Agenda of Policy and Projects Committee meeting

Policy and Projects Committee meeting Minutes

4 October 2023

DRAFT

MINUTES OF Carterton District Council
Policy and Projects Committee meeting
HELD AT THE Carterton Events Centre, 50 Holloway St, Carterton
ON Wednesday, 4 October 2023 AT 9:00 am

PRESENT: Cr Steve Cretney (Chair), Cr Steve Gallon (Deputy Chair), Mayor Ron Mark, Deputy Mayor Dale Williams, Cr Brian Deller, Cr Lou Newman, Cr Steve Laurence, Cr Grace Ayling, Ra Smith (Hurunui-o-Rangi Marae Representative) via videoconference from 9.25 am

IN ATTENDANCE: Staff

Geoff Hamilton (Chief Executive), Kelly Vatselias (Corporate Services Manager), Johannes Ferreira (Infrastructure Services Manager), Glenda Seville (Community Services and Facilities Manager), Becca Adams (Planning Officer), Elisa Brown (Communications and Engagement Manager), Marcus Anselm (Communications and Engagement Coordinator), Robyn Blue (Democratic Services Officer)

1 Karakia Timatanga

The meeting opened with a karakia by Cr Steve Cretney.

2 Apologies

MOVED

That an apology be received from Cr R Cherry-Campbell.

Deputy Mayor D Williams / Cr S Gallon

CARRIED

3 Conflicts of Interests Declaration

There were no conflicts of interest declared.

4 Public Forum

There was no public forum.

5 Confirmation of the Minutes

5.1 Minutes of the Policy and Projects Committee Meeting held on 16 August 2023

MOVED

1. That the Minutes of the Policy and Projects Committee Meeting held on 16 August 2023 are true and correct.

Cr R Newman / Cr B Deller

CARRIED

6 Reports

6.1 Major Projects update

1. Purpose

To update the Committee on the progress of major projects.

MOVED

That the Committee:

1. Receives the report.

Cr S Laurence / Cr G Ayling

CARRIED

6.2 Ruamahanga Roads and Corridor Access

1. Purpose

For the Committee to be updated on Ruamāhanga Roads and Corridor Access activities.

MOVED

That the Committee:

1. Receives the report.

Cr B Deller / Deputy Mayor D Williams

CARRIED

6.3 Resource Consent Update

1. Purpose

The purpose of this report is to update the Committee on the resource consents issued since the previous update.

MOVED

That the Committee:

1. Receives the report.

Cr S Cretney / Mayor R Mark

CARRIED

7 Karakia WhakamUtunga

The meeting closed with a karakia by Ra Smith.

The meeting closed at 9.54 am

Minutes confirmed: ……………………………………

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

Policy and Projects Committee meeting Agenda

22 November 2023

6 Reports

6.1 Road and Street Naming Policy

1. Purpose

For the Committee to adopt the updated Road and Street Naming Policy to reflect the addition of culturally significant names.

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 purpose of the Road and Street Naming Policy is to ensure that the approach to naming roads and streets follows a consistent process, and that road names reflect the unique identity of the Carterton District.

At the September 2020 meeting, the Committee adopted a reviewed policy however highlighted Council’s desire to see a greater use of Māori names within new developments and street names.

While the existing policy did allow for the use of Māori names, the policy directed a developer, or a member of the public to initially select names from an existing schedule of historical identities. Council wished to have a policy that was better reflective of all aspects of our community including, but not limited to, significant features, flora, fauna along with individuals.

The Committee committed to work with Hurunui o Rangi Marae to develop a list of culturally significant names to be included in the policy.

4. Discussion

Officers have now completed work with Hurunui o Rangi Marae Representatives and Trustees to identify names that reflect our District’s history, and assist with telling the story of Carterton, both the known history and the stories that have not yet been told.

The updated Road and Street Naming Policy, with the names listed in Appendix 2, is in Attachment 1.

An additional amendment has been made to Appendix 3 to reflect the passing of Queen Elizabeth as the Reigning Monarch.

5. CONSIDERATIONS

5.1 Climate change

There are no climate change considerations required in this decision.

5.2 Tāngata whenua

The list of culturally significant names has been developed with Hurunui o Rangi Marae Representatives as directed by the Committee, however it is acknowledged that there are other mana whenua who may wish to contribute at a later stage. The policy allows for additional inclusions as outlined in the community engagement consideration below.

5.3 Financial impact

There are no operational and capital expenditure requirements or other budget or cost implications resulting from this decision.

5.4 Community Engagement requirements

No community input has been sought in relation to this report, however the policy does allow for either Appendix 2 or 3 to be updated as required, and this can be at the suggestion of a member of the public. Also, any member of the public, Emergency Services, Council or a Councillor can request that a road name be changed. If a request comes to Council, then it will be assessed against the criteria in the policy and may be adopted, declined or, if a suggested name, added to either appendix.

5.5 Risks

No risks have been identified in this decision.

5.6 Wellbeings

The decision to include culturally significant names in the policy contributes towards the following wellbeing/s:

Cultural

· Te Āo Māori/Māori aspirations and partnerships are valued and supported

· A community that embraces and encourages our cultural diversity and heritage

6. Recommendation

That the Committee:

1. Receives the report.

2. Adopts the updated Road and Street Naming Policy in Attachment 1.

File Number: 370396

Author: Geri Brooking, People and Wellbeing Manager

Attachments: 1. Road and Street Naming Policy ⇩

Policy and Projects Committee meeting Agenda

22 November 2023

6.3 Major Projects update

1. Purpose

To update the Committee on the progress of major projects.

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 Infrastructure Services Team delivers multiple projects as part of the delivery of the Long-Term Plan.

4. Discussion

4.1 Taverner Street Sewer

We are happy to report that the sewer pipe renewal, including all laterals and reinstatement on Taverner Street has been completed successfully. The project team – G&C Diggers, Egis NZ and CDC officers worked well together and delivered a high-quality project.

4.2 High Street North Rider main construction

Work on the High Street North Rider main has started in November. Once completed this project will have a significant (positive) impact on CDC’s 3 waters operation budget. The benefits of this project are as follows:

· No laterals that cross the live lane – meaning that there will be less load and vibration on the lateral and main connection, which in turn will result in an extended asset life.

· We are renewing laterals that are past their expected life.

· The pavement can be renewed without the restriction on shallow laterals. Lateral depths range from 250mm to 300mm, meaning that there is not much room for building the required pavement.

· The pavement will not have to be dug out for new laterals or maintenance.

· Future maintenance will be outside of the live lane resulting in a significant saving in temporary traffic management.

The water main on High Street is also a priority to renew due to age and condition of the pipe. Ideally, this would have been renewed at the same time as the rider main construction, however, we cannot deliver both pipes with the current approved budgets. We are planning to renew the main in the next financial year.

The rider main construction is estimated to be delivered within the approved annual plan budget. The two main risks that could have a financial impact are:

· Underground services – We are aware of 6 utility services near our trench, meaning that hydro-vacuuming will be required to dig in some of the areas.

· Temporary Traffic Management – TTM makes up roughly 40% of the cost estimate and is affected by every activity on site and weather. This is also the area of opportunity to potentially have a saving.

4.3 High Street North Sewer Renewal

Investigation and design work has already started on the High Street North Sewer Main renewal while work is continuing on the Rider Main construction. We are currently considering 3 different renewal options with quite significant price differences:

1. Traditional trench and renewal = $2,500,000

2. Pipe Bursting = $2,200,000

3. Lining of existing pipe = $2,000,000

Lining is our preferred option due to the significant price difference. We conducted a pipe condition assessment at $83,000 through detailed CCTV to determine whether the lining option is viable.

4.4 Dalefield Road Pump Station

We are happy to report that all physical works of the pump station have reached practical completion. The only area left for the team is to complete is the quality assurance which includes as-builds and line sterilisation.

The completion of the pump station has given us the ability to start with the commissioning and quality assurance of the tank. This includes filling the tanks and then sterilising them. Through this process we have identified a few minor defects which are being repaired under the defect’s liability period.

Image – Quality assurance – pressure testing

Image – The pumps

Image – Overflow and scour pipe.

4.5 Climate Change mitigation – Solar Project

The procurement process for this project is progressing well. We received two tender submissions on 14 November. The tender evaluation team is now evaluating submissions and should identify the preferred supplier towards the end of November. The intention is to have the physical works of the project start in the new year and completed within the current financial year.

4.6 Raumahanga Roads

Negotiations with SWDC and Fulton Hogan for the roll-over of the maintenance contract is progressing well. The Chief Executive will be presented with the formal recommendation outlining any changes to the existing conditions of contract.

4.7 Mānuka Trial

Background

CDC has recently planted 10,000 mānuka trees at Daleton farm on the irrigation area of the Wastewater Treatment Plant. The planting forms part of the research project currently underway.

Ngāti Kahungunu ki Wairarapa, the Institute of Environmental Research (ESR), and Greater Wellington Regional Council are working alongside CDC to investigate the use of mānuka as a natural tool to remove unwanted contamination from treated wastewater effluent.

The Three Trials

Three research experiments are currently being undertaken. All three experiments exist under the same premise of whether contaminants from wastewater (WW) effluent are better remediated under mānuka compared to pasture, and whether the ability of mānuka to provide ecosystem services is affected by irrigation of WW.

The three experiments include a:

a. Greenhouse experiment

b. Lysimeter study

c. Field trial

Greenhouse Experiment

The aim of the greenhouse experiment is to analyse the potential for mānuka growth and health, and soil health and biodiversity under increasing rates of wastewater application compared to pasture. This has been conducted contrasting two different soil types collected at the CDC WWTP site and has tested differing rates of wastewater application – including one that is similar to the rates of effluent currently applied at the CDC WWTP site, as well as higher rates of application.

Due to the nature of the greenhouse experiment (i.e. plants are isolated in pots and do not have other wider interactions from other soils, other plants, etc.), the primary objective of analysis are the health of the plants and soils. The following parameter are being monitored:

· Key nutrients such as ammonium, nitrate, phosphorus, and carbon

· Physical soil measurements, such as pH, conductivity, soil moisture

· Heavy metal analysis (toxicity from WW effluent)

· Plant biomass (signifier of plant growth)

· Antioxidant enzymes (parameter of plant health)

· Triketones (signify mānuka antimicrobial activity)

· Soil e-DNA analysis (understand changes in soil microbial community including fungi)

The outcome of the greenhouse experiment will be to understand if, under rates of wastewater effluent application used at CDC that - (1) mānuka are healthy, (2) antimicrobial activity has been impacted, and (3) fungal biodiversity in the rhizosphere (physical zone around soil-root interface) has been impacted.

The greenhouse experiment commenced in March 2022, was harvested in April 2023, with samples analyses underway, and results expected in June 2024.

Lysimeter Study

The lysimeter study expands on the concept of the greenhouse experiment and aims to analyse the potential for mānuka to reduce contaminant leaching compared to pasture. Lysimeters are devices, typically tanks or containers, that define a specific boundary to contain an intact core of soil and allows the measurement in quasi-real conditions of the plant-soil-water balance. This is done by measuring the volume of water (e.g., rainfall or irrigation) and contaminants entering the lysimeter, as well as the measurement of contaminants exiting the system via leaching.

Twelve lysimeters have been established for the study, with three lysimeters for each plant (six for both mānuka and pasture) and soil combination (six each for the soil types outlined in the greenhouse study). The composition of soil and plants outlined in the table below:

	Mānuka	Pasture
CDC Soil A – leaky soil	3 Lysimeters	3 Lysimeters
CDC Soil B – heavy soil	3 Lysimeters	3 Lysimeters

Similar to the greenhouse experiment, the lysimeters in this study are irrigated with a known quantity and quality of effluent that is double the rate of application experienced at the CDC WWTP, because it is also irrigated during winter period. The design of the lysimeters means that leachate can be collected and analysed, and a mass balance of the contaminants in the effluent can be accomplished. Alongside the parameters measured in the greenhouse experiment, the lysimeter study will also consider the movement of pathogens through introduction of Escherichia coli and potentially virus surrogates (tracers that act environmentally similarly to a virus but contain no viral risk).

The outcome of the lysimeter study is to build on the results of the greenhouse experiment in an in-situ setting where measurement of the mass balance of contaminants can be correctly identified. This is difficult to achieve in a greenhouse due to a small pot and controlled environmental conditions, or field setting – where leachates cannot be collected. The lysimeters were excavated in August 2022 then planted and established at ESR’s Kenepuru Research Centre, with irrigation of the lysimeters commencing in April 2023 using effluent from CDC WWTP. This experiment is expected to run for two years. After that, the lysimeters will be harvested to analyse the same parameters as in the greenhouse experiment.

Field Trial

The aim of the field trial is to investigate (1) the useability of mānuka to reduce potential contaminants from wastewater effluent from the Carterton WWTP reaching groundwater and surface water, and (2) the use of wastewater effluent to improve mānuka growth and plant properties (e.g. essential oil production). Compared to the two previous studies, this field trial gives a ‘real world’ application to investigate the full effectiveness of mānuka planting at remediating contamination. For example, due to the use of pivot irrigators, the majority of wastewater effluent will land directly on plant matter rather than soils which may change some effluent flow dynamics or impacts on plant health.

For this trial, monitoring of plant growth and visual plant health will occur at least twice per year, under the assumption that mānuka and pasture will grow faster due to increased nutrients available. Once a year plant and soil measurements will be conducted – including those mentioned in the two previous research experiments as well as measurements conducted on groundwater. Reporting on the outcomes of the trial will occur when results are available to be shared.

An opportunity of this study is the potential for harvesting planted mānuka for essential oil production, which typically occurs after 2-3 years of growth before trees develop too much woody mass (bark). However, the use of this trial for essential oil production is an ongoing conversation with Ngāti Kahungunu ki Wairarapa. Alternatively, given the size of planting completed, there is the opportunity to utilise the carbon sequestration capacity and subsequent carbon offsetting.

The outcomes of this field trial are not limited to but may include:

· The opportunity to improve the water quality exiting the Daleton Farm area through a mānuka field scale study site irrigated with municipal wastewater.

· Understanding the ecological values of mānuka and its associated microorganisms to improve soil and water quality in different ecosystems affected by wastewater.

· The opportunity to explore potential valuable natural product(s) through essential oil production.

· The opportunity for Wairarapa Moana whānau to lead research and implement mātauranga Māori which may be replicable for other iwi and councils throughout Aotearoa.

5. NEXT STEPS

The Infrastructure Services Team will continue to deliver on these projects and ensure that the Committee is informed on progress.

6. CONSIDERATIONS

6.1 Climate change

Climate change is considered in project planning and development as required.

6.2 Tāngata whenua

This report is a regular update which is of interest to all members of our community, including iwi and hapū. However, there are no particular areas of interest or concern contained within this report that require specific iwi or hapū input.

6.3 Financial impact

The financial matters in the report are covered within existing budgets.

6.4 Community Engagement requirements

There are no community engagement requirements required for this report.

6.5 Risks

Project risks are being managed and mitigated as and when required.

7. Recommendation

That the Committee:

1. Receives the report.

File Number: 372159

Author: Johannes Ferreira, Infrastructure Services Manager

Attachments: Nil


AGENDA Policy and Projects Committee meeting
Date:	Wednesday, 22 November 2023
Time:	9:00 am
Location:	Carterton Events Centre 50 Holloway St Carterton
Cr S Cretney (Chair) Cr S Gallon (Deputy Chair) Mayor R Mark Deputy Mayor D Williams Cr B Deller	Cr R Cherry-Campbell Cr L Newman Cr S Laurence Cr G Ayling R Smith - Hurunui-o-Rangi Marae representative