Dempster for their assistance in coordinating these arrangements.

8. Tararua District Council Report

8.1 That the reports of the Tararua District Council meetings held on

12 December 2012 (as circulated) and 30 January 2013 (as tabled) be

received.

Dresser/Macdonald Carried

9. Reports

9.1 Dannevirke Community Board General Assistance Grants Scheme


concerning the Dannevirke Community Board General Assistance Grants

Scheme (as circulated) be received, and

That applications now be called for funding from the Dannevirke

Community Board’s 2012/2013 General Assistance Grants Scheme, and

That the closing date for applications be Friday 8 March 2013 at 5.00pm.

Macdonald/Dresser Carried

10. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities

10.1 Tararua Safer Community Council

10.1.1 Board Member Dresser gave a verbal report on today’s meeting of the

Tararua Safer Community Council, and this included reference to the

following matters:

The police consider that it had been relatively quiet regarding

occurrences of crime.

Of concern was that fifteen family violence incidents happened in

Dannevirke over the past week.

There are 189 people registered with WINZ as being unemployed in

the district.

Some job opportunities will become available for part time seasonal

casual work.

The Regional Road Safety Coordinator is undertaking various

educational community initiatives such as intersection rules, wearing

of restraints and a display at the Dannevirke A and P show.

A fatigue stop for travellers will be provided in Woodville on the

weekend of Easter.

The number of motor cyclists wearing high-vis safety vests in the


Coast to Coast event had increased.


10.2 Town Centre Security Camera Monitoring System Project

10.2.1 Board Member Dresser gave a verbal report to provide an update on

progress with the town centre security camera monitoring system project,

and this included reference to the following matters:

A total of twenty cameras are to be installed.

Consents are being obtained from building tenants to pay for the

electricity required to operate the cameras.

Options to raise the necessary funding to establish the monitoring

system are being considered.

11. Correspondence

11.1 That the correspondence as listed be received.

(a) Scandinavian Festival Convenor 7 December 2012

Re: Letter of appreciation

(b) Professionals – Patrick and Scott Ltd 19 December 2012

Re: Late lunch function for Child Cancer Foundation

(c) New Zealand Community Boards Conference 2013

Re: Registration information

Dresser/Teahan Carried

11.2 Late Lunch Function for Child Cancer Foundation

11.2.1 That the Board pay from its discretionary funds the full cost of hiring the

Dannevirke Town Hall for the late lunch function being arranged by

Professionals – Patrick and Scott Ltd on 21 March 2013 to raise funds for

the Child Cancer Foundation.

Dresser/Teahan Carried

11.3 New Zealand Community Boards Conference 2013

11.3.1 The Deputy Chairperson indicated that she may be interested in attending

this conference held at Wanaka from 9 to 11 May 2013.

11.3.2 It was agreed that a decision on sending a representative to attend the

conference will be determined by the Board at next month’s meeting.

12. Chairperson’s Remarks

12.1 Leave of Absence

12.1.1 The Chairperson advised that he will be absent from the Board’s March

meeting, and requested that his apology be noted.

12.1.2 The Deputy Chairperson will chair that meeting on his behalf.



13.1 Bike Stands in High Street

13.1.1 Cr Dodunski will ask the Dannevirke Chamber of Commerce whether they

consider bicycles on the footpaths in High Street are a problem, and if the

provision of additional bike stands is needed.

13.2 Proposed Building of Pensioner Flats on Part of the George Street Reserve

13.2.1 The Deputy Chairperson tabled a copy of a letter sent by Ronny Boblea

dated 26 November 2012 concerning the objections of residents in the

immediate vicinity opposed to this project.

13.2.2 It was agreed that the Board will acknowledge having received this

correspondence, and note in the reply the following:

Board Member Macdonald spoke to the Rose’s previously and outlined

the Council’s intentions, and they were happy with the explanation

provided.

This project was the subject of community public consultation through

submissions to the Council’s Long Term Plan 2012/2022.

Through that process there were various options proposed, including

the use of the reserve for this purpose.

Before the project proceeds the Council will need to consider the

zoning issues and obtaining any consent required in relation to the use

of the site.

The land on which the proposed development is to be located will

require further testing to confirm the initial assessment that it is

suitable for buildings.

The adjacent Dannevirke Domain provides an extensive area of parks

and recreational facilities available to the community, including a

children’s playground specifically maintained and established to fulfil

this need.

There being no further business the Chairperson thanked those present for their

attendance and contributions, and declared the meeting closed at 4.28 pm.

____________________________

Chairperson


Attachment 1 January Minutes



9.4 Pahiatua On Track Incorporated

Attachment 1 January Minues



PAHIATUA ON TRACK INCORPORATED

Minutes of a meeting of Pahiatua On Track held in the Pahiatua Service Centre Chamber, 136 Main Street, Pahiatua on Thursday 7 February 2013 commencing at 5.30pm.

1. Present 1.1 Committee Members C Cass (Chairperson), R Whiteman (Deputy Chairperson),

L Powick (Treasurer), Z Keall, A Wake, S Usherwood, K Windelborn, J Griggs, P Wilson, G Collinson and S Hull (councillor).

Members of the public: A Bengston, E Fay-O’Reilly and Michelle Rankin.

2. Apologies 2.1 D Lea 3. Personal Matters 3.1 Michelle Rankin has been asked to fill the position of secretary. She will talk to

Cynthia regarding this appointment. 3.2 Condolences were offered to R Whiteman and family regarding the loss of

their granddaughter. 3.3 Congratulations to D Lea on receiving a Queen’s Service Medal for service to

the Pahiatua community. 4. Notification of Items not on the Agenda 4.1 Community Vehicle Rural Transport Trust 5. Confirmation of Minutes 5.1 That the minutes of the Pahiatua On Track meeting held on 5 December 2012

(as circulated) be confirmed as a true and accurate record of the meeting. Collinson/Wilson Carried 6. Matters Arising




6.1 Nil 7. Tararua District Council Reports 7.1 That the reports of the Tararua District Council meetings held on 12

December 2012 and 30 January 2013 (as circulated) be received. Usherwood/Windelborn Carried 7.2 That C Cass and S Hull make a submission on the Ministry of Building and

Housing proposals on behalf of Pahiatua On Track. Powick/Windelborn Carried 8. Correspondence 8.1 That the correspondence as listed be received. (a) Crafty Pear – Thank you re window display competition (b) Pahiatua Rotary Club – Thank you re teddy bears picnic (c) Tararua District Council – Calendar of meeting dates (d) Scandinavian Festival Trust – Registration form (e) Tararua District Council – David Engwicht seminar (f) Rob Harris – Town branding idea (g) Tararua District Council – Rates remission (h) Residents org.nz – Survey feedback (i) Deb and Doug Bansall-Allen - Shade for infants’ area at HAP (j) Community of the year certificate Windelborn/Wilson Carried 9. Financial Report 9.1 That the accounts as listed be approved for payment.

January 2013 (a) New World - $500 (b) Inland Revenue - $3818.45 (c) Pahiatua Giveaway - $1000 (d) APH Holdings Ltd - $1533.19 February 2013 (a) Affiliated Insurance Brokers - $2555.19 (b) Pahiatua Railcar Society - $1150.00 (c) Pahiatua Information Centre - $197.50




Cass/Collinson Carried 9.2 Audit of the 2012 accounts is nearing completion. 9.3 Cr Hull suggested that a list of budgeted expenditure be presented with the

monthly bank reconciliation to show planned spending. 9.4 That the equipment and improvements made by Pahiatua On Track Inc to the

Harvard Adventure Park as outlined in the assets schedule (to be provided) are to become the property of the Tararua District Council on the understanding that they will undertake the replacement and maintenance as required.

Cass/Keall Carried Unanimously 10. Discretionary Grants 10.1 That Pahiatua On Track Inc forward $10,000 to the Empowering Tomorrows

Leaders Trust for the purpose of initial funding for the position of youth development coordinator.

Whiteman/Windelborn Carried Unanimously 11. Business Report 11.1 There was good community feedback received from the Christmas activities. 12. Chamber of Commerce 12.1 Business after five is to recommence. 12.2 Lunchtime “paper bag” sessions are to begin on 6 March for three weeks. 13. Youth Employment Initiative 13.1 The Empowering Tomorrows Leaders Trust has been formed to facilitate and

coordinate the youth employment initiative. 13.2 The ETL Trust aims to bring together interested parties from the Chamber of

Commerce, Tararua District Council, Pahiatua On Track, Tararua secondary schools and other community groups.

13.3 The mission of the youth employment initiative is to have zero youth unemployment in five years.

13.4 A position description for a youth development coordinator has been drafted with the aim of filling this position within the next couple of months.




14. Harvard Adventure Park 14.1 A meeting is to be held within the next few weeks with the plane engineer and

equipment specialist to formulate a plan and cost for the Harvard upgrade. 15. Ambrose Golf Tournament 15.1 Held on Waitangi Day at the Pahiatua Golf Club, this annual fundraiser proved

to be a very successful day. 15.2 36 teams entered, up from 12 last year. 15.3 Suggestion that a nine- hole alternative be offered for next year. 16. Skateboard Park Equipment 16.1 New ply has now been attached to the quarter pipe. 16.2 Louise is to organise the quarter pipe to be moved to a temporary area behind

the Town Hall. 17. Town Meeting 17.1 C Cass suggested a public meeting be held to discuss three important issues in

Pahiatua at present. 17.2 The meeting will facilitate discussion on the purchase of sale yards land, Main

Street upgrade including town branding and the future of the Council building, 136 Main Street.

17.3 The public meeting seeks to get community feedback on these issues to present to Tararua District Council.

17.4 Tentative meeting date is 26 March 2013. 18. Christmas Lights 18.1 A Wake has contacted the Power Board to disconnect the Christmas lights. 18.2 C Cass suggested “star” lights to be a better option, which could remain

plugged in all year. 19. David Engwicht Seminar 19.1 C Cass, L Powick, G Collinson and Cr Hull are to attend. 20. Portfolio Reports 20.1 Sports 20.1.1 Funding for the fitness track has been received from the Waireka Trust and

construction will begin in late February/March.




20.1.2 Buy a block plaques are now in place at the turf pavilion. 20.1.3 New administrator Kelly Christensen has made a good start to her new

position. 20.2 Roading 20.2.1 Truck noise is a problem at the south end of town between the hours of

3.00am to 6.00am. 20.3 Main Street 20.3.1 A concept design was tabled for the western entrance of Pahiatua. 20.4 Youth 20.4.1 Jayden Powell and Zico Batchelor who travelled to Japan to play football will

attend the March meeting. 21. Items not on the Agenda 21.1 Community Vehicle Rural Transport Trust 21.1.1 Tony Henderson from Fairlie presented to Horizons, the District Health Board

and Tararua district councillors the concept of a rural transport initiative. 21.1.2 A car/van driven by volunteers has set rates for users depending on distance

travelled. 21.1.3 Funds are required for a coordinator to be paid. 21.1.4 A meeting is to be held on 27 March to set up a subcommittee and show the

video presentation. 22. General Business 22.1 The Rotary and Lions Club of Pahiatua are organising a trolley derby to be held

at Easter. 22.1.1 Funds raised will go to St John’s. 22.2 Return the keg to the brewery fundraiser is planned for 24 March. There being no further business the Chairperson thanked those present for

their attendance and contributions, and declared the meeting closed at 7.40pm.

_____________________________

Chairperson


10 Reports

10.1 Submission on Proposal from NZ Post to go from 6 Day/Week to 3 Day/Week

Mail Delivery Service

Report

Date : 20 February 2013

To : Mayor and Councillors Tararua District Council

From : Blair King Chief Executive

Subject : Submission on Proposal from NZ Post to go from 6 Day/Week to 3 Day/Week Mail Delivery Service

Item No : 10.1

1. Purpose

To seek Council’s approval of a short submission back to NZ Post on their

proposed reduction in delivery days.

2. Background

As per the attached summary document, NZ Post has an agreement in place with

Parliament on key outputs including delivery days per week, number of outlets, co-

servicing provided at outlets and similar. With letter volumes dropping

significantly, and parcel growth through on-line shopping failing to replace this

decline, NZ Post are seeking an amendment to their mandatory outputs. Whilst

they state this is only to give them flexibility in future, and to continue to provide

the dividend to Government that their current agreement requires, there is a lack

of detail on how these changes will impact on rural and provincial New Zealand.

3. Proposed Submission

Council appreciates that NZ Post as a Crown Owned Entity has its performance

measures set by Government, so the opportunity to comment on the proposed

changes is welcome. We have concerns that NZ Post’s economic drivers for going

to three days, will have a negative impact on rural and provincial NZ, that provide

the bulk of the national GDP. Such a change is not supported within the rural

community who lack the benefit of high speed broadband for vital information, rely

heavily on the 6 day mail service for key farming supplies rather than just letters,

and provide vital connections that help make our communities resilient.


We recommend the status quo remain, until there is a clear linkage between this

move by one Crown Owned Entity, and other national policies that will encourage a

successful and sustainable primary production sector.

Recommendati on

4. Recommendation

That the report from the Chief Executive dated 20 February 2013 concerning a

draft Submission on Proposal from NZ Post to go from 6 Day/Week to 3

Day/Week Mail Delivery Service mail delivery service be received, and

That the Council confirms this submission conveying its concerns at the impact

that the proposed reduction to delivery days will have on rural and provincial New

Zealand, and urging that the status quo remains with regard to this service.

Attachments Attachments

Attachments

Attachments

1. Summary - NZ Post Deed

10.1 Submission on Proposal from NZ Post to go from 6 Day/Week to 3 Day/Week Mail Delivery Service

Attachment 1 Summary - NZ Post Deed



10.2 Submission to the Review of NZ Fire Service Funding & Functions

Report




Subject : Submission to the Review of NZ Fire Service Funding & Functions

Item No : 10.2

1. Purpose

To seek Council’s endorsement of a draft submission on the December 2012

review of New Zealand’s fire service funding and functions.

2. Background

The Minister of Internal Affairs appointed a panel to provide independent advice

on how the Government can achieve:

a clear mandate and operating platform for the fire service’s functions;

effective, efficient fire service operations that will provide value for money in

the future; and

a sustainable, stable and equitable funding system for fire services.

This review followed formal investigations into recent national tragedies such as

the Tamahere Cool Store fire, Pike River mining disaster, and the Christchurch

Earthquakes, which all highlighted the range of services provided by career and

volunteer fire fighters, the inter-relationship with other agencies, and the costs for

providing these services.

There are two separate Acts of Parliament that are relevant, being the Fire Service

Act, and the Forest and Rural Fires Act. These Acts reflect that different drivers

have shaped the development of fire services in New Zealand. Fire is seen as a

hazard in the urban environment, where buildings constitute the primary risk. In

the rural environment, where plantation forests, grasslands and other areas of

vegetation constitute the primary risk, fire is used as a land management tool and

is something to be controlled under certain circumstances and prevented under

others.


The panel in doing their work researched how internationally the fire and

emergency services are structured, and trends that may impact on developing a

long term strategic plan. These include:

a continuing reduction in the incidence of structure fires due to improved

building standards, smoke alarms and sprinklers in commercial buildings and

similar improvements;

an aging population with potentially greater reliance on assistance from

emergency services;

the population drift from the South Island to the North;

the shift from town to country for lifestyle reasons;

the changing ethnic make-up of New Zealand;

the need for a greater emphasis on education and emergency readiness;

more rigorous application of risk management principles with respect to

resourcing decisions;

climate change, with the ensuing risks of both droughts and floods;

the significant exposure of the New Zealand economy to fires in plantation

forest assets;

a fire service heavily dependent on volunteers, which leads to challenges of

recruiting, training and retaining volunteers;

the need for increased co-location, collaboration and integration of emergency

services over time for better service delivery and more efficient use of

resources;

the need for a positive culture that embraces the changes that will be required

to meet the challenges of the future;

a greater need for individual, neighbourhood and community emergency

preparedness and resilience;

3. Comments on Results of Review

A 108 page report was produced, of which the executive summary and

recommendations are attached.

Key issues for Council are:

3.1 Recommendation 5

That the mandate for the non-fire emergency functions currently delivered by New

Zealand’s fire services be assigned to the Commission, with the mandate to

include:

o the authority to set service delivery standards for a function;

o the requirement to establish service delivery capability across New Zealand;

o the legal protection for fire services workers if things go wrong during a

rescue or emergency;


o the authority to accredit another agency to deliver a function; and

o the ability to pass on legal protection to accredited service providers.

Proposed submission:

Council supports the mandate being clear in legislation, but believes the

proposed “accreditation of other agencies” to deliver functions in areas not

covered by the NZ Fire Service, is unlikely to provide equality in service provision

and competency between urban and rural services as sought by communities,

nor attract the required funding and volunteer base to meet the proposed

“service level agreements”.

3.2 Recommendation 6 (and 7)

That rural fire services maintain their current focus on vegetation fires, but with

flexibility to be accredited by the Commission, if considered necessary, to address

any gaps in the provision of non-fire services identified by the Commission in

consultation with the community, where appropriate, and that rural fire authorities

have a right of first refusal when the process to accredit service providers is being

undertaken in their area.

Recommendation 7

That any accreditation made by the Commission with a rural fire authority should

include coverage of the funding, equipment and training needed to undertake the

additional accredited service.


Council believes that both Acts should provide the mandate for fire crews to

attend incidents where the appropriate training and equipment is provided,

rather than increase the perceived difference in roles based on which colour

appliance crews turn up in. In the rural and provincial areas, it is extremely

unlikely “roading contractors” would be capable of providing this service as

suggested, noting that flat-lined rural roading maintenance budgets set by

government will limit how often contractors are available on that network.


That the revised legislation provide firefighters with a suitable limitation of liability

provision for undertaking the functions for which they are mandated under the

redrafted Acts.


Council supports recommendation 8.

3.4 Recommendation 28 (29, 30, and 31)

That any sections of the new fire services legislation dealing with the structure

and organisational form of the Commission as a Crown Agent be aligned with the

principles of the Crown Entities Act.

Recommendation 29


That, consistent with the principles of the Crown Entities Act, the Commission be

vested with all the functions and powers necessary to carry out the mandated

services, rather than some of these being vested in named executive officers of

the fire services.

Recommendation 30

That the position of Chief Executive be separate to, and distinct from, any other

leadership roles in the fire service.

Recommendation 31

That the new fire services legislation:

o assigns to the Commission the responsibility to establish the management

structure for the entity;

o establishes that the senior management positions responsible for each of the

urban and rural fire functions be at an equivalent level and that both report to

the Chief Executive; and

o leaves the description of, and titles for, the senior management roles

responsible for urban and rural fire to the Commission.


Council does not support the statutory functions and powers of the fire services

being treated as a Crown Entity, nor the Acts being changed to move the powers

to only reside in the Commission. Similar to the Police Act or the Civil Defence

and Emergency Management Act, the statutory powers should remain with

named officers, and the commission remain responsible for setting the service

level agreements and providing the resourcing necessary. This reflects that in an

event, the officer in charge, or Incident Controller, needs to be clear on the extent

of their powers to successfully manage the required incident. Both the reviews of

the Pike River and Christchurch events highlighted the challenges of managing

events across multiple agencies, and transferring the legislative powers will only

confuse this more.


That the period for rural fire districts to amalgamate voluntarily into enlarged rural

fire districts conclude one year after the enactment of the new fire services

legislation and that the Minister be empowered to mandate rural fire district

enlargements by Order in Council thereafter.


The focus on amalgamated rural fire districts is at odds with ensuring there is a

well trained and resourced emergency services capacity in rural areas. If the

review is committed to enabling rural volunteers to do wider than rural fire as

sought by specific communities, then the focus on reducing wildfire

administration costs through amalgamation is the wrong driver. Communities

already expect these volunteer rural fire forces to respond to emergencies such

as sting ray attacks, search and rescue for people in danger on the coastline, and

supporting NZ Fire Service crews at rural road crashes. Whilst these units and


services are predominantly funded through rates rather than the insurance levy,

forced amalgamation is not supported.


That the levy on insured non-residential property be calculated on the policy

premium rather than on the amount for which property is insured.


This is not supported, effectively it would mean the levy is like GST. A move to

make the levy a set percentage of the actual insurance policy costs, is poor policy

given the global reinsurance market sees NZ as a higher risk, relative to the level

of premiums paid, which is more through natural hazards than anything the

homeowners can do to reduce man-made risks of fire.

3.7 Recommendation 49 and 52

That, recognising the cost of providing rural fire services is currently met

substantially from the owners of vegetation wildfire risks through existing

mechanisms of rates and equitable funding contributions from stakeholders, the

inequities between rural and urban levy payers be addressed by: ∙

o continuing to fund the Rural Fire Fighting Fund and National Rural Fire

Authority grants to rural fire authorities for research, vehicles,

communications capability, protective clothing and other equipment from the

proceeds of the Fire Service levy in recognition that some rural levy payers do

not receive an emergency response to urban standards;

o aligning the cost of providing all other “fire and rescue” services with funding

from the proposed levies on insurance on residential and non-residential

property and the transport sector; and

o commissioning further detailed work on the levels of funding required from

the owners of vegetation assets and from the levy to determine the impact of

this recommendation prior to it proceeding.

Recommendation 52

That appropriate agencies of central government, including those with policy responsibilities for the transport sector, be charged with the design of a mechanism to attract a contribution from the transport sector toward the costs of maintaining and operating New Zealand’s fire services for their fire and rescue roles.


Obtaining a grant from the national transport fund similar to how Police are

funded for attendance at road crashes, would be of significant benefit in

providing the training and resources necessary to meet the proposed new service

level agreements for attendance at road rescue events. Reducing the reliance on

property rates to fund these services would enable the Government to have a

greater influence on where the resources will be placed, see submission to

recommendation 39 for more detail.


Recommendati on

4. Recommendation

That the report from the Chief Executive dated 20 February 2013 concerning a

draft submission to the Review of NZ Fire Service Funding & Functions be

received, and

That the Council confirms the contents of this submission on the proposals

relating to the Fire Service Review Panel’s recommendations.

Attachments

Attachments

1. Executive Summary - Report of the Fire Review Panel

10.2 Submission to the Review of NZ Fire Service Funding & Functions

Attachment 1 Executive Summary - Report of the Fire Review Panel


10.3 Weber Recreation Ground - Consent to Vary Existing Easement

Attachment 1 Certificate of Title and Plan



Report



From : Kathy Dever-Tod Manager Assets Group

Subject : Weber Recreation Ground - Consent to Vary Existing Easement

Item No : 10.3

1. Purpose

To seek Council’s approval to vary the existing telecommunications easement granted to Chorus over land vested in the Council as a recreation reserve at 49 Park Road, Weber. A copy of the certificate of title and plan are attached.

2. Background

The land known as the Weber Recreation Ground consists of 4.1144 Ha of land classified as a recreation reserve in the NZ Gazette on 6 August 1981, page 2186 and vested in the Dannevirke County Council on 30 August 1984, page 3529.

Chorus, is seeking Council’s consent to changing the wording of the existing easement to recognise the installation of a fibre optic cable, to be laid as part of Government’s rural broadband initiative. There is no reserve management plan in place for this reserve, which has not been used as a reserve in recent years, since the local rugby club folded. The land is administered for the Council by the Weber Reserve Board, which advises it has no problem with the request.

3. Reserves Act 1977

This matter falls under section 48 of the Reserves Act 1977. Section 48 permits the Council, subject to the Minister of Conservation’s consent, to grant easements over the reserve. Subsection 2 requires public notice to be given of the application, but subsection 3 provides that public notice is not required if the reserve is not likely to be materially altered or permanently damaged and the rights of the public are not permanently affected.

4. Discussion

Chorus, as part of the Rural Broadband Initiative (RBI), is extending Fibre optic cable down Weber Road in order to provide the local school with fast internet. As part of the roll out, they have identified an existing CMAR site (a radio link that provides multiple customers with phone service) along the way. Their plan is to replace the existing analogue radio equipment with optical fibre equipment and take a spur off from the cable down Weber Road to feed the new ISAM unit. Doing this will increase the capacity of the link upwards of 1000x and will enable all the people attached to the site to not only have phone services, but very good broadband as well.

http://chorus.co.nz/rural-broadband-initiative




The CMAR site is located south of the Recreation Ground inside a 16m2 site owned by Chorus, however the site is landlocked and the existing access route is provided via an easement over the Weber Recreation Ground. The route the cable spur needs to take is along this existing easement.

Chorus seek a change to the existing purpose of the easement to ‘right to convey telecommunications and computer media’. The new cable will be laid within the confines of the existing Right of Way easement. This means that the route will not need to be surveyed and the only change to the Deposited Plan is the wording of the easement type in the Schedule of Memorandum that is held by Land Information New Zealand.

The granting of this change of purpose and the laying of the fibre optic cable will not materially alter or permanently damage the reserve in any way. The use of the land will not be affected and the change of purpose has the approval of the Weber Reserve Board.

5. Significance assessment

The proposed alteration to the wording, of the existing telecommunications easement over the reserve, is not considered significant.

Recommendati on

6. Recommendation

That the report from the Manager Assets Group dated 20 February 2013 concerning

the Weber Recreation Ground - Consent to Vary Existing Easement be received, and

That this application not be publicly notified as it complies with the provisions of

Section 48(3) of the Reserves Act 1977, and

That subject to obtaining the consent of the Minister of Conservation, Council grants a

telecommunications and computer media easement over Part A, Part Section 51

Block V Weber, as shown on DP Plan 24010.

Attachments

Attachments

1. Certificate of Title and Plan

10.4 Road Closure Application Under the Tenth Schedule of the Local Government Act 1974

Attachment 1 Road Closure Application, Tiraumea Road, Trolley Derby 30 March 2013



Report



From : Ray Cannon Manager Engineering Services

Subject : Road Closure Application Under the Tenth Schedule of the Local Government Act 1974

Item No : 10.4

The Rotary Club of Pahiatua has made application for a road closure for Tiraumea Road on

Saturday 30 March 2013. This closure has been requested under the Tenth Schedule of the

Local Government Act 1974.

In accordance with the Act, consultation with the Police has been undertaken. The Police have

not indicated they have any concerns. No public objections have been received in response to

advertising placed in the Bush Telegraph on Monday 4 February 2013. Recommendati on

Recommendation

That the report from the Manager Engineering Services dated 20 February 2013 concerning a

road closure application under the Tenth Schedule of the Local Government 1974 (as


That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local Government Act

1974, the Council resolves to close the following road for the purpose of allowing the Rotary

Club of Pahiatua to hold a trolley derby event:

Road name: Tiraumea Road, Pahiatua

Date of closure: Saturday 30 March 2013

Period of closure: 1pm to 5pm

Advisory Note

That should the Council incur any additional maintenance costs as a consequence of the

event, then those expenses shall be recovered from the event organiser.

Attachments

Attachments

1. Road Closure Application, Tiraumea Road, Trolley Derby 30 March 2013

2. Horizons Signs, Traffic Management Plan for Trolley Derby


Attachment 1 Road Closure Application, Tiraumea Road, Trolley Derby 30 March 2013



Attachment 2 Horizons Signs, Traffic Management Plan for Trolley Derby



10.5 Staff Report for the February Council Meeting

Report




Subject : Staff Report for the February Council Meeting

Item No : 10.5

1. Purpose

This report is to update Councillors on key projects and items of interest for the

period from 23 January 2012 to 20 February 2013.

Key Points

2. Wastewater Progress under Fresh Start for Water Programme

A meeting with Horizons staff on 19 February was very useful in determining

priorities for works and investigations over the next quarter. One of the tasks we

are working through is how to optimise the land irrigation that is needed, noting

even small reductions in the upstream loading by trade waste suppliers, results in

significantly less capital costs for the land and infrastructure needed.

One of the high water users in Dannevirke is already investigating water reduction

methods, along with energy conservation options. If successful, we will use these

lessons with other industries.

Overall, the expertise and proactive working relationship being provided by

Horizons staff is helping us meet the stringent milestones under this programme.

3. Dannevirke Impounded Supply

The open day to enable the public to see what is being delivered for this extensive

capital project is on 26 February. The Dannevirke Lions are assisting, and a high

level of interest was noted for this tour at the recent A & P Show from public

visiting the Council stand.


4. Submissions

4.1 Staff during January and February have been assessing the various documents

sent to us by Government. Papers that we are not intending to formally submit on

include:

4.2 Development Contributions

This attempts to link the fees that can be imposed to receiver costs of

developments, to Government concerns on Affordable Housing. Council’s lawyers,

Brookfields, have sent their clients a free summary of the Paper, which examines

five general themes and ten related issues.

1. The impact on housing affordability

Issue 1: High development contribution charges can raise the purchase price

of land and housing; Issue 2: The timing of development contribution payments can increase the

price of sections and houses; and Issue 3: Lack of incentives within the current development contribution system

for smaller or more affordable housing.

2. Variability and inconsistency

Issue 4: Variability and inconsistency in the use of development contributions

means charges are unpredictable and raises questions around fairness and

transparency; Issue 5: An unclear purpose, fragmented structure and unclear wording,

combined with a lack of up to date guidance may be contributing to variable and

inconsistent territorial authority use of development contributions; and Issue 6: The ability to use development contributions to help recoup costs of

meeting increased demands on infrastructure is not consistent across all

providers of infrastructure.

3. Fairness and equity

Issue 7: The types of infrastructure for which development contributions are

charged, and the way in which charges are apportioned can be unfair and create

inequities through not properly recognising benefits to the wider community; and Issue 8: Aggregation of developments of different sizes, characteristics and

locations in development contribution policies does not reflect the actual

demand on services and can result in inequities through under or over charging.

4. Complexity and efficiency

Issue 9: The amount of detail and effort put into development contribution

policies can result in increased complexity and reduced transparency without a

commensurate increase in accuracy and fairness of outcome. 5. Dispute resolution

Issue 10: Current challenge and dispute resolution mechanisms are expensive

and time consuming, or lack transparency.


4.3 Police Recovery for Background Reference Checks:

Council is affected partially due to the formal background checks we must obtain

on potential recruits for volunteer rural fire forces.

4.4 Stage III of the Building Act 2004

This sets mandatory dates for Building Officials to have new national

qualifications, along with how fees are imposed for accreditation assessments.

Staff are considering this impact on the proposed 2013-14 fees and charges

before determining what submission will be sent back.

5. Christian Street Footbridge

This work by Mitchell and Greatbatch Builders has been to an exceptional

standard, given the difficulties of site access next to a live rail line. The Building

team is presently working through removal of the Notice to Fix, and then we will

work with KiwiRail to have the structure vested in Council.

6. Personnel Report 6.1 Customer Services

Interviews have been held and an appointment is expected to be made shortly.

6.2 Regulatory Services

Bob Dunn has assessed whether we could run the Building Team with two officers

since his promotion to Regulatory Services Manager. There is a need for a third

building official, and advertising is underway with applications closing on

28 February. Overall there is still a reduction in the salary vote needed following

this minor restructure which is reflected in the draft Annual Plan budgets.

6.3 Marketing

Kimberley Stevens will continue as Marketing Assistant until 30 June 2013.

6.4 Records

We are currently seeking a short-term Records and Information Assistant through

the Work and Income Flexi Wage scheme.


Activity Reports

Roading

7. Contracts Let or Major Variations

7.1 Contracts Let

No major contracts have been let this month.

8. Road Maintenance Contract

Network Condition

Overall, with the continued dry weather the condition of the roading network is very good, with minimal complaints being received regarding items such as potholes and grading, The contractor has been able to keep ahead of grading issues. Drainage issues are being dealt with as located by TES staff and when the contractor is in the area being inspected. One TES staff member is now tasked to inspect culverts on a full time basis, negating drainage issues. After the recent resealing contract finished sealed pavement conditions are in very good condition, with any digouts having been identified and programmed to be completed prior to winter.

Unsealed Pavements

Maintenance metalling and grading are continuing and appear to be slightly ahead of schedule. Two complaints regarding grading and potholes were received, and both have been acted upon. Both the complaints regarded roads that are in the forward works programme for remedial works to be carried out; these being Mangaone Road Central regarding corrugations, and Mangaroa Road through a recurring area across an existing culvert which has problem potholes recurring.

Heavy metal overlay sites have been identified and the prep work is presently being completed prior to the Heavy Metalling Overlays (HMO) proceeding on each site. 58,440m2 of sites have been identified for this year’s HMO programme, all to be completed by the winter setting in.

Sealed Pavement

With the dry weather, all digouts have been identified and are being addressed on a priority basis as to safety and pass ability. All digouts identified should be addressed prior to winter. The reseal contract for Tararua District is now complete and all areas have held up well in spite of the high temperatures experienced recently.

Drainage Drainage renewals, high lipping and water tabling are all being addressed in areas identified to negate any issues in the coming winter months, with a crew moving through the district and concentrating on these tasks.

Two faulty culverts were recently replaced on Whariti Road to prevent scouring of the gravel surface and improve the drainage.


Vegetation Control

The third cut of verge mowing is proceeding well and is keeping up with growth in the district.

Emergency Works

Works on the Saddle after the Gorge closure continue with 5811.66m2 being completed of digouts since work commenced on 26 November 2012. A total of 9142m2 was originally identified for digouts and to date progress has been steady.

Works have also been identified on the Pahiatua Track and the crew working on the Saddle will head to the Track once all works on the Saddle are completed.

Gorge Road will also be completed in the next two weeks, with a slightly wider carriageway within the narrow area near Horne’s property having been completed to incorporate a gravel shoulder treatment. The recent seal widening area will be treated the same with a straightened edge on the left, providing a tidy gravel shoulder.

Pavement in areas identified will be rehabbed by rip and remake to give a smoother ride.

As part of the works completed on Bernies Hill slip site, the unsatisfactory seal site will be repaired by Infracon pre-winter 2013.

Financial Currently on track for budgeted 2012-13 expenditure.

Contractor Performance

The working relationships have proceeded well with only minor disagreements occurring, which have been rectified expediently.

The weekly meetings between Infracon and TES contract managers are now being held daily to assist with the harmony of the contract. The meetings now include the Infracon Divisional manager and any issues raised are dealt with at the time.

Gorge Road Gravel shoulder treatment Bernie’s Hill failed seal site to be rectified

by Infracon


9. Resealing Contract

The 2012-2013 reseal contract has now been completed, this is the first time that the entire contract has been completed prior to February. All sites are in very good condition, but are being monitored for damage with the high temperatures being experienced.

The timely contract finish was due to the cooperation between TES staff, Infracon and the reseal contractor JML. No major issues were encountered with the contracts operational side.

Recent reseal site Richardson Street Woodville

10. Pavement Rehabilitation Contracts

Engineer Technician: Anthony Mason has provided content for this report.

10.1 Progress at 13 February 2013

Contracts 07/10 & 06/10 (2012/13 Pavement Rehabi – North and South)

2012/13 Northern Area Sites

Road RP % Complete

Pahiatua-Pongaroa Rd 41.783 – 42.368

Pahiatua-Pongaroa Rd 43.534 – 44.110

Pirimau Rd 0.030 – 0.445 100

Tataramoa Rd 2.228 – 2.628 100

Umutaoroa Rd 3.413 – 3.613 100

Gaisford Rd 0.141 – 0.400 100

Waihi Valley Rd 0.179 – 0.296

Waitahora Rd 6.495 – 7.037 30

Waitahora Rd 16.883 – 17.354

Tamaki River Rd 1.992 – 2.588 100

Hovding St 0.380 – 0.767 100

Top Grass Rd 6.603 – 7.305


2012/13 Southern Area Sites

Road RP % Complete

Mangaone Valley Rd 19.122 – 19.924 100

Coonoor Road 0.475 - 1.088

Troup Rd West 0.668 - 1.127

Little Rd 3.112 - 3.627 100

Ballance Valley Rd 1.059 - 1.614

Infracon crews are steadily working through the Pavement Rehabilitation sites,

with very few issues arising. Due to the dry weather, Infracon crews have been

able to complete several sites this month. Five extra sites are awaiting pricing by

Infracon, and are due back for approval shortly.

10.2 Tamaki River Road

Before After

Before After


10.3 Hovding Street

Before After

Before After

Before After

Test holes were dug prior to compiling the schedule for this site. The decision was

made to stabilise the site with cement (2%), as this mixture yielded the best

results if combined with the existing pavement. As no overlay was required, this

section was completed within a week, causing minimal disruption to traffic.


10.4 Tataramoa Road

Before After

Before After

11. Bridges

11.1 Bridges - General

2012/13 Structural Steelwork Painting: This work has been completed but

Rustproof Coatings have been instructed to paint the steelwork to Bridge D-

21 (Dannevirke Transfer Station access). Estimated cost $7,000. Start date

March 2013.

Bridge Deck Expansion Joints: All work for 2012-2013 financial year has

been completed.

Bridge Handrail Repairs and Replacements: All work for 2012-2013 financial

year has been completed.


11.2 Structural Rating for Bridge A-10 Waihi Falls Road

As this bridge was initially constructed (1955) to a Class 4 Design Loading, in

recent years it has been annually assessed and given a 70% of Class I load

restriction.

The cost of this is about $1,500 annually and a weight restriction inconveniences

users, particularly in this case for the farmer beyond the bridge. Also, buses to the

Waihi Falls have questioned the suitability of the bridge for tours to the waterfall.

GHD have assessed the bridge and recommended testing of the steel. If the

actual steel strength is about 20% above the strength used for calculations in the

NZTA Bridge Manual, then it would be possible to remove any weight restriction

from the bridge. This is a likely outcome. Testing has been requested and will

occur in March 2013.

As repainting is scheduled, there will be scaffold access to the steelwork. While

this is in place it would be a good time to also carry out necessary repairs or any

upgrade if one is feasible.


11.3 Rock Placement

E-55 on Hamua-Hukanui Road has had approximately 600 tonnes placed at both

piers to repair the grade control downstream.

This rock placement has been completed and has lifted the stream bed about

700mm and back to the levels at the time of construction (1924).

11.4 E-55 Structural Repairs

Access to the underside of the bridge was opened by Infracon during their rock

placement works and, while access is relatively good, Morris and Bailey will repair

various faults in the structural concrete. There is approximately $25,000 to be

spent repairing cracking and spalling.

11.5 Budgets

The 2012/2013 budget for bridge maintenance and renewal is $883,425. Most

contracts have been completed and 95% of the budget expended.

12. Heavy Vegetation Contract

Due to a machine breakdown no work was undertake.n

13. Chemical Vegetation Control

No change from previous report.

14. Street Cleaning Contract

Continued daily/weekly cleaning undertaken.

15. Urban Mowing

No change from previous report.

16. Pavement Remarking


No further work completed.


17. Emergency Events

Engineering Technician Anthony Mason has been overseeing various flood

damage repairs that are being repaired under the Road Maintenance Contract by

Infracon. His report follows.

17.1 Weber Road Slump (21.4km)

Figure 1 - Weber Rd Slump (August

2012) – before photo

Figure 2 Install subsoil drainage

Figure 3 – Placing rock at toe

Figure 4 -- Excavating to papa layer

A hard papa layer was found, but not before

excavating at least 6 metres below the

existing road surface.

Figure 5 – Backfilling


17.2 Ormondville-Te Uri Road Slump

Figure 1 - Ormondville - Te Uri Rd slump

Figure 2 - Removal of soft material

Figure 3 - Installation of railway irons

Timber posts and rails were installed to

keep the fill material from moving while

the railway irons were driven in.

Figure 4 - Finishing of wall

Subsoil will be placed in the opposite drain. This should eliminate any water

currently running through the road subgrade layer.


18. Minor Improvements

Various small projects are underway or into final planning.

Trees have been removed on the Jenkins property above the Pahiatua railway

station to prepare for a straightening of Pahiatua Mangahao Road and possible

improvements to the corner leading to Burney’s Hill corner.

A corner on Mangaone Central Road has been identified for sight benching.

Sight benching has been completed on Ballance Valley Road at Rp450

18.1 Pahiatua Mangahao Road

Preliminary investigation has been carried out between the Pahiatua Town Bridge

and the Mangamutu rail crossing to identify future traffic requirements resulting

from the proposed additional facilities at Fonterra. Additional to this, plans are

being developed for changes to the SH2 and Princess Street/Mangahao Road

intersection.

This will ensure appropriate conditions accompany any resource consent granted

to Fonterra for extensions.

As well as layout considerations, a speed limit survey has been undertaken using

Land Transport Rule Setting of Speed Limits 2003. This is being peer reviewed.

Initial indications are that a speed limit of 80 kph from approximately the rail

crossing to the town bridge may be possible.


Assets Group

19. General

19.1 Much of the last month has been spent reviewing 2013/2014 budgets and

projects for discussion in the Draft Annual Plan workshops. The main issue for the

group for 2013/14 is the basis of funding for water, which will be discussed at the

workshop on 20 February.

19.2 Chorus has applied for an alteration to the wording of its easement over the

Weber Recreation Ground to enable it to install fibre optic as part of the Rural

Ultrafast Broadband rollout. This is largely a procedural matter and the cable will

have minimal impact on the grounds.

20. Solid Waste

20.1 The second part of the selection process for the operation of the Pahiatua

Transfer Station was carried out on 31 January. There were four companies

selected to progress through to the next stage. Those selected attended a site

visit at the Ridge Road transfer station and presentations will be made to the

panel on 18 February 2013. The content of the presentations will include

management of cash, correct charging processes, management of green

waste and waste minimisation.

20.2 Pahiatua Recycling

We currently have Green Sky Waste Solutions working on a three-month trial at

no cost to the Council. This is working out well, the volumes have gone up

10%. They have put in a bailer to bail the cardboard and looking at a bigger

one to do both cardboard and plastic.

20.3 Woodville Recycling

Tracey met with Woodville Districts’ Vision to help decide where to relocate the

recycling bins. There are two possibilities for the relocation, Tracey is

investigating matters and will get back to them in March.

20.4 Dannevirke Transfer Station

The transfer station operation is running smoothly. We are looking into other

possibilities for recycling eg, TV’s, E-waste options.

Utilities

21. Water

21.1 District


Continuation of very hot and dry weather through January and low river flows has

forced total water restrictions throughout the district.

21.2 Dannevirke

Low river flows earlier in the month had Dannevirke struggling to maintain a

permissible level for the town. A total water ban was put in place and it rained a

couple of days after the ban was in place and relieved the pressure all round. Due

to good water conservation by households we recuperated very quickly.

Dave was invited to speak at a Probus Meeting about the impounded supply. This

received very good feedback from the senior citizens present, and lots of

questions were asked.

21.3 Impounded Supply

The weather has been very

favourable to allow work to

progress very quickly at the

Impounded supply. The

earthworks are nearing

completion with only the

access track left to be

removed. 70% of the

300mm layer of clay has

been laid and trimmed to the design.

Morris and Bailey have

completed 90% of the

concrete ring beam. The far

corner has been left at this

stage to allow machine

access. Pipe work has been

completed to the point where

it is waiting ready to be

connected into the existing pipes.

Viking Containment who is

supplying the liner and cover

will be onsite next week to

begin the prep work, which

includes drilling 1500+ bolt

holes around the ring beam

for the liner.

Tararua District Council staff

have been offered the

chance to visit the site prior

to the lining. There will also

be a public viewing on

Tuesday 26 February.


21.4 Pahiatua

Mangahao Road water main renewal is nearing completion with only the

connection over into the main street and some road sealing to be done.

21.5 Eketahuna & Woodville

The new treatment plants will be officially opened in conjunction with the

Community Boards, Mayor, Ministry of Health (representatives), Councillors, staff

and the public on 1 March.

21.6 Norsewood

Because of the supplementary roof (lack of rain) and Council’s water supply

system, properties were struggling to have a constant supply as water flow

pressures were fluctuating because of the huge demand on the reticulation

system.

22. Wastewater

22.1 District

MFE Freshwater Clean Up Fund

Membrane liners are currently arriving. It will take a couple of weeks before they

all arrive. We have levelled off an area at the old landfill and placed some crusher

dust as some of these liners will be stored for the best part of two years.

Jon Roygard and Michael McCartney, Horizons CE, are meeting with Tararua

District Council staff on Tuesday 19 February to discuss land irrigation options for

Dannevirke.

Woodville No. 2 pond will have pipework and valves to redirect the sewage in

place by the end of next week so we can empty the pond and dry ready for

relining. Dannevirke No. 4 pond is empty and drying ready for relining. We are

going to reline the Woodville No.2 pond and the Dannevirke No. 4 first.

22.2 Woodville

SH2 / Tay Street – the sewer main renewal is well underway.

23. Stormwater

23.1 Staff are continuing to follow up property infiltration problems, and most

property owners are responding favourably to the repair work needed.


Property

24. Housing for the Elderly

24.1 Occupancy

84 flats are presently occupied; there are 8 vacant flats, which are:

Eketahuna 1 flat vacant 405 days

Ruahine Flats, Woodville 1 flat vacant 479 days

Hovding Court, Dannevirke 2 flats vacant 99/346 days

(1 tenanted 19/2/13)

Tenant Contribution, Dannevirke 1 flat vacant 174 days

Kowhai Place, Pahiatua 3 flats vacant 15/25/92 days

(1 tenanted 22/2/13)

25. Community Buildings

25.1 Dannevirke Sports Centre

Painting has commenced in the boxing room of the sports centre. This room will

be completed by 18 February 2013. The painter will then move into the main

stadium and begin cleaning the steel beams in the ceiling. After this he will paint

the walls. To accommodate this, the stadium has been closed for two weeks. The

foyer has been relined ready to paint. New signage, rubbish bins and a new notice

board will also be installed.

25.2 Pongaroa Community Centre

Plans have been drawn up for the installation of the accessible toilet in the hall.

Quotes will be sought and the project will get underway once quotes have been

received.


26. Camping Grounds

26.1 Eketahuna

Two quotes have been received for the erection of the new accessible

toilet/shower. Both these quotes were incomplete and we have had to go back to

the builders for clarification on certain items and obtain more details. Hopefully a

successful applicant will be decided by 22 February 2013.

26.2 Woodville

The community workers have finished painting the boundary fence at the camping

ground and also the new internal fences that were erected.

27. Parks & Reserves

27.1 Manawatu Gorge

The new Tawa loop walking track on the Ashhurst side of the gorge has been

opened. DOC held an open day for information staff and the partners of the

biodiversity project on 30 January 2013. The new loop walk is approximately

4 kms making a steady climb up to a viewpoint looking out to Palmerston North

and Ashhurst. There is another option to walk to another new viewpoint over

looking the slip where you can see down to the river and the road. The round trip

will take about three hours including plenty of rest stops. In the short time it has

been open, it is proving very popular with hikers.

The next meeting of the Manawatu Gorge

Biodiversity project group is being hosted at

the Makirikiri Marae on 21 February 2013 at

9.00 pm.


27.2 Pahiatua River Walkway

Three overhanging trees have been removed from the walkway between Victory

Park and Tararua Street. It is hoped to metal part of this walkway to allow for all

weather usage.

27.3 Pahiatua Bowling Club

A meeting with the Bowling Club executive and a neighbour regarding the removal

of trees on the north-eastern boundary of the bowling club has had a positive

outcome. The neighbour will remove the trees free of charge to Council as the

trees are blocking the sun for several hours every day.

27.4 Eketahuna Cliff Walk

An arborist has visited the Cliff Walk and is to supply a quote to remove several

trees that have died and could pose a danger in the future.

28. Cemeteries

28.1 Weber Cairn

A meeting was held with the landowner and the roading engineer to establish the

best location to erect the cairn. An area just inside the farmer’s boundary has

been selected to build-up and fence off so that access to the cairn can be gained

from the roadway. With the cairn being back in the paddock it will not pose a

traffic risk. The plaques for the cairn have been ordered and we are awaiting the

stone mason to contact us regarding the erection of the cairn.

29. Swimming Pools

29.1 Eketahuna

The pool was opened on 8 December 2012 and is operating very well. The new

filter is obviously working very well as the committee has received compliments on

how clean the water is. The attendance for the pool in December was 437 and in

January it was 828. On 10 February 2013 the pool committee ran a community

swim relay and had 140 attend. On 12 February 2013 the pool complex was 75

years old. This pool is being run very well.

29.2 Pahiatua

The pool was opened on 16 December 2012. Attendance figures for December

were 486 and for January it was 823. All the pools seem to be operating alright

and there does not appear to be any leakage in any of them.

29.3 Woodville

The pool was opened on 26 December 2012. Attendance figures for December

were 210 and for January it was 1,181. This pool seems to be operating very well

and there are no water loss problems.


Strategy and District Development

30. IT

30.1 Civica

Civica has been restructuring their business. This is resulting in a marked

improvement in services. Recently the New Zealand Manager, Don Glenn, was

made redundant with the New Zealand staff reporting directly to Australia.

30.2 General

Dell replacement PCs are currently being rolled out to some staff who have poorly

performing computers. These are mainly in the counter or frontline area.

TRIM continues to be bedded down with the main focus areas being integration

with Civica systems and scanning software.

31. MW LASS

The chief executives of the LASS councils, have a Ddrectors strategy meeting

planned for April.

The recently amended Local Government Act now requires consideration of

options that are cost effective and efficient. In practice, this subtly alters the

decision-making process set out under the Act. It increases the relevance of

considering joint service delivery between councils and therefore strengthens the

LASS concept.

Current MW LASS projects are:

Regional Internal Audit

Back Office Rates

Information Services

Contract Works Project

Being considered is:

Local Government (Alcohol Reform)

32. Forestry

Tenders were received by Tararua Forests Limited for the harvest of Birch North

Forest. Forest Owner Marketing Services Ltd (FOMS) were the successful

tenderer. FOMS is a Feilding based harvesting and marketing company providing

harvesting and marketing services for private forest owners. They are now

commencing preparations to commence harvest, as weather permits.


Marketing and Economic Development

33. Events Update

Events are one of the fastest growing forms of tourism. They are a means to

revitalise local economies.

The Motocross (with approx. 6,000 visitors) was a real draw card this year helped

by the good weather. Also held on the same weekend, the Tui Breweries and the

Classic Car event (with approx. 2,500 visitors). The biggest event to date at the

brewery.

The Dannevirke A & P Show was a great success; however, we do need to work

with locals to take up more stands. Council had the marquee set up with the two

“Timeless Tours - Limousines” positioned at the front of our display. This had a

dual purpose – to profile a new tourism operation in Tararua and encourage more

visitors to our stand. This worked well – coupled with profiling of our new

Dannevirke Impounded Water Supply and water bottles filled with cold water on

such a hot day.

“Wheels with Attitude” was held on the Sunday, following this event (with

approx. 2,000 visitors). We will be setting up a display at this event next year, as it

is growing every year and we need to support this.

Super Rugby at Mangatainoka was held on 16 February, (with 11,670 visitors).

We had our Tararua Country flags flying high.

Scandinavian Festival - 22-24 February - will draw visitors locally, nationally and

internationally.

The Scandinavian Festival is a fantastic opportunity to highlight our town and our

businesses. With extra visitors to the district, it is an occasion to highlight Tararua

Country, with all it has to offer.


Council has supported the Dannevirke Chamber of Commerce encouraging

businesses to take advantage of the large number of visitors coming to our town.

It is also the weekend of the Mission Concert – meaning there will be more traffic

passing through Dannevirke than any other weekend of the year. The Chamber is

helping to dress the main street for the weekend with Scandinavian flags, Vikings

and memorabilia.

Council will also have a Tararua Country Marquee set up at the A & P

Showgrounds to showcase our towns, walks, cycle tracks, tourism spots and

coastal locations.

We are supporting the Festival by hosting the dignitaries at the Council Chambers

on Friday 22 February at 5.30 pm.

34. Free Seminar David Engwicht - 19 February

We have approximately 90 people registered for this seminar with visitors from as

far South as Kaikoura and far North as Paeroa.

35. Business Strategy Meeting – 27 February

We have 30 people registered for this. We intend to focus on the Annual plan.

There will also be a debrief and feedback on the Long Term Plan.

36. Scandinavian Heritage Project/Trail

We met with Kay Flavell, secretary of Friends of Mauriceville to discuss the

Scandinavian Heritage Project she is working on. David Hancock, General

Manager, Destination Wairarapa joined us to discuss linking the proposed tours.

Objectives

Collaborations with Tararua District Council, Manawatu District Council and

Destination Wairarapa as they develop Scandinavian heritage tours of the

northern and southern Forty Mile Bush (aka 70 Mile Bush) in the

Wairarapa/Tararua Districts.

Southern Tour: Masterton (Wai Archive) – Kopuaranga –

Mauriceville – Eketahuna – New Pacific Studies –

Pukaha (Masterton and Tararua District Councils)

Northern Tour: Woodville – Dannevirke – Norsewood (Tararua

District Council)

37. Dannevirke Impounded Water Supply

On Tuesday 26 February, Council has

organised a sneak peek of the

Dannevirke Impounded Water

Supply. The Council has arranged for

a bus to take visitors at 3 pm, 4pm

and 5.15pm with the Dannevirke

Lions using this as a fund raising

event by the donation of a gold coin

by visitors on the day.


38. GO! Project

We hosted the Grower Led Hazelnut Workshop at the Council Chamber in

Pahiatua. Twenty landowners attended the Workshop for discussion on

development of a North Island Grower Led Group. This group would concentrate

on two key areas:

1 Development of commercial capability for hazelnut growers in the District

2 Development of intellectual property, training and development for existing

and new growers.

39. Manawatu Gorge

The Manawatu Gorge Strategic Plan Workshop was held on 14 February. The

Manawatu Gorge Biodiversity Project was presented; “where have we come from

and where do we go from here”.

The strategic meeting was to manage the project from here on and around

community benefit, tourism, education and governance.

A full report will be delivered to the Manawatu Gorge Biodiversity Project group on

Thursday 21 February.

40. Branding

We have been supporting Woodville Districts’ Vision with their new branding

initiatives. The bonus was Carole Wilton securing an opportunity for Steve Hale

(New Zealand Today), to visit our district to profile our District. Steve stayed in a

Motor Home at Carnival Park and local operators took the opportunity to show him

around. Steve wrote a brilliant 20 pages in New Zealand Today and all pages on

Woodville had the new branding concept. Thanks to all involved, this was a great

opportunity to again put Tararua on the map.


Environmental Services 41. Building Consents

2013 No. Value 2012 No. Value

January 18 $614,562 January 20 $652,522

Repairs on the overhead bridge at Christian Street have been completed.

42. Dog and General Inspection

Registration Status Record Count

Registered 6,516

Unregistered 70

Total 6,586

Reason for Impounding No of Dogs

Roaming 7

Aggressive Incident 0

Barking 2

Roaming Known Unregistered 3

Unregistered 4

Total dogs for period 16

Resolution No of Dogs

Destroyed 3

New Owner/Rehoused 2

Returned to Owner 10

Total dogs for period 15

CRM Type New Closed

Dogs

Aggressive Dog 8 5

Dog Attack 0 0

Barking Dog 25 19

Dog Bylaw Breach 1 1

Dog Lost and Found 6 5

Uncontrolled Dog 4 3

Roaming Dog 26 24

Dog Welfare Concern 2 1

Dogs Other 2 2


Sub Total 74 60

Stock

Stock 0 0

Cows 7 6

Horses 1 1

Sheep 1 0

Other 2 2

Sub total 11 9

Noise

Stereo Bass 39 25

Noise Other 9 4

Noise Party 4 3

Sub Total 52 32

General Inspection

Rubbish 0 0

Over Hanging Vegetation 0 0

Fire Hazard 0 0

Abandoned Vehicle 2 2

Smoke Nuisance 0 0

Sub Total 2 2

TOTAL 139 103

43. Animal Control North

An ongoing situation of dogs rushing people in Norsewood has finally been put to rest.

Council had received a number of complaints regarding two dogs behaving aggressively

and rushing pedestrians in Norsewood. The difficulty was finding where the dogs

actually belonged and the fact that they were often kept inside. After obtaining a search

warrant, we were able to take the dogs due to their aggression and their lack of

registration. The owner has come forward and has been duly educated in keeping his

dogs under control. The dogs will be classified as dangerous.

44. Animal Control South

In the past, search warrants needed to remove a dog from within a house had been

difficult for Animal Control Officers to obtain depending on the reasoning, so it had not

been common practice for us to apply. January, however, brought two situations that

required the dogs to be removed from a property where they were often kept inside.

Since the introduction of the Search and Surveillance Act 2012, there have been many

changes in the process of applying for a warrant. After much deliberation with the police,

Ministry of Justice, other councils and of course constant referral back to the Act, Tracey

created an application pack that should not fail to meet the criteria. So far, Tracey has

managed to obtain two warrants.

45. General Inspection South

Clayton’s absence from Animal Control is being felt heavily with a huge increase in

workload for the rest of the team. With this being the case, general inspection has been

less of a priority and is being done when there is a break in the workload that allows for


it.


District Resilience 46. Rural Fire

46.1 TDC Return of Fires by Classification

NRFA Classification

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

Power Lines 0 0 0 3 0 2 1 0 0 0 0 0 6

Lightning 0 0 0 0 0 0 0 0 0 0 0 0 0

Vehicle - Car, Truck etc. 1 1 0 1 0 1 0 0 0 0 0 0 4

Farm/Forest Machinery 0 0 0 0 0 1 0 0 0 0 0 0 1

Railways 0 0 0 0 0 0 0 0 0 0 0 0 0

Camp

fires/bonfires/rubbish

fires 1 0 1 1 1 3 0 0 0 0 0 0 7

Smokers 0 0 0 0 0 0 0 0 0 0 0 0 0

Land clearing escaped -

Open Fire Season 1 0 0 0 0 6 3 0 0 0 0 0 10


Restricted/ Prohibited

Fire Season (no Fire

Permit) 0 0 0 0 0 0 1 0 0 0 0 0 1


Restricted/ Prohibited

Fire Season (Fire Permit

issued) 0 0 0 0 0 0 0 0 0 0 0 0 0

Arson -

Vehicle/Machinery/Stru

cture 0 0 0 0 0 0 0 0 0 0 0 0 0

Arson - Vegetation 0 0 0 0 0 0 0 0 0 0 0 0 0

Structural - House/Shed 0 1 2 0 0 1 0 0 0 0 0 0 4

Structural - Industrial

Building 0 0 0 0 0 0 0 0 0 0 0 0 0

Spontaneous

Combustion 0 0 0 0 0 0 0 0 0 0 0 0 0

Pyrotechnics Fireworks 0 0 0 0 0 0 0 0 0 0 0 0 0

False Alarm 2 2 3 1 1 2 1 0 0 0 0 0 12

Medical Assist 3 0 0 2 0 0 1 0 0 0 0 0 6

Motor Vehicle Accident 0 0 0 0 0 1 0 0 0 0 0 0 1

Miscellaneous 0 1 0 0 1 0 1 0 0 0 0 0 3

Total 8 5 6 8 3 17 8 0 0 0 0 0 55

We continue to receive fine weather interspersed with regular rain events.

This causes the FWI to fluctuate from Moderate to High. We also continue to

experience heavy morning dew and high humidity levels. As a result, the

area is not experiencing the extreme conditions that our neighbours are.


46.2 Fire Season General

The Prohibited Fire Season remains on the district’s beaches and adjacent

public reserves with a Restricted Season for the remainder of the district.

The number of uncontrolled vegetation fires call outs continues to remain

low. People within the district are being very responsible. We have only had

three small uncontrolled vegetation fires this period and two of these were

caused through carelessness.

Paddy has issued a total of 48 fire permits for this period. Staff have been

very busy carrying out site visits and liaising with farmers on various fire

issues. It is very pleasing to see the large number of farmers who have

sought advice and permits this season. Although there has been an

increase in the number of large controlled burns during the period, all have

been carried out with no issues.

46.3 Fire Committee Meeting

Paddy attended the Manawatu-Wanganui Rural Fire Committee meeting at

Palmerston North on 23 January 2013.

46.4 Training/Conferences/Meetings

Tararua District Council Rural Fire is heavily involved in the NZ Fire Service

exercise called Operation Maxwell. We are responsible, along with Te Uri

Volunteer Rural Fire Force, for providing two scenarios and all

communications for the exercise. One scenario involves the use of rural fire

gear at a bush fire and the other, evacuation of patients by helicopter. We

have been attending planning meetings for the past year and the exercise

will be held at Ormondville on 16/17 March 2013.

46.5 Enlarged Rural Fire Districts

Nothing further to report at this stage.

46.6 Rural Fire Plan Review

The Wild Fire Threat Analysis maps have been provided in draft form from

Horizons. Paddy will need to check them, carry out a risk analysis and

include findings and mitigation measures into the Plan.

46.7 Rural Fire Equipment

Initial attack trailer - Brakes fitted on to one trailer and the other is still with

the engineers.

The Weber tanker is still based in town at the moment to assist with

vegetation fires along the SH2 Corridor.

A new pager repeater was installed on Guy Laver’s property on 28 January

2013. Testing will commence late February 2013.


The old Emergency Management Trailer is to be refitted as a portable

incident command unit. We fitted the trailer with a new tent, tables, chairs,

generator, lighting, drinking water, food etc. It will be used mainly as an

Incident Control Point for larger rural fires such as the Waitawhiti Road fire,

but can also be used for Civil Defence emergencies and shows such as the

Dannevirke A & P Show.

A total audit and equipment base line inspection was carried out at Te Uri

fire station by Don Scott from RFNS. This is the first station to be inspected,

with the rest to follow. The inspections should be completed by the end of

March 2013 prior to the National Rural Fire Authority Audit in April 2013.

46.8 Rural Fire Projects

Weber Garage - Two tenders have been received and project will commence

in April 2013.

Akitio Rural Fire Depot Maintenance - Waiting on a concrete apron and this

should be completed by end of March 2013.

46.9 Fund Raising

The Herbertville Rural Fire Force conducted a 4x4 Rally involving a 124km

off road drive over various farms from the Dannevirke A & P Showgrounds to

the Herbertville VRFF station. The rally was a huge success and the $6,000

raised will go towards a generator for the Herbertville fire station. Lunch was

provided by the Te Uri VRFF with support from Tararua Rural Fire, St John’s

and many other local organisations. Over 68 vehicles and 146 people

participated in the event. This was not bad considering there were a number

of high profile events in the district at the same time.

47. Civil Defence

47.1 Civil Defence Call Outs

Tsunami Watch on 6 February 2013. Coastal villages and local police

notified, with stand down at 2100hrs. There was no real effect on the lower

west coast of the North Island.

47.2 Public Awareness/Speaking Engagements

Nil

47.3 Community Civil Defence Response Groups

Norsewood plan ongoing.

Pahiatua inaugural meeting planned for March 2013.

Contact to be made with representatives from Akitio and Herbertville.


47.4 Communications

A work order for the installation of a Civil Defence radio base set in both

Ormondville and Norsewood fire stations has been raised. It is hoped this

work will be carried out within the next two weeks. The plan is to have one of

these radios in all of the NZ Fire Service stations as part of the District’s

Community Civil Defence Response Group project.

The Te Awaputahi civil defence radio repeater failed last week. Contractors

have been and fixed the initial problem but we need to install a power back

up system and lightening resistor at a cost of around $3,000. This work will

be carried out by Scanpower and should be completed within two weeks. A

review of the maintenance arrangements for this site will be carried out in

April this year.

47.5 Training/Exercises/Conferences/Meetings

Paddy along with Jock Robinson (Palmerston North City Council) met with

Tom Roche (EMANZ) to discuss the design of a one-day course for

community volunteers. This is a Wanganui-Manawatu CD Group project. We

will probably use the Eketahuna Community CD Response Group as a trial

run for the course and report back to the Group.

47.6 CEG/EMO/EMC Meetings

Paddy attended an Emergency Management Officers meeting in Palmerston

North on 23 January 2013.

Blair attended the CEG meeting in February 2013.

47.7 General

Both Civil Defence and Rural Fire were well represented at the Dannevirke A

& P Show this year with high visitor numbers coming through our new tent.

We received a lot of favourable comments on our equipment line up and

answered many questions in relation to the gear use.


Library

48. General

Planning for the Library’s involvement in the Scandinavian Festival is well

underway. As is planning for events during New Zealand Book Month in March.

The library has secured an author visit with funding from the New Zealand Book

Council.

Problems with the Library Management System are on-going, however frontline

services remain unaffected. We are continuing to work through the issues with

Softlink.

The Wi-Fi available at the libraries for the last seven months had its busiest use at

all four branches during January. Woodville i-SITE is fortunate as they are within

the range of the Wi-Fi and therefore tourists are also able to access this service,

which is part of the Aotearoa Peoples Network Kaharoa. To date there have been

3,146 sessions across the district and 1,033 of these were from the Woodville

Library access point.

49. Children’s Services

The children’s summer reading programmes have been and gone leaving library

staff wondering how the school holidays flew by so fast.

However, the statistics show that with over 1,100 verbal book reviews and over

600 written book reviews from children and young adults throughout the Tararua,

there was good reason for this.

Mary Kippenberger, Holly Gooch, The Travelling Tuataras, Adrian Kirk and Ken

Samson were the entertainers provided by the programme. Scenes of children

and adults singing and dancing around the libraries were common, accompanied

by infectious laughter.

The summer reading programmes are a fun way for the youth of the Tararua to be

part of the libraries and to also maintain their reading levels. A Dannevirke parent

was very proud of her children who had been in reading recovery and learned on

their return to school this year that their reading levels had not decreased.

We are very fortunate to be fully funded by the Eastern & Central Community

Trust. Without this funding of over $5,000, the libraries would be unable to

present comparable reading programmes.


50. Circulation (Issues and renewals) – as at 31 January 2013

51. Active Borrowers

52. Door Count


53. APNK Sessions

Number of Sessions of Computer Use by the Public

54. New Members

Note: Due to problems with the Library Management System, some statistics have

been lost. Therefore, an accurate comparison against last year is not possible.


Customer Services

55. Elections Conference 2013

On 12 & 13 February, Abby attended the Electoral Officers Conference held in

Wellington. This was a good opportunity to discuss the proposed legislative

changes before Parliament, for staff to familiarise with the 2013 Elections

timetable, meet with third parties such as Election contractors, Electionz.com, NZ

Post, SOLGM and Elections Registrars etc.

Election Day is Saturday 12 October 2013.

Council should expect a report in the near future on Council’s preference for

candidate names on 2013 voting documents, this can be either alphabetical,

random or pseudo random. In addition, our intention to allow early processing of

the voting documents over the voting period to allow a faster “count” on Election

Day.

56. Monthly Daytime call statistics

January 2013 December 2012

Number of calls 2642 2075

Number of service requests 353 287

Percentage of calls answered

under 20 seconds

(Non- financial performance

measure, target 95%)

86.03%

82.89%

Average talk time 1:07 minutes 1:04 minutes

Average call wait time 0:14 seconds 0:16 seconds

Longest call wait 6:07 minutes 7:09 minutes

57. Monthly Call Trends


58. December 2012 CRM Statistics

59. Afterhours Service

January 2013

Number of calls 413

Number of RFS 119

Abandoned rate at 5 seconds (%) 11%

Abandoned rate at 20 seconds (%) 8%

Average wait to Abandon 1.07 minutes

Service Level 79%

Average Speed to Answer 0.25 seconds

Average Handle Time (TT + ACW) 3.15 minutes

Longest call wait 6.23 minutes

NOTE: Agreed monthly call Service level:

Abandonment rate is not to exceed 5% for the month (calls hung up by caller after

5 seconds)

80% of calls will be answered within 20 seconds

NOTE: Afterhours feedback on Service

As expected, the end of the festive season led to a busy start for January but

otherwise the month has been fairly typical for afterhours. Total calls offered to the

contact centre for the month are 39,098, an increase of about 4% from January of


2012. Overall, the contact centre achieved a Service Level of 80% for the month

with an abandonment rate of 7%.

Tararua i-SITE

60. NZ Today Magazine

During December, NZ today visited our patch to discover parts of Tararua. NZ

Today is unique in New Zealand, in that it is not an Auckland, Wellington or

Christchurch-focused magazine. It features real stories, captured off the beaten

track, and includes amazing New Zealand locations, coupled with human

elements stories, and supported by incredible photographs that capture the real

spirit and core elements of the writer's experiences at the time.

The February / March article of NZ Today is out, our feature is headed ‘Tararua – A

Motorhome Discovery’. The article features a 20-page spread on Tararua,

featuring Woodville, Pahiatua, Pongaroa and the coast. This magazine is aimed at

motorhome travellers who want to get off the beaten track and explore. We hope

to see more visitors coming to our little piece of paradise to find out about our

hidden treasures.

A huge thank you to Tourism Tararua members who hosted the journalists and

gave their time to show them around our district.

Please see a snapshot of some of the articles below. The publication can be

purchased for $9.95, phone NZ Today on 0800 535 635 to place an order.


61. Future Business Support

Feedback from some Tourism Operators suggests there is a need for training on

designing their own rack cards, and other key computer skills. Options to be

explored.

62. New Accommodation Provider in Toki

Toki Lodge has been established in Mangatainoka. The owner is in the final

stages of redecorating. This will provide accommodation for those seeking

somewhere to stay whilst visiting Tui or attending events held there.

63. Welcome Packs

Twenty-four welcome packs were sent in January, 19 of these were sent within the

district and five were sent outside the district.

64. Tararua i-SITE Facebook statistics


65. Tararua Information Centres Statistics - January 2013

January 2013 January 2012

Local 1 581 1,661

Other NZ 1 251 1,164

Overseas 731 693

Totals 3,563 3,518

NOTE: January has seen an increase in both domestic and overseas visitors to

Tararua.


Sport and Recreation

66. General

Green Prescription (GRx) Tararua “Have a Go at SPORT” classes have been

well received by participants. These sessions will be an on-going feature in

the GRx timetable for 2013 with the Rangatira Croquet Club, Dannevirke

Sports Club and Dannevirke Bowling Club coming on board for Term 1.

The Sport New Zealand Rural Travel Fund will open on Monday 4 February

and close on Sunday 31 March 2013. Applications for the Rural Travel Fund

are open to Tararua based sports clubs and rural school teams with young

people between the age of 5 and 19 years who require subsidies to assist

with transport expenses to local sporting competitions. The funding is not for

travel expenses to regional or national competitions.

The Creative Communities New Zealand Tararua Arts Fund opens on Monday

4 February and closes on Sunday 31 March. The fund is for projects that

begin after 15 April 2013. Applications to the fund are open to projects and

may involve any art form or a mixture of art forms including theatre, visual,

multimedia, dance, traditional arts, craft, music, literary arts and

performance arts.

Natarsha will be working with the Dannevirke Tigers Rugby League

Governance Board as Publicity and Promotions Manager. This position is

responsible for ensuring that the club and its sponsors receive the widest

possible media coverage.

Sport Manawatu carried out a parcel of club development work with the

Dannevirke Sports Club. Specifically coach and management templates

were made up for the club, as were some job descriptions. Volunteer

recruitment and retention strategies were discussed and plans for their

implementation were made. This work will allow the limited number of

volunteers to save time and streamline existing processes in place.

67. KiwiSport Regional Partnership Fund

Natarsha will be assisting with the Kiwisport funded Netball FUNdamental

Programme. The 10-week programme, coordinated by local netball

enthusiasts Steph Te Huki and Kelly Stephenson, in partnership with the

Dannevirke Netball Centre, commences on 4 February 2013. The

programme, for age groups 5–19 years, aims to develop on the basic skills

required for netball, and offers coaching clinics for volunteers.

Applications from the non-contestable fund were received from eleven

schools within the region. The Secondary School Sports Advisor went into

the schools to discuss their submissions individually and then completed the

paperwork as required. Applications from Dannevirke High School, Totara

College and Tararua College were received.


68. Upcoming events (that we deliver or directly impact on)

Planning is underway for Bikewise Month (February). Sport Manawatu has

organised a number of FREE public events. Cycle to the Cinema will be held

on Saturday 2 March 2013 at The Regent Theatre Pahiatua; seats are

limited so pre-registration is essential. Pedal to the Pool on Sunday

17 February 12noon – 5pm at the AMP Wai Splash Community Pool - all

cyclists swim free.

Cycle training sessions will be held to cover a number of topics including,

know your bike, maintenance, bike skills, bike etiquette, drafting and bunch

riding. We hope to encourage cyclists to take part in upcoming events

including the Bush Cycle Tour 2013 and Bush Schools Triathlon. Sport

Manawatu will no longer be coordinating the Tararua Kids Triathlon; instead,

we are planning to focus on supporting the school-based triathlons and

Whanau Triathlon events.

Planning for the Sportsperson of the Year Awards is underway with

sponsorship contracts under review and a guest speaker being sought.

Sport Manawatu have partnered with Rangitane o Tamaki nui a Rua to

deliver the Whanau Tri and Wahine Try 10-week training programme. The

training aims to develop on the necessary skills required to complete both

events. For just $20, participants will receive a 10-week programme (for 13

years and over), expert training and nutrition advice, entry to the Whanau Tri

on 24 March 2013 and Wahine Try on Saturday 13 April (short, medium and

long course options will be available for both events).

69. Non-Notified Resource Consent (Land Use) Application

Attached for information are two reports on resource consents that have been

sought from Tag Oil Limited and Apache Corporation NZ LDC. These have been

independently assessed as not requiring notification and have been approved

under delegated authority.

Recommendati on

70. Recommendation

That the report from the Chief Executive dated 21 February 2013 concerning an

update on key projects and items of interest to the Council (as circulated) be

received, and

Attachments

Attachments

1. Consent No. 202-2012-47 : Ngapaeruru Road, Dannevirke

2. Consent No. 202-2012-48 : Mangahei Road, Dannevirke


Attachment 1 Consent No. 202-2012-47 : Ngapaeruru Road, Dannevirke



Attachment 2 Consent No. 202-2012-48 : Mangahei Road, Dannevirke



10.6 2nd Quarter Financial Report for the Period ended 31 December 2012

Report



From : Raj Suppiah Chief Financial Officer

Subject : 2nd Quarter Financial Report for the Period ended 31 December 2012

Item No : 10.6

Contents

1. Financial overview

2. Summary of Non financial performance and significant results

3. Summary Cost of Service Statements and significant results

4. Capital Expenditure Report

5. Treasury report

6. Debtors management

7. Compliance report

Appendices

Appendix 1 : Statement of Financial Performance

Appendix 2 : Statement of Financial Position

Appendix 3 : Non-financial performance measures

Appendix 4 : Significant Capital Projects


1. Financial overview This report summarises the key financial highlights for the six months ended 31

December 2012.

1.1 Income statement

2011/12 Actual 000’s

2nd Quarter Actual 000’s

2012/13 Budget 000’s

Variance to Budget 000’s

Revenue 13,744 13,595 15,656 (2,061)

Operating Expenditure 15,194 17,762 15,398 (2,363)

Operating

Surplus/(Deficit)

( 1,450) ( 4,167) 258 (4,424)

Significant variances

Revenue

Rates revenue is $71,500 below budget due to Council recognising the

discounts and remissions against rates in the first instalment as opposed to the

budget figures that apply this cost across 12 months.

Subsidies received from $2 million due to timing of NZTA subsidies. We had a

claim for $1.6 million for a December claim that was submitted for claim in the

following month. We also have not received $360,000 subsidy for the

wastewater project due to delay in the project.

Fees and charges are $122,000 higher than budget due to timing of receipts eg

dog registration fees were collected in the first quarter and revenue from shared

services.

Finance income received is higher due to timing of the capital projects budgeted

which was to draw heavily on our cash investments.

Dividend and subvention revenue is below budget as we have not yet received

dividends from Infracon for the year.

Expenditure

Overall operating expenditure is over budget by $1.7 million. Refer to activity

variances for explanations for this.

Depreciation expense is over budget by $685,000 due to higher than expected

increases in revaluation and a higher asset value than budgeted - both lead to

increases in depreciation expense.

Employee costs are below budget by $81,000. This is due to timing and

recognition of provision for employee liabilities which is only done at year end


and not part way through the year, and new employees starting later than

originally planned.

Finance costs are marginally above budget due to locking in long term fixed rate

swap contracts to obtain cash flow certainty for the medium and long term and

also increase in interest rates higher than budget.

1.2 Cash and Cash Investment Balance

2011/12 Actual 000’s


2012/13* Budget 000’s


Cash at Bank 4,544 8,284 319 7,965

Cash Investments (term deposits)

5,776 5,146 9,760 (4,614)

Non Current Financial Assets

5,193 5,254 5,254 Nil

Total 15,513 18,684 15,333 3,351

*budget is for full year

The cash position is above budget and last year mainly due to:

Capital works projects have not yet been completed, and some has just

started in the second quarter; and

Receiving rates in advance where ratepayers have chosen to receive the

discount and pay their rates in full.

The weighted average return was 3.76% on a $12.65 million investment

compared to 3.81% as at 30 June 2012.

1.3 Interest and debt level

2011/12 Actual 000’s


2012/13* Budget 000’s


Finance Costs 302 297 245 (52)

Secured Loans 10,000 8,493 14,000 (5,507)

*budget is for full year

Finance costs are marginally above budget due to locking in long term fixed rate

swap contracts to obtain cash flow certainty for the medium and long term and

also increase in interest rates higher than budget.


2. Summary of Non financial performance and significant results

These are new set of measures as per the 2012-22 Long Term Plan.

Council did not achieve 4 performance measures of which 2 will remain as not

achieved at year end.

Nineteen measures are not applicable as they relate to the Community survey (by

National Research Bureau) which was done in the last financial year. The next

survey is due in financial year 2013/14.

All measures are detailed in Appendix 4 and summarised in the table below:

Total number of measures Last Financial Year 31 Dec 2012

Achieved 46 30

Not achieved 18 4

Not applicable 23 19

Will be measured at year end - 32

TOTAL 87 85

Percentage not achieved 28% 6%

The measures that we not achieved were:

Activity

Performance Measure

Last Year Results

Target

2012/1

3

Results

as at 31 Dec

2012

Forecast for 30

Jun 2013

Comments

Service centres

Percentage of calls answered where the average wait time is equal to or less than 20 seconds

New

measur

e

95% Not achieved

81%

(Based on 3

month data

sample

available)

Will review

results in 3rd

quarter

From 1 July – 31 December

2012:

The average call wait time

from 8am – 5pm Monday to

Friday is 15.3 seconds

The percentage of calls

abandoned after 20 seconds

is 3%

Footpath Complaints regarding

unsafe footpaths are

rectified within 7 days

Not

Achieve

d

90%

100% Not Achieved

95.5%

Not achieved

given 1 CRM

was not

rectified within

timeframe

22 CRMs (complaints) regarding

unsafe footpaths were received

for footpath surface issues. Only

one not completed within

timeframe.

Water Number of recorded

issues with the clarity

of town water per

annum

New measure

<29 Not Achieved

35

Not achieved Most of these relate to issues in

Woodville with one occurrence of

algae in the Dvke Reservoir

caused by low levels

Water Number of schemes

with a Public Health

Management Plan in

place

New Measure

7 Not Achieved

75%

100% Woodville plans are still in the process but will be completed by the end of the financial year


3. Summary Cost of Service Statements and significant variances

Actual

31 Dec 2012

Budget 31

December

2012

Variance in

Dollar

Variance in

Percentage

Activity revenue 13,419,809 14,997,369 (1,577,560) (11%)

Activity Expenditure 14,974,463 13,007,836 (1,966,627) (13%)

Total (1,554,654) 1,989,533 (3,544,187)

Note - The amount above excludes allocation of support cost.


Revenue

The table below list the activities and revenue. Significant movements are

explained below:

Bud Act Variance Explanation

Building Communities and Leadership

Community Support 150,723 168,700 17,977 Grant from Youth Project

Representation 479,966 478,327 -1,639

Community and Recreational Facilities

Cemeteries 154,963 149,925 -5,038 Timing

Community Buildings 414,683 382,820 -31,863 Timing eg revenue from Sport halls will commence from February

Housing 168,234 164,196 -4,038 Timing

Libraries 477,000 478,869 1,869 Timing

Parks and Reserves 504,440 424,055 -80,385 Domain Boards will be recognised in January

Public Conveniences 115,602 115,602 -

Service Centres 271,038 272,556 1,518 Timing

Swimming Pools 191,296 189,025 -2,271 Timing

District Promotion and Economic Development

Commercial Property 36,458 57,177 20,719 Increase in rental and also reclassification of Aerodrome

District Promotions and Development 219,336 231,681 12,345

Miscellaneous revenue mainly advertising

Regulatory Services

Animal Control 116,694 216,246 99,552 Dog registration fees were received in 1

st

Qtr

Emergency Management 217,112 243,117 26,005 Timing of subsidies

Health & Safety 371,545 383,710 12,165 Timing of revenue from inspections

Resource Management 215,773 212,509 -3,264 Building consent applications

Roading and Footpath

Roading 6,911,050 5,685,444 -1,225,606 November (part) and December claims not processed yet

Footpaths 410,544 414,737 4,193 Timing

Solid Waste Management 782,716 743,648 -39,068 Timing of fees and charges eg transfer station

Stormwater Drainage 345,738 346,164 426

Sewerage 1,448,386 1,089,472 -358,914 Yet to receive subsidy from MoH

Water Supplies 994,072 971,828 -22,244 Metered water charges down from budget


TOTAL 14,997,369 13,419,809 -1,577,560


3. Capital expenditure

Total capital expenditure completed for the 2nd quarter was $9.08 million

compared to a budget of $18.5 million.

The table below summaries the capital expenditure report.

Carry forwards

Budget for 2012/13

Total Budget (A)

Actual to Dec 12 (B)

Percentage (B)/(A)

Renewal 2,257,000 7,552,000 9,809,000 3,706,770 38%

Development 2,042,000 6,607,000 8,649,000 5,369,911 62%

Growth Nil 56,000 56,000 Nil 0

Total 4,299,000 14,215,000 18,514,000 9,076,681 49%

There has been significant progress with capital works. In the first quarter, the

percentage completion was 6% and the same time last year (Dec 2011) it was

20% completion.

Refer to Appendix 1 for details of significant projects.

4. Treasury Report

4.1 Rationalising bank account structure2nd Quarter Financial Report for the Period

ended 31 December 2012

Council operates multiple bank accounts with five separate banks. These varied

bank relationships complicates our daily banking and treasury management

functions.

We need to simplify our treasury management processes and bank structure.

The Treasury and Risk Management Policy (incorporating the Liability

Management Policy and Investment Policy) adopted by Council in the 2012-22

Long Term Plan provides the flexibility for management to consolidate and

simplify it treasury management functions.

We requested Westpac Bank and BNZ (our main bankers) to perform a

transactional banking review and provide a proposal to achieve our objectives.

Both proposals were reviewed and Management found that the best option was

accept a combination of products/services from BNZ and Westpac.

Management decided on the following:

Move Council’s transactional banking from Bank of New Zealand (BNZ) to

Westpac;

Use the Client Funding Account with BNZ to manage our special funds;

Replace credit cards with Purchase Cards and introduce the Flexipurchase

Expense Management System from BNZ; and


Continue to use competitive pricing for term deposits and term loans.

This option achieves management’s objectives and at the same time maintains

relationship with two of its main banking partners. These relationships will

benefit Council in ensuring we get better returns on investments, better and

competitive pricing for product and services.

4.2 Interest and Debt Position

2010/11 Actual

000’s

2nd Qtr

000’s

Secured Loans – Less than 12 months 5,000 3,500

Secured Loans – Greater than 12 months 5,000 5,000

Total Secured Loans 10,000 8,500

On 15 October 2012, we utilised $1.5 million of available operating cash to

reduce our current term debt through a floating Committed Cash Advance Facility

with BNZ.

This has reduced the cash at bank balance and borrowings to $8.5 million. This

was done as investment interest rates were below borrowing rates, and that we

had identified an opportunity to reduce debt where fixed rate swaps were not in

place.

4.3 Interest and Debt position

Council has swaps (total value of debt hedged is $6.5 million) that are currently

in place.

Putting in place fixed interest rate swaps for a long term allows Council to hedge

the rise of the interest rates in the future. However, there is a downside, and that

is that Council is currently paying more than what the floating rate is on the

swaps that are in place now. The upside is that market evidence suggests that

interest rates will increase to more than 5.45% over medium to long term.

Valuation of swaps

Because interest rates swaps are a derivative, we obtained market/fair

valuations. A table showing the value of the two swaps in place at balance date

is shown below:

Total Amount Fair Value as at 30 June 2012

Fair Value as at 21 Dec 2012

Fair Value as at 15 Feb 2013

$6,500,000 -$396,087 -$437,585 -$309,424

Council has not entered into any new swaps this year.


4.4 Compliance with Investment Policy

The following report details the specific requirements of the Investment Policy. No breaches

were noted.

S/N Policy Statements Results Comments

1 Council may hold financial, property, forestry, and equity investments if there are strategic, economic or other valid reasons.

Council had reviewed its investment portfolio as part of the LTP and there is no change to Council’s investment portfolio.

Council had signalled its intention to review the group structure. The review has resulted in the liquidation of TDC Holdings Limited in June 2012. Liquidation was finalised earlier this year.

The Tararua Forest Limited Board has called for tender to commence harvest. The Board will also discuss when the liquidation and transfer of assets back into Council should take place.

2 Council will not be involved in investments for purely income earning purposes, except for short-term investment of surplus funds.

Council’s equity investment (Civic Assurance) and in subsidiaries are mainly for strategic reasons as disclosed in the LTP.

3 Council will keep under review its approach to all major investments and the credit rating of approved financial institutions.

Council has started the review of its group structure, which is expected to be completed by end of the year.

Council banks with the following bank.

Bank Standard & Poor’s

ANZ National Bank Limited AA-

Bank of New Zealand AA-

Citibank A

Kiwibank Limited AA-

Westpac New Zealand Limited

AA-

The two banks Council uses for majority of its treasury management functions are BNZ and Westpac.

Council as part of its treasury management review and made significant changes to it’s banking arrangements. Refer to paragraph 4.1 above.

4 Council will review its policies on holding investments at least once

Last review was completed as part of the 2012-22 LTP. Next review will be carried out earlier or

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every three years. as part of the 2015-25 LTP.

4.5 Compliance with Liability Management Policy

The following is the report detailing the specific requirements of the Liability

Management Policy.

Debt Ratios

Debt is to be managed within the following limits subject to the Council

continuing to control and maintain its share of the roading network requirements

in the event of civil emergencies:

Item Borrowing Limit Actual

Net debt as a percentage of equity <10% 1%

Net debt as a percentage of total revenue <100% 158%

Net Interest as a percentage of total revenue <15% 2%

Net Interest as a percentage of annual rates income (debt secured under debenture)

<20% 3%

Liquidity (Liquid assets/current liabilities) >110% 344%

Policy statements


1 Council will mange its debt in accordance to limits set.

Council has complied with all limits above.

2 New borrowings and refinancing existing debt should be evaluated for cost effectiveness and compliance with policies.

Debt levels have reduced with no new borrowings.

3 Council assets may be pledged as security where it is advantages and cost effective to do so

Council has not pledged any assets as security.

As part of its banking agreements (for borrowing) Council has in place a Deed of Charge over rates with the BNZ and Westpac.

4 Council should retain tax deductible debt ahead of non-tax deductible debt provided the benefits of doing so continue to exceed the risks.

This will be reviewed inline with Council’s review of the group structure.

5 Council may act as guarantor to financial institutions on loans or enter into incidental arrangements for organisations, clubs, Trusts, or Business Units, when the purposes of the loan are in line with Council’s strategic

Council has not acted as guarantor to any institutions or organisation.


objectives.

6 Council may authorise use of special funds to reduce the requirement for external debt there is financial benefit to borrow internally.

Council continues to use special funds (depreciation funds only) for internal borrowings for capital expenditure where it is beneficial to do so.

7 Capital works will be funded through raising new debt or by utilising depreciation reserves when such reserves exist for the classes of assets.

The use of long-term loan funds will be restricted to capital items only.

As above

Loans (internal and external) are only used for capital expenditure.


4.6 Risk management compliance with Liability Management Policy


1 Total amount of debt should be spread across the range of financial institution and maturity dates

Council term debts are will BNZ (65%) and Westpac (35%).

2 Variable debt compared to fixed debt should be no greater than 50% of total external debt

Council current fixed to floating debt is 85% fixed to 15% floating.

3 Hedging instruments can be used but they should not increase Council’s overall risk and cost of hedging is justified.

Councils weighted average interest rate on term debt is 5.84%

4 Council’s portfolio shall be arranged to provide, at all times, sufficient funds for planned expenditure and to allow for payment of its obligations as they fall due

Council’s has placed investment in deposits of varying maturities with none greater than 3 months providing sufficient funds for planned and unplanned expenditure.

5 The risk of default in respect to any individual investment will be minimised by the selection of quality investment spread across different entities.

Council’s investment spread is as follows:

Institution Amount

($m) %

ANZ 0.05 0.6

BNZ 4.25 54

Citibank 0.01 0.1

Domain Boards 0.03 0.3

Kiwibank 0 0

Westpac 3.6 45

TOTAL 7.94 100

Domain Board investments are either with Westpac or BNZ.

6 Council may invest in equity instruments where they meet Council’s strategic goals.

No new equity investment.


5. Compliance exception report

1.1. Investment policy

No non compliance noted

1.2. Liability management policy

No non compliance noted

1.3. Accounting standards

No non-compliance noted.

1.4. Rating remissions policy

All remission provided were compliant with policy.

1.5. Specific Policy on Giving of Securities

Council may act as guarantor to financial institutions on loans or enter into

incidental arrangements for Organisations, Clubs, Trusts or Business Units,

when the purposes of the loans are in line with Council’s strategic

objectives. Council has not provided any guarantees as of 30 September

2012.

1.6. Local Government Act (LGA)

Council is progressing well with the 2013/14 Annual Plan. No non-compliance

noted.


Recommendati on

1. Recommendation

1.1. That the report from the Chief Financial Officer dated 25 February 2013

concerning the 2nd Quarter Financial Report for the Period ended 31 December

2012 be received and the contents are noted.

Attachments

Attachments

1. Appendix 1 : Statement of Comprehensive Income

2. Appendix 2 : Statement of Financial Position

3. Appendix 3 : Non-financial Performance Measures

4. Appendix 4 : Significant Capital Projects


Attachment 1 Appendix 1 : Statement of Comprehensive Income



Attachment 2 Appendix 2 : Statement of Financial Position



Attachment 3 Appendix 3 : Non-financial Performance Measures



Attachment 4 Appendix 4 : Significant Capital Projects


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