Agenda of Ordinary Council meeting - Wednesday, 29 March 2023

Ordinary Council meeting Minutes

15 February 2023

DRAFT

MINUTES OF Carterton District Council
Ordinary Council meeting
HELD AT THE Carterton Events Centre, 50 Holloway St, Carterton
ON Wednesday, 15 February 2023 AT 1:00 pm

PRESENT: Mayor Ron Mark, Deputy Mayor Dale Williams, Cr Brian Deller, Cr Robyn Cherry-Campbell, Cr Steve Cretney, Cr Lou Newman, Cr Steve Gallon, Cr Steve Laurence, Cr Grace Ayling

IN ATTENDANCE: Geoff Hamilton (Chief Executive), Kelly Vatselias (Corporate Services Manager), Glenda Seville (Community Services and Facilities Manager), Solitaire Robertson (Planning and Regulatory Services Manager), Elisa Brown (Communications and Engagement Manager), Marcus Anselm (Communications and Engagement Coordinator), Reagan Gunderson (Communications Support Officer),Robyn Blue (Democratic Services Officer)

1 Karakia Timatanga

The meeting opened with a karakia by Cr Robyn Cherry-Campbell.

2 Apologies

An apology was received from Marama Fox, Hurunui-o-Rangi marae representative.

3 Conflicts of Interests Declaration

The following conflicts of interest were declared:

· Mayor Ron Mark – Public-excluded Item 8.3 WWTP Nursery Partnership. He identified he would not be present for the discussion and voting.

· Cr Robyn Cherry-Campbell – Public-excluded item 8.4 Building Review. She identified she would not participate in voting.

· Cr Steve Laurence – Public-excluded item 8.4 Building Review. He identified he had a minor conflict of interest in this item which was identified as not being significant.

4 Public Forum

Mike Johns spoke to councillors about the welfare of senior citizens, and identified the work he did in supporting older people.

Roger Boulter spoke about his concerns with the Norfolk Road / State Highway 2 roundabout not having a dedicated lane for cyclists, and lack of consultation on the Waka Kotahi speed limit changes.

5 Youth Council views on agenda items

There were no Youth Council views on the agenda.

6 Confirmation of the Minutes

6.1 Minutes of the Ordinary Council Meeting held on 7 December 2022

MOVED

1. That the minutes of the Ordinary Council Meeting held on 7 December 2022 are true and correct.

Deputy Mayor D Williams / Cr B Deller

CARRIED

6.2 Minutes of the Extraordinary Ordinary Council Meeting held on 21 December 2022

MOVED

1. That the minutes of the Extraordinary Ordinary Council Meeting held on 21 December 2022 are true and correct.

Deputy Mayor D Williams / Cr R Cherry-Campbell

CARRIED

7 Reports

7.1 Recognition of Long Levels of Service for staff

1. Purpose

For the Council to provide certificates to several members of staff who have worked at Carterton District Council for over 10 years.

MOVED

That the Council:

1. Recognises and commends the following employees for long levels of service at CDC:

(a) Solitaire Robertson – 15 years

(b) Dave Bayliss – 15 years

Cr S Cretney / Cr R Cherry-Campbell

CARRIED

7.2 Changes proposed to transfer station fees

1. Purpose

To propose changes to transfer station fees for the Carterton District Council transfer station.

MOVED

That the Council:

1. Receives the report.

Deputy Mayor D Williams / Cr L Newman

CARRIED

2. Approves the increased transfer station fees from 1 March 2023 as outlined in section 5 of this report, and as follows:

(a) Per tonne: $246 (plus GST)

(b) Car boot or SUV: $29 (incl GST)

(d) Large trailer (up to 500kg): $89.50 (incl GST)

Cr S Cretney / Cr B Deller

CARRIED

3. Approves the non-compliance with the Revenue and Financing Policy funding mix for the transfer station.

Cr S Laurence / Deputy Mayor D Williams

CARRIED

7.3 2023/24 Annual Plan Consultation Approach

1. Purpose

For the Council to determine its community engagement approach for the 2023/24 Annual Plan.

MOVED

That the Council:

1. Receives the report.

Cr G Ayling / Cr S Laurence

2. Resolves to not conduct formal consultation on the 2023/24 Annual Plan given there are no significant or material differences from Year 3 of the LTP.

Cr R Cherry-Campbell / Deputy Mayor D Williams

CARRIED

7.4 Financial report for the six months ending 31 December 2022

1. Purpose

To present the financial results to Council for the financial year to 31 December 2022.

MOVED

That the Council:

1. Receives the report.

Cr L Newman / Cr B Deller

CARRIED

7.5 Wairarapa Five Towns Trail

1. Purpose

For Council to consider the legal form and funding mechanisms required to deliver the Wairarapa Five Towns Trail Master Plan.

MOVED

That the Council:

1. Receives the report.

Cr L Newman / Cr S Gallon

CARRIED

2. Agrees to establish a new Charitable Trust in partnership with GWRC, MDC and SWDC as the preferred legal entity to deliver the Wairarapa Five Towns Trail Network.

Cr R Cherry-Campbell / Cr G Ayling

CARRIED

3. Agrees in principle to fund base operational expenditure of the Charitable Trust in partnership with the other three Councils (GWRC, MDC and SWDC), subject to 2024 Long-Term Plan consultation.

Deputy Mayor D Williams / Cr S Laurence

CARRIED

4. Delegates authority to the CEO to work with the three other Councils, Iwi and community stakeholders to prepare draft Five Towns Trail Trust documentation, based on the principles in Attachment 2.

Cr B Deller / Cr R Cherry-Campbell

CARRIED

5. Agrees to include funding for the interim project costs of $27,625 in the 2023/24 Annual Plan (CDC share) and unbudgeted expenditure of $9,208 for the current financial year.

Deputy Mayor D Williams / Cr L Newman

CARRIED

6. Notes that a further paper will be brought to Council outlining the governance structure, draft Trust Deed, MOU, Funding Agreement and forecast operating costs for the proposed Five Towns Trail Trust, to be considered as part of the 2024-34 Long-Term Plan.

Cr R Cherry-Campbell / Cr B Deller

CARRIED

7.6 Destination Wairarapa Quarterly Report

1. Purpose

For the council to receive a report of activities for the quarter ending December 2022.

MOVED

That the Council:

1. Receives the report.

Cr S Cretney / Cr G Ayling

CARRIED

7.7 Dalefield Road Pump Station

1. Purpose

A. For the council be informed regarding the tender evaluation process and outcome of the Dalefield Road Pump Station project.

B. Ratify the decision made to increase the project budget.

NOTED

Ordish and Stevens is involved with the Dalefield Road Pump Station. Cr Deller works for Ordish and Stevens but identified he has no direct involvement in CDC contracts with them.

MOVED

That the Council:

1. Receives the report.

Cr L Newman / Cr R Cherry-Campbell

CARRIED

2. Ratifies the decision made via email to:

(a) Approve an increase to the Pump Station project budget to $1,200,000, and

(b) Note the project will be funded with $836,000 from Water Reserves, and $364,000 from new Waters borrowing.

Deputy Mayor D Williams / Cr G Ayling

CARRIED

The meeting went into recess at 2.54 pm and reconvened at 3.10 pm.

7.8 Chief Executive Report

1. Purpose

For the Council to be informed on planned Council operational activities, major projects, and other matters of importance and interest.

MOVED

That the Council:

1. Receives the report.

Cr S Cretney / Cr R Cherry-Campbell

CARRIED

7.9 Revocation of the Wairarapa Consolidated Bylaw 2019, Part 11:Speed.

1. Purpose

This report seeks Council approval to revoke the Wairarapa Consolidated Bylaw 2019, Part 11: Speed.

MOVED

That the Council:

1. Receives the report.

Cr R Cherry-Campbell / Deputy Mayor D Williams

CARRIED

2. Notes that Waka Kotahi provides advice to inform decisions on setting speed limits in the Carterton District;

3. Notes that speed limits in the Carterton District are available in the National Speed Limit Register which is the legal instrument for registering speed limits;

4. Notes that the changes set out in the Land Transport Rule: Setting of Speed Limits 2022 effectively replaces the Wairarapa Consolidated Bylaw 2019, Part 11: Speed;

5. Notes that the changes set out in the Land Transport Rule: Setting of Speed Limits 2022 do not automatically revoke Council’s speed bylaws;

6. Notes that the South Wairarapa District Council considered this decision on 8 February 2023 and Masterton District Council will consider this decision on 15 February 2023.

Cr L Newman / Cr R Cherry-Campbell

CARRIED

7. Resolves to revoke the Wairarapa Consolidated Bylaw 2019, Part 11: Speed and its corresponding Speed Limit Schedules effective from 20 February 2023; and

8. Resolves to make minor amendments to the other parts of the Wairarapa Consolidated Bylaw 2019 to reflect the revocation of Part 11: Speed effective from 20 February 2023.

Cr B Deller / Cr S Gallon

MOTIONS FAILED

Resolves to defer:

· revoking the Wairarapa Consolidated Bylaw 2019, Part 11: Speed and its corresponding Speed Limit Schedules effective from 20 February 2023, and

· making minor amendments to the other parts of the Wairarapa Consolidated Bylaw 2019 to reflect the revocation of Part 11: Speed effective from 20 February 2023

until consultation on the Interim Speed Review has been completed by Council.

Cr R Cherry-Campbell / Cr G Ayling

CARRIED

7.10 Wairarapa Policy Working Group

1. Purpose

For the Council to approve the draft Wairarapa Policy Working Group Terms of Reference and confirm the Chair.

MOVED

That the Council:

1. Approves the Wairarapa Policy Working Group Terms of Reference 2022-25.

Cr L Newman / Cr S Gallon

CARRIED

2. Appoints Cr Robyn Cherry-Campbell as the Chairperson of the Working Group.

Cr B Deller / Cr S Cretney

CARRIED

7.11 Further appointments to external bodies, joint committees and other groups

1. Purpose

For the Council to make elected member appointments to various external bodies, joint committees and other groups for the 2022-25 Triennium.

MOVED

That the Council:

1. Confirms the following appointments for the term of this Triennium:

Committee / Entity

Elected Member Appointee(s)

Upper Ruamahanga River Management Advisory Group

Cr Brian Deller

Cr Steve Cretney

Remutaka Transport Group

Mayor Ron Mark

Cr R Cherry-Campbell / Deputy Mayor D Williams

CARRIED

7.12 Terms of Reference for two advisory groups

1. Purpose

For the Council to confirm the Terms of Reference for the Waste Water Treatment Plant Advisory Group and the People and Places Advisory Group.

MOVED

That the Council:

1. Confirms the Terms of Reference for the Waste Water Treatment Plant Advisory Group and the People and Places Advisory Group.

Deputy Mayor D Williams / Cr R Cherry-Campbell

CARRIED

7.13 Local Government Official Information and Meetings Act Requests

1. Purpose

To inform the Council on the number of requests under the Local Government Official Information and Meetings Act (LGOIMA) 1987 (the Act) 8 November 2022 to 31 January 2023.

MOVED

That the Council:

1. Receives the report.

Cr S Cretney / Cr G Ayling

CARRIED

8 Exclusion of the Public

RESOLUTION TO EXCLUDE THE PUBLIC

MOVED

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter 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 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
8.1 - Confirmation of the minutes of the public-excluded Council meeting held 7 December 2022	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.2 - Applicants for Independent Chair Positions - Audit and Risk Committee and Investment Committee	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.3 - WWTP Nursery Partnership	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.4 - Building Review	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.5 - West Taratahi Hall and House	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Cr S Cretney / Cr G Ayling

CARRIED

MOVED

That Council moves out of Closed Council into Open Council.

Cr R Cherry-Campbell / Cr B Deller

CARRIED

9 Karakia Whakamutunga

The meeting closed with a karakia by Cr R Cherry-Campbell.

The meeting closed at 5.32 pm

Minutes confirmed: …………………………………………………

Date: ...................................................

Ordinary Council meeting Agenda

29 March 2023

7.2 Proposed Freedom Camping Bylaw

1. Purpose

For the Council to review the draft Freedom Camping Bylaw

2. Significance

The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.

3. Background

Carterton District Council currently does not have a Freedom Camping Bylaw. Late last year we were successful in obtaining funding from Ministry of Business Innovation & Employment which allows us the opportunity to create a Freedom Camping Bylaw.

Council is committed to encouraging tourism and the benefits that this brings to local businesses and the community. Freedom camping is an increasingly popular sector of the tourism market. The Covid 19 travel restrictions reduced overseas tourism, but this tourism will increase as travel restrictions end and the price of air travel reduces.

While not at a level experienced in high tourist destinations (such as Queenstown or Rotorua), a number of tourists use Carterton for freedom camping. This is mainly in the three reserves Council has developed for camping along the Ruamāhanga River. These reserves are:

· The Cliffs Reserve (Daikins Road)

· Kokotau River Reserve (Kokotau Road), and

· Gladstone River Reserve (Gladstone Road).

4. Discussion

Camping on Council land is currently managed through the Reserves Management adopted in 2021. The Reserve Management Plan was developed under the Reserves Act 1977. Camping is prohibited under the Reserves Act unless it is provided for by a Reserve Management Plan (amongst other things). The Wairarapa Consolidated Bylaw 2019 - Public Places, prevents camping in a public place “where a prohibition or restriction is set out in any other bylaw” (3.1(o)).

Apart from the Carterton Holiday Park which operates as a campground, the Reserve Management Plan provides for camping at the three reserves which have been developed for this purpose. Under the Reserve Management Plan, campers must have a self-contained vehicle and are limited to a maximum stay of 7 nights per calendar month. The Reserve Management Plan does not address freedom camping on Council land outside of the specific reserves addressed, such as a road reserve. Therefore, freedom camping is currently permitted on public land (including road reserve) not prohibited or restricted through the Reserve Management Plan. The Freedom Camping Act (FCA) allows freedom camping by default on public land, unless prohibited or restricted under a freedom camping bylaw or another enactment (e.g., Reserves Act 1977 - through a Reserve Management Plan).

The proposed Freedom Camping Bylaw will address some land currently managed under the Reserve Management Plan. The reserve land covered by the Reserve Management Plan proposed to be addressed in the Freedom Camping Bylaw are the three areas where camping is encouraged, namely: the Cliffs, Kokotau, and Gladstone River reserves.

Proposed bylaw under the Freedom Camping Act 2011

Council can make a bylaw under the FCA if it is satisfied that the following tests are met:

· The bylaw is necessary for one or more of the following purposes:

- To protect the area;

- To protect the health and safety of people who may visit the area;

- To protect the access to the area; and

· The bylaw is the most appropriate and proportionate way of addressing the perceived problem in relation to that area; and

· The bylaw is not inconsistent with the New Zealand Bill of Rights Act 1990.

The FCA is permissive and does not allow a local authority to prohibit freedom camping outright.

Comprehensively addressing freedom camping in all areas of the district, as set out in the proposed Freedom Camping Bylaw, will make it easier for campers to identify camping opportunities and restrictions in Carterton. Further, the straightforward and appropriate restrictions on the proposed Freedom Camping Bylaw will assist Council to monitor and manage camping in the district. The FCA’s simple enforcement and infringement process will allow Council to effectively address any issues of non-compliance.

Unrestricted camping on public land can have adverse effects on the environment, people’s health and safety, and access to public spaces. For example, camping in areas without ablution facilities in a vehicle that does not have these facilities could lead to people leaving human excrement in public places. Given that two of the reserves (The Cliff, and Gladstone River) have facilities (with facilities to be added to Kokotau this year), the proposed Freedom Camping Bylaw will not require camping to be from self-contained vehicles in these areas to allow camping opportunities for those in the community who do not have self-contained vehicles.

The proposed Freedom Camping Bylaw also provides for a stay of up to three weeks in certain reserves to provide for a longer, less travel focussed, camping holiday.

A draft of the proposed Freedom camping Bylaw is attached in Attachment 1 and a summary is provided in the table below:

Camping Category	Area	Restriction/comment
Camping permitted	No areas where camping can occur without restriction
Camping Restricted	General restrictions apply to all areas where camping is not identified as a specifically restricted or prohibited.	Max 3 night stay to provide freedom camping opportunity, a short stay will ensure locations do not become permanent camping locations and adversely impact amenity in the area. Self-contained vehicle to ensure that waste is dealt with appropriately.
Camping Restricted	Specific Restrictions apply: Kokotau River Reserve (Map 7) Gladstone River Reserve (Map 8) The Cliffs Reserve (Map 9)	Max 21 night stay in a 12 month period to provide a sufficiently long stay but also allows area to be shared with other campers. Ablution facilities provided so self-contained vehicles not required.
Camping prohibited	Kaipatangata Water Collection Reserve (Map 2)	Camping in this area poses risk to public water supply.
	Carterton Township (Map 3)	Camping within residential area adversely affects residential amenity.
	Ngatawhai Reserve (Map 4)	Camping in this area could damage establishing vegetation and cultural values.
	Flat Point (Map 5)	Camping in the area adjacent to residential housing adversely effects residential amenity, the open coastal amenity, and access to the beach.

The FCA has been developed to provide for freedom camping and for local authorities to manage the impacts of freedom camping through freedom camping bylaws. Officers consider that the proposed Freedom Camping Bylaw is the most appropriate and proportionate way of managing freedom camping in the district.

This proposed bylaw will mean an amendment to the Reserve Management Plan which is in line with its continuous review obligations under s 41(4) of the Reserves Act 1977). As noted above Council propose to make minor amendment to the Plan with regard to the three river reserves: The Cliffs Reserve (Daikins Road), Kokotau River Reserve (Kokotau Road), and Gladstone River Reserve (Gladstone Road).

5. NEXT STEPS

In proposing the Freedom Camping Bylaw, council will use the Special Consultative Procedure set out in section 83 of the Local Government Act 2002 and put forward the proposed Freedom Camping Bylaw for public consultation.

6. CONSIDERATIONS

6.1 Climate change

Freedom camping in the wrong places or without appropriate management is having negative impacts on environment. This Bylaw will ensure Carterton is mitigating those impacts.

6.2 Tāngata whenua

A draft version of the bylaw has been sent to our hapū partners for consideration.

6.3 Financial impact

This Bylaw will not have negative impact on existing budgets. Funding for the development of this Bylaw was received by way of a grant from MBIE. Additionally, it is proposed that an application fee is paid for people wanting to apply to camp in prohibited areas. There will be a penalty fee for breaches to the bylaw.

6.4 Community Engagement requirements

Community engagement has not taken place at this stage as we will be going out for public consultation before the adoption of the Freedom Camping Bylaw.

6.5 Risks

The draft Bylaw has been reviewed by solicitors and is in line with the Freedom Camping Act.

7. Recommendation

That the Council:

1. Receives the report.

2. Agrees to proceed with Public Consultation under section 83 of the Local Government Act 2022.

File Number: 329755

Author: Glenda Seville, Community Services Manager

Attachments: 1. Draft Freedom Camping Bylaw ⇩

2. CDC Freedom Camping Maps ⇩

Ordinary Council meeting Agenda

29 March 2023

7.3 Ka Pai Carterton - Carrington Park

1. Purpose

For the council to receive the Developed Design for Carrington Park and decide on the proposed water play aspects of the design.

2. Significance

The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.

3. Background

Carrington Park is a significant Council owned community asset that is much loved by locals in Carterton. Throughout Ka Pai Carterton’s engagement phase, the community acknowledged the underutilisation of the space and expressed a desire to create a destination intergenerational playground that tells a story about our place, heritage and history.

With contributory funding from the Department of Internal Affairs and the support of Ka Pai Carterton, our community co-designed plans for a multigenerational play space alongside award winning Landscape Architect, Catherine Hamilton from WSP.

The process brought representatives of the wider community together to capture ideas, test concepts and weave together a plan with poetry from matua Ra Smith, (Ngāti Kahungunu ki Wairarapa and Hurunui-o-Rangi Marae).

In March 2022, Carterton District Councillors all voted in favour of adopting and approving delivery of Stage One and Two of the plan, subject to Ka Pai Carterton securing external funding for 100% of the cost. Council agreed to take responsibility for:

· Land use

· Ongoing maintenance

· Depreciation

· Contract management

· Delivery of Stage 3 of the park project, contributing $1.3million + 25% contingency to the project.

With the support of DIA, our community continued the project through to Phase 2. Working alongside the WSP projects team through the Site Investigations and understanding more about the requirements for this project, the group has acknowledged that the skills and capacity to develop and manage this project is a job for the experts. For this reason, a full scope for detailed design, procurement and project management of implementation was requested to continue with WSP. In doing so, potential risks to key stakeholders including Carterton District Council and the community are mitigated as the expertise and capacity required for a project like this are contractual.

Ka Pai Carterton is continuing to support the project by facilitating communications between key stakeholders, the community and the WSP project team to finalise plans, develop a process for delivery, and apply for project funding. We continue to support the Project group with regular meetings with the community and key stakeholders, creating connections with subject experts and group members to share learnings.

The refurbishment of the current skatepark was initially not included in the original plans for Carrington Park as communities were keen on leaving the assets already in place and focusing on new skate elements being brought through the new park areas. Since the community co-design, the Carterton Skate Park Users Group (CSPUG) has been established, and over the past 12 months determined that the current bowl and ramps need to be resurfaced and brought into the design of the rest of the park. Together we have engaged Acid NZ – Skatepark designers to develop a plan for the skate park. This work will start in October.

4. Discussion

Developed Design – WSP has produced the developed design of Carrington Park. This design indicated the final placements of all walk throughs (how we enter the park), cut aways, placements of equipment, planting and site investigations work completed. The final Arborist reports will not be completed until 4 April.

The design also looks to future proof areas to support the staged approach to this project, such as Market space. The community is keen to have this as a covered site. However, with budget restraints this may not be practical at the beginning of this project. The design allows for stays to be placed in the concrete – future proofing this site for the cover at a later date.

This design is the last opportunity to make any amendments before WSP goes to the detailed design stage. The Friends of Carrington Park group have met and reviewed the design, noting a few amendments. Please see the developed design in Attachment 1.

Water Play – Throughout the development of the design the community has indicated that water is a feature element they would like to include. This aligns with the story telling relating to the indigenous galaxiid known as Kokopu the story gifted by Ra Smith. This story is embedding into the park design.

The water play elements proposed for Carrington Park includes a splash pad and kinetic water play. Ka Pai Carterton and WSP have considered and designed the water play elements methodically, balancing the communities wants and the Council’s capability to manage and maintain this operation.

Ka Pai Carterton has been focusing on being able to bring a balanced water play option to council for support. Understanding council’s concerns on the operational costs of the system and staffing. The options being provided to council offer a sustainable system, educational design, plus options for contracting to local suppliers providing maintenance services to reduce using council staff. Full details on the options proposed are included as Attachment 2.

The facility will run for four months of the year, December through to March. In this time, it will require twice daily water testing, daily maintenance, weekly microbiology testing and monthly plant maintenance. WSP along with CDC officers have extensively researched the operational costs for this facility.

Both figures are indicative and based on a conservative figure, which would likely be adjusted and potentially reduced once the facility is in place. Only then would we fully understand this level of impact of staff time.

Undertaking the operations internally will see a level of staffing change to operating on a seven-day cycle for testing, cleaning and maintenance. Our Parks and Reserves team currently only operate Monday – Friday as BAU.

Ka Pai Carterton believes that the benefits to our Council and community for supporting water play within our proposed destination playground include:

· Increased Tourism: Destination playgrounds in town centres can attract visitors from other towns, cities, or even countries. This boosts local tourism and creates new revenue streams for local businesses, including cafes, restaurants, and retail stores.

· Enhanced Property Values: Destination playgrounds in town centres can increase the desirability of nearby properties, leading to higher property values. This can generate more property tax revenue for the council and increase the overall wealth of the community.

· Health and Social Benefits: Destination playgrounds in town centres can promote physical activity, which can lead to better health outcomes for residents. This can reduce the burden on the healthcare system and lower healthcare costs for the council. Additionally, playgrounds can provide opportunities for social interaction and community engagement, which can enhance the overall quality of life for residents.

· Job Creation: The construction and maintenance of destination playgrounds can create new job opportunities in the local community. This can lead to increased economic activity and higher employment rates.

· Grant Opportunities: Councils can also apply for grants and funding opportunities to support the development and maintenance of destination playgrounds in town centres. This can help offset the costs of maintenance, allowing councils to invest in other areas of the community

5. Options

Option 1 – CDC commits to the operation budget for the water play area at Carrington Park. This would require increasing the level of service to the Parks and Reserves team by having staff manage this facility in weekends.

Option 2 – CDC does not commit to the operational costs of the water play area at Carrington Park. Note this will result in the water play area not going ahead to detailed design stage.

6. NEXT STEPS

If Council chooses options 1, Ka Pai Carterton will continue to include water play into the detailed design stage of the wider plan. Ka Pai Carterton and Friends of Carrington Park Group will continue with their fundraising efforts to raise funds for the capital costs to build the new playground. Once all funds are raised, we will have an indication of completion dates. The operational costs would need to be factored into Annual and Long-Term Plans going forward from the completion date.

If Council chooses option 2 work on the water play section of the park will cease.

7. CONSIDERATIONS

7.1 Climate change

Future proofing of this park against climate change has been included in the design upgrades at Carrington Park.

When looking at the Water Play sections, all options have been researched and the recommended option is the most sustainable.

7.2 Tāngata whenua

Ka Pai Carterton has engaged with Hurunui-o -Rangi Marae since the conception of this idea. The concept for this project was based on story telling relating to the indigenous galaxiid known as Kokopu, and this story has been gifted by Ra Smith:

“Ranginui sent Rongomaiwhakateka, the God of comets, to bring peace. The comet bounced along the river and as it did, the Galaxy was imprinted on the backs of the Kokopu. Now Papatuanuku can see Ranginui closely as fish swim through its waters”

7.3 Financial impact

While Council has already agreed to ongoing maintenance of the whole Carrington Park development, the water play section will see an increase to the operational budget for Carrington Park as reported above.

7.4 Community Engagement requirements

Ka Pai Carterton has undertaken extensive community engagement throughout this process. CDC has kept the community updated through our regular pages in the Carterton Crier and Wairarapa Midweek. Our free local papers that go into every household across the district and through social media and email. Youth have been updated at events – they are super excited to be involved with the detail of the final design. We are continuing conversations with mana whenua, funders and park users in order to ensure that when final design decisions need to be made they are aware, ready and supportive of the next phase.

7.5 Risks

There is a risk that Ka Pai Carterton and the Friends of Carrington Park Group will not be successful in securing external funding. This will jeopardise the delivery of the project.

There is also a reputational risk associated should the project not proceed as planned. The community has been highly engaged in the co-design of the project and may be disappointed that the park may be developed over a slower timeframe than anticipated.

There is a financial risk to implementing the project in a staged approach, related to rising procurement and construction costs. Further financial risks relate to the ongoing operation and maintenance of the Water-Play area. These estimates may be adversely impacted with the Water Play location being amongst deciduous trees, and with water capture and treatment infrastructure being placed underground for visual reasons.

8. Recommendation

That the Council:

1. Receives the report.

2. Receives the Developed Design document.

3. Approves the water play elements of the design and agrees to Option 1 - commits to the ongoing operational costs for the facility.

4. Notes the inclusion of these costs will be added to Annual and Long Term Plans on completion of the park.

File Number: 330270

Author: Glenda Seville, Community Services Manager

Attachments: 1. Developed Plan ⇩

2. Memo Water Play ⇩

Ordinary Council meeting Agenda

29 March 2023

7.5 Adoption of the Wairarapa Smoke and Vape Free Policy

1. Purpose

For the Council to adopt of the draft Wairarapa Smoke and Vape Free Policy (“the Policy”).

2. Significance

The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.

3. Background

The Carterton, Masterton and South Wairarapa District Councils (“the Wairarapa District Councils”) have existing standalone Smokefree Policies in place. These are now due for review, with the standalone policies merging through this review process. The Wairarapa District Councils delegated the oversight of the review to the Wairarapa Policy Working Group (“WPWG”).

Smokefree policies are developed largely in response to central government’s stated policy to make New Zealand smokefree by 2025 ^{^[1]}. The Policies are currently educational and focused on promoting a positive smokefree message rather than strict enforcement, such as through a bylaw. The Wairarapa District Councils cover similar areas in their existing policies (e.g. council buildings, libraries, swimming pools, playgrounds, parks, town halls etc).

As part of the review for the Policy we engaged with health sector agencies in the Wairarapa and undertook a community survey to test key areas of the Policy and general attitudes towards smoking and vaping. The community survey showed that there is support for the Wairarapa to become a smokefree and vapefree region and support for smokefree and vapefree areas.

The proposed Policy continues to take an educational approach and focuses on reducing exposure of both smoking to children and young people (de-normalising the practices) and those with chronic illnesses. It is proposed that vaping is now also included in the Policy alongside smoking. The draft Policy is attached at Appendix 1.

The draft Policy will be considered by Masterton District Council (MDC) & South Wairarapa District Council (SWDC) on 5 April.

4. Discussion

Why do we have a Policy?

A policy states the council’s position on a specific matter and requires a particular course of action to be taken, but does not necessarily detail that course of action.

While we recognise that health sector organisations take the lead on smoke cessation and prevention, the Local Government Act 2002 (LGA 2002) states that one of the purposes of local government is to promote the social, economic, environmental and cultural well-being of communities, in the present and for the future. Section 11 of LGA 2002 provides that the role of local government is to give effect to their purpose, and perform the duties and exercise the rights conferred on them by, or under, LGA 2002. Section 23 of the Health Act 1956 also states that it is the duty of every council to improve, promote and protect public health within its district.

We also have responsibilities to our own workers to provide smokefree and vapefree workplaces under the Smokefree Environments and Regulated Products (Vaping) Amendment Act 2020 (the Amendment Act). Many workplaces have extended their smokefree areas to outdoor areas and work vehicles.

Over 50 councils across New Zealand have introduced either smokefree playgrounds, parks, council events, or all three through their smokefree policies ^{^[2]}. Approximately 24 councils identify some of these spaces as vapefree as well. The focus of most of the policies is to further support the 2025 Smokefree Aotearoa target using an educative and encouragement approach.

Smoking is still prevalent in our communities and vaping is an increased issue for young people.

The Wairarapa region has higher than average rates of tobacco smoking. The national average is 10.9%, while Wairarapa is 15%. We understand from Tū Ora Compass Health that since 2018 our rate has decreased slightly but we are still above the national average.

Half of all long-term smokers will die from a smoking-related disease. Around 5,000 people die each year in New Zealand because of smoking or second-hand smoke exposure^{^[3]} . That’s 13 people per day. According to the Cancer Society about 15,000 asthma attacks in children under 16 are caused by second-hand smoke in New Zealand every year.

Vaping

There are lots of different opinions and beliefs about vaping. Some say it’s as bad as smoking, others say it helps with quitting smoking. According to Te Whatu Ora and Ministry of Health it’s somewhere in the middle: vaping is not for non-smokers, but it has the potential to help smokers quit.

The biggest risks of vaping are the unknown risks. Vaping hasn’t been around long enough to know the risks of long-term use, but according to Te Whatu Ora and Ministry of Health it’s less harmful than smoking^{^[4]} .

Due to the unknowns about vaping, the Wairarapa Stop Smoking Service, based at Whai Ora, advocate use of Nicotine Replacement Therapy as a quit tool rather than vaping. We do not have the local vaping rates, but we understand that daily vaping rates for young people at the national level are 9.6% (2021)^{^[5]} . We also understand anecdotally through the former Wairarapa Youth Council that vaping is prevalent in our schools.

Smokefree Generation: Legislative changes are happening at a national level

The Smokefree Environments and Regulated Products (Smoked Tobacco) Amendment Act came into force on 1 January 2023. This amendment means that the Smokefree Environments and Regulated Products Act 1990 (the Act) now restricts the sale of tobacco products to a limited number of approved retail outlets and prohibits anyone from selling or supplying tobacco products to people born on, or after, 1 January 2009. This is intended to significantly reduce retail availability and to create a ‘Smokefree Generation’ to prevent our children, and the generations born after them, from ever taking up smoking.

This is part of a suite of changes that have been in progress since 2018 and were further flagged in the Auahi Kore Aotearoa Mahere Rautaki 2025 (Smokefree Action Plan) launched in December 2021 ^{^[6]}. Our proposed policy is in alignment with the intent of the Action Plan and some of the focus areas.

A key change under this legislation is that now any person who sells vaping products from retail premises must apply to the Director-General (of Health) for approval to be a specialist vape retailer. This will give the Ministry of Health a more comprehensive view of the retail market to improve compliance and monitoring of the sector. Council has limited powers to reduce the numbers or proximity of vape retail outlets. This is likely to be revisited through the Smoked Tobacco Regulatory Regime. Submissions on the regime closed on 15 March 2023.

Work to date

· In 2021 the Wairarapa District Councils agreed to combine their respective smokefree policies. This approach was endorsed by the WPWG. The main driver for this is to provide a consistent approach across the region so that the policy is easily interpreted and supported by our community.

· In developing the approach, desktop research was undertaken of Smokefree Policies from other Territorial Authorities. A couple of councils were contacted to learn more about what they have in place and why. An example of this is Palmerston North City Council (PNCC) which has a Smokefree Bylaw in place. We have also spoken with the Wairarapa Youth Council, Regional Public Health, Compass Heath Tū Ora, Cancer Society (which administers the Fresh Air Project^{^[7]} ), and Whai Ora. Mana whenua advised us to engage with Whai Ora as the main Māori health provider in the Wairarapa. We have also engaged with the Tobacco Control Team at Manatū Hauora - Ministry of Health who see alignment between the draft policy and the Smokefree Action Plan focus areas.

· In September 2021 we sought guidance and input from the WPWG on what our revised policy could look like. They provided some direction on the scope of the policy. We met again on 26 January 2022 to test the proposed amendments where we identified that community feedback is needed on aspects of the policy. It was agreed that a community survey would be undertaken to understand attitudes towards vaping and smoking in the region.

· The survey ran from 19 September to 2 October 2022 and was advertised in print and social media. It was also shared with key stakeholders (Business Wairarapa, schools, and health sector agencies). Further detail of the survey is covered later in this report.

· On 8 March 2023 the WPWG met and reviewed the survey results and proposed changes to the Policy. Discussion focused on the main areas we are proposing to amend which were: Purpose, Approach/Enforcement, Smoke and Vape Free areas, and Smoke and Vape Free Events. The WPWG suggested further amendments to these sections, which is reflected in the final version.

The WPWG noted the importance of supporting the community with the implementation of the Policy, in particular events that will be required to promote smokefree and vapefree messaging. As part of the implementation the Wairarapa District Councils will explore what supporting signage can be provided to community groups.

5. ANALYSIS AND ADVICE

Community Survey

Following the advice from the WPWG from 19 September to 2 October 2022 we released a Wairarapa Smoke and Vapefree Survey to test attitudes towards smoking and vaping in the community. The survey was developed with input from council staff and drawn from existing smoke and vape free policy survey examples, including PNCC (2019) and Napier City Council and Hastings District Council survey (2022).

Two surveys were available, one for the wider community and one for organisations/businesses. We received 148 responses to the Community Survey and 11 respondents to the organisations/businesses survey. The surveys tested general attitudes to smoking and vaping as well as specific areas the community would like to see smoke and vape free in the region. Some key results were:

· Most community respondents were supportive of the Wairarapa becoming more smokefree (93 strongly agree/9 agree).

· Most community respondents were supportive of the Wairarapa becoming more vapefree (84 strongly agree/10 agree).

· Most community respondents agreed with the following statement “Council should do more to promote smoke and vape free areas” (89).

· Most organisations/businesses who responded also supported the Wairarapa becoming more smokefree and more vapefree (10).

These results and others informed the proposed Policy wording in the following key areas:

Policy Section	Description
Purpose	Maintains encouragement message and sets out that our focus is on reducing harm for young people which aligns with Government direction. It also notes the impact smoking can have on those with chronic illnesses such as Asthma. Vaping is now included based on increasing levels of vaping rates amongst young people and the unknown long-term harms associated with it.
Approach / Enforcement	Maintains a voluntary compliance approach which aligns with CDC and MDC’s policies. SWDC’s policy did not include this section. Strict enforcement of this policy (through a Bylaw) would require additional resourcing and may not have the intended positive outcomes we are seeking to achieve.
Smoke and Vape Free areas	We have used high level descriptions that can be easily applied to the different district areas. The revised wording covers all existing smokefree areas across the three policies. The main addition is Town Centres, this was in CDC’s Policy and supported by community survey results. Many respondents to the survey thought our Town Centres were already smokefree. Maps of Town Centres are provided in Schedule 1. The intent is not to discourage people who are trying to quit smoking tobacco using vapes. Smokers should be already used to not smoking in most of these established smokefree areas and therefore not vaping in these areas should not be an issue. The revised wording also encourages outdoor dining areas on public footpaths to be smoke and vapefree which aligns with CDC and MDC’s existing policies and community survey responses. Approximately 10 cafes across the Wairarapa region already participate in the Fresh Air Project^{^[8]}.
Smoke and Vape Free Events	Maintains approach outlined in CDC and MDC policies in ensuring that Council leads by example when it comes to its own community events. This approach was supported by community survey results.

Purpose of the revised policy

The purpose of the policy is to reduce the visibility of smoking and vaping in the Wairarapa and promote a clean, safe, and healthy environment for our community.

The proposed policy:

· aligns with new and developing legislation,

· supports and progresses the goal of Smokefree 2025 (within the limits of our respective councils’ role and responsibilities),

· supports positive behaviours through education and information (rather than an enforcement tool), and

· enables a consistent approach to be taken across the region leading to increased public understanding and compliance.

The proposed policy is included as Attachment 1 to this report.

6. Options

The table below outlines the options we have considered for community engagement alongside our Significance and Engagement Policies. Option 1 is recommended. This would mean that Council adopts the Policy with an “inform” approach with our community after the Policy is adopted.

A summary of the options considered is included in the table below.

Option		Advantages	Disadvantages
1	Adopt the proposed Policy with an inform approach with our wider community.	Community interest has been addressed through engagement with Regional Public Heath, Whai Ora, Tū Ora Compass Health and the Cancer Society (health sector agencies) and a community survey. The proposed Policy aligns with community and health sector feedback. The proposed policy aligns with MDC’s existing policy. Supports the national goal for New Zealand/ Aotearoa to be smokefree by 2025^{^[9]} Recognises the impact vaping is having on our young people. Costs associated with implementation are built into current baselines.	Some parts of the community may not feel they have been consulted if they were not one of the health sector agencies we engaged with or if they did not participate in the community survey.
2	Consult with the community on the proposed Policy.	Some additional areas for inclusion may be identified. Parts of the community not previously engaged will be able to have their say.	We have already sought community views. Further consultation at this stage may be unnecessary and/or cause confusion. Consultation would need to be delayed to follow Annual Plan consultation, further delaying the implementation.
3	Do not adopt a policy		Would not align with: · community feedback · heath sector feedback · Legislative trends and reform being progressed through updates to the Smokefree Environments and Regulated Products Act; and · wider trends across the country at a national and territorial level

Recommended Option

Option 1: Adopt the proposed Policy with an inform approach with our wider community is recommended. This option shows regional leadership to addressing the harm caused by smoking and supports the national goal for New Zealand/ Aotearoa to be smokefree by 2025. It also recognises the issue of vaping amongst our young people and the unknown long-term risks associated with it.

This option aligns with community and health sector feedback, and legislative changes towards further reform of tobacco sale and vape sale at a national level.

7. CONSIDERATIONS

7.1 Strategic, Policy and Legislative Implications

The Local Government Act 2002 (LGA 2002) states that one of the purposes of local government is to promote the social, economic, environmental and cultural well-being of communities, in the present and for the future. Section 11 of LGA 2002 provides that the role of local government is to give effect to its purpose and perform the duties and exercise the rights conferred on it by, or under, LGA 2002.

Section 23 of the Health Act 1956 also states that it is the duty of every council to improve, promote and protect public health within its district.  

We also have responsibilities to our own workers to provide smokefree and vapefree workplaces under the Smokefree Environments and Regulated Products (Vaping) Amendment Act 2020 (the Amendment Act).

7.2 Climate change

Cigarette and e-cigarette production and consumption are accelerating the climate crisis by contributing to deforestation, carbon emissions, plastic pollution, water use and waterway contamination. Like most other tobacco products, most vape products get nicotine from tobacco plants. In order to obtain the nicotine from these plants, deforestation occurs so that more tobacco plants can be grown, harvested, cured, and manufactured. In 2015^{^[10]}, it was estimated by the World Health Organization that 600 million trees are cut down every year by the tobacco industry.

Deforestation also leads to an increased amount of greenhouse gas emissions. Greenhouse gasses trap heat in our atmosphere, resulting in global warming and climate change. Greenhouse gasses also contribute to air pollution and poor air quality because when trees are burned to be removed from the land, the carbon stored in the trees turns into carbon dioxide- a greenhouse gas- and releases into the atmosphere.

Any steps that Council can take to reduce this can only have a positive benefit on the environment.

7.3 Tāngata whenua

Māori have higher smoking and vaping rates than non-Māori. Approximately 20.9 % of Māori are current smokers (2021/22) and 49.7% vape^{^[11]}.

Mana whenua advised us to engage with Whai Ora as the main Māori health provider in the Wairarapa. Consideration will be given as to how we roll out the Policy to Māori communities in our implementation plan.

Financial impact

No financial impact of this decision has been identified.

7.4 Community Engagement requirements

In developing the policy, we have:

· engaged with the former Wairarapa Youth Council, Regional Public Heath, Whai Ora, Tū Ora Compass Health, and the Cancer Society (heath sector agencies);

· undertaken a community survey; and

· engaged with the Tobacco Control Team at Manatū Hauora - Ministry of Health who see alignment between the Policy and the Smokefree Action Plan focus areas.

Health sector agencies have expressed a desire to see the results of our survey. We will share a summary of the findings with them following adoption, consistent with our Privacy Policy.

Following the Policy adoption, the Wairarapa District Councils will inform their communities of the Policy on a range of platforms.

7.5 Risks

No risks have been identified in relation to the adoption of this report.

8. Recommendation

That the Council:

1. Receives the report.

2. Notes the Carterton District Smokefree Policy is due for review;

3. Notes Masterton, Carterton and South Wairarapa District Councils agreed to merge their respective policies through this review;

4. Notes a community survey was undertaken to understand general attitudes towards smoking and vaping in the Wairarapa region in late 2022;

5. Notes the Wairarapa Policy Working Group has reviewed the draft Wairarapa Smoke and Vape Free Policy and the results of the community survey;

6. Notes the Wairarapa Policy Working Group recommends that Council adopt the proposed Wairarapa Smoke and Vape Free Policy; and

7. Adopts the Wairarapa Smoke and Vape Free Policy.

File Number: 329769

Author: Solitaire Robertson, Planning and Regulatory Services Manager

Attachments: 1. Wairarapa Combined Smoke and Vape Free Policy ⇩

Ordinary Council meeting Agenda

29 March 2023

7.6 Three Waters Reform Update

1. Purpose

To provide Council with an update on Central Government’s Three Waters reform.

2. Significance

The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.

3. UPdate on overall programme since janaury 2023

January 2023

Colin Crampton was appointed as the Establishment Chief Executive for Water Service Entity C. Colin has over 30 years of infrastructure experience, most recently as Chief Executive of Wellington Water, which provides water services to Wellington and South Wairarapa.

The DIA National Transition Unit (NTU) collaborated with Klynveld Peat Marwick Goerdeler (KPMG) to create a process for validating councils' Three Waters debt and tracking debt movement until June 30, 2024. The NTU team was in the process of "compare" in January. During February and March, meetings with Finance teams were held to agree on a debt level as of June 30, 2022.

The second programme increment was released – refer to Attachment 1- The 3Waters Integrated Roadmap and Programme Increment Plan. The plan sets out the next phase from January to June 2023. This includes the next 180-day programme plan aligned to legislative milestones.

The NTU announced a second CE Roadshow in March/April 2023. The purpose would be to walk Chief Executives through the overall work plan for the next six months, including progress updates on the NTU work programme. The roadshow would include a meeting with the new CEO of Entity C, Colin Crampton

February 2023

On Wednesday, 8 February, Prime Minister Rt Hon Chris Hipkins confirmed Government’s commitment to the Three Waters reform, noting that the new Minister of Local Government Minister Hon Kieran McAnulty will report back on how best to refine the reform. It is anticipated that the decisions on the shape of some of the refinements will be communicated late March 2023.

NTU’s, People and Workforce team are in the process of confirming timelines for the Position Review and Pathway Consultation with Councils. It is anticipated that consultation with affected staff will happen in staged phases from March. Their intention is to be able to provide all impacted staff with notification of their final pathway by the end of April.

March 2023

Minister Hon Kieran McAnulty seeks to put forward a proposal to Cabinet on water reform. His aim with the proposal is to seek the right balance between economic and financial sustainability and looks to strengthen links between local communities and their water services. His proposal will look to address the concerns of regional and rural communities, in particular the local link to the entities.

Minister McAnulty also spoke of the importance of Te Tiriti and that Mana Whenua must have a role in the system, and that he would be considering how that would be developed. He indicated he intends to consult with the local government sector and iwi before taking a proposal to Cabinet. The Minister has confirmed that Water Reform is his priority and he wanted to address the current uncertainty in weeks rather than months.

The NTU and local Councils have several responsibilities outlined in the Water Services Entities Act that must be progressed. Work that is already in motion for the current NTU workplan will continue.

The NTU believes that changes to the longer-term NTU programme will be required because of the potential upcoming refinements. As such, the NTU has rescheduled the CE Roadshows until the potential refinements are released. An update on this will be provided after June 2023.

The People & Workforce team have started working with the Water Services Entity CEs on their organisational design requirements. More updates on this over the weeks ahead.

The Local Transition Team (LTT) meet in person on Wednesday 15 March. CE Colin Crampton met the group and shared the vision he has for the establishment of the new Eastern Central WSE. Te Mana o te Wai – to restore the balance between the water, environment and community is at the heart of that vision.

The LTT focused on two areas. First, a post reform interface management plan which will look at:

· How will Councils communicate with the new WSE Entities;

· What effects the reform will have on LGOs and across their departments.

Secondly, the LTT highlighted key risks during transition period to NTU. NTU noted the risks and are looking to communicate risk mitigation measures with LTT. Key risks identified:

· Disruption to deliver of BAU water services

· Clarity of roles on day 1

· Customers

· Staff doing multiple tasks, loss of staff, stress

· LTP legislative requirements

· Impact on the annual plan

· Staff transition and BAU

· Recruitment + vacancies – hard to recruit as the environment is too uncertain – only a small pool of people with the skills

· Delay worsens risks

· Loss of staff to WSE

· Staff cannot see where they fit in the new structure

· Ongoing transition costs – the longer this goes on the more the costs

· Tier 1 contractors are already under pressure – the change will only add to this

· Clarity around if councils are going to have to bill on behalf of WSE – a lot of work to prepare for this – impacts on the charging framework and rates modelling

· Stranded assets and storm water

· Relationship agreements and will they reflect the true overheads

· Scope of stormwater

· Staff locations / staff support

· Audit requirements

· 23/24 council funding for transition activity

· Communications and public understanding

4. Three waters Activity for Carterton

Our team is currently participating on various platforms and works streams. The time officers spend on transition activities are recovered from transition funding.

Geoff Hamilton	Chief Executive Forum
Johannes Ferreira	Local Transition Team NTU Interface
Kelly Vatselias	Legal, Funding and Financial
Geri Brooking	People and Workforce
Rachel Round	People and Workforce Asset Management and Operations
David Johnson	Data and Digital
Ruslaan Riyaz	Asset Management and Operations Data and Digital National Code of practice

The table below displays completed and ongoing NTU Requests for Information (RFI) that Council staff have worked through since October 2022.

Workstream	Description	Due Date (or on-going)
People and Workforce	Staff and position information Employment agreements and conditions	Completed Completed
Digital and Data	Detail and format of Data used by CDC for 3 Waters	Completed
Asset Management	Draft Asset Management Plan Capital Expenditure Draft Asset Management Plan Operating Expenditure	Completed Completed
Operations	Operations stocktake	Completed
Finance and Legal	Legal Transfer Questionnaire	30/04/2023

With a potential reset signalled by the Minister, we anticipate that some activities could be paused whilst others continue. The NTU acknowledges the scope of this work is complex and will continue to check in with Council’s and work with leniency where possible.

5. next steps

Management will continue to participate with the NTU and LTT on Three Waters Reforms transition and keep Council informed of updates and changes.

6. CONSIDERATIONS

6.1 Climate change

The purpose of this report is to update Council and therefore the decisions of this report do not relate to climate change.

6.2 Tāngata whenua

The purpose of this report is to update Council and therefore the decisions of this report do not relate to Tāngata whenua.

6.3 Financial impact

Council is reimbursed for costs associated with the Three Waters Reform.

6.4 Community Engagement requirements

The purpose of this report is to update Council and therefore the decisions of this report do not require Community Engagement.

6.5 Risks

The purpose of this report is to update Council and therefore is no risk associated with the decisions of this report.

7. Recommendation

That the Council:

1. Receives the report.

File Number: 329696

Author: Johannes Ferreira, Infrastructure Services Manager

Attachments: 1. 3Waters Integrated Roadmap and Programme Increment Plan ⇩

Ordinary Council meeting Agenda

29 March 2023

7.8 Chief Executive Report

1. Purpose

For the Council to be informed on planned Council operational activities, major projects, and other matters of importance and interest.

2. Significance

Unless otherwise stated the matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.

3. Community services

Community Development

Older persons

Wairarapa Community Network Hui for Kaumātua/Kuia hui - The first Wairarapa Community Network Hui for Kaumātua/Kuia hui was held on 14 March at the Carterton Events Centre. This was an opportunity for a range of different organisations that work with older persons to come together and highlight issues that they are experiencing.

This meeting is held quarterly and Te Whatu Ora’s representative from planning and funding for older persons will speak at the next meeting.

Mayor Mark, alongside the Masterton District Council Mayor and a Councillor from South Wairarapa District Council attended the Ageing with Attitude Expo on March 17th. They hosted a Meet the Mayor session alongside the Positive Ageing Strategy Co-ordinator who shared information about the Positive Ageing Strategy.

SeniorNet Wairarapa has announced that it is closing at the end of March. The Digital Collaboration Group that formed last year will hold their quarterly meeting in early April and, this will be an opportunity to look at the closure of SeniorNet and whether there are gaps in service that need to be addressed.

Youth

Wairarapa Rangatahi Strategy - The project team has finalised the draft report and this is now being reviewed by the Wairarapa Policy Working Group. Once reviewed, this strategy will move to the adoption stage. Implementation plans are being written concurrently.

Walking and cycling

Trails Delivery Project - Funding under the Waka Kotahi Transport Choices (Climate Emergency Response Fund) programme to deliver the CDC Schools Connection cycle way was approved late 2022 ($918,720). The objective of the project is to connect five schools to the Carterton CBD by provision of 6.2km of cycle way using both on and off-road solutions.

The project is currently in the pre-implementation stage where we will deliver a project plan, communications and engagement plan, and an evaluation and monitoring plan to Waka Kotahi by 31st March 2023. During April we will begin to develop the scheme design, testing options, before going to detailed design to be completed by the end of August. The project is expected to be completed by 30th June 2024.

In addition, we received provisional approval for a Transport Choices Complementary Project, to improve bike storage at schools in Carterton.

Community Grants

Sport NZ Rural Travel Fund and Returned Services Association Memorial Trust grant allocations have been decided by the respective committees. Sport NZ Travel fund had an additional $3,325 to allocate in 2023 (and for 2024). Additional funding due to the rise in fuel costs, impacts of Covid to support rural Tamariki and Rangatahi to participate in sport.

Community Events

CDC’s first ‘Residents Picnic in the Park’ was held on Friday 10th March, with twenty service organisations, sports groups and clubs in attendance. Those in attendance shared information about their services to the community and how residents could get involved. Highlights included free ham sandwiches (sponsored by Premier Beehive) and CDC, live music and a variety of children’s activities and entertainment.

Our Walking & Cycling Co-ordinator promoted activity and opportunities for Movin’ March across the region. An example of one of these events is a bike maintenance day that was facilitated by Wairarapa Road Safety Council / Pedal Ready to encourage Schools to maintain their bikes.

Advertisements, social media posts and editorials were placed to promote Parks Week. At CDC we created an initiative where people came and collected a painted rock and took it to the park. This was successful with a total of 60 people who participated.

Planning is well underway for the annual Anzac Parade.

Zero Waste

My Noke - an organic worm farm processing presentation, was well attended by a range of stakeholders, council staff and elected members across the Wairarapa region. Interest and engagement has been positive and the will conversation will continue regarding this concept.

Zero Waste Education in Schools - We have four schools confirmed for the delivery of the zero-waste education programme across the region for term 2 two with ERRST under the new contracted services model.

Event Waste Minimisation - A resources kit to support events with waste minimisation is under development. This will be made available for the community to use. Examples of what will be in the kit includes audit scales and public bin covers

The CDC Residents Picnic in the Park achieved 65.8% resource recovery rate with only 3.9kg’s of waste going to landfill.

Support was provided to Carterton school for minimising waste for their school gala. They successfully diverted waste from landfill and are committed to further education to provide data in the format we use for reporting.

A Council sponsored RefillNZ programme is currently being rolled out. We expect that up to five Carterton business will sign up to the programme that promotes and provides public access to fill up their reusable water bottles.

Climate change

Wellington Regional Leadership Committee Projects - The Wellington Region Climate Change Impacts Assessment project is nearing completion, with the project expected to be concluded mid-2023. Over the past couple months there have been a range of workshops covering the direct impacts (e.g. risks to the natural environment, built environment) and indirect impacts (e.g. risks to governance, transition risks, and cascading risks) of climate change to the Greater Wellington region.

The project is now in the prioritisation stage to highlight what are the most significant risks prior to completing a detailed risk assessment. The outputs of this project will include a GIS mapping tool to further understand climate risks at a local and regional scale, as well as feeding into the subsequent Regional Adaptation Plan.

Similarly, the Wellington Region Emissions Reduction Strategy project has commenced, with the project set to run through until Feb 2024. Currently the project is working towards identifying potential carbon reduction pathways and the organisation a stakeholder forum.

In both these projects, the climate change advisor is part of the project team which includes other climate change and sustainability representatives from other district councils and regional council across the Greater Wellington region.

Neighbourhood Support

The Neighbourhood Support Co-ordinator has been familiarising herself with the role and is working on several projects. Some examples include updating the Neighbourhood Support database and replacement of the old logos and signage in District.

Applications to the Neighbourhood Support fund have been submitted for National Conference and signage.

Volunteer Week is in June 2023, we are looking to have a Wellington Region Emergency Management Operations (WREMO) hub day and invite potential volunteers from the community.

Wairarapa Library Service

All libraries have been very busy since the start of the year. This financial year has seen a 30% increase in issues and returns of print collection items compared to 2020/21. Currently libraries are averaging 22,689 items issued per month. Electronic collections are also reflecting a steep increase in use. Library membership currently stands at 11,188 – a 29.5% increase since Sept 2021. Staff are busier than ever while also coping with continued understaffing sickness and leave.

Public are noticing the lack of staff even when sites are open and are regularly commenting. A lack of staff has meant closures at Martinborough (1.5 days), Featherston (1.5 days) Greytown (1 day), and Carterton (1 day). Cyclone Gabrielle impacted all sites and saw libraries close at midday on Tuesday, reopening the next day. Four library closures are currently scheduled in March due to staff shortage. At a minimum, branches require two staff present.

WLS has been partnering with long-established WaiWord to host authors and deliver writer’s workshops. The partnership works to foster a writing and reading ecosystem in the region. We were especially proud to host NZ Poet Laureate, Chris Tse’s first performance and reading outside a city. The event was strongly attended and complemented by a fully booked writer’s workshop.

Regular school class visits and under 5-year-old story time continues to be increasing in popularity and the evening bookclub has a strong following.

In mid-March libraries will be undertaking the first full collection stock-take since 2020. The project will enable the collection to be accurately revalued as part of the BAU of both councils.

Library Customer Service and Collection Development and Maintenance policies have been recently updated and can be found on both council’s websites and the WLS website here.

Further north, libraries in Hawkes Bay, Napier and Gisborne are reporting the impact of Cyclone Gabrielle on staff and operations. The Napier Library van has been out in the community distributing information, access to supplies, power and phone charging and internet and printing access. Some libraries have been operating as civil defence centres and Hasting Library has reopened for limited hours. Staff have been helping with emergency operations including attending public meetings.

Carterton Events Centre

The Event Centre has been extremely busy so far this year, with back-to-back events some weekends and healthy audience numbers, indicating a renewed desire for live events and performing arts post-covid.

Since the last report we’ve hosted Miss Bronte from Brave Theatre, a comedy sketch show on parenting ‘Femme Natale’, the international premiere of Footnote Dance’s new work ‘The Impossible Has Already Happened’, and Aotearoa’s Poet Laureate Chris Tse for Wai Word. Coming up we have Shel We, from Le Moana Arts and PANNZ Tourmakers, The Home & Interiors Expo, and of course, Stan Walker.

As the marketing statistics below will show, getting events like Stan Walker has a massive impact on our brand awareness and opens us up to a whole new audience. Shifting our marketing strategy to focus on digital advertising for individual events is also paying dividends, with 19,702 impressions resulting from just $152.08 of advertising spend on Facebook.

We have been getting a lot of venue enquiries, including some international tours which is encouraging, and we are certainly making a name for ourselves throughout the motu. In the recent Whakatane District Council meeting the Events Centre was mentioned as a great example of a multi-use, council funded and run performance space and staff are discussing a visit to check out how we do things here.

In staff news, Erin Banks attended the Performing Arts Network New Zealand in March – a market of tour-ready works in Aotearoa and a great place to meet performing arts companies and build touring networks with other venues. There were several potential works that would work well for our programme, including some interactive promenade works for kids and intimate/New Zealand theatre, our most requested event type from audience feedback.

Sales and Marketing

Facebook & Instagram – Reporting period 31st January 2023 – 20th March 2023

· Reach: The number of people who saw any content from our Carterton Events Centre Pages is up 146.2% on Facebook and up 82.9% on Instagram since our last report (January 2023).

· Page and profile visits: The number of times our page was visited (i.e. searched) has increased 124.2% on Facebook and increased 294.9% on Instagram.

· New likes and follows: We’ve increased our page followers on Facebook by 113 (up 223%) and 28 on Instagram (up 300% on the last period).

Ad trends

Paid reach 9,230 (up 167.8% on last period). Paid impressions total 19,702 (up 233.2% on the previous period). Total spend for sponsored ads over current period was $152.08.

These statistics are reflective of the announcement of the Stan Walker event and an uptake of events after the quieter period prior and during the Christmas season.

Audience insights

Facebook audiences that were reached predominantly reside in Masterton (37.1 %) with 17.1% being Carterton-based. Audience page likes are generally women with a total of 82% being female and 18% being men for the current period. The most popular age category for ‘Likes’ were women and men aged 35-44. There are similar numbers for Instagram Followers - 78% women and 22% male. The most popular age category for ‘Followers’ were women and men aged 35-44.

Print Channels – Brand Awareness

· What’s On page in the Wairarapa Times Age / Midweek / Carterton Crier and a one-off in Wairarapa Lifestyles Magazine

· Flyers/posters are distributed to local establishments as well as Masterton & Greytown on a regular basis.

· The billboard is changed every five weeks with current events displayed on three double skinned sites. We are currently looking for an additional site between Masterton and Carterton.

Mailchimp

Our email newsletter is always a great way to connect directly with our audience. In the past 30 days our audience has grown by 18 subscribers. Across the newsletters sent in the past month we achieved an average open rate of 40%.

Mailchimp and SurveyLegend are also great tools for understanding how our audience is hearing about our events. A feedback survey is sent out after each event and is great in determining the best channels for advertising, what our audience wants more of, and general feedback on the space (seating / food and drinks / venue staffing).

For example, from the NZRB Tutus on Tour event on the 27th February, we have learnt from the sample that Facebook, Our What’s On EDM and Word of Mouth were the strongest channels for ticket purchase leads. This is also typical of the other events held throughout March. Of the sample, the feedback was positive regarding the venue as a whole and the performance, with the only negative feedback being attributed to the purchaser’s misunderstanding of the booking system, however they did state they had an enjoyable night.

We also conducted post-event surveys of The Impossible Has Already Happened, Miss Bronte and Femme Natale events that occurred throughout March. Overarching themes in feedback were that each event was well-received by the majority but with some comments to improve our offering and hospitality. We take all feedback on board and will explore ways to prevent any further confusion and take every step to improve our service to the community.

Facilities and maintenance

· Auditorium winch system upgrade – the install of this has been delayed by Cyclone Gabrielle. We do not have a new installation date at this time.

· There was major flooding at 29 Holloway Street the during last heavy weather. A temporary plumbing fix was installed, and assessments and quotes are being sought for re-roofing and groundworks/external drainage.

· Quotes have been received for carpet replacement and auditorium re-sanding for events centre for next year.

Parks and Reserves

Street Reserves

· An extremely wet summer has had a detrimental effect on our summer annual display. Plants failed to get established and the unusual lack of sunshine hours slowed their growth and sped up the invasion of weeds, blights, and mildews. The gardens will be pulled and turned over for planting in the next few weeks.

· The unseasonal flush of growth has had an impact on our lawn mowing operations throughout the district, with all available resources being employed at most times.

· The weed spraying programme is ongoing to maintain levels of service. Bio herbicide spraying and steaming are the main methods currently used. The weather conditions have affected our ability to address all concerns and we are a little behind where we would otherwise hope to be.

· CBD maintenance and upkeep remains a priority. Physical weed removal from kerbs and channels has been an activity undertaken to remove unsightly weeds and assist with stormwater flow and control.

Nursery

Cascading pansies have been sown for the hanging baskets. Manuka seeds have been sown.

Parks

The large swings will be temporarily out of action as a condition assessment is carried out. Replacement parts have been sourced.

Work is continuing on the toilet installation at Sparks Park. Work to install the internal fitting and underground infrastructure has been completed with the power connection next on the schedule.

We have been approached by an external operator who would like to install an automated dog wash station at Sparks Park. This will be a user pays system located next to the toilet block. The facility will be operated and maintained by the owner who will be paying Council a fee to occupy. This will also create a job opportunity for a local to regularly check and top up the cleaning supplies. This will be a great access for the community.

A new two pan toilet block will be installed at Howard Booth Park to improve amenities.

KCBG has been assisting the Parks team with weed control in all our Parks. As always, we would like to take this opportunity to acknowledge the Keep Carterton Beautiful Group (KCBG) who do fantastic work in our community.

Swimming Pool

The outdoor swimming pool has now closed for the season. Poor weather kept a lot of people away this season and we did not see the numbers we normally do.

The new slide will be assessed by the supplier and will remedy the concerns we had. This includes re-aligning the tubing for a smoother ride and tilting the end of the slide slightly to ensure there is no stopping at the end. We will also explore options for a small pump to be installed on the slide to re-circulate water through the slide.

In March the team met with two community members to discuss accessibility access into the complex. There are a few small things that can be done to the accessibility changing rooms to allow easier access. This will be addressed over the coming months.

The feedback we have received this the current ramp’s usability and condition could improve, so we are scoping the costs to upgrade the ramp into the pool.

Cemetery

Two new berms have been constructed – one burial berm in the SE lawn and a new pet cemetery berm.

Several specimen trees will be planted to enhance the treescape.

Rural Reserves

Compostable toilets are due to be installed at Nga Tawhai and Kokotau reserve.

4. Regulatory and Planning

Building services

As evident from the table below the number of building consents and their associated values has significantly decreased from the same time last year. However, this has given the team an opportunity to start undertaking swimming pool audits to ensure that they are compliant with national legislation. Chris Bargh has been leading this work and it appears that most that he has audited so far have been compliant and have not required a reinspection which will have an associated fee.

Animal Control

Council has placed an order for permanent dog tags.

At present Council orders approximately 2,500 long plastic tags and 1,000 round disk tags per year. Owners previously had the option to use either the tag or the disk, however this means that we invariably disposed of excess tags every year, and owners put the expired tags into the waste.

By moving to the permanent tag system, after the initial outlay we would only need to order a few new permanent tags to provide to owners for new registrations or lost/replacement tags. This would have both a significant environmental benefit as well as a financial benefit. It would also mean that for people who pay the registration online, Council officers do not then have to mail out the new tags. The cost of sending a letter containing the new tags is $1.50 per envelope, so a new system offers financial and effort savings.

In addition, owners will have the option to pay an extra fee directly to the company that provides the tags to register their contact details to their dog tag. This means if their dog wanders and is picked up by a member of the public, the QR code on the tag can be scanned to access contact details and contact the owner directly.

Animal Control Fees

Council officers have been reviewing the animal control fees and making adjustments where necessary. One initiative that will be introduced this year is a discounted fee for those over 65 years with companion dogs. This will provide a more affordable option for pet companionship for our older residents on reduced/set income/pension. This will roll out as part of the 2023 registration year.

We have considered introducing a preferred owner scheme to encourage safe and responsible dog ownership in the district. This will reduce fees for responsible owners and help target higher fees to those dogs costing council more money e.g. entire dogs and dangerous breeds. This would require an application and a site visit from animal control officers. At this stage we are looking to roll this out in the 2024 registration year in order to provide adequate time for applications to be assessed and site visits undertaken before the registration fees get sent out.

Jay

Jay is a 2-year old huntaway cross who spent a few weeks at Carterton District dog pound looking for a new home. After discussions with our Animal Control Officer, Jay is currently in training at Wellington Airport, enjoying an extended trial with the airport’s K9 Explosive Detector Dog Unit. Initially taken for a one-week trial, this has been extended to his fourth week, and he has been allocated a trainer. We anticipate a decision on Jay by the end of the month. If Jay stays with the unit he will undertake a 6 month intensive training programme where he learns the ropes in order to guard the capital’s borders and departures. The animal control team is super pleased with this outcome.

District Plan Review

The joint committee met on the 16February to consider the feedback received on some of the chapters of the proposed new plan. The chapters discussed were:

· Strategic Direction - The feedback received through the draft District Plan consultation process has identified some areas where the objectives in the Strategic Direction Chapter could be strengthened and clarified to provide better direction.

· Rural Zone - Feedback was received from 31 individuals or organisations on the General Rural Zone and 4 organisations on the Rural Lifestyle Zone. Feedback was generally in support of some or all of the objectives, with a number of requested amendments or additions to address specific matters.

· General Residential Zone- approximately 15 submissions referred to the mandatory requirement for rainwater tanks with a minimum total capacity of 5,000L. The majority of the submissions supported this requirement. Some submissions requested that the requirement be refined, e.g., amending the standard to scale the capacity required depending on the size of the site, dwelling, or climate of the area.

· A second popular topic was minimum lot sizes. Submissions that referred to minimum lot sizes generally supported the proposed smaller lot sizes. However, half of the submissions referring to this topic sought that minimum lot sizes be decreased further or removed and replaced with other standards to achieve quality residential outcomes.

· Open Space Zones - Feedback was received from 11 individuals or organisations on the Open Space Zones. Feedback was generally in support of the chapters, with a number of requested amendments or additions to address specific matters such as additional zoning for certain areas such as cemeteries, holidays parks, cycle tracks etc.

The committee also considered a paper providing an outline of the National Policy Statement on Highly Productive Land, its direction and recommendations for giving effect to it for the Proposed Wairarapa Combined District Plan. The National Policy Statement for Highly Productive Land (“NPS-HPL”) was gazetted in September last year. The release of NPS-HPL was expected during the preparation of the draft District Plan and had been indicated to the Joint Committee during the development of the rural subdivision provisions. However, the Draft District Plan was released for public feedback prior to the NPS-HPL taking effect. The NPS-HPL is particularly directive and more so than what had been anticipated based on the earlier draft version of the NPS. The objective and overall policy direction of the NPS-HPL is to protect land in the rural area for land based primary production. Land based primary production is defined as: “production, from agricultural, pastoral, horticultural, or forestry activities, that is reliant on the soil resource of the land”.

The NPS-HPL achieves this objective through nine policies that direct to first identify the “Highly Productive Land” in a district and restrict land use, development and subdivision of that land except where it is for land based primary production or circumstances specially provided for in the NPS-HPL.

The NPS-HPL policy direction will affect the development of the Proposed District Plan, in particular as it relates to the re-zoning of rural land and the management of subdivision and land use activities in the General Rural Zone.

In terms of the options for proceeding in response to the NPS-HPL, given this is a national direction that is currently in effect, the Proposed District Plan must give effect to it. Therefore a “do nothing” approach is not a viable option The committee considered two options:

· Option 1 “the interim approach”: Await the full mapping of HPL throughout the Wairarapa in an operative RPS and provide an interim approach in the Proposed District Plan which includes provisions for managing subdivision generally and does not include mapping of HPL. An interim approach may be to apply a “hold the line” type approach with no Rural Lifestyle Zone and restrictions on any subdivision that could be further fragmentation e.g. no provision for small lot subdivision. Once the RPS Change giving effect to the NPS-HPL has been made operative (e.g. mapping HPL and any associated provisions), a plan change/variation to the Proposed District Plan would be undertaken to provide specific rural subdivision provisions that align with the mapped HPL.

· Option 2 “the give full effect approach”: Give full effect to the NPS-HPL in the Proposed District Plan by mapping HPL based on the current extent of HPL (as shown in the WebMap) but allow provisions to anticipate any changes to the mapped extent to HPL following the RPS Change. Giving effect to the NPS-HPL would be achieved through amending the current approach that was provided in the Draft District Plan, or through developing a new approach to take into consideration the 9 policies of the NPS-HPL.

The committee agreed with proceeding with option 2 in that it will provide greater certainty to plan users while ensuring full effect is given to the NPS-HPL. While there may be further immediate additional work and evaluation, it was considered that they will be well placed to undertake this, particularly due to the prior evaluation undertaken during the draft plan stage.

5. Infrastructure services

Water Operations

Water Supply

Due to the wet weather, we have been running off the Frederick St Supply more than we would normally at this time of year. The operation of the Kaipaitatanga plant has been very intermittent.

Image - Daily water volume produced by both plants from November 2022 – 22 February 2023.

Wastewater

Inflows In February have been averaging between 28l/s to 230l/s. We could only discharge 38 l/s from the irrigator, therefore the pond levels were at capacity. Due to the wet weather the irrigation season has been almost non-existent and as such we have had to rely on going to river versus discharging on land.

Image – WWTP incoming flow – February 2023

Operations - Reticulation Team

As well as water leaks, the team has been busy identifying potential issues in the network and installing backflows where required as part of our regulatory (Taumata Arowai) backflow programme.

The team also helped at the reservoirs in February preparing the spillways and areas around the tops of the reservoirs for the Liner repair contractors.

Operations Sampling and Flushing

The Operations team are continuing to undertake compliance with 2 x weekly sampling and once weekly flushing of our dead ends and known spots in the network.

We started the new sampling regime for Compliance against the new terms of the WWTP consent.

Roading

The Roading team has come under significant pressure during the last 12 months registering a staggering 5 emergency events since February 2022 with an estimated value of $8,296,703. Following the latest, Cyclone Gabriele hitting the country in mid-February, Waka Kotahi has committed to special funding assistance that will be available for the recent events:

“A $250 million interim emergency relief package has been announced by the Government. This funding is available through to 30 June 2023 for local roads, rail infrastructure and state highways damaged in the January flooding events or Cyclone Gabrielle. The Waka Kotahi Board has approved, a one-off special funding assistance rate (FAR) of normal FAR plus 40% for immediate response activities only. There is the also option for us to consider financial hardship through a bespoke FAR adjustment up to 100%. The intention of the policy is to alleviate financial stress in the short-term.” – Nicole Rosie Chief Executive Waka Kotahi.”

Officers have followed the process to apply for the funding and our applications are currently under review. We are now awaiting approval and an indicative construction programme to better understand the Council share and when it will be required.

Officers also successfully negotiated with GWRC to get approval to extract the river run from Kaiwhata Road which was formed due to the past Cyclone event’s aggradation. We will use the river run for the unsealed road metalling. Having said the above, we aim to save the current aggregate and cartage cost for unsealed roads, especially on the east coast areas.

There has been high appreciation from the public for reinstating the Kaiwhata Road following the recent weather events.

Image: Waiohine Gorge Road Slip

Image: Kaiwhata Road Slip

Image: Glenburn Road

While responding to these events the team are still working hard to deliver the routine maintenance programme.

Image: New Culvert pipe was installed on Puketiro Road

Image: Culvert renewal on Moreton Road

6. Corporate Services

Annual Plan

Staff continue to work on the draft 2023/24 Annual Plan. The key dates, as outlined to the Risk and Assurance Committee February meeting are:

DATE	MILESTONE
25 January 2023	Annual Plan workshop with Councillors (Complete)
1 February 2023	Annual Plan workshop with Councillors (Complete)
15 February 2023	Council decides whether to formally consult (Complete – no formal consultation)
22 February 2023	Annual Plan timeline to ARC (Complete)
5 April 2023	Draft Annual Plan - workshop with Councillors
19 April 2023	Draft Annual Plan made public for engagement, and feedback
17 May 2023	Workshop to discuss any public feedback (if required)
24 May 2023	Draft Annual Plan to Risk & Assurance Committee for review
21 June 2023	Final Annual Plan and Rates Resolution distributed to councillors
28 June 2023	Council adopts annual plan

Long-Term Plan (LTP)

The 2024-34 LTP project team has begun meeting to discuss the work programme and timeline for the LTP. Workshops with Council are planned and due to start in April/May.

This LTP will be the first to not include 3 Waters, as it is effective from 1 July 2024. There are some uncertainties around the reforms, particularly timing, and any impacts from the general election later in the year. Current sector advice is for Council to not include 3 Waters in planning for the LTP. While some councils are planning to run two LTPs (one with, and one without 3 Waters), this is not achievable for CDC given the small team and the amount of work involved. This is a risk for Council, as if there are substantial changes in the reforms later in the year, it will be challenging to adapt the work already completed and be able to deliver within timeframes.

Water remissions

At the September 2022 Policy and Projects Committee meeting the Water Remissions Policy was reviewed, updated and adopted. An analysis of water remissions approved over the previous year was included in the report. The Committee found this information useful and requested this is periodically reported to Council as part of the CE report.

Council has approximately 3,100 water meters across the district, with residential meters read twice a year, and commercial and industrial generally read quarterly.

The table below provides an analysis of water remissions which met the criteria of the policy and were approved in the current financial year. Most applications are for remissions of less than $500, with the median value being $455.

To qualify under the remissions policy, the applicant must show that they have fixed the leak that led to the excess water charge. This benefits Council and our ratepayers, as we try to minimise the amount of water lost to leaks. As part of the January water billing, individual letters were sent to 178 property owners where it appeared there may be a leak on their property. This led to a number of owners fixing their leaks, with some still in the process of doing so.

Communications and engagement

Campaigns

· End of summer water restrictions and conservation messaging. Prizes for the “Be a water hero” engagement campaign to be drawn in March.

· Water Race survey sent to water race ratepayers and opened up to the public to gain feedback on the value of our water races. We received more than 100 responses which will help with our consent application.

· Cyclone Gabrielle preparedness, response and recovery public messaging.

Upcoming communications

· Mayoral relief fund and Cyclone Gabrielle Recovery.

· Outcomes of water race survey.

· Annual Plan – what’s in the plan and how to give feedback.

· New metal ‘tags for life’ for dogs.

Media requests

Date received	News Outlet	Request Topic	Response date
7/02/2023	WTA/LDR	Advertising complaint	7/02/2023
10/02/2023	WTA	Street lamps	7/02/2023
13/02/2023	WTA	Annual Plan indicative rates rise	13/02/2023
13/02/2023	WTA	Sandbags - Cyclone Gabrielle	13/02/2023
14/02/2023	WTA	Roading updates weather related	14/02/2023
14/02/2023	WTA	Cyclone Gabrielle	14/02/2023
15/02/2023	WTA	Stan Walker	16/02/2023
15/02/2023	WTA	Roading updates weather related	15/02/2023
15/02/2023	LDR	Public submission - roading	15/02/2023
15/02/2023	LDR/WTA	Transfer Station fees	15/02/2023
15/02/2023	NZME	Trim ya bush	15/02/2023
16/02/2023	LDR/WTA	Cyclone Gabrielle	16/02/2023
18/02/2023	WTA	Cyclone Gabrielle	18/02/2023
20/02/2023	WTA	Mayoral relief fund	20/02/2023
21/02/2023	WTA	Cyclone Gabrielle	21/02/2023
22/02/2023	WTA	Cyclone Gabrielle	22/02/2023
3/03/2023	WTA	Cyclone recovery costs	15/03/2023
6/03/2023	Stuff	Georgina Beyer	6/03/2023
6/03/2023	WTA	Georgina Beyer	6/03/2023
7/03/2023	TVNZ	Georgina Beyer	7/03/2023
7/03/2023	TVNZ	Georgina Beyer	7/03/2023
13/03/2023	Scoop	Georgina Beyer	13/03/2023
16/03/2023	WTA/LDR	Taumata Arowai reporting	17/03/2023
20/03/2023	WTA/LDR	Wastewater blockages	20/03/2023
20/03/2023	WTA/LDR	Playground	20/03/2023
20/03/2023	WTA	Dog trials with K9 explosive unit	20/03/2023

7. People and Wellbeing

Our People

We have been advertising four vacancies and are pleased that two positions have been filled, with the new employees due to start in March and April. Interviews are currently being held for another position with a number of highly qualified people applying for the vacancy. The fourth position is currently being advertised and interviews will start at the end of March.

Our Individual Employment Agreements (IEA’s) were developed some time ago and have been regularly amended as new legislation has been introduced. While they have been fit-for-purpose, we are currently updating staff IEA’s and have refreshed the document for permanent, fixed term and casual employment in the future.

Health & Safety (H&S)

Incident reporting

The following incidents were reported in the 11 February – 16 March 2023 reporting period:

· 7 near miss reports

· 1 incident resulting in damage

· 1 quality incident

· 1 lost time injury

The Health, Safety and Wellbeing (H,S&W) Committee has been carrying out on site H&S inspections. This is a pro-active way to precede problems that may arise and work on eliminating or minimising issues before they cause harm. As a result, our near miss reporting has increased this reporting period.

In terms of reporting in general, the H,S&W Committee, Team Leaders, and the Executive Management Team consistently encourage reporting through team meetings, tool-box meetings, staff newsletters and staff room screens. The H,S&W Committee continues to work actively and be leaders in health, safety and wellbeing for CDC.

Contractors

We now have 56 of our contractors in SiteWise. The HS&W Advisor has been working with some of our local contractors that are new to SiteWise and assisting them with getting their score to the required 75%.

Wellbeing:

“Moving March” has seen a number of CDC staff make up inter-department teams to participate with a friendly walking challenge. This contributes to the Healthy Lifestyle, Good Working Relationships and the Positive Culture segments of our Wellbeing Strategy Focus areas.

Marcus Anselm in the Moving March walking challenge

In February all CDC staff had the opportunity to participate and complete a Health, Safety and Wellbeing survey sent by Taituarā. We are happy with the outcome of the survey. This survey has been completed by several Councils across New Zealand. The benchmark participation rate is 60% and CDC had a participation rate of 70%. The responses to questions asked were very positive. The benchmark result for all questions asked is 69% and we received a result of 74%. The results will be shared with staff at the next all-of-staff meeting.

8. MAJOR PROJECT UPDATES

Water Storage Tanks

We are pleased to report REL Group received practical completion on 7 March 2023.

Frederick Street Water Treatment Plant upgrade

The upgrade project is now coming to an end with only the VSD (variable speed drive) electrical works and programming outstanding. We are planning to complete these actions by the end of April, noting the weather remains a significant factor in this our progress.

WWTP

Repairs to the liner are progressing well. Viking aims to complete all repairs by the end of March, noting again the weather is impacting progress on these repairs.

Image – spillway lining repair completed.

Image – Placement of topsoil following liner repairs

The programming and commissioning of automatic control systems are now the critical path and main activity in progress. We are still aiming to issue practical completion of the entire project by the end of June 2023.

9. cIVIL dEFENCE

Following the Wairarapa Emergency Operation Centres (EOC) response during Cyclone Gabrielle we have now transferred into recovery. Like the EOC, the 3 councils have a combined Wairarapa Recovery Office to support the community as we recover back to “normal””. During the last 3 weeks the team, put in a massive effort to get the recovery office up and running.

Milestones completed:

1. Establishing a governance group

2. New joint recovery website: https://wairaraparecovery.nz/

3. Mayoral fund application platform via Smarty Grants (CDC led process based on our Grant Application tool)

Current and future activities:

1. Mayoral Fund application assessment and distribution.

2. MBIE fund application platform

3. MBIE fund application assessment and distribution

4. Affected communities consultation / meeting

5. Stake holder meetings

6. Support agency meetings

10. SUBMISSION ON THE REVIEW INTO THE FUTURE FOR LOCAL GOVERNMENT

At the Risk & Assurance Committee meeting in February 2023 the Chief Executive advised he would write a brief submission on behalf of the Council into the Review into the Future for Local Government. The following was submitted:

Lowering the eligible voting age in local body elections to the age of 16

The submission identified that this was not supported for the following reasons:

· With rights, come responsibilities. Lowering the voting age to 16 years must be accompanied with lowering the age of criminal responsibility to 16 as well.

· The youth demographic is the least likely to vote in both local or national government elections, and so lowering the voting age to 16 years would not improve democracy in local government. Lowering the voting age will likely further increase the percentage of voters who choose not to vote.

· The Panel is only recommending changing the voting age to 16 for local body elections, not national general elections. This will create significant inconsistences. The voting age for national general elections and local body elections should be the same.

Furthermore, it was submitted that the timing of local body elections should align with national general elections. This would increase voter interest and turnout, and improve local democracy, whilst reducing cost and voter apathy.

Central government paying local government rates and charges on all Crown owned properties

This is not a significant issue for CDC at this present time, but it is a very sensitive topic for local government in general.

Our submission supported this for the following reasons.

· This is especially relevant for Kainga Ora whose expansion has a direct impact on the requirement for infrastructure, services and facilities in our local communities. At present the existing ratepayers are cross-subsidising central government housing developments (no rates, issues with Development Contributions set under LGA) as well as the individual tenants services, as these charges are not included in tenancy rentals.

11. CONSIDERATIONS

11.1 Climate change

Considerations have been noted in the report, as appropriate.

11.2 Tāngata whenua

Considerations have been noted in the report, as appropriate.

11.3 Financial impact

Considerations have been noted in the report, as appropriate.

11.4 Community Engagement requirements

Considerations have been noted in the report, as appropriate.

11.5 Risks

Considerations have been noted in the report, as appropriate.

12. Recommendation

That the Council:

1. Receives the report.

File Number: 326143

Author: Geoff Hamilton, Chief Executive

Attachments: Nil

Ordinary Council meeting Agenda

29 March 2023

7.10 Local Government Official Information and Meetings Act Requests

1. Purpose

To inform the Council of the number of requests under the Local Government Official Information and Meetings Act (LGOIMA) 1987 (the Act) 31 January to 20 March 2023.

2. Significance

The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.

3. Background

The Act allows people to request official information held by local government agencies. It contains rules of how such requests should be handled and provides a right to complain to the Ombudsman in certain situations.

The purpose of the Act is to increase the availability of official information held by agencies and promote the open and public transaction of business at meetings.

The purposes of LGOIMA are specified in Section 4:

4 Purposes

The purposes of this Act are, consistently with the principle of the Executive Government’s responsibility to Parliament:

(a) to increase progressively the availability of official information to the people of New Zealand in order -

(i) to enable their more effective participation in the making and administration of law and policies; and

(ii) to promote the accountability of Ministers of the Crown and officials, -

And thereby to enhance respect for the law and to promote the good government of New Zealand:

(b) to provide for proper access by each person to official information relating to that person:

(c) to protect official information to the extent consistent with the public interest and the preservation of personal privacy.

The information is not limited to documentary material, and includes material held in any format such as:

· written documents, reports, memoranda, letter, notes, emails and draft documents

· non-written documentary information, such as material stored on or generated by computers, including databases, video or tape recordings

· information, which is known to an agency, but which has not yet been recorded in writing or otherwise (including knowledge of a particular matter held by an officer, employee or member of an agency in their official capacity)

· documents and manuals which set out the policies, principles, rules or guidelines for decision making by an agency

· the reasons for any decisions that have been made about a person.

It doesn’t matter where the information originated or is currently located, if it is held by the council, it must be provided if requested, unless there is reason to withhold the information, as specified in Section 7:

7 Other reasons for withholding official information

(1) Where this section applies, good reason for withholding official information exists, for the purpose of section 5, unless, in the circumstances of the particular case, the withholding of that information is outweighed by other considerations which render it desirable, in the public interest, to make that information available.

(2) Subject to sections 6, 8, and 17, this section applies if, and only if, the withholding of the information is necessary to—

(a) protect the privacy of natural persons, including that of deceased natural persons; or

(b) protect information where the making available of the information-

(i) would disclose a trade secret; or

(ii) would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information; or

(ba) in the case only of an application for a resource consent, or water conservation order, or a requirement for a designation or heritage order, under the Resource Management Act 1991, to avoid serious offence to tikanga Maori, or to avoid the disclosure of the location of waahi tapu; or

(c) protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information-

(i) would be likely to prejudice the supply of similar information, or information from the same source, and it is in the public interest that such information should continue to be supplied; or

(ii) would be likely otherwise to damage the public interest; or

(d) avoid prejudice to measures protecting the health or safety of members of the public; or

(e) avoid prejudice to measures that prevent or mitigate material loss to members of the public; or

(f) maintain the effective conduct of public affairs through—

(i) the free and frank expression of opinions by or between or to members or officers or employees of any local authority, or any persons to whom section 2(5) applies, in the course of their duty; or

(ii) the protection of such members, officers, employees, and persons from improper pressure or harassment; or

(g) maintain legal professional privilege; or

(h) enable any local authority holding the information to carry out, without prejudice or disadvantage, commercial activities; or

(i) enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations); or

(j) prevent the disclosure or use of official information for improper gain or improper advantage.

It is important for Council to identify issues arising across all communication channels early and establish relationships with our key stakeholders out in the public, so that Council resolve these issues as part of our day-to-day business.

Councils must respond to a requester ‘as soon as reasonably practicable’ and no later than 20 working days after the day on which the request was received. Our practice is to acknowledge receipt of the request within the first working day. We respond promptly to requests and generally well ahead of the 20 working days.

Where a person requesting the information indicates urgency, we normally prioritise our response ahead of other work. This mainly relates to requests from the media. Not all media requests for information are treated as LGOIMA requests.

All requests are recorded in a register and saved in our document management system.

The Council proactively publishes official information responses on our website. As such, the Council may publish the response on the CDC website after five working days. The requestor’s name and contact details will be removed. Proactive release of information to the public promotes openness and transparency and fosters public trust and confidence in Council. There are administrative benefits for the Council, such as reducing requests for information which is publicly available and allowing for greater ease of handling of the requests that are received.

4. reporting lgoima requests to council

Attachment 1 contains the requests received from 31 January 2023 to 20 March 2023 as well as requests received in January, but which were still open at the time of the January 2023 report to Council. As of 20 March 2023, there are four open requests.

For those requests where a response was longer than 20 working days, all had extensions applied under the legislation, and therefore met the time limit requirements.

Under section 13(7) of the LGOIMA, for those requests where an original request was received and was amended or clarified after the date on which it is received, the Council may treat the amended or clarified request as a new request, replaces the original request.

The table below shows total numbers of requests received in the year 2021 to March 2023.

Number of requests received 2020-2023
	2021	2022	2023
January	6	4	10
February	6	4	5
March	20	14	2
April	12	5
May	11	6
June	22	8
July	7	1
August	9	7
September	9	7
October	10	6
November	5	8
December	7	3
Total	124	73	17

5. OMBUDSMAN

There have been no new complaints to the Ombudsman.

6. CONSIDERATIONS

6.1 Climate change

There are no climate change considerations.

6.2 Tāngata whenua

There are no tāngata whenua considerations.

6.3 Financial impact

There is no financial impact.

6.4 Community Engagement requirements

There are no community engagement requirements.

6.5 Risks

No specific risks are identified.

7. Recommendation

That the Council:

1. Receives the report.

File Number: 327552

Author: Serah Pettigrew, Democratic Services Officer

Attachments: 1. LGOIMA 29 March 2023 ⇩

[1] The Government defines ‘smokefree’ as less than 5% of the population regularly smoking.

[7] The Fresh Air Project, supported by the Cancer Society Wairarapa, provides signage and support to cafes and restaurants who want to promote outdoor smokefree spaces. See https://freshairproject.org.nz/ for further details.

[8] The Fresh Air Project, supported by the Cancer Society Wairarapa, provides signage and support to cafes and restaurants who want to promote outdoor smokefree spaces. See https://freshairproject.org.nz/ for further details.

[9] Government's Smokefree goal is that by 2025 less than five percent of New Zealanders will be smokers. This was established in March 2011 in response to the recommendations of a landmark Parliamentary inquiry by the Māori Affairs select committee.

[10] Frost, R. (2022, May 31). Big tobacco is having a ‘devastating’ impact on the environment, WHO report reveals. Euronews. https://www.euronews.com/green/2022/05/31/big-tobacco-is-having-a-devastating-impact-on-the-environment-who-report-reveals


AGENDA Ordinary Council meeting
Date:	Wednesday, 29 March 2023
Time:	9:00 am
Location:	Carterton Events Centre 50 Holloway St Carterton
Mayor R Mark Deputy Mayor D Williams Cr B Deller Cr R Cherry-Campbell Cr S Cretney	Cr L Newman Cr S Gallon Cr S Laurence Cr G Ayling M Fox - Hurunui-o-Rangi Marae

Far North DC	Whangarei DC	Kaipara DC	Thames Coromandel DC
Whakatāne DC	Ōpōtiki DC	Kawerau DC	Matamata-Piako DC
Waipa DC	South Waikato DC	Wairoa DC	Central Hawkes Bay DC
Napier City	Ruapehu DC	South Taranaki DC	Manawatu DC
Horowhenua DC	Tararua DC	Masterton DC	Upper Hutt City
Marlborough DC	Kaikōura DC	Waimakariri DC	Hurunui DC
Westland DC	Grey DC	Ashburton DC	Waimate DC
Timaru DC	Mackenzie DC	Western Bay of Plenty DC

	Brooklyn Rd	High St	Chester Road
Pipe Length	940m	2,850m	3,400m
Type	Asbestos Cement	Asbestos Cement	Cast Iron
Population	150	700	22
Risk Factor	High (12)	High (12)	High (12)
Estimated Cost	$900k	$2.65m	$1.56m