Agenda of Ordinary Council meeting - Wednesday, 11 December 2024

Ordinary Council meeting Minutes

30 October 2024

DRAFT

MINUTES OF Carterton District Council
Ordinary Council meeting
HELD AT THE Carterton Events Centre, 50 Holloway St, Carterton
ON Wednesday, 30 October 2024 AT 1:00 pm

PRESENT: Deputy Mayor Steve Cretney (Chair), Cr Dale Williams, Cr Brian Deller, Cr Robyn Cherry-Campbell (via video conference), Cr Lou Newman, Cr Steve Gallon, Cr Steve Laurence, Cr Grace Ayling.

IN ATTENDANCE: Staff

Geoff Hamilton (Chief Executive), Karon Ashforth (Corporate Services Manager), Geri Brooking (People and Wellbeing Manager), Glenda Seville (Community Services and Facilities Manager), Solitaire Robertson (Planning and Regulatory Services Manager), Johannes Ferreira (Infrastructure Services Manager), Marcus Anselm (Communications and Engagement Manager) via videoconference, Sara Renall (Communications and Engagement Advisor), Robyn Blue (Democratic Services Officer)

Other

Matt Carrere (WellingtonNZ)

1 Karakia Timatanga

The meeting opened with a karakia by all elected members.

2 Apologies

That an apology be received from Mayor Ron Mark

Cr G Ayling / Cr S Gallon

CARRIED

3 Conflicts of Interests Declaration

There were no conflicts of interest declared.

4 Public Forum

1. Tony Warwood from Mytrucking.com was presented with a certificate for being a finalist in the Gold Awards. This was for innovative work related to developing computer software to assist trucking firms. The firm has clients both nationally and internationally and is based in Carterton.

2. Jason Markham provided Council with an update on the Carterton Indoor Pool Building Project. Concept design started in May, roofing decisions have been made, and construction firms for all parts of the process are providing advice and cost estimates.

3. Iain Hamilton a resident in Perrys Road East Taratahi spoke to his concerns regarding the proliferation of solar farms in the area. The farms are taking away valuable pastoral land, neighbouring farms are surrounded by them, and Trenairs Bush is directly adjacent.

4. Jill Greathead also spoke to her concerns regarding the six solar farm developments in the Wairarapa. There is limited capacity in the current transmission lines in the Wairarapa and significant infrastructure upgrades will be needed to manage the capacity. She also identified that as a new development, there are no consistent planning rules for solar farms NZ.

5. Graham O’Dowd identified ongoing concerns regarding roading repair work that is not being undertaken by the CDC roading contractor, Fulton Hogan.

5 Youth Council views on agenda items

Not applicable.

6 Confirmation of the Minutes

6.1 Minutes of the Ordinary Council Meeting held on 30 October 2024

MOVED

1. That the minutes of the Ordinary Council Meeting held on 30 October 2024 are true and correct.

Deputy Mayor S Cretney / Cr G Ayling

CARRIED

7 Reports

7.1 Wairarapa Economic Development Strategy Annual Report 2023 - 2024 and Quarter 4 Report

1. Purpose

For the Council to receive the Wairarapa Economic Development Strategy Quarter 4 Report, and the 2023 – 2024 Annual Reports from Wellington NZ.

MOVED

That the Council:

1. Receives the report.

Cr L Newman / Cr D Williams

CARRIED

7.2 Local Water Done Well

1. Purpose

For the Council to consider advice on a joint Wellington Regional Water Services Delivery Plan (WSDP) and a joint Wairarapa / Tararua WSDP, and provide direction to Officers on which option to further develop.

MOVED

That the Council:

1. Receives the report.

2. Notes the legislative changes enacted under the Government’s plan, Local Water Done Well through the Local Government (Water Services Preliminary Arrangements) Act 2024, to address long standing water infrastructure challenges which includes:

a. the requirement for Councils to produce a Water Services Delivery Plan and accompanying implementation plan by 3 September 2025.

b. ensuring water services are financially sustainable; and

c. greater central government oversight through economic and quality regulation.

3. Notes that the Government intends to introduce further water services legislation in December 2024 to be enacted in mid-2025 that will establish the economic and regulatory oversight regime for water services.

4. Notes that Council is required by the Local Government (Water Services Preliminary Arrangements) Act 2024 to consider and consult on at least two options for the future delivery model for water services, being the status quo versus an alternative.

Deputy Mayor S Cretney / Cr G Ayling

CARRIED

5. Resolves to:

a. Exit the joint Wellington Region Water Services Delivery Plan project.

Cr B Deller / Cr R Cherry-Campbell

CARRIED

6. Resolves to continue the development of the joint Wairarapa and Tararua Water Services Delivery Plan for consultation alongside current model.

Cr L Newman / Cr D Williams

CARRIED

7. Notes the Chief Executive will draft an agreement with participating Councils for the development of a joint Wai+T WSDP and bring this to Council for consideration on 11 December 2024.

Cr B Deller / Cr R Cherry-Campbell

CARRIED

7.3 Amendment to the Rates Resolution 2024-25

1. Purpose

To amend the rates resolution for a minor error in the targeted Waingawa water rates.

MOVED

That the Council:

Receives the report:

Pursuant to Sections 23, 24 and 57 of the Local Government (Rating) Act 2002, resolves to set the rates, due dates and penalties regime for the 2024-2025 financial year as follows and accept one change:

All rate amounts stated are GST inclusive.

(a) General rate

A general rate on the capital value of each rating unit in the district.

The general rate is set on a differential basis over three rating categories as follows:

General rates – differential factor
Residential	1.0
Commercial	1.8
Rural	0.8

Where –

· Residential means:

- all rating units used primarily for residential purposes within the residential zone of the Carterton District as depicted in the District Plan

- all rating units located in the commercial and industrial zones of Carterton District, as depicted in the District Plan, that are used primarily for residential purposes

- all rating units associated with utility services (water, telecommunications, etc.) that are located in the urban area.

· Commercial means:

- all rating units in the commercial zone of Carterton District, including the Carterton Character Area, as depicted in the District Plan, and all rating units outside the said commercial zone that have existing use rights or resource consent to undertake commercial land use activities under the Resource Management Act 1991

- all rating units in the industrial zone of Carterton District, as depicted in the District Plan, and all rating units outside the said industrial zone that have existing use rights or resource consent to carry out industrial land use activities under the Resource Management Act 1991.

- Excludes any rating units used primarily for residential purposes

- Includes any rating units within the rural zone of Carterton District, as depicted in the District Plan, holding or exercising existing use rights or resource consent to carry out commercial or industrial land use activities under the Resource Management Act 1991

· Rural means:

- all rating units within the rural zone of Carterton District, as depicted in the District Plan, but excluding those rating units that hold and are exercising existing use rights or resource consent to carry out commercial or industrial land use activities under the Resource Management Act 1991

- all rating units associated with utility services (water, telecommunications, etc) that are located in the rural area.

A General Rate set under section 13(2)(b) Local Government (Rating) Act 2002, on every rating unit on a differential basis as described below:

• a rate of 0.18884 cents in the dollar (including GST) of capital value on every rating unit in the Residential category

• a rate of 0.33992 cents in the dollar (including GST) of capital value on every rating unit in the Commercial category

• a rate of 0.15107 cents in the dollar (including GST) of capital value on every rating unit in the Rural category

(b) Uniform Annual General Charge

A Uniform Annual General Charge on each rating unit in the District to fully fund Governance activities and to fund Community Support activities within the maximum possible under section 21 of the Local Government (Rating) Act 2002.

The Uniform Annual General Charge is calculated as one fixed amount per rating unit, for the rating year 2024-25 this rate will be $1,269.73(including GST) per rating unit set under section 15(1)(a) Local Government (Rating) Act 2002.

(c ) Targeted rates

Regulatory and planning service rate

A regulatory and planning service rate for regulatory, resource management, and district planning services on every rating unit in the district, calculated on capital value.

A targeted Regulatory and Planning Services Rate of 0.01329 cents per dollar of capital value set under Section 16 Local Government (Rating) Act 2002 on every rating unit in the district.

Urban wastewater rates

A differential targeted rate for the Council’s urban wastewater and treatment and disposal of wastewater services of a fixed amount per separately used or inhabited part of a rating unit in relation to all land in the district to which the Council’s urban wastewater service is provided or available.

The rate applied is as follows:

· A charge per separately used or inhabited part of a rating unit that is able to be connected

· A charge per separately used or inhabited part of a rating unit connected

The Council also sets a rate (pan charge) per water closet or urinal within each separately used or inhabited part of a rating unit after the first one for rating units with more than one water closet or urinal.

For the purposes of this rate:

· ‘Connected’ means the rating unit is connected to the Council’s urban wastewater service directly or through a private drain.

· ‘Able to be connected’ means the rating unit is not connected to the Council’s urban wastewater drain but is within 30 metres of such a drain.

· A separately used or inhabited part of a rating unit used primarily as a residence for one household is treated as not having more than one water closet or urinal.

a. A rate of $556.01 per separately used or inhabited part of a rating unit set under Section 16 Local Government (Rating) Act 2002 for rating units that are not yet connected but are able to be connected to the Council’s urban sewerage reticulation system.

b. a rate of $1,112.01 per separately used or inhabited part of a rating unit set under Section 16 Local Government (Rating) Act 2002 for rating units that are connected to the Council’s urban sewerage reticulation system.

c. a rate of $1,112.01 set under Section 16 Local Government (Rating) Act 2002 for each water closet or urinal after the first in each separately used or inhabited part of a non-residential rating unit connected to Council’s urban sewerage reticulation system.

Waingawa wastewater rates

A targeted rate of a fixed amount on every separately used or inhabited part of a rating unit that is connected to the Waingawa wastewater service.

And

A differential targeted rate on capital value on all properties connected or able to be connected to the Waingawa wastewater service. The rate will be set on a differential basis over two rating categories:

· All rating units located in the Waingawa industrial zone of Carterton District, as depicted in the District Plan, that are used primarily for residential purposes

· All other rating units in the Waingawa industrial zone of Carterton District.

For the purposes of these rates:

· ‘Connected’ means a rating unit that is connected to the reticulated wastewater service.

· ‘Able to be connected’ means a rating unit that can be connected to the wastewater service, but it not, and is a property situated within 30 metres of such a drain.

The purpose of these rates is to fund the operation and maintenance of the Waingawa wastewater service.

a) a targeted Waingawa Sewerage Rate of $219.00 set under Section 16 Local Government (Rating) Act 2002 on every separately used or inhabited part of a rating unit that is connected to the Waingawa Sewerage Service located in the Waingawa industrial zone of Carterton District,

b) a rate of 0.20939 cents per dollar of capital value set under Section 16 Local Government (Rating) Act 2002 on all rating units connected or able to be connected to the Waingawa Sewerage Service, in the Waingawa industrial zone of Carterton District that are not used primarily for residential purposes,

c) a rate of 0.10470 cents per dollar of capital value set under Section 16 Local Government (Rating) Act 2002 on all properties used primarily for residential purposes connected or able to be connected to the Waingawa Sewerage Service located in the Waingawa industrial zone of Carterton District.

Stormwater rate

A stormwater rate on all rating units within the urban area calculated on land value. For the purposes of this rate the ‘urban area’ is rating units:

· Within the residential zone of the Carterton District as depicted in the District Plan,

· Adjacent to the residential zone where stormwater from the property drains to the Council’s urban stormwater system.

o a targeted Stormwater Rate of 0.04165 cents per dollar of land value set under Section 16 Local Government (Rating) Act 2002 on all rating units within the urban area.

Refuse collection and kerbside recycling rate

A refuse collection and kerbside recycling rate for kerbside refuse and recycling collection on every separately used or inhabited part of a rating unit to which the Council’s collection service is provided or available.

(a) a targeted Refuse Collection and Kerbside Recycling Rate of $125.61 set under Section 16 Local Government (Rating) Act 2002 on every separately used or inhabited part of a rating unit where Council provides the service, or the service is available.

Urban water rates

A differential targeted urban water rate of:

· a fixed amount on every separately used or inhabited part of a rating unit that has been fitted with a water meter or meters and is connected to the Council’s urban water supply system.

· of a fixed amount per separately used or inhabited part of a rating unit for rating units that are not yet connected but are able to be connected to the urban water supply.

Additionally, a targeted metered water rate per cubic metre of water supplied, as measured by meter, for water consumed over 225 cubic metres per year. This rate will be invoiced separately from land rates.

For the purposes of the differential targeted rate:

· ‘Connected’ means a rating unit to which water is supplied,

· ‘Able to be connected’ means a rating unit to which water can be, but is not, supplied being a property situated within 100 metres of the water supply.

The purpose of these rates to fund the operation and maintenance of the urban water supply.

(a) a rate of $673.38 set under section 16 Local Government (Rating) Act 2002 on every separately used or inhabited part of a rating unit that has been fitted with a water meter or meters and is connected to the Council’s urban water supply system,

(b) a rate of $336.69 per separately used or inhabited part of a rating unit set under Section 16 Local Government (Rating) Act 2002 for rating units that are not yet connected but are able to be connected to the urban water supply system,

(c) a targeted Metered Water Rate of $2.00 per cubic metre set under section 19(2)(a) Local Government (Rating) Act 2002 for each cubic metre of water supplied, as measured by meter, over 225 cubic metres per year.

(d) A targeted Metered Water Rate of $3.13 per cubic metre set under section 19(2)(a) Local Government (Rating) Act 2002 for each cubic metre of water supplied, for temporary connections for Commercial and Industrial rating units as defined by the differential for General Rate.

Carterton Water Race Systems targeted rates

A targeted rate on a differential basis, calculated on land area, on rating units within the Carrington or Taratahi water race system classified areas as follows:

· Class A land area 200 metres either side of the centreline of the water race

· Class B land area from 200 to 500 metres either side of the centreline of the water race

· Class C land area able to be irrigated from water drawn from natural watercourses fed from the Water Race System, calculated from conditions of the applicable resource consent.

Additionally, a rural water services rate on every rating unit situated in the Carrington or Taratahi Water Race Classified Areas for provision of the service. The amount is a rate per rating unit. For the purposes of this rate ‘provision of the service’ means the provision of water for stock or domestic use, including where:

· The water race channel passes over the ratepayer’s property

· The water race is piped through the ratepayer’s property

· Water is extracted from the water race on a neighbouring property.

o a targeted Rural Water Race Rate of $348.82 set under Section 16 Local Government (Rating) Act 2002 per rating unit on land situated in the Carrington and Taratahi Water Race System Classified Areas that has provision of the service.

o a targeted Rural Water Race Rate set under Section 16 Local Government (Rating) Act 2002, calculated on land area on rating units within the Carrington and Taratahi Water Race System Classified Areas as follows:

• Class A $41.19561 per hectare

• Class B $9.45302 per hectare

• Class C $253.31291 per hectare

where classes are defined in the Funding Impact Statement.

Waingawa water rates

A targeted rate of a fixed amount on every separately used or inhabited part of a rating unit that has been fitted with a water meter or meters and is connected to the Waingawa Water Supply service.

For the purposes of this rate:

· ‘Connected’ means a rating unit to which water is supplied.

Additionally, a targeted rate per cubic meter of water supplied, as measured by meter. This rate will be invoiced separately from other rates.

The purpose of these rates is to fund the operation and maintenance of the Waingawa Water Supply service.

(a) a targeted Waingawa Water Rate of $679.53 per separately used or inhabited part of a rating unit set under Section 16 Local Government (Rating) Act 2002 on all rating units that are connected to the Waingawa reticulated water service.

(b) a targeted metered Waingawa Water Rate of $3.13 per cubic metre set under Section 19(2)(b) Local Government (Rating) Act 2002, as measured by meter, for all water supplied to each rating unit which has been fitted with a meter or meters with consumption up to and including 50,000 cubic metres per year and is connected to the Waingawa reticulated water service.

(c) a targeted metered Waingawa Water Rate of $2.60 per cubic metre set under Section 19(2)(b) Local Government (Rating) Act 2002, as measured by meter, for all water supplied to each rating unit with consumption over 50,000 cubic meters per year, which has been fitted with a meter or meters and is connected to the Waingawa reticulated water service.

Economic Development Rate

The economic development rate is primarily used to fund regional and local economic development initiatives.

· a targeted Economic Development Rate of $753.61 per rating unit on all Commercial and Industrial rating units as defined by the differential for General Rate.

(d) Due Dates for Rate Payments (excluding metered water rates)

Pursuant to Section 24 of the Local Government (Rating) Act 2002, that the rates (excluding metered water rates) for the year 1 July 2024 to 30 June 2025 be assessed in three equal instalments with each instalment due on the due date for payment for that instalment set out in table 1 below.

Table 1: due dates and penalty dates for rate payments (excluding metered water rates)

Instalment	Due date for payment	Penalty date
1	20 November 2024	21 November 2024
2	20 February 2025	21 February 2025
3	20 May 2025	21 May 2025

(e) Due Dates for Metered Water Rate Payments

Pursuant to Section 24 of the Local Government (Rating) Act 2002, that the due dates for metered water rates are as set out in the table below for each reading period for the year 1 July 2024 to 30 June 2025.

Table 2: due dates and penalty dates for metered water rates

Meters read in	Due date	Penalty date
September 2024	31 October 2024	1 November 2024
January 2025	28 February 2025	1 March 2025
March 2025	30 April 2025	1 May 2025
June 2025	31 July 2025

(f) Penalty Charges (Additional Charges on Unpaid Rates)

Pursuant to Sections 57 and 58(1)(a) of the Local Government (Rating) Act 2002, a penalty of 10% of the amount of each instalment of rates (except metered water rates) remaining unpaid after the relevant due date for payment will be added on the relevant penalty date for the instalment stated in table 1.

Targeted rates for metered water supply will be invoiced separately from other rates. A 10% penalty will be added to any part of the invoiced metered water rates that remain unpaid after the relevant due date stated in table 2 as provided in Sections 57 and 58 (1)(a) Local Government (Rating) Act 2002. The penalty will be added on the relevant penalty date for the instalment stated in table 2.

Pursuant to Sections 57 and 58(1)(b) of the Local Government (Rating) Act 2002, a penalty of 10% will be added on 26 September 2024 to the amount of rates assessed in previous financial years and remaining unpaid as at 25 September 2024 excluding metered water rates.

Pursuant to Sections 57 and 58(1)(b) of the Local Government (Rating) Act 2002, a penalty of 10% will be added on 1 July 2025 to the amount of rates assessed in previous financial years and remaining unpaid as at 30 June 2025 excluding metered water rates.

Pursuant to Sections 57 and 58(1)(b) of the Local Government (Rating) Act 2002, a penalty of 10% will be added on 1 August 2024 to the amount of water meter rates assessed in previous financial years and remaining unpaid as at 31 July 2024.

Pursuant to Sections 57 and 58(1)(b) of the Local Government (Rating) Act 2002, a penalty of 10% will be added on 1 August 2025 to the amount of water meter rates assessed in previous financial years and remaining unpaid as at 31 July 2025.

Cr B Deller / Deputy Mayor S Cretney

CARRIED

7.4 Belvedere Hall - Removal of Reserve Status Update

1. Purpose

For the Council to consider the continuation of the disposal of Belvedere Hall.

MOVED

That the Council to:

1. Receives the report.

Cr L Newman / Cr S Gallon

CARRIED

2. Agrees to proceed with the removal of the reserve status and sale of 583 Belvedere Road (Belvedere Hall).

Cr D Williams / Cr S Laurence

CARRIED

7.5 Financial report for the three months ended 30 September 2024

1. Purpose

To present the YTD financial results to Council for the three months ended 30 September 2024.

MOVED

That the Council:

1. Receives the report.

Deputy Mayor S Cretney / Cr G Ayling

CARRIED

7.6 Options for strengthening the Rural Advisory Group

1. Purpose

For Council to provide feedback on the preferred option for strengthening the Rural Advisory Group.

MOVED

That the Council:

1. Receives the report.

Cr S Gallon / Cr D Williams

CARRIED

2. Agrees to retaining the Rural Advisory Group with amendments to the Terms of Reference including a feedback loop to Council.

Cr S Laurence / Cr R Cherry-Campbell

CARRIED

7.7 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.

Deputy Mayor S Cretney / Cr D Williams

CARRIED

7.8 Proposed framework for approval of Memoranda of Understanding and Agreements

1. PurposE

For the Council to review the proposed Framework for approval of Memoranda of Understanding (MOU) and other types of Agreements.

NOTED

· This item will be referred to a workshop for further discussion.

7.9 Chief Executive Performance Review Committee

1. Purpose

For the Council to consider the Terms of Reference for a Chief Executive Performance Review Committee and the process for developing the committee.

MOVED

That the Council:

1. Adopts the Terms of Reference for the Chief Executive Employment Review Committee, with effect for the 2024/25 review period onwards, with the following amendments:

§ Deleted – The Chair is the Independent Advisor, or the Deputy Mayor (in the event the independent advisor is not available)

§ Replaced this with - The Chair and Deputy Chair are elected members appointed by Council.

Agreed Cr Dale Williams is appointed as Chair, and Deputy Mayor Steve Cretney is the Deputy Chair until the next Triennium.

2. Provides advice on the preferred Chair, Deputy-Chair, Councillor and tāngata whenua membership of the Committee.

Deputy Mayor S Cretney / Cr L Newman

CARRIED

3. Removes the responsibilities of the Chief Executive’s annual performance review from the Risk & Assurance Committee Terms of Reference, and notes this will come to the Council meeting on 11 December for approval (along with minor amendments to several other Terms of Reference).

4. Notes that following Council’s adoption of the Terms of Reference, Management in partnership with the Mayor, will progress a recruitment process for the independent advisor.

Cr B Deller / Cr S Gallon

CARRIED

7.10 Appointments to the District Licencing Committee

1. Purpose

To make public the appointments to the District Licensing Committee.

MOVED

That the Council:

1. Receives the report.

Cr G Ayling / Cr L Newman

CARRIED

7.11 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) 9 September 2024 to 11 October 2024

MOVED

That the Council:

1. Receives the report.

Deputy Mayor S Cretney / Cr S Gallon

CARRIED

7.12 Service Requests and Complaints

1. Purpose

For the Council to be informed on Service Requests received in September 2024 to 11 October 2024 and Complaints received from 9 September 2024 to 11 October 2024.

MOVED

That the Council:

Receives the report.

Cr D Williams / Cr B Deller

CARRIED

8 Exclusion of the Public

Not applicable.

9 Karakia Whakamutunga

The meeting closed with a karakia by all elected members.

The meeting closed at 3.45pm

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

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

Ordinary Council meeting Agenda

11 December 2024

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7.4 Carterton Skate Park user Group - Carrington Park

1. Purpose

For the council to receive the concept designs for the Carrington Park skate park and endorse Carterton Skate Park User Group to continue with community engagement.

2. Significance

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

3. Background

With contributory funding from the Department of Internal Affairs, Ka Pai Carterton led a community co-designed plan for a multigenerational play space alongside WSP. The detailed designs and plans were accepted by Council in March 2024. It was noted in the March report to Council that the refurbishment of the current skatepark was initially not included in the original plans for Carrington Park, however it did have a focus on new skate elements being brought through into the new park areas.

Since the community co-design, the Carterton Skate Park Users Group (CSPUG) has been established and determined that the current bowl and ramps need to be resurfaced and brought into the design of the rest of the park. Together with Ka Pai the CSPUG team engaged Acid NZ – Skatepark designers to develop a plan for the skate park.

4. Discussion

CSPUG is a community led group that sits under the Carrington Park project umbrella. The group is focusing specifically on the skate area and are committed to driving this project, engaging with the community and fundraising for the build costs. They hope that by progressing with the Skate Park concept, this will encourage more community traction into the wider Carrington Park project.

With the disestablishment of Ka Pai Carterton, Council has continued to support CSPUG and Acid NZ through the development of the concept designs for the new Skate Park.

Working between the Ka Pai (Carrington Park) detailed designs and our current park lay out, we agreed to an increased footprint for the skate park. The current footprint of the Skate Park is 550m². The new design will see the skate park area increase by 175m² to allow for a more cohesive area encompassing an increased skateable area, more features and zoned spaces for multiple users. This would bring the new footprint to 727.5m².

The design was adjusted to make use of the space where the Oak tree was removed. This enabled the large hard surface area to be moved further away from the tree canopy of the trees on the southern side of the park, thus widening the green space around the root zone on those trees which will strengthen the ongoing health of the trees.

A aerial view of a skate park

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One of the notable differences of the concept design is the relocation of the skate bowl. Moving the bowl to the lower section of the park allowed the team to maximise the space. Due to the footprint size restrictions including the tree drip lines and other infrastructure items. It was a struggle to get enough length in the footprint to fit a good progressive street section design. This brings the bowl and the wider skate park into the open, away from the trees, not just to avoid debris, but also to make it more visible and safer. Additionally, the current bowl requires remedial works to bring it up to spec. The costs to do the maintenance is in line with new build which comes with a guarantee of longevity.

This concept design has been completed with all park users in mind. The proposed features will suit a wide range of users and different rolling disciplines. The features are designed to target at mid-range skill users, but also has items that cater for beginners and advanced users. The mini ramp section of the bowl is a good beginner’s zone, as well as the manual pad and flat bar on the street course. There are no age restrictions to the design, but there will be a focus on intermediate users.

Health and Safety concerns will be reviewed through detailed design and any risks found will be worked on to minimise or isolate. Within the concept design, handrails and berms are currently indicated as fall risk areas.

Details on whole of life costs will be available once detailed design is completed and further information on the precise project inputs are agreed. High level project estimates for this scope and design are approximately $730,000, with additional funds needed for the existing park demolition. A firmer costing will be confirmed at detailed design. It is noted that CSPUG will be fundraising for the build of the skate park, in line with what has previously been agreed in the Ka Pai Carterton Carrington Park upgrade.

Acid NZ have provided a high-level ongoing maintenance plan (Attachment 2) in which they recommend for all the parks they build. This includes regular checks for broken and damaged items, galvanisation when required, and an indication of when the park needs to be resealed. Further information on the ongoing maintenance will be presented through detailed design.

Next steps for CSPUG

CSPUG are now seeking endorsement from Council on the concept plans and to continue progressing to community engagement.

If obtained they will progress with:

· Community engagement.

· Further review of the Carrington Park detailed design to ensure the concept skatepark design aligns with future work.

· Review the local council guidance on building skateparks to consider other elements to be included e.g. seating, shade, lighting.

· Finalise the concept plan based on community engagement.

· Development of a fundraising plan

CSPUG would like support from council to help with shaping the community engagement. Their engagement will take place over the holiday period and early next year when schools return and will include a survey, community event, advertising in the Crier and school events. Additionally, they are seeking Council support with the development of a fundraising plan.

5. Options

a) Endorse the Carrington Park Skate Park User Groups concept plans and support the next step of community engagement.

b) Decline the Carrington Park Skate Park Groups concept plans.

6. NEXT STEPS

Next steps will be determined by the decisions made by council.

If council agrees to endorse the concept plans and community engagement, Officers will work with CSPUG in develop a Memorandum of Understanding on the roles and responsibilities of each party to support future works on this project. It will be clear in this MOU that Council will not be committing to funding the project but will be supporting it with officers time.

7. CONSIDERATIONS

7.1 Climate change

Parks mitigate the urban heat effect, improve air quality and absorb carbon from the atmosphere, and also support local biodiversity. Parks are both important social and environmental infrastructure.

7.2 Tāngata whenua

Tāngata whenua have been a part of the Carrington Park project since the beginning and have continued to be active members of the working group through the development of the playground design.

Further engagement with mana whenua will be undertaken as part of the community engagement.

7.3 Financial impact

Council has already agreed to ongoing maintenance of the whole proposed development of Carrington Park. At this stage officers do not know if this design will see an increase in operational budgets over and above what has been estimated for the whole park design.

7.4 Community Engagement requirements

Community will be engaged by CSPUG. This will include community event, advertising in the Crier, Survey and visits to local schools.

Risks

There is a risk that CSPUG 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 should the project gain a significant amount of community support, but not gain sufficient funding to proceed, or achieve funding in a timely manner. The community has been highly engaged in the co-design of the wider project and will be engaged again for the skate park elements. They may be disappointed if the park is developed over a slower timeframe than anticipated.

There is a financial risk implementing the project in a staged approach, related to escalating procurement and construction costs. Further financial risks relate to the ongoing operation and maintenance.

7.5 Wellbeings

Social

· A caring community that is safe, healthy, happy and connected

· An empowered community that participates in council and community based decision making.

· Fit for purpose public facilities, spaces, parks and rural reserves.

Cultural

· A community that fosters and promotes our character and creativity.

Economic

· Quality, fit for purpose infrastructure, and services that are cost effective and meet future needs.

8. Recommendation

That the Council:

1. Receives the report

2. Agrees to endorse the Carrington Park Skate Park User Groups concept plans and support the next step of community engagement.

File Number: 429595

Author: Glenda Seville, Community Services and Facilities Manager

Attachments: 1. Skate Park Concept Design ⇩

2. High Level Maintenance Plan ⇩

External supplier	Costs 3 months	Comments
Magnify Consulting	$33,570	Bronda Smith assisting with revised LTP
Simpson Grierson	$ 8,531	Legal advice on LTP
Magiq Software support Further review of LTP model set up and recommendations for improvement	$ 1,790 $ 5,000	SME support on financial modelling SME support on reviewing financial model for completeness
Sub-total	$ 48,891
Audit NZ – unbudgeted expenditure	$ 57,000	Additional audit of LTP – August/ September
Total external costs	$105,891
Internal Costs
Magiq Software support	80 hours (40 tickets)	Frequent support covered in monthly contract
Finance team – CSM & FM	200 hours (estimate) -two senior managers	Internal costs to rework LTP – impacted on BAU

Ordinary Council meeting Agenda

11 December 2024

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7.7 Request from Wairarapa Sports Artificial Surface Trust

1. Purpose

For the Council to consider the request for Wairarapa Sports Artificial Surface Trust (WSAST) to act as guarantor (along with Masterton District Council and South Wairarapa District Council) for a loan from the Wairarapa Building Society.

2. Significance

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

3. Background

WSAST is seeking a loan from the Wairarapa Building Society of $230,000 and is asking the three Wairarapa councils to act as guarantor for this loan.

Expenditure of $230,00 was approved by WSAST for the laying of new turf on the assumption that sufficient grant funding to meet the cost of the turf was forthcoming. However, the grant funding was not received, and has left a debt of $222,785.77 to the turf supplier and installer, Polytan. This needs to be paid by 14 December 2024, after which time Polytan has threatened to serve a statutory demand on the Trust.

Failure to pay the Polytan debt may result in legal action, the Trust being wound up, the newly laid artificial turf being removed by the supplier, or all of the aforementioned. This would seriously jeopardise the playing of hockey in Wairarapa.

The request from WSAST that the three Wairarapa District Councils support the WSAST loan application by guaranteeing the debt is attached, along with financial forecasts.

4. Discussion

The Hockey Stadium is an important facility in the Wairarapa which contributes to the social and financial well-being of the community. The stadium brings families into the area when events are being held.

The Hockey Stadium and new artificial turf is located at the A&P Showgrounds in Carterton. The land is owned by the Wairarapa A & P Society Incorporated.

The artificial turf is owned by the WSAST and used by the Wairarapa Hockey Association. It is understood player fees are received by the Hockey Association and a portion of this is passed through to the WSAST. A lack of cohesion and separate governance structures between the Wairarapa Hockey Association and the Artificial Surface Trust have compounded the financial and operational issues the Trust has faced. It is also apparent the WSAST has made commitments to Polytan which were not supported with available funding. At the extreme, this could potentially result in the Trustees being personally liable for some or all of the outstanding debt.

The Wairarapa Hockey Association and WSAST have proposed a plan to become one entity with charitable status as the current structure is not sustainable in the long term. This plan has yet to be voted upon by both entities.

The request is the proposed guarantee of $230,000 would be shared equally between the three Wairarapa Councils, suggesting a maximum liability for Carterton District Council of $76,667.

Council officers ask that this request is considered.

5. CONSIDERATIONS

5.1 Climate change

There are no climate change considerations related to the decisions in this paper.

5.2 Tāngata whenua

There are no tāngata whenua considerations related to the decisions in this paper.

5.3 Financial impact

Officers have considered whether committing to a guarantee for assets that do not belong to Council, or are not located on Council owned land may be contrary to the debt covenants and commitments made to Local Government Funding Agency (LGFA), our major debt funder.

Feedback from LGFA confirmed Council can offer guarantees to entities other than LGFA, however these would rank below those provided to LGFA in terms of priority status. Furthermore, the LGFA advised a guarantee of this size would not be considered material, or have a significant impact on the financial performance of Council should it be called.

There is a financial risk of $76,667.00 if WSAST defaults on paying the loan to the Wairarapa Building Society. A similar risk would also be held by the other two Wairarapa Councils should they commit to act as joint guarantor.

In the event the guarantee is called Council would need to fund the call, which would likely come from general reserves, so as not to impact rates. The current dire financial situation of the WSAST, and the fact the proposed merger with Hockey Wairarapa has not yet been approved by either entity suggest the likelihood of the guarantee being called is not insignificant.

The suggestion from the WSAST that the debt be shared equally is fair. However common commercial practice is all guarantors sign standard guarantee documents with the liability shared as “Joint & Several”. This would mean in the event the other two Council’s withdrew their support CDC could be liable for the full amount of the debt.

Additionally standard debt guarantee documents do not just cover the outstanding principal amount – but also the interest portion, which could be as much as 100% in additional to the outstanding principal.

It is recommended if Council decides to endorse the guarantee the CEO is delegated authority to draft a stand-alone guarantor document to limit Council’s liability to match the resolution of Council – as opposed to signing standard Wairarapa Building Society guarantee documents.

If agreed, the contingent liability of $76,667 (or an amount as Council resolves) will be recorded in the Notes to future Annual Reports.

WSAST have proposed loan from Wairarapa Building Society is for a period of 5 years. This is sufficient time for the merged Hockey entity to obtain external funding and repay this debt. Officers recommend any Council guarantee commitment is time bound for a similar period – i.e. a maximum period of 5 years.

5.4 Community Engagement requirements

There are no community engagement requirements relating to the decisions in this report.

5.5 Risks

There are financial risks, as outlined in 5.3.

The long-term sustainability of Hockey in the Wairarapa remains a concern, with the governance of community sporting organisations changing as the players and their parents move through the sport. Some may question how a community sporting organisation can make such a significant financial commitment without secure funding in place. Some may also question why it falls to Council to financially support failing sporting organisations, when Council has declined to do so for other entities.

The role of governance of the sporting organisation and the WSAST Trustees comes into question. A Council guaranteed loan to pay the overdue debt to Polytan would materially reduce the risk of personal liability of the Trustees.

In the even Council considers supporting the guarantee, one way to help mitigate the governance risks, without Councillors taking on liability for the sporting organisation or a Trust, may be to appoint a Council Observer to the Trust Board entities. The Council Observer should not have voting rights (to avoid liability issues), but could oversee the governance and report back to Council on progress towards financial sustainability and debt repayment.

In the event Council agrees to this guarantee, there is a high probability risk other community groups will also seek Council guarantees or loan underwrites for upgrades and developments which are not fully funded or have a low rate of return. This may place Council in a difficult situation as there are numerous community groups where the option of a Council-backed guarantee would be of great interest. Council needs to be cognisant that approving this guarantee may result in more requests coming forward.

The current financial situation of Hockey Wairarapa appears to be desperate. It is possible the entity may have a statutory demand placed against it for the outstanding debt of $227k within the next few days. The WSAST appear to be unable to repay this debt within the statutory timeframe of 7 days.

Wellbeings

Social and financial

The Hockey Stadium is an important facility in the Wairarapa which brings people into the area when events are being held. Being unable to use the stadium would impact on the social and financial well-being of the community.

6. Recommendation

That the Council:

1. Receives the report.

2. Declines to act as joint guarantor for the Wairarapa Artificial Surface Trust.

3. Agrees to act as a joint guarantor for the Wairarapa Artificial Surface Trust to a maximum value of $76,667, and

4. Agrees the guarantor commitment will expire on 11 December 2029 or earlier in the event the loan is repaid earlier, and

5. Delegates authority to the CEO to prepare a guarantee deed in line with the resolution 3 above, and

6. Delegates authority to the Mayor and CEO to authorise the guarantee deed.

7. Agrees to appoint a non-voting Council Observer to the Wairarapa Hockey Association and Wairarapa Sports Artificial Trust entities, to assist with ensuring ongoing financial sustainability and debt repayment, and

8. Appoints ______________ to be the Council Observer on Wairarapa Hockey Association and Wairarapa Sports Artificial Trust entities.

File Number: 429886

Author: Geoff Hamilton, Chief Executive

Attachments: 1. Proposal to Councils re WBS Loan Guarantor ⇩

2. Management Forecast for WSAST to 31 Dec 2026 ⇩

3. Turf Trust 5 yr rolling cashflow budget to 31.12.2029 ⇩

Ordinary Council meeting Agenda

11 December 2024

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7.8 Wairarapa Estate Limited - Offer of Esplanade Strips.

1. Purpose

For the council to consider the offer of an Easements from Wairarapa Estate Limited.

2. Significance

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

3. Background

In Late 2022 Council was approached by Forest Enterprises who manages Wairarapa Estate Limited forests. Wairarapa Estate Limited is planning to register Esplanade Strips against the title of Craigie Lea, Driscoll Road and Lands End /Dunolly/Glenburn Forests. This was recommended to them by Walking Access Commission / Outdoor Access Commission as part of the Overseas Investment Office process. Below are the locations of the Forest and the location of the esplanade (blue lines) and access strip (red line).

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4. Update on Engagement with tangata whenua

This report was first presented to Council on 18 September 2024. Council requested that officers undertake further engagement with tāngata whenua before a decision is made.

Officers alongside Forest Enterprises met with Pou-tiaki whenua, Horipo Rimene, of Rangitāne o Wairarapa to kōrero about this proposal. Feedback is as follows;

Rangitāne o Wairarapa have been notified on the 23^rd October 2024 by CDC and Forest Enterprises on the proposal to register Esplanade Strips against the title of Craigie Lea, Driscoll Road and Lands End /Dunolly/Glenburn Forests.

Rangitāne believes that this is a great opportunity for us to reconnect back to our river “Pahaoa“and the many waahi tapu around/along this river.

Rangitāne o Wairarapa fully supports the Kaupapa. if you need further information/clarification please contact Horipo Rimene.

Additionally, a hui was held with Chief Executive, Ray Hall, Ngāti Kahungunu ki Wairarapa Tāmaki nui-a-Rua Settlement Trust and Renaee Clarke, Environmental Manager, Ngāti Kahungunu ki Wairarapa Iwi Development Trust on Monday 2December, who endorsed and supported the concept, seeing the benefit for enhanced relationships to be nurtured. Ray commended our approach and thought the documents are some of the nicer ones he’s seen.

Officers acknowledge the importance of meaningful engagement, and will, as needed, actively seek further collaboration with hapū, guided by the advice and direction of iwi.

Officers would like to acknowledge Forest Enterprises for their commitment to support further engagement with mana whenua and council.

5. Discussion

This opportunity will enable public access along the Pahaoa River and to Oumakura Reserve over the land on the Craigie Lea, Driscoll Road and Lands End/Dunolly/Glenburn Forests.

Wairarapa Estate has also offered a similar opportunity to Masterton District Council.

Officers have undertaken due diligence on this proposal and sought advice from our lawyers and insurance company.

The legal advice identified a risk that Council may be accepting liability to maintain and manage the environment which is remote and difficult to access. Staff have raised this with Wairarapa Estate noting the Esplanade Strip is streams and creek beds, which may easily become clogged with windfall, debris and forestry slash. The forest manager, Forest Enterprises, does not currently maintain these areas, and there is no expectation Council will either.

Furthermore, our lawyers suggested we contact our insurers regarding public liability of Council, where the actions or inactions of the public using the Esplanade Strips causes damage to the forest or forest operations.

Following on from the legal advice, advice was sought from Marsh Insurance on the following questions:

Q - Does the clause around public liability (single event and in aggregate) fit withing our current insurance contracts.

A - Yes the policy limit is for each occurrence and is not limited by an aggregate for property damage claims, so yes it complies with the agreements requirement.

Q - What is our liability for a member of the public using the easements as per this agreement, but accidentally causing damage to the forest. For example, someone dropping a cigarette butt which burns down the forest – which is probably worth way more than $5m. Is Council in any way liable?

A - No under common law only the person/entity that physically causes the damage can be held legally liable. For individuals they may have ‘Personal Liability’ cover under a contents policy.

Q - Anything else we need to be aware of before considering signing these agreements.

A - Public Liability only covers CDC’s liability for causing damage it does not cover contractual liabilities, which may be a commercial risk for CDC to understand and manage.

Following this advice officers have met with Forest Enterprise Limited and suggested the following amendments to the original document.

Clause 5 added (k) hunting (regardless of whether a licence has been obtained).

Clause 6

Amended from: It is the responsibility of any person accessing the Esplanade Strip to ensure so far as reasonably practicable that when entering, exiting, or using the Esplanade Strip there are no risks to the health and safety of any person. This includes risk subject to adverse weather conditions.

To: It is the responsibility of any person accessing the Esplanade Strip to ensure so far as reasonably practicable that when entering, exiting, or using the Esplanade Strip there are no risks to the health and safety of any person. This includes risk subject to adverse weather conditions and unpredicted rises in the water level that may have a risk to the health and safety of the Grantee or any person having access over the strip.

Clause 8(e)

Amended from: At any time that in the opinion of the Grantor there is a risk to the health and safety of the Grantee or any person having access over the easement.

To: At any time that in the opinion of the Grantor there is a risk to the health and safety of the Grantee or any person having access over the easement (including, without limitation, during hunting season where a hunting licence has been issued by an appropriate body).

Clause 9

Amended from: Responsibility for notifying the public that the strip is closed to public access at those times is as follows (notification will be given by erecting signs at all entry points to the strip).

To: It is the responsibility of the Grantor to notify the public that the strip is closed to public access at those times specified in 8(a) – (e) (notification will be given by erecting signs at all entry points to the strip).

Summary

CDC has no short-term plans for these Esplanade Strips, however it is an area that could be developed further to benefit our community. These access strips provide opportunities for increased recreational access (walking, horse-riding, cycling) along with the ability to enhance relationships with relevant stakeholders through the sharing and telling of stories relating to these spaces and places.

Having considered the potential risks and liabilities with accepting these Esplanade Strips, officers believe that the downside risks have been mitigated as far as practicable and do not pose additional risks to Council. Furthermore, the potential benefits for our community in the long-term are tangible, albeit not a priority at this time.

6. Options

· Agree with the proposal from Wairarapa Estate and enter into the Esplanade Strip agreement (Officer recommendation).

· Make further amendments to the Esplanade Strip agreement.

· Do not accept the offer.

7. NEXT STEPS

Dependent on the options selected by Council, Officers will advise Forest Enterprises of the outcome.

If we continue with the proposal, Wairarapa Estate and Forest Enterprises would like to finalise all documentation by the end of December 2024.

8. CONSIDERATIONS

8.1 Climate change

Changing weather and increased flooding events will have a potential impact on this easement. There are risks of excessive flooding, slash and slips as it is located next to a waterway.

Access to these riparian strips may offer the chance to gather additional and ongoing data related to the impacts of climate change. Engagement with relevant stakeholders will enhance the sustainability and viability of the development of accessways and serve to assist with decision making regarding climate change mitigations.

8.2 Tāngata whenua

Tāngata whenua have not had the opportunity to provide input into this report. Within the Forestry Enterprises Forest Management Plan there is a commitment to engage with the appropriate iwi to ensure culturally significant resources, land, historic and archaeological sites are identified and appropriately managed.

As referenced earlier in this report (page 3), Forest Enterprises and CDC Officers, has engaged with iwi and received their endorsement for this kaupapa, reflecting a collaborative approach and alignment with shared aspirations.

8.3 Financial impact

Officers are not proposing any investment in the Esplanade Strips for the foreseeable future. The land will remain as is, and the forestry harvesting will continue as planned.

Officers also do not consider the addition of these Esplanade Strips will increase our insurance premiums, as Council are not proposing any work, or development on the land. Liability for actions undertaken by the public when on public land does not rest with Council.

The cost of this agreement has been almost exclusively officer time.

8.4 Community Engagement requirements

No community engagement has been undertaken in relation to this report. The decision to offer the Easement was a direct result from Walking Access Commission/Outdoor Access Commission as part of the Overseas Investment Office process.

8.5 Risks

As noted above, Public Liability only covers CDC’s liability for causing damage. It does not cover contractual liabilities, which may be a commercial risk for CDC to understand and manage.

Officers gaining access to the site will help us identify future potential risks and mitigation actions will come from that.

Wellbeings

This initiative represents a long-term opportunity for the Carterton community, supporting community wellbeing by fostering participation in recreation, strengthening connections between people and places, and deepening our bond with the natural environment. Moreover, this space will serve as a unifying hub that celebrates and reinforces our cultural identity, including the significance of the whenua to hapū, iwi, and the wider community. Access to the outdoors—a quintessential aspect of being Kiwi—will be complemented by honouring our shared heritage and mātauranga Māori, creating a space that nurtures connections across generations and cultures.

9. Recommendation

That the Council:

1. Receives the report.

2. Agrees to accepting the offer from Wairarapa Estate to gift Carterton District the Easement at Craigie Lea.

File Number: 430256

Author: Glenda Seville, Community Services and Facilities Manager

Attachments: Nil

Ordinary Council meeting Agenda

11 December 2024

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7.9 West Taratahi Hall Reserve upgrades

1. Purpose

For the council to consider the West Taratahi Hall Reserve upgrade project and make a decision on the recommendations provided in this report.

2. Significance

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

3. Background

West Taratahi Hall is located at 715 Chester Road. It is currently administrated by the West Taratahi Hall Association (WTHA). It has Reserve Act status under the Community Building Reserve Category. The hall has no heritage value. While council retains ownership of both West Taratahi buildings and land, the community is responsible for the day to day operating of the Hall. The funding for the upkeep of the hall is obtained through hiring the hall out, community fundraising, with the opportunity to apply for community grants from the council and other funding providers.

In 2022 the WTHA approached council with several concerns around the rental property. On the 25^{th of} May 2022 Council approved $35,000 to undertake building work required on the rental property. This was not utilised, as planning progressed it became evident that more work was required than initially planned. This resulted in a report back to council in February 2023. Where a decision was made to dispose of the house. The property sold in March 2024 and was removed from site in June 2024.

4. Discussion

Over the last couple of years, the WTHA have gone from strength to strength, they have created a 5 year project plan, developed a funding plan and have been successful in delivering a number of projects to improve the Hall and Reserve grounds for the benefit of the community. This includes:

· Addition of a new toilet block, this has wheelchair access, new outside lights at the back of the hall and outside the block, new concrete footpath to the toilets and new water taps outside the hall and toilets.

· Progressing with new windows at the back of the hall.

· Planning is underway to paint the exterior of the hall.

· Installing larger water storage facilities

These projects have all been possible by way of successful community grant requests.

The group have also been pragmatic about exploring options to deliver courses at the hall, which will benefit their community for example CPR courses, becoming a Civil Defence Community hub and looking at the possibility of installing a Defib outside the hall. The Hall is currently being hired out regularly and proving popular with many repeat customers, feedback is very positive from users at the hall.

WTHA have been working with their community on plans to develop the Reserve and utilise the space for enhanced community activity. On the 25^th August 2024 the WTHA hosted a community event at the hall where they had presentations from WREMO, Wellington Free Ambulance and Neighbourhood Support and asked their community for feedback on future plans for the land. Suggestions that came through were children bike track, play area, BBQ Area, Safe car parking, civil defence hub, reestablishing the grass tennis courts.

Since the engagement with the community the Association have begun scoping out the costs to undertake their developments and have identified project they would like to continue with.

The below map indicates the proposed works:

Red Line = Carpark

Orange Lines = Site works and fencing of water race

Black & White = is proposed walking, kids bike track.

Multiple quotes have been received by a number of suppliers to undertake this work. These quotes have been analysed by both WTHA and Officers. They meet procurement processes, and the final contractors have proven track record.

Project	Details	Quotes received
Carpark	New Car park within the boundary of the reserve. Fenced and away from the road.	$34,160
Fencing	New fencing in carpark and boundary sections.	$21,415
Site Works	Prepare site for bike/walk track	$2,000
Walk/ kids Bike track	New Kids bike and walking track around the reserve	$10,072
Community Hub	Electrical Work – new connection and upgrades to the hall	$4,840
Total		$72,487

5. Reserves Contribution Fund (Parks reserve)

Reserve contributions are paid as a percentage of the land value of new allotments and are applied to the acquisition and development of land for reserves, and to the development and upgrading of community reserves. Reserve contributions are set through the District Plan and within the Development contributions or financial contributions policy within the Long Term Plan.

The purpose of the Reserves funds is to;

a) To provide for the acquisition and development of reserves and open spaces in response to the needs arising from subdivision and development.

b) To protect conservation values of riparian and costal margins, and associated water quality and aquatic habitat.

c) To provide opportunities for public access to and along water bodies including the coast.

d) To provide recreational opportunities near water bodies.

CDC currently holds $2,463,180.46 in the Reserves Contribution Fund, more commonly known as the ‘Parks Reserve’. The last time funds were drawn down from this pool of funding was in 2022 – 23 for Green toilets (dunnies) in rural reserves, and also for CBD Security cameras totalling $12,995.00.

With the sale of the house at the hall, this opened up the opportunity for WTHA to think wider about enhancements and new projects for the Reserve to benefit the wider community. It was intended that the profit from the sale of the property be allocated back to the Reserve for these developments. However, on our assets register the property was values at $169,161.00. The sale of the house was significantly less meaning no profit from the sale was returned to the WTHA.

WTHA has been the kaitiaki of the Community Hall and grounds since the 1980’s the group is community led and as noted above have ambitious plans for the development of this reserve. There is a number of projects that the team are seeking community funding to deliver. There most current ones being the painting of the hall and installing the new water tanks. They are not in a financial position to deliver on the larger development of this reserve.

CDC has historically underfunded our rural reserves noting specifically our community halls who have Board or Associations sitting as the driving body for the day to day management.

This project sits directly in line with the purpose of the Reserves Contribution and will enable investment into a rural reserve which will see a bit impact for this community. For that reason, officers are supportive this project proceeding.

The estimated costs for this future development of this Hall site and reserve, is $72,487.00 officers propose that the budget be funded through Reserves Contribution Fund. As such, apart from future depreciation, the capital investment will not have any impact on rates.

6. Options

a) Agree to part fund from Reserve Contributions Fund. Noting WTHA would need to seek external community funding to reach the balance.

b) Decline proposal noting WTHA would need to fundraise and seek external community funding for the full project.

c) Accept full proposal utilising finds from the Parks Reserve contributions.

7. NEXT STEPS

Next steps will be guided by decision from council as to which option is actioned.

8. CONSIDERATIONS

8.1 Climate change

Parks and Reserves mitigate the urban heat effect, improve air quality and absorb carbon from the atmosphere, and also support local biodiversity. Parks and Reserves are both important social and environmental infrastructure.

8.2 Tāngata whenua

Officers do not consider the subject of decision to have an impact on Tāngata whenua.

8.3 Financial impact

CDC currently holds $2,463,180.46 in the Reserves Contribution Fund (Parks Reserve). The estimated cost of the project is $72,487.00. Officers propose that the budget be funded through the Parks Reserve. As such, apart from future depreciation, the capital investment will not have any impact on rates.

It is noted that the Parks Reserve has not been utilised since 2022 – 23 where there was a $12,995.00 withdrawal. There is a significant amount of new contributions added since that time, which is held for the purposes described above.

8.4 Community Engagement requirements

The West Taratahi Hall Association have already undertaken community engagement with their local community. Upgrades to this reserve will be accessible for the wider community.

8.5 Risks

There is reputational risk should the project not go ahead from community at a time when council are gaining positive momentum with WTHA and WTHA are gaining positive momentum with the wider Clareville/Norfolk community.

We have a history of underinvestment within our community hall assets.

8.6 Wellbeings

Outline any wellbeings considertions associated with any decision the Council is being asked to make, legal, social, environmental. Please delete as appropriate.

Social

· A strong and effective council providing trusted leadership

· A caring community that is safe, healthy, happy and connected

Cultural

· A community that fosters and promotes our character and creativity

Environmental

· A resilient community capable of responding and recovering from environmental shocks

Economic

· Quality, fit for purpose infrastructure and services that are cost-effective and meet future needs

9. Recommendation

That the Council/Committee:

1. Receives the report

2. Endorse the West Taratahi Hall Reserve project.

3. Approves the project budget of $72,487 as unplanned expenditure; funded from the Reserves Contribution Fund (Parks Reserve).

File Number: 430215

Author: Glenda Seville, Community Services and Facilities Manager

Attachments: Nil

Ordinary Council meeting Agenda

11 December 2024

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7.11 Local Water Done Well

1. Purpose

For the council to consider:

a. Making use of the alternative consultation and decision-making provisions provided in the Local Government (Water Services Preliminary Arrangements) Act.

b. The expansion of the Advisory Oversight Group for the Wairarapa + Tararua option.

c. Delegating the responsibility to an expanded Wairarapa + Tararua Advisory Oversight Group to develop a draft consultation document for a joint Water Services Council Controlled Organisation (WSCCO) option.

d. Approve budget for the development of the development of the draft Water Services Consultation Document.

2. Significance

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

Council is required by the Local Government (Water Services Preliminary Arrangements) Act 2024 (the ‘PAA’) to consider and consult on at least two options for the future delivery model for water services. One of the options for consultation is required to be the Status Quo – in Carterton District Council’s (CDC) case the delivery of water services via an in-house team.

At least one other alternative needs to be included for consultation. Officers have been progressing the joint Wairarapa / Tararua Water Services Delivery Plan (WSDP) as the other option. Officers anticipate CDC’s public consultation on options for delivering water services will occur in quarter two 2025.

3. Background

The PAA requires Territorial Authorities (TAs) to submit water service delivery plans within 12 months of the Bill’s enactment, that is by 3 September 2025.

On 30 October 2024, Carterton District Council resolved to continue the development of the joint Wairarapa and Tararua (Wai+T) Water Services Delivery Plan for consultation alongside the current model.

4. Discussion

a. The Consultation Process

Officers are now developing a draft Water Services Consultation Document (WSCD) for the council to consider in the first quarter of 2025.

Council can use the usual consultation procedures as outlined in the Local Government Act (LGA). If Councils choose this path then all reasonably practical options need to be considered as part of that consultation. Any changes to the delivery of Water Services which require an LTP amendment (such as transferring assets, revenue, debt or service delivery to a WSCCO) will also need to follow the LTP amendment process under the LGA. This would require further consultation on the proposed LTP amendment.

If Councils can choose to use the consultation process provided in the PAA, (referred to as the alternative consultation process) then only the status quo and one alternative option need to be consulted on. Councils are entitled to consult on more than one option, however the PAA does not require Councils to consult on all reasonably practical options, only a minimum of two.

If Councils choose to use the alternative consultation process in the PAA, any subsequent decisions made for water services which would result in an LTP amendment, do not need to have any further consultation.

The PAA describes the alternative consultation process in Part 3 cl 49,

The purpose of this part is -

(a) to set out alternative consultation and decision-making requirements that territorial authorities can use (in place of certain consultation and decision-making requirements set out in the LGA2002) when establishing, joining, or amending a water services council-controlled organisation (the alternative requirements) (see sections 50 to 54); and 15

(b) to give territorial authorities greater flexibility in relation to WSCCOs by setting out additional powers to, or exemptions from, specific provisions in the LGA2002 (see sections 55 to 58).

Local Government (Water Services Preliminary Arrangements) Act 2024

Officers recommend Council make use of the alternative provisions in the PAA for our consultation on the future of water services delivery in our district.

b. Expansion of the Advisory Oversight Group for the Wairarapa + Tararua option.

Officers note the timeframe to develop two options (status quo and Wai-T) sufficiently robustly to enable informed and widespread public consultation in April 2025 is exceptionally short. Tararua District Council are only making their decision to participate with the Wai+T WSDP on 11^th December 2024. The office closes for Christmas on 20^th December.

Officers consider it unlikely that a draft Wai+T option could be prepared by mid-March should all 34 Elected Representative and 4 Mayors be involved in every part of the development of the draft joint consultation document.

To manage this officers recommend Council consider expanding the membership of the Advisory Oversight Group to two elected members from each participating Council (at least one being the Mayor or Deputy Mayor). In addition to the two Iwi representatives from Ngāti Kahungunu ki Wairarapa and Rangitāne o Wairarapa Tū Mai Rā, a full Advisory Oversight Group would be comprised of 10 members.

The expansion of the AOG would provide resilience to the AOG and project staff working on draft consultation document. Including a Mayor, or Deputy Mayor as part of the expanded AOG will help ensure the draft consultation document is aligned with the participating Councils strategies and thinking. It may also mitigate some risk of surprise when the draft consultation document is brought back to Council for consideration and adoption alongside each Councils status quo option.

The expanded group of 10 is anticipated to be reflective of the participating councils views, and will greatly assist in ensuring the timelines are achieved.

c. Delegate responsibility to the expanded Wai+T AOG to develop a draft consultation document for a joint Water Services Council Controlled Organisation (WSCCO) option.

Developing a joint WSCCO option for public consultation will require participating Councils to consider a number of choices for the proposed joint water services delivery plan. These need to be agreed within the AOG and advised to staff preparing the consultation documents. This may include questions around the size of the WSCCO Board, the Board appointments process and choices with respect to the constitutional documents being proposed, amongst other things.

Using the expanded AOG to consider these questions, and providing clarity for the project team will help ensure the final consultation document will be consistent across the Wai+T participants, will be robust enough for public engagement, and will be delivered on time.

Officers note that none of the decisions made by the expanded AOG will seek to bind their participating Councils. Each Council will be asked to consider adopting the Wai+T joint WSCCO option once the final consultation document has been developed.

Furthermore participating Councils will not be asked to decide on the specific aspects of the joint WSCCO option (or even their own status quo option) when adopting water services consultation documents. The joint WSCCO consultation document is designed to solicit public feedback public.

Participating Councils can expect to be asked to consider final decisions on the status quo or WSCCO option only after individual Councils have held Hearings and deliberated accordingly on the public feedback. Hearings, Deliberations and final decisions are expected to be made by participating Councils during May and June 2025.

d. Approve a budget for the development of the development of the draft WSCD.

Development of the WSCD with two options (status quo and Wai+T) will require a project budget. Both options will be developed in parallel, in time for Councils to consider adoption towards the end of March 2025. The two options will be brought together in a consultation document.

Each Council will undertake their own consultation, as each participating Council has a different status quo option to consult with their communities on.

It is anticipated that:

- External or additional costs relating to the joint WSCCO option will be shared equally between the three or four participating councils.

- Internal costs (staff time) will be absorbed by participating Councils.

- Participating CDC Officers will operate under existing Delegated Financial authority for all CDC related financial decision making.

- Where possible, work output is aligned with the requirements of the mandatory Water Service Delivery Plan requirements.

At present the plan to develop a joint Wai+T WSCCO option has not been fully completed, and time is of the essence.

Approximately $40,000 of Transition Funding remains available to fund this work, from a grant of $112,000. In addition, a further $250,000 of Better Off Funding is available to support the development of water service delivery plans. Together approximately $290,000 of funding is available to continue this work, before costs begin to impact ratepayers.

Officers propose that Council approve $150,000 for the development of the Water Services Consultation Document and that the budget be funded from “Transition funding” and “Better Off funding” still available.

Further costs relating to any transition, or implementation of a joint WSCCO, are expected to be incurred post April 2025 consultation. A further update on project finances will be provided in February 2025 Ordinary Council Meeting.

5. Options

It is the view of council officers that the proposed considerations are the most pragmatic approach to ensure the successful development of a draft Water Services Consultation Document in the time frame available.

Council has the option to make use of the traditional LGA requirements, however it is unlikely that Council will be able to achieve the deadline of submitting a complying Water Service Delivery Plan to DIA by 3 September 2025.

6. NEXT STEPS

The next step is for Council to prepare for public consultation by developing a draft Water Services Consultation Document. This will be considered for approval by Council in the first quarter of 2025.

7. CONSIDERATIONS

- Climate change

The matters for decision in this report does not relate to climate change.

7.1 Tāngata whenua

The matters for decision in this report will be of interest to Māori, therefore Iwi representatives from Ngāti Kahungunu ki Wairarapa and Rangitāne o Wairarapa Tū Mai Rā form part of the Advisory Oversight Group.

Officers will also directly engage with hapū within the Carterton District on the joint WSCCO plan and specific areas of interest, such as the Carterton Waste Water Treatment Ponds.

7.2 Financial impact

The proposed project budget of $150,000 will be funded through “Transition” and Better Off” funding already received, and therefore will not impact rates.

7.3 Community Engagement requirements

The overarching decision on the future of Water Service Delivery is significant and requires public consultation. Therefore the intent of this report is to support the development of the Water Services Consultation Document.

7.4 Risks

The most significant risk to Council is that Council could fail to submit its Water Services Delivery Plan by 3 September 2025. The recommendation in this report aims to mitigate this risk.

7.5 Wellbeings

This project links to the following wellbeings:

Social

- A strong and effective council providing trusted leadership.

- A caring community that is safe, healthy, and connected.

- An empowered community that participates in Council and community-based decision making.

Cultural

- Te Āo Māori/Māori aspirations and partnerships are valued and supported.

- A community that embraces and encourages our cultural diversity and heritage.

Environmental

- Safe and resilient water supply, wastewater, and stormwater systems.

- Healthy, sustainable waterways.

Economic

- Quality, fit for purpose infrastructure and services that are cost-effective and meet future needs.

8. Recommendation

That the Council:

1. Receives the report

2. Agrees to make use of the alternative consultation and decision-making provisions provided in the Local Government (Water Services Preliminary Arrangements) Bill.

3. Agrees to expand the Wai+T Advisory Oversight Group to two elected members from each participating Council (at least one being the Mayor or Deputy Mayor) plus Iwi representatives from Ngāti Kahungunu ki Wairarapa and Rangitāne o Wairarapa Tū Mai Rā (AOG of 10 members).

4. Appoints ____________ to the Wai+T Advisory Oversight Group.

5. Approves a project budget of $150,000 for the development of a joint Water Services Consultation Document to be funded from “Transition and Better Off” Funding already received.

File Number: 430512

Author: Johannes Ferreira, Infrastructure Services Manager

Attachments: 1. Water Services Preliminary Arrangements Bill ⇩

Ordinary Council meeting Agenda

11 December 2024

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7.12 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 – Te Hōkai Nuku Wairarapa Region Positive Ageing Strategy

Transport

The Co-ordinator participated in the quarterly GWRC’s Public Transport Advisory Group meeting. GWRC was seeking feedback on their website and app from a useability perspective, for example accessibility, usefulness of information, and timeliness. They also sought feedback on a second transport corridor along the Golden Mile and Harbour Quays. Updates were given on changes to the real time information system and the progress with the new contract for Buses Replacing Trains which will have a much greater emphasis on accessibility, better information and co-ordination.

Office for Seniors Dementia Friendly Training Challenge

The Office for Seniors that funded the initial Te Hokai Nuku Wairarapa Positive Ageing Strategy encouraged councils working in the older persons this space to complete Alzheimers NZ’s “Dementia Friendly” training and send in a photo of teams that complete. The Co-ordinator has organised both the CDC Community Development Team and the Wairarapa Library Service to complete the training and photos have been sent. The executive leadership team has also been approached to support the extension of this training to other staff.

The final kuia/kaumātua and older persons network meeting was held on 25 November. This was run in partnership with Wairarapa Community Networks with the Co-ordinator in the leadership/facilitator role. This is an opportunity for organisations that work with older people to network, identify issues facing older persons and collaborate on special projects. The Grab and Go project came out of this network and is almost complete with a very hopeful funding application submitted to South Wairarapa Rotary for torches. The purpose of this meeting was about planning for the year ahead.

Positive Ageing Strategy review

Work has begun on planning for Māori engagement in the new Strategy (scheduled for the 2025 year). The three Māori Advisor/Liaison staff from each Council are meeting with the Co-ordinator to determine an approach that is inclusive of Māori.

Youth - Te Rautaki Rangatahi o Wairarapa: Wairarapa Youth Strategy Implementation Plan

Pack the bus

Pack the Bus happens every year in November and is a collaboration between the three Wairarapa councils, Tranzit and More FM. The bus travels to the 5 Wairarapa towns and schools collecting gifts and donations for local Wairarapa families who could use a little help at this time of year. Pack the Bus highlights the amazing generosity of our wider community. CDC supported pack the bus again this year and with support from the community and local schools in the district. This wonderful initiative will help to support almost 500 families and over 1000 tamariki to celebrate Christmas this year.

Pool Party

CDC is hosting a pool party on Friday 13 December from 4-6pm. This is an opportunity for rangatahi to celebrate the end of the year. Our local DJ Dan will be playing live music and there will be a free sausage sizzle. This event supports our strategy priorities such as- we want to be active, we want to connect and we want to celebrate who we are, and is planned activity in the annual implementation plan.

Walking and wheels

StoryWalk ®
Carterton StoryWalk® opened on 1 November. Deputy Mayor Cretney welcomed everyone and explained the benefits of a StoryWalk®. Kaituitui Sheree Dewberry led the group in the CDC karakia. Members from the Walking and Wheels Advisory Group, our sponsor East Taratahi Building Supplies (ETBS), Carterton Kindergarten and Council Officers attended with Quintin Pope from the Wairarapa Library Service reading the inaugural book ‘Going on a Moa hunt’.Wairarapa Walking Festival

CDC assisted with promotion and marketing of the events through various channels. Our Walking and Cycling Co-ordinator attended four Wairarapa Walking Festival events and led a three hour walk at Pukaha Mount Bruce Te Arapiki o Tawhaki.

The Positive Ageing Strategy Co-ordinator also supported the Wairarapa Walking Festival by leading a walk around the Carterton “Op” shops. This highly successful walk combined a focus on walking and recycling.

Promotion

November, December, January promotion of Walking and Wheels / cycling events is live.

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Production of a new self-guided walk for Carterton – around the many interesting murals in the town. Available from the Carterton info centre – and coming soon on the CDC website.

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Neighbourhood Support

Attendance at the annual Wairarapa A and P Show at Clareville Showgrounds saw a great response from Carterton locals to get involved in an existing group or willingness to start a new group.

Mayor’s Taskforce for Jobs Wairarapa (MTFJ)

There has been momentum as the MTFJ team supports young people with pathways to sustainable employment. Since beginning of this year’s contract MTFJ has placed 53 people into work, 37 of those can be counted as MSD outcomes.

For more information https://www.lgnz.co.nz/local-government-in-nz/mayors-taskforce-for-jobs/

Community Events

Citizenship Ceremony – 4 December

We held our final Citizenship Ceremony for the year on 4 December. We welcomed 14 citizens and Carterton School supported with with karakia and waiata. The new citizens are from a diverse range of countries including: South Africa, Cambodia, Germany, Wales, India, Sri Lanka, United Kingdom, Australia, and England.

Christmas Parade and A very Carterton Christmas – 8 December

The annual Christmas Parade will be held on 8 December and will held on the same day as A Very Carterton Christmas. Council is supporting with funding and upskilling Rotary to complete the Traffic Management documentation.

Carterton Events Centre Activities

October and November are one of the busiest periods for the Event Centre as there’s many community events, including the two big dance school recitals, graduations, school productions and prize givings, and community group end of year functions.

There have been a staggering number of events held in the auditorium since the last report six weeks ago. Including individual performances of the dance shows, there have been 18 events in the auditorium alone. Since 16 October we’ve delivered Intangible from Jenire Choreography, The Geraldine Inder School of Dance Recital, the USkills Graduation, Yarns in Barns, The Home and Interiors Show, The Jacqui Murray School of Dance Cabaret, a corporate event from Craigs Investment Partners, Wairarapa Community networks breakfast and workshop with Lucy Hone, The South End School Production, Friday Laughs, Carterton School’s Kapa Haka Performance, The Regional Waste Forum, The Liberty Swing Band and Operatunity!

Coming up before the end of the year we have the Burlesque show Let Them Eat Cake, a citizenship Ceremony, event support and staging services for offsite events Christmas at Matua Pa, Carterton School Production and A Very Carterton Christmas, Carterton School & St Mary’s School prizegiving’s, a Christmas service for the Catholic parishes of Wairarapa, and the cherry on the top: The Carterton Community Christmas Dinner. We must be one of the only Events Centre open on Christmas Day, and it’s wonderful to play a part in supporting this long-running community event. So just ten events to go before the team take a very well-deserved break!

We have our first Artist in Residence in January, local Contemporary Dancer Amelia Butcher. She will be using her time in the auditorium with technical support to do some video projects and develop a new contemporary dance work that she is aiming to premiere in Mid-2025. Amelia had this to say about the new residency: "I am beyond excited and grateful to be able to use the Carterton Events Centre space for brainstorming and developing new work as well as trying out new skills and concepts. This time will allow me to explore and create new things with proper facilities and space, allowing me to visually see and try out new ideas without having to take away time from future rehearsals."

In staff news, Ashleigh Macleod and Erin Banks will be attending the Entertainment Venues Association of NZ Conference in Auckland 3-5 December. As part of the trip they will also be given a personalised backstage tour of Spark Arena and see a performance in action as part of Erin’s ongoing mentoring with Spark Arena General Manager Mark Gosling.

Statistics

October 2024:

Total Audience of ticketed events*	2125
Public/ticketed events held	19
Commercial Meetings/Events held	13
Community Meetings/Events held	86
Internal/local govt Meetings/Events held	95

* Does not include numbers for The Home Show and Rotary Quiz

Geographical spread of audience surveyed for events during period:

Carterton	39%
Masterton	24%
Greytown	12%
Martinborough	11%
Wellington & Other	8%
Hutt Valley	3%
Featherston	3%

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Commentary:

While it’s clear from the Year-on-Year percentage change statistics that the overall number of events is increasing (an average of 14% per month), the growth we are seeing is largely in public/ticketed events, community events and internal bookings.

Commercial event numbers have taken a significant knock in 2024 which is most likely due to wider economic factors affecting businesses and their external event decisions, and meetings moving online.

In terms of ticket sales it’s encouraging to see the October spike is up on last year’s result by 14%. Despite mixed sales on some events, we’ve seen a YoY increase in tickets sales for five out of the eight months we have comparative data for.

Sales and Marketing

There has been a general downturn with social media interactions and engagement at this time of year as events start to dwindle leading up to the Christmas / New Year period. We have conducted fewer paid advertisements during this period which has resulted in a lower reach than usual. Going forward we will combat this by adding more human-interest posts and stories to our social media schedule over the coming holiday season. We will also promote the Events Centre itself by encouraging customers to subscribe to our newsletter via Facebook advertising, and continue to promote events coming up in 2025.

Facebook & Instagram – Reporting period 16 October to 26 November 2024

• Reach: The number of people who saw content from our Carterton Events Centre pages was up 2% on Facebook (reach of 30.9K) and down 33% on Instagram (reach of 1.2K) when compared to our previous report period (ending October 15th 2024).

• Page and profile visits: The number of times our page was visited (i.e. searched) has decreased by 30.1% on Facebook and down by 40.5% on Instagram.

• New likes and follows: We’ve increased our Facebook page follows by 40. New followers on Instagram are up a total of 12 new followers this period.

Mailchimp

Our email newsletter is always a great way to connect directly with our audience. Our audience has grown by 44 subscribers in the last 30 days. Across the newsletters and feedback forms sent in the past 30 days we achieved an average open rate of 38%.

Audience Feedback over the period:

Jacqui Murray

Spectacular show, cuteness overload to the elegant dances of the mature ladies! Excellent 💯

Geraldine Inder Presents Charlie & The Chocolate Factory

Friendly willing to help staff.

It was amazing organizing such a large cast and such a young cast, Well done.

Friday Laughs with Wilson Dixon

Another great night! Thank you! Wilson Dixon, Lesa Macleod-Whiting, Opeti Vaka & Courtney Dawson were amazing! I was only expecting Wilson & Lesa. Wonderful surprise to see some new comedians! We also went to the Cori Gonzalez-Macuer a couple months back & loved it! Keep bringing the comedy to the Wairarapa!!

An excellent facility which I use regularly for my own meetings, as well as attending others. The Hurunui-o-Rangi room, in particular, is pleasant and good for acoustics, with carpeting and soft furnishings.

It’s a wonderful venue.

Parks and Reserves

The team are in full swing to have the town looking the best for the holiday period. The spring flush has put increased pressure on the P&R team with weed spraying and steaming as well as with the mowing two. We currently are running two mowers full time to keep on top of the growth. Business as usual continues with a few highlights;

· The hanging baskets have been erected – acknowledgement to the Keep Carterton Beautiful Group (KCBG) who helped to plant them.

· The annual bedding display at Memorial Square and Holloway civic precinct has been renewed with summer plants

· The Xmas lights have been put up.

Swimming Pool

A new suite of controllers, sensors, switches, and a new pump was installed at the pool to remedy the problems that were identified at the end of last swim season. The pool is now operating within parameters that provide greater confidence with meeting the required water quality standards.

A rope barrier has been placed around the exit of the slide to help provide a safer space for users of the slide.

The team has been working on updating, refreshing and finalising lease agreements, ground leases arrangement and MOUs with community groups who use our reserves and facilities on a regular basis. This includes groups such as Dalefield Horse Riding Club, volunteer groups, sports clubs and hall custodians.

Through the Long Term Plan the Kaipatangata Restoration Group (KRG) made a submission to council that they would like to undertake some pest control, pekapeka (bat) monitoring and enter future discussions on the long-term vision for the Kaipatangata forestry block. KRG is a volunteer organisation involved in restoration work. The long-term vision of the group to see the Kaipatangata Forest restored to native biodiversity, and ensure the longevity and protection of biodiversity and endangered species such as pekapeka have the best opportunity to recover.

Officers have continued to work with this group on their plans and have developed an MOU to formalise our cooperative relationship in respect of pest control, and development of other conservation and ecological restoration activities in the Kaipatangata Forest. KRG will work toward eliminating animal and plant pest species, record trapping results, participating in an annual bird count, monitoring pekapeka activity and recording results. KRG will be presenting a work plan to council officers with a focused area along the water way. We will be meeting regularly with the group to monitor progress and success.

4. Planning and Regulatory

Building Services

Recently the building team hosted International Accreditation New Zealand for our two-yearly assessment.

This involves assessing our work against the Building (accreditation of Building Consent authorities) Regulations.

The team received very positive feedback from the assessors about how well the team works. They were also complimentary of the support the building team receives from both IT and Communications.

We received one serious non-compliance (snc) relating to compliance schedules. This is a standard issue across the country made tricky for us by the fact that we only do a couple of these a year. We are not consistently recording subparts of system checking standards. In addition, where the checking standards changed we were making the changes but not recording them as a minor variation on our checklist.

There were four General Non-Compliances (GNC):

1. One was fixed during the assessment where our public information didn’t describe the role of engineers in the consenting process.

2. Conditions for consent didn’t appear on the prescribed forms in the right place.

3. We hadn’t audited the team leader’s technical decisions only everyone else’s.

4. Recording of compliance pathways, the examples provided related to garages where we were recording that garages/polesheds are unlined when considering the cladding.

We have submitted a plan to fix the issues and are waiting on IANZ’s acceptance. But have taken steps to resolve the matters already.

We have to have the matters approved by IANZ by March next year. They will return in two years as we have been classified as a low-risk Council.

District Plan

Hearing Stream 5 will commence on Monday 9 December. This stream covers the following topics:

Overlays Part 1:

· Historic Heritage and Schedules 1 and 2

· Notable Trees and Schedule 3

· Sites and Areas of Significance to Māori and Schedule 4.

Hearing Stream 6 commences Monday 16December and covers the following topics:

Overlays Part 2:

· Ecosystems and Indigenous Biodiversity and Schedules 5 and 6

· Natural Features and Landscapes and Schedules 7 and 8

· Coastal Environment and Schedules 9 and 10

· Natural Character and Schedule 11

· Public Access.

Hearings commence again in February 2025 and continue till the end of May with a further 8 streams.

Preparing for the hearings requires a significant amount of officers’ time. This relates to not only the preparation of the section 42A reports which are published prior to the hearings, there is also a hearing statement to be prepared. Then once the hearing is finished there is an officer’s reply statement. This is all in conjunction with peer reviewing draft 42A reports for future hearings.

Resource Consents are reported via the policy and project committee and the annual dog control report is contained as a separate item in this agenda.

The team is looking forward to a well-deserved break. Like many staff in our organisation our team has seen an increase in unacceptable behaviour towards staff. We are hoping that 2025 provides a re-set of behaviour.

The Regulatory Team has asked if they could pass on their thanks to both Geoff and the elected members for their support as we undertake our regulatory functions.

5. Infrastructure services

An update on water operations and roading was provided in the recent Policy and Projects Agenda on 4 December 2024.

6. People and Wellbeing

Our People

Our teams are starting to plan for the holiday period with council’s annual shutdown from the close of business on Friday 20 December – reopening on Monday 6 January. Managers and team leaders are arranging relevant staff to be available on-call for services required over this time, however the majority of our staff will be able to take at least 2 weeks leave. Information of available services and contact information will be available on our website.

Staff continue to undertake certification and renewal of first aid training to ensure they are equipped to respond in a health emergency for other staff and the public. This is particularly important for physically demanding roles that are more likely to suffer minor injury, and those that are in front line, public facing positions such as Customer Services, Library, Events Centre and Parks & Reserves.

Māori Liaison
Tikanga Support
Our Kaituitui, Sheree Ngātuere, provided cultural guidance to the Wairarapa Combined District Plan Hearings Panel during Stream 4 discussions on the Māori Purpose Zone and the Council Citizenship Ceremony (4 December). This ensured that both events upheld tikanga and mana Māori.

Waitangi 2025 Planning
We are also preparing activities to deepen staff understanding of Waitangi Day’s significance, and promote reflection and connection to Te Tiriti o Waitangi.

Iwi Engagement
Facilitation of partnerships between Council and Iwi on key projects is ongoing, including:

· Ngā Tawhai Reserve.

· Te Unuunu (Flat Point) resilience project.

· Wairarapa Estate Limited – Esplanade Strips.

Health & Safety (H&S)

For the reporting period 31 October – 28 November 2024, we received the following incident reports:

· 1 injury report

· 2 near miss reports

· 2 damage reports.

We continue to focus on increasing reporting following a lower than usual number of reports over the last 3 months. While we hope that reporting is lower due to less incidents occurring, we must consider the possibility that staff have been under-reporting, particularly near miss incidents. The HS&W Advisor and Committee are currently canvassing our teams to gain an understanding of the situation.

Our November safety alert messaging was about preventing slips, trips and falls.

Emergency Management

On 7November CDC staff participated in the Wellington Region’s Exercise Rū Whenua a Rohe. The exercise scenario involved a large Alpine Fault earthquake that caused widespread impacts across the Wellington region, requiring the activation of the Wellington Civil Defence Emergency Management (CDEM) Group’s Emergency Coordination Centre (ECC), six local Emergency Operations Centres (EOCs) and in some areas Emergency Assistance Centres (EAC). Impacts included the potential threat to life, infrastructure damage including building damage, road and water outages, school closures and more.

Wairarapa’s EOC was staffed by 90 council staff from the four Wairarapa councils, as well as partner agencies including FENZ, Police, Wellington Free Ambulance (WFA), Te Whatu Ora/Public Health, Ministry of Primary Industries (MPI), Ministry of Social Development (MSD) and Red Cross. Mayor Caffell, Mayor Connelly and South Wairarapa Council CE Janice Smith also attended. Wairarapa also opened an Emergency Assistance Centre (EAC) at the ANZAC Hall in Featherston, staffed by 16 council staff and community members.

Overall, the Wairarapa EOC exercise evaluation indicated that Wairarapa performed well in managing the response with integrated agencies and functions, and clear lines of communication and collaboration. Key areas for improvement included action and task planning activities, and internal information management.

A highlight of the exercise was the participation of Council staff in the Tākaihere (Iwi liaison) role. Whānau wellbeing and tikanga Māori were embedded within the emergency response exercise and provided strong support for welfare needs.

Group of individuals in a meeting room with laptops and documents open, attending a presentation about emergency operations. Visible on their vests are 'Operations' labels.

Wairarapa EOC exercise briefing.

7. MAJOR PROJECT UPDATES

An update on major projects was reported to the Policy and Project Committee meeting on 4 December 2024.

8. CONSIDERATIONS

8.1 Climate change

Considerations have been noted in the report, as appropriate.

8.2 Tāngata whenua

Considerations have been noted in the report, as appropriate.

8.3 Financial impact

Considerations have been noted in the report, as appropriate.

8.4 Community Engagement requirements

Considerations have been noted in the report, as appropriate.

8.5 Risks

Considerations have been noted in the report, as appropriate.

9. Recommendation

That the Council:

1. Receives the report.

File Number: 386795

Author: Geoff Hamilton, Chief Executive

Attachments: Nil

Ordinary Council meeting Agenda

11 December 2024

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7.13 Report on the administration of Carterton District Council's practices in relation to the control of dogs for the year 1 July 2023 to 30 June 2024.

1. Purpose

For the Council to receive the report outlining the dog control activities and practices related to the Carterton District Council Dog Control for the year ending 30 June 2024.

2. Significance

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

3. Background

As a territorial authority, the Carterton District Council is required to manage and enforce the Dog Control Act 1996 (the Act). Under Section 10A of the Act Council must, in respect of each financial year, provide an Annual Report that sets out activities that have been undertaken in relation to our dog control and practices.

Section 10A(2) sets out the information required to be included in the annual report, including:

(a) the number of registered dogs in the territorial authority district:

(b) the number of probationary owners and disqualified owners in the territorial authority district:

(c) the number of dogs in the territorial authority district classified as dangerous under section 31 and the relevant provision under which the classification is made:

(d) the number of dogs in the territorial authority district classified as menacing under section 33A or section 33C and the relevant provision under which the classification is made:

(e) the number of infringement notices issued by the territorial authority:

(f) the number of dog related complaints received by the territorial authority in the previous year and the nature of those complaints:

(g) the number of prosecutions taken by the territorial authority under this Act.

4. Discussion

One of the key areas of work that Animal Control officers provide relates to the control of dogs in public places, which is enforceable under Part 4: Carterton District Council Control of Dogs Bylaw Amendment 2007.

There are no specific dog exercise areas defined as there are enough open spaces and parks around the district for appropriate exercise. However, a rural public park at Sparks Park where dogs can be exercised off the leash has become popular with dog owners, and poo disposal bags and a dog poo bin have been placed there.

An urban public park at Bird Park had been established with the same facilities as the rural public park. This has dog-prohibited areas which are well signposted. Dogs in specified public places and the CBD must be on a leash at all times. Carterton District Council provides Doggy Doo Dumpster bins near dog exercise areas and in urban streets. Council officers monitor these areas to ensure compliance.

Fees and charges are reviewed annually and set by Council resolution. Council’s funding policy for animal control is that 80% of the total costs are met by dog registration fees and 20% from rates.

Council provides dog owners with information regarding education programmes and obedience courses and offers dog owners a discount on registration fees for neutered/spayed dogs.

Council promotes the local Dog Obedience and Kennel Club and a local Dog Obedience Trainer.

5. 2023-2024 REPORt

Offences and Penalties

With regard to offences and penalties, Council’s policy is to approach each incident on a case-by-case basis and to use infringement notices for minor offences. Where an attack has occurred, Council’s policy is to adhere to the provisions of the Dog Control Act 1996 as closely as possible.

At the end of 2017 Carterton District Council Dog Control initiated a programme of seizing dogs that had been unregistered for more than 2 years. Letters were first sent to the dog owners advising them of Council’s intention. Carterton District Council has continued to take this approach for the 2023/2024 financial year.

Council has adopted the ‘Assessment Matrix’ for potential prosecution decisions.

Under the Carterton District Council Control of Dogs Bylaw Amendment 2007, owners with more than two dogs within an urban area must obtain a permit through an application to Council. The Council Dog Control Officer inspects the property for suitability for housing and controlling dogs, interviews the dog owner, and considers any previous history. Submissions in writing are sought by affected neighbours.

The statistics to be reported on as per the Animal Control Act 1996 are outlined below.

Measure	Result
Number of registered dogs	2753
Number of probationary owners	0
Number of disqualified owners	0
Number of dogs classified as dangerous under Section 31	3
§ s.31 1(a) due to owner conviction	0
§ s.31 1(b) due to sworn evidence	0
§ s.31 1(c) due to owner admittance	3
Number of dogs classified as menacing under Section 33A	3
§ s.33A 1(b)(i) observed or reported behaviour	12
§ s.33A 1(b)(ii) characteristics associated with breed	1
Number of dogs classified as menacing under Section 33C	10
Number of infringement notices issued for – failing to register a dog.	17
Number of infringement notices issued for – failure to implant microchip transponder	0
Number of infringement notices issued for – failure to keep dog under control	1
Number of infringement notices issued for – failure to keep dog controlled or confined	4
Number of infringement notices issued for – failure to comply with bylaw	0
Number of infringement notices issued for – failure to comply with effects of classification	0
Number of Dog Related Complaints	201
Dog Bites on People	4
Dog Bites on Animals/Stock	8
Dog Rushing	9
Dogs Barking	40
Dogs Wandering	74
Dog Welfare	8
Dogs Lost	16
Dogs Found	32
Dogs Impounded	20
Dogs Rehomed/Adopted	0
Dogs Surrendered to other organisations for re-homing	0
Dogs Illegally Removed from Pound	0
Dogs Destroyed	1
Dogs Returned to Owner	20
Number of prosecutions	0

6. NEXT STEPS

The Act requires that the Council gives public notice of the report and make the report publicly available. This will be done once the Council had adopted the report.

7. CONSIDERATIONS

7.1 Climate change

Producing this report is a legislative requirement and the Dog Control Act does not include any climate change provisions.

7.2 Tāngata whenua

Not applicable.

7.3 Financial impact

There is no financial impact as a result of this report, as Animal Control as a whole is funded 80% fees and charges with 20% being funded by rates as the public good portion. This public good component covers matters often in relation to animal welfare, or the euthanising of dogs where no owners can be identified, and the dog is not suitable for rehoming, or on the recommendation of a vet.

7.4 Community Engagement requirements

Not applicable for the purpose of this report.

7.5 Risks

No risks have been identified.

8. Recommendation

That the Council:

1. Receives the report.

2. Adopts the report on Council’s administration of Dog Control practices as set out in section 5 for the period 1 July 2023 to 30 June 2024 under section 10A Dog Control Act 1996.

File Number: 430212

Author: Solitaire Robertson, Planning and Regulatory Services Manager

Attachments: Nil

Ordinary Council meeting Agenda

11 December 2024

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7.17 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) 11 October 2024 to 2 December 2024.

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 which can be viewed here: https://legislation.govt.nz/act/public/1987/0174/latest/DLM122283.html

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 which can be viewed here: https://legislation.govt.nz/act/public/1987/0174/latest/DLM122287.html

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 can 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.

Published LGOIMAs can be viewed here: https://cdc.govt.nz/your-council/official-information/lgoima/

Most requests for information are supplied free of charge. Councils are entitled to charge for requests for information. Charging is based on the hours spent on a request, which includes the processing of files or any copying that is required. Councils charging policy is based on the Ministry of Justice Guidelines.

4. reporting lgoima requests to council

Attachment 1 contains the requests received from 11 October 2024 to 2 December 2024 as well as 2 requests received in September 2024, which were open at the time of the 30 October 2024 report to Council.

As of 2 December 2024, there are 4 open requests.

The table below shows total numbers of requests received from the year 2022 to 2 December 2024.

Number of LGOIMA requests received 2022-2024
	2022	2023	2024
January	4	10	4
February	4	5	7
March	14	5	5
April	5	7	7
May	6	11	7
June	8	6	0
July	1	7	3
August	7	16	3
September	7	10	9
October	6	4	5
November	8	12	5
December	3	5
Total	73	98	55

5. OMBUDSMAN

There have been no LGOIMA complaints to the Ombudsman.

6. Recommendation

That the Council:

1. Receives the report.

File Number: 429402

Author: Serah Pettigrew, Democratic Services Officer

Attachments: 1. LGOIMA requests from 11 October 2024 to 2 December 2024 ⇩

Ordinary Council meeting Agenda

11 December 2024

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7.18 Service Requests and Complaints

1. Purpose

For the Council to be informed on Service Requests received in October 2024 to 27 November 2024 and Complaints received from 11 October 2024 to 27 November 2024.

2. Significance

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

3. Background

Customer Service Requests and Complaints come to Council through many avenues. It is preferred that the Service Requests and Complaints are in writing, however, Council will accept these via telephone, people who come into the Council office, or by letter, email, and through our Social Media channels.

The local government legislation sets out specific responsibilities for functions and activities to be delivered by Council. Council’s obligation under the legislation is to meet the Department of Internal Affairs (DIA) performance measures that are reported on quarterly and annually. The key performance is to acknowledge the Service Requests and Complaints within the first 24 hours.

Council has an obligation to respond within 10 working days of receiving the Service Request or Complaint to inform if any additional time is required to resolve the issue.

All requests are recorded in a Service Request Management system register and saved in the Council’s document management system.

Service Request Management is the operational system for the management of all requests for Council action excluding information requests, progress on consent/licence applications, and library/Event Centre activity. Such requests essentially cover the following business activities:

· Animal control

· Health

· Parks and Reserves

· Potable Water

· Waste Water

· Storm Water

· Roading

· Rural Water

· Solid Waste

· Building Services

· Operations

· Management

· Infrastructure

· Communications Team

Council officers consider these to be service-related, that is, Council responding to a resident or community request.

A Service Request is any notification received from a customer, client, contractor or member of the public regarding a fault, a breakdown in service, or investigation of issues and concerns.

A Complaint is an expression of dissatisfaction with a CDC decision, process followed, outcome, employee or contractor action, or quality of service.

A person can log a service request or a complaint or report a fault online which can be viewed in the Carterton District Council website on this link: https://cdc.govt.nz/service-request/ .

4. Service request reporting

Attachment 1 contains the list of the 14 Business Activities and the number of Service Requests received covering the month of October 2024 to 27 November 2024. Depending on the circumstances of the request within each activity, some request may take longer to complete and can be affected by weather conditions.

As of 2 December 2024, there are 88 requests open.

The table below shows total numbers of service requests received from January to October 2024.

Number of service requests received
Month	Year
	2024
January	132
February	130
March	119
April	114
May	93
June	8
July	71
August	105
September	103
October	60
November	88
December
Total	1095

5. reporting ON service complainTS

As per Council’s obligations under the Local Government Act 2002, Council must respond to Service Complaints within 10 working days of receiving a complaint.

What Constitutes a complaint is an expression of dissatisfaction, from our customers, with a CDC decision, process followed, outcome, employee or contractor action, or quality of service.

Where the information has been withheld under section 7(2)(a) of the Local Government Official Information and Meeting Act 1987 (the Act), the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons.

Attachment 2 contains the Complaints received from 11 October 2024 to 27 November 2024.

As of 27 November 2024, there are two open complaints.

Records of numbers of complaints received began in October 2023.

The table below shows total numbers of complaints received from the year 2023 to 2024.

Number of complaints received
Month	Year
	2023	2024
January		5
February		6
March		6
April		1
May		4
June		1
July		3
August		5
September		8
October	3	3
November	7	3
December	6
Total	16	45

6. Recommendation

That the Council:

Receives the report.

File Number: 429403

Author: Serah Pettigrew, Democratic Services Officer

Attachments: 1. Service Requests covering the period October 2024 to 27 November 2024 ⇩

2. Service Complaints covering the period 11 October 2024 to 27 November 2024 ⇩

Ordinary Council meeting Agenda

11 December 2024

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7.19 Wairarapa Local Alcohol Policy Kaupapa Here Waipiro ā-rohe o Wairarapa Adoption Report

1. Purpose

The purpose of this report is to seek Council approval of the final Wairarapa Local Alcohol Policy Kaupapa Here Waipiro ā-Rohe o Wairarapa for adoption.

2. Significance

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

3. Background

Since 2018 Masterton, Carterton and South Wairarapa District Councils (the Wairarapa District Councils) have shared a joint Wairarapa Local Alcohol Policy made under sections 75 and 76 of the Sale and Supply of Alcohol Act 2012 (the Act).

The Wairarapa Policy Working Group (WPWG) has delegated authority to progress the review and make recommendations back to the Wairarapa District Councils.

Based on stakeholder feedback, research, information from health and addiction organisations, examples of other local alcohol policies from across New Zealand, and the recommendations of the WPWG staff considered the Wairarapa Local Alcohol Policy should be amended and produced a draft policy, statement of proposal and background report for consultation. This was adopted for consultation by the Wairarapa District Councils.

The Councils consulted with the community using the Special Consultative Procedure (SCP). Consultation was open from 20 September to 20 October 2024. We received 33 submissions on the draft Wairarapa Local Alcohol Policy (the Policy).

Councils must not produce a draft policy without having consulted the Police, alcohol licensing inspectors, and the Medical Officer of Health. These groups made comment on the Policy prior to consultation commencing during the review, they were also invited to provide further comment during the consultation period. If agreed by the Wairarapa District Councils, the Policy will be publicly notified and is adopted 30 days from that notification. The Policy will be provided to the Alcohol Licensing Regulatory Authority and the District Licensing Committee following adoption.

4. Discussion

The Wairarapa District Councils share a joint Wairarapa Local Alcohol Policy made under sections 75 and 76 of the Act.

The Policy was first adopted in 2018 following a development process spanning five years. Having a joint Policy provides a consistent approach across the Wairarapa region. This is beneficial to both users and operators of licensed premises as residents and visitors to the region frequently travel between the different districts.

Under section 77 of the Act, a local alcohol policy (LAP) may include policies on any or all of the following licensing matters:

· location of licensed premises by reference to broad areas;

· location of licensed premises by reference to proximity to premises of a particular kind or kinds:

· location of licensed premises by reference to proximity to facilities of a particular kind or kinds;

· whether further licences (or licences of a particular kind or kinds) should be issued for premises in the district concerned, or any stated part of the district;

· maximum trading hours;

· the issue of licences, or licences of a particular kind or kinds, subject to discretionary conditions;

· one-way door restrictions.

Purpose of the Wairarapa Local Alcohol Policy

The purpose of the Policy is to:

· promote safe and responsible sale, supply and consumption of alcohol;

· reflect the views of our communities regarding the appropriate location, number, hours and conditions that apply to licensed premises;

· provide certainty and clarity for applicants and the public as to whether a proposed license application meets the criteria in the LAP; and

· provide effective guidance for the decisions of the District Licensing Committee (DLC) and the Alcohol Regulatory and Licensing Authority (ARLA).

Work to Date

In February 2022, staff provided the Wairarapa District Councils with a report on the review requirements and approach. Councils agreed to delegate responsibility to the WPWG to support the review and make recommendations back to the Wairarapa District Councils.

Background research and stakeholder engagement was undertaken throughout 2022 and 2023. The review timelines were impacted due to the availability of stakeholders to provide input, primarily due to the redirection of resources to the COVID-19 response.

Staff first reported to the WPWG in January 2024. At this meeting, the WPWG were presented with research and data from the health and social sectors and a summary of feedback from key stakeholders engaged in the first phase of the review. At the meeting in August the WPWG endorsed the final draft Policy and key proposals for consultation. The Wairarapa District Councils approved the draft Policy and Statement of Proposal (Attachment 2) in September for consultation.

Consultation on the draft Policy was open from 20 September to 20 October 2024. During the consultation period, the opportunity for the community to have their say was advertised through direct emails to key stakeholders, targeted meetings, social media channels and traditional media (the Midweek newspaper). Staff also presented to the Wairarapa Community Network (WCN) and Masterton Youth Council.

Key stakeholders notified included Wairarapa licence holders, Business Wairarapa, Youth Councils and rangatahi representatives, community groups (through WCN), Pasifika o Wairarapa Trust, Wairarapa Road Safety Council, alcohol addiction services, schools and kura, and hapū, marae, iwi and hapori Māori. Each council was responsible for connecting with relevant stakeholders in their districts.

Councils must not produce a draft LAP without having consulted the Police, alcohol licensing inspectors, and the Medical Officer of Health. These groups were consulted during the review phase and have made comment on the draft Policy prior to community consultation commencing. We have received further comments from the Medical Officer of Health as part of this round of consultation.

Copies of the Statement of Proposal, Background Report, FAQs and submission form were available on council websites and in hardcopy at libraries and customer service centres throughout Wairarapa

5. Options

Community feedback was sought on the following options:

· Option 1 – Adopt the proposed draft Wairarapa Local Alcohol Policy (Council’s preferred option)

· Option 2 – Retain the current Wairarapa Local Alcohol Policy

· Option 3 – Revoke the Wairarapa Local Alcohol Policy

The community was also given the option 1(a): adopt the proposed draft Wairarapa Local Alcohol Policy with amendments and were asked to describe the amendments.

In addition, we sought feedback on the five key proposed amendments to the policy; these were:

· Proposal 1: Limiting the location of off-licence premises in relation to sensitive sites: no new off-licences will be granted for premises within 100m of a sensitive site (e.g. childcare or educational facility, health care facility, marae, place of worship), unless an exemption applies;

· Proposal 2: Reducing maximum trading hours for off-licence premises: to reduce the maximum trading hours of off-licence premises (excluding supermarkets and grocery stores) from 7.00am – 10.00pm to 9.00am to 10.00pm;

· Proposal 3: Special licences for events: to provide flexibility and guidance to applicants in how events are structured over the year. This involves amending the event limit for a special licence from one event per month to 12 events in any 12-month period, with a duration limit of six months for a series of events;

· Proposal 4: Special licences for events focused on children and young people: to not grant special licences for events focused on children and young people aged under 18 years;

· Proposal 5: Special licences for driving events: to require the District Licensing Committee to have regard to the appropriateness of associating the consumption of alcohol with driving events and for applicants to put in place practicable steps to minimise the risk of driving under the influence of alcohol.

6. analysis and advice

Submission Summary

A total of 33 submissions were received during the consultation period. Nine submitters responded on behalf of an organisation and the remainder were made by individuals.

Submitter Demographics

Submitters were asked demographic questions to help staff to understand which parts of the community responded. These questions were optional and not all submitters responded.

· The largest number of submitters fell into the 70+ age group.

· Most submitters identified as NZ European (23). Three submitters identified as Māori, two as Asian and one as Pacific Peoples.

· 17 submitters identified as men and 12 identified as women.

· Most submitters did not identify as living with impairments/long term health conditions or as tāngata whaikaha/ disabled (23). Six did.

· Most submitters lived in Wairarapa: Masterton (25), South Wairarapa (4), Carterton (0). Three submitters lived outside the region.

Consultation Proposals

Submitters were presented with four options regarding the Policy. Option 1 – Adopt the proposed draft Wairarapa Local Alcohol Policy was the most supported individual option and the majority of submitters supported the proposed Policy as drafted or with amendments (24/33). Most proposed amendments were for more, rather than less regulation. Further summary of responses is outlined below.

Most submitters wanted us to adopt the proposed draft Wairarapa Local Alcohol Policy

15 submitters were in support of the proposed draft Policy. Of those submitters all supported each of the five proposals.

Nine submitters wanted Wairarapa District Councils to adopt the proposed draft Policy with amendments. Most respondents who suggested changes to the proposed draft Policy wanted increased regulation.

A small number wanted us to retain the current or revoke the Local Alcohol Policy

The Act enables councils to adopt a LAP if they wish. It is not a requirement of councils to have one. If a council does not have a LAP, then the maximum standards in the Act apply.

Five submitters recommended that the Wairarapa District Councils retain the current Policy. Some submitters considered that alcohol is not a problem for our community.

Three submitters recommended that the Wairarapa District Councils revoke the Policy. Their rationale was to reduce council spend on enforcing the Policy or to enable greater availability of alcohol at events. One of the submitters noted that they wanted councils to revoke the Policy but also noted they were in support of some proposals and sought further alcohol restrictions.

Some submitters provided comment on aspects outside the scope of the policy.

Proposals

There was support for all five proposals.

We consider there is sufficient support for each proposal to proceed with the changes to the Policy.

Deliberations Summary

On 6 November 2024 the WPWG considered the submissions received and further advice from staff. The WPWG also considered information and discussion from their earlier meetings in January and August. The WPWG discussed that the draft Policy was well balanced and noted that there was not a significant increase to the information provided by submitters to trigger further changes to the draft Policy.

The WPWG considered key themes from the feedback, these included:

Item considered	Submission summary	WPWG response
Increase to sensitive site limits (proposal 1)	Two submitters (including Health NZ Te Whatu Ora) recommended that we align the sensitive site limits to the Specialist Vape Retailer limits which is 300 metres.	No change proposed. Not appropriate for our local circumstances and would be a significant proximity increase for our communities.
Aligning off-licence hours for supermarkets and grocery stores (7am-10pm) with other off-licence premises (9am -10pm) (proposal 2)	Some submitters recommended the reduction of opening hours for all off-licence premises to support minimising alcohol harm in the community. They wanted all off licences to have the same hours brining supermarkets and grocery stores to 9am to 10pm.	No change proposed. Noted challenges for supermarket staff and differences between types of outlets. Staff to monitor over the duration of the Policy and provide options at the next review.
Further reducing off-licences closing hours (proposal 2)	Some submitters recommended that consideration be given to further reducing the maximum trading hours for all off-licence from 10pm to 9pm closing (9am to 9pm).	No change proposed. Consider hours of 9am to 10pm appropriate for our districts. Staff to monitor over the duration of the Policy and provide options at the next review.
Discretionary conditions for off-licences	Some submitters recommended the inclusion of further discretionary conditions in the Policy regarding: · Remote sales/ delivery, including the ability to require a warning label on the outside of the package. · No external display of alcohol products or pricing including flags, sandwich boards or any mobile signage. · Restrict the methods of payment of Buy Now, Pay Later schemes which entice the consumer with a much lower upfront price. · Limit single sales of alcohol (beer, cider, RTDs, premixed shots). · Ban the sale of non-alcoholic products that pose a high risk of alcohol-related harm (e.g. beer pong cups). One submitter recommended the removal of discretionary conditions from the Policy.	No change proposed. Some of the proposed conditions required further national direction and research before we take a position on the appropriateness of including these as example discretionary conditions (payment and non-alcoholic products). However, not including certain discretionary conditions in a LAP doesn’t restrict the DLC’s ability to impose reasonable condition that are not inconsistent with the Act. Including examples of what conditions might be considered is not constraining the DLC as they are free to consider any condition that is consistent with the Act. The ultimate decision as whether to impose any example conditions provided in the draft Policy remains discretionary and subject to the merits of each case. Staff to monitor over the duration of the Policy and provide options at the next review.
Density limits (e.g. sinking lid, cap) for off-licences.	Six submissions provided commentary on the number of alcohol outlets in the region (either in their written submission or at the Hearing). Some sought the provision of no new licences or a cap on licences, others sought a cap in deprivation areas.	No change proposed. Previously considered as outlined in the Statement of Proposal and no new information provided to suggest a change was necessary. Staff to monitor over the duration of the Policy and provide options at the next review.

The Wairarapa Policy Working Group recommends councils adopt the Local Alcohol Policy

At the deliberations the WPWG endorsed the five key proposed changes. In addition, the WPWG recommended:

· the Wairarapa District Councils agree to adopt the draft Wairarapa Local Alcohol Policy (Attachment 1) and gives public notice of adoption; and

· the Wairarapa District Councils agree to bring the changes to off-licence maximum trading hours into force on 1 April 2025 and the rest of the Wairarapa Local Alcohol Policy into force on 1 February 2025.

The table below outlines the options available to Council.

Option		Advantages	Disadvantages
1	Adopt the Policy (recommended option)	- This option has been recommended by the WPWG. - Most submitters supported the proposed Policy and five proposals. - The Policy takes a community wellbeing and harm reduction approach. - The Policy was developed in consideration of the harm and economic/social benefits of consuming alcohol. - The flow and readability has been improved. - The Policy will support greater consistency across the Wairarapa region.	- Some submitters may not feel their feedback has been considered. - May be perceived as restrictive by some applicants/licensees due to additional criteria.
2	Do not adopt the Policy with a preference to adopt a Policy with amendments (alternative option)	- Advantages dependent on extent of changes. - May receive support from a small number of submitters who preferred an alternative option.	- This option would involve referring back to the WPWG for reconsideration. - Disadvantages dependent on extent of changes. - May not receive support from most submitters who supported the proposals. - Significant changes may be inconsistent with the consultation proposals and trigger a requirement for further community consultation and research which would delay the review.
3	Retain current Policy (alternative option)	- Supported by a small number of submitters (5 submitters / 15%).	- This option would involve referring back to the WPWG for reconsideration. - Does not respond to stakeholder feedback received from early engagement period. - Council may not proceed with proposed policy amendments despite consulting on changes and receiving majority support for the five key proposals. - The proposed policy has been developed in consideration of alcohol related harm and the social/economic benefits. - Does not take advantage of opportunities to clarify existing aspects of the policy that are unclear or applied inconsistently throughout Waiararapa.
4	Revoke the current Policy (alternative option)	- No advantages identified.	- This option would involve referring back to the WPWG for reconsideration. - Most submitters may not feel their feedback has been considered. - Would be in contradiction to advice from the Medical Officer of Health, Police and licencing inspectors. - May lead to an increase in alcohol related harm. - Would not offer protective factors for our communities most at risk of alcohol related harm - Would be a significant shift from the Wairarapa District Councils current position.

7. Recommended Option

Option 1: Adopt the Wairarapa Local Alcohol Policy is recommended. The amendments aim to support a reduction in alcohol-related harm and to ensure the Policy is easily understood by the community, staff and the DLC. This option also aligns with the recommendations of the WPWG.

If Council prefers an alternative option, it is recommended to refer back to the WPWG for reconsideration. This is because they have delegated authority to support the review and have developed a breadth of understanding of the issues. This would delay the review.

The Policy can only be adopted after the finalised Policy has been publicly notified in accordance with Section 80 of the Act. The Policy will be adopted 30 days from the public notice date, and can be brought into force after this date. However, not all parts of the Policy can come into force straight away. Amendments that relate to one way door restrictions or maximum trading hours can only come into force three months after the date of public notice (see section 90 of the Act).

The proposed timeframes for the public notice, adoption, and the Policy being in force are set out below.

Proposed timeframes for adoption of the Wairarapa Local Alcohol Policy
Council Meetings Finalise proposed Policy	20 November / 11 December
Public notification of finalised Policy	16 December 2025
Policy comes into force (excluding changes to maximum trading hours)	1 February 2025
Policy (maximum trading hours) comes into force	1 April 2025

South Wairarapa District Council supported support the adoption of the Policy on 20 November 2024.Masterton District Council is considering adopting the Policy on 11 December 2024.

8. CONSIDERATIONS

8.1 Climate change

The Policy has no direct impact on environmental or climate policies. We do note that alcohol products often come in single use packaging. Cans, glass and some plastics can be recycled through existing council recycling collection.

8.2 Tāngata whenua

Māori make up 22.6% of the population of Masterton (Census 2023). The Policy is a regulatory tool to help manage the harm caused by excessive or inappropriate consumption of alcohol which affects all our community. Māori are overrepresented in alcohol harm statistics and health agencies recognise local alcohol policies as an important tool to help minimise these adverse effects.

We promoted the consultation opportunity ensure that mana whenua, Te Hauora Rūnanga o Wairarapa, and Māori health and social services providers had an opportunity to submit on the Policy. We will also provide notification of the final Policy to our iwi entities.

Two submitters identified as Māori, accounting for six per cent of the submissions received.

8.3 Financial impact

The budget for the review is split across the Wairarapa District Councils according to the Wairarapa Shared Services Funding Policy, under the ‘joint policy development’ activity. The cost allocation is 52 per cent Masterton District Council, 20 per cent Carterton District Council and 28 per cent South Wairarapa District Council.

Council’s contribution towards the costs associated with the review are being met from within existing operational budgets.

The enforcement of the Policy is through councils’ respective Environmental Health teams and met from existing baselines.

8.4 Community Engagement requirements

No further consultation is required on the Policy. No further changes are proposed.

Following the adoption, the Policy will be publicly notified and available on each council website. Each council will be responsible for informing licence holders in their districts and update website information to include relevant changes.

Those who submitted on the draft Policy will be contacted and provided information regarding the adoption of the Policy.

8.5 Risks

No risks have been identified.

9. Recommendation

That the Council:

1. Receives the report.

2. Notes that the Wairarapa Policy Working Group heard submissions on 23 October 2024 and undertook deliberations on 6 November 2024;

3. Notes that the Wairarapa Policy Working Group heard submissions on 23 October 2024 and undertook deliberations on 6 November 2024;

4. Notes that the Wairarapa Local Alcohol Policy will be adopted 30 days after which it is publicly notified; and

5. Notes that the current Wairarapa Local Alcohol Policy will remain in force until the revised policy is in effect.

6. Agrees to the Wairarapa Policy Working Group recommendations that:

a) Wairarapa District Councils agree to adopt the Wairarapa Local Alcohol Policy (Attachment 1) and gives public notice of adoption; and

b) the Wairarapa District Councils agree to bring the changes to off-licence maximum trading hours into force on 1 April 2025 and the rest of the Wairarapa Local Alcohol Policy into force on 1 February 2025.

File Number: 430981

Author: Solitaire Robertson, Planning and Regulatory Services Manager

Attachments: 1. Local Alcohol Policy Final ⇩


AGENDA Ordinary Council meeting
Date:	Wednesday, 11 December 2024
Time:	1:00 pm
Location:	Carterton Events Centre 50 Holloway St Carterton
Mayor R Mark Deputy Mayor S Cretney Cr D Williams Cr B Deller Cr R Cherry-Campbell Chief Executive G Hamilton	Cr L Newman Cr S Gallon Cr S Laurence Cr G Ayling Hurunui-o-Rangi Marae

Audit NZ summary of Audit fees	Fee $	Hours
Actuals costs/hours	313,648	1,119
Budget (per Audit Proposal Letter for LTP) costs/hours	74,300	481
Difference – overspend/additional hours spent	239,348	638

Order	2016	2019	2022
Random	43%	57%	73%
Alphabetical	48%	33%	24%
Pseudo-random	9%	10%	3%