Agenda - Ruapehu District...9 MW LASS Council Controlled Organisation Exemption File A02-0015 Doc 710722 33 - 34 10 Summary Financial Report for the Period Ended 31 January 2019 File

Agenda

Wednesday

27 March 2019

at 10.00am

Council Chamber

Taumarunui

RUAPEHU DISTRICT COUNCIL

NOTICE OF MEETING

A MEETING OF RUAPEHU DISTRICT COUNCIL WILL BE HELD IN THE TAUMARUNUI ROOM (COUNCIL CHAMBER), HUIA STREET, TAUMARUNUI

ON WEDNESDAY 27 MARCH 2019 AT 10.00AM

Members

Mayor: Don Cameron Deputy Mayor: Karen Ngatai Taumarunui Ward Councillors: Graeme Cosford Taumarunui Ward Cynthia Dowsett Waimarino-Waiouru Ward Adie Doyle Taumarunui Ward Ben Goddard Waimarino-Waiouru Ward Vivienne Hoeta Waimarino-Waiouru Ward Lyn Neeson Ohura Ward Rabbit Nottage Waimarino-Waiouru Ward Kim Wheeler Taumarunui Ward Murray Wilson National Park Ward Jacques Windell Taumarunui Ward

Clive Manley CHIEF EXECUTIVE

Please Note: The Reports attached to this Order Paper set out suggested resolutions only. These suggested resolutions do not represent Council policy until such time as they might be adopted by Council resolution. This Order Paper may be subject to

amendment either by addition or withdrawal of items contained therein.

Ruapehu District Council – Public Business – 27 March 2019

Page 3


ORDER PAPER

A MEETING OF RUAPEHU DISTRICT COUNCIL WILL BE HELD IN THE TAUMARUNUI ROOM (COUNCIL CHAMBER), HUIA STREET, TAUMARUNUI

ON WEDNESDAY 27 MARCH 2019 AT 10.00AM

PUBLIC BUSINESS

Page

1 Apologies File A05-0014 2 Declarations of Interest:

Notification from Elected Members of: 2.1 Any interests that may create a conflict with their role as an elected member relating to the items of business for this meeting; 2.2 Any interests in items in which they have a direct or indirect pecuniary interest as provided for in the Local Authorities (Members’ Interests) Act 1968

File A05-0014

3 Public Forum: Temporary Suspension and

Reinstatement of Standing Orders File A05-0014

Doc 712277 5

4 Confirmation of Minutes: 6 March 2019 M80-0001 6 - 10 5 2019 Election: Order of Candidates on Voting Paper and

Other matters File E25-0029

Doc 710611 11 - 14

6 Use of Council Chamber (Taumarunui) by Outside

Organisations Policy 2019 Review File P88-0019

Doc 701049 15 - 25

7 Ruapehu Express Event Report File E01-0023

Doc 711833 26 - 29

8 Response Regarding Concerns of Contamination of

Natural Food Sources in Waterways File S52-0007

S52-0004 Doc 711213

30 - 32

9 MW LASS Council Controlled Organisation Exemption File A02-0015

Doc 710722 33 - 34

10 Summary Financial Report for the Period Ended 31

January 2019 File R40-0001

Doc 710736 35 - 41

11 Recommendations from Community Boards File R40-0022

R40-0021 Doc 712694

42 - 43

12 Mayor’s Report: January and February 2019 File M35-0003

Doc 712232 44 - 45

Please Note: The Reports attached to this Order Paper set out suggested resolutions only. These suggested resolutions do not represent Council policy until such time as they might be adopted by Council resolution. This Order Paper may be subject to

amendment either by addition or withdrawal of items contained therein.


Page 4

13 Chief Executive’s Report: January and February 2019 File A05-0085

Doc 711388 46 - 78

14 Mayor, Deputy Mayor, Chief Executive and Elected

Members' Reports (verbal) File A05-0014

PUBLIC-EXCLUDED BUSINESS

15 Resolution to Exclude the Public for Consideration of

Council Business File A05-0014

Doc 712275’

79

Report to: Council

Meeting Date: 27 March 2019 Subject: Public Forum: Temporary Suspension and

Reinstatement of Standing Orders Document No: 712277 File: A05-0014

Purpose of Report

1.1 The purpose of this report is to enable Council to temporarily suspend Standing Orders in their entirety to allow Members and the public to address Council.

Significance and Engagement

2.1 This Report does not trigger the Significance and Engagement Policy.

Public Forum Guidelines

3.1 Council has adopted the following Public Forum Guidelines: (a) Five minutes speaking time will apply to each speaker or group. (b) Members of the public wishing to speak must advise Council of the reasons and subject

he/she wishes to address the Council a minimum of two clear working days prior to the meeting.

(c) The Chairperson may refuse applications which are repetitious or offensive and may terminate a speaker in progress where the subject matter is disrespectful or offensive.

(d) There are not to be criticisms of individual Council members or individual staff members. (e) The Public Forums are designed for people to speak about matters of interest to them to

Council. It is not intended that people should be questioning Council members on these occasions. However, Council members may ask questions of speakers to clarify their statements.

Suggested Resolutions

1 That the report on Public Forum: Temporary Suspension and Reinstatement of Standing Orders be received.

2 That, pursuant to Section 27(4) Schedule 7 of the Local Government Act 2002, Council temporarily suspends Standing Orders in their entirety to allow Members and the public to address Council.

Council received addresses as follows: …

RESOLVED

That, pursuant to Section 27(4) Schedule 7 of the Local Government Act 2002, Council reinstates Standing Orders in their entirety for consideration of the agenda.

Sarah Doyle EXECUTIVE ASSISTANT

Email address for point of contact: [email protected]

5

mailto:[email protected]

Unconfirmed Unconfirmed


Page 1


MINUTES

MEETING HELD IN THE WAIMARINO ROOM (COUNCIL CHAMBER), AYR STREET, OHAKUNE ON WEDNESDAY 6 MARCH 2019 AT 10.02AM

PUBLIC BUSINESS

Present

Mayor: Don Cameron Deputy Mayor: Karen Ngatai Taumarunui Ward Councillors: Cynthia Dowsett Waimarino-Waiouru Ward Adie Doyle Taumarunui Ward Ben Goddard Waimarino-Waiouru Ward Vivienne Hoeta Waimarino-Waiouru Ward Lyn Neeson Ohura Ward Rabbit Nottage Waimarino-Waiouru Ward Kim Wheeler Taumarunui Ward Murray Wilson National Park Ward Jacques Windell Taumarunui Ward Staff: Clive Manley Chief Executive Margaret Hawthorne Group Manager Community Services Alan Young Financial Controller Warren Furner Land Transport and Economic Development Manager Anne-Marie Westcott Environmental Manager Sarah Doyle Executive Assistant Paul Wheatcroft Communications Manager Peggy Veen Business Development & Relationship Manager (part) Rebecca Van Orden Team Leader Community Property Katherine Ivory Policy Analyst and Strategic Planner Consultant (part) In Attendance: Jo Kennedy Visit Ruapehu Robert Milne Ruapehu Bulletin Missy Biddle Waimarino-Waiouru Community Board (part)

1 Apologies File A05-0014

RESOLVED Moved: Doyle Seconded: Windell That the apologies from Councillor Cosford be received and leave of absence granted.

2 Declarations of Interest File A05-0014

No conflicts of interest were declared.

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Page 2

3 Public Forum: Temporary Suspension and Reinstatement of Standing Orders

File A05-0014 Doc 710408

Council temporarily suspended Standing Orders in their entirety to allow members of the public to address Council.

RESOLVED Moved: Wheeler Seconded: Windell That, pursuant to Section 27(4) Schedule 7 of the Local Government Act 2002, Council temporarily suspends Standing Orders in their entirety to allow Members and the public to address Council.

Council received addresses as follows:

Miriam Gillingham, The Crossing Backpackers, advised that she has had no contact from Council regarding questions she raised at the 13 February 2019 Council meeting in relation to the motorsport activities at the former Waikune Prison property. Mayor Cameron advised that discussions with Colliers International and iwi will continue and Council will keep Ms Gillingham informed.

RESOLVED Moved: Doyle Seconded: Ngatai 1 That the report on Temporary Suspension and Reinstatement of Standing Orders be

received. 2 That pursuant to Section 27(4) Schedule 7 of the Local Government Act 2002,

Council reinstates Standing Orders in their entirety.

4 Confirmation of Minutes: 13 February 2019 File M80-0001

RESOLVED Moved: Doyle Seconded: Wheeler That the minutes of the Ruapehu District Council meeting held 13 February 2019 be confirmed as a true and correct record.

5 Contribution to Tasman District Mayoral Relief Fund - Wildfires File M35-0011 Doc 710834

Members considered a report seeking ratification of a decision on whether Council contributes to the Tasman District Mayoral Relief Fund following the February 2019 wildfires.

RESOLVED Moved: Ngatai Seconded: Doyle

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Page 3

1 That the report on Contribution to Tasman District Mayoral Relief Fund - Wildfires be received.

2 That Council contributes $5,000 to the Tasman Mayroal Relief Fund from the

Mayor’s miscellaneous budget.

6 ‘Town Day’ Bus File R76-0029 Doc 710732

Members considered a report introducing a proposed Public Transport Trial Project servicing Ohura to Taumarunui via Matiere. Council’s Land Transport & Economic Development Manager spoke to the report and answered Members’ questions. RESOLVED Moved: Ngatai Seconded: Windell

That the report on ‘Town Day’ Bus be received.

7 Ohakune Carrot Park Project – Final Report to MBIE File R76-0080 Doc 710857

Members received a report advising that the Ohakune Carrot Park Project has been completed and a final report compiled and sent to MBIE as per the funding agreement. Council’s Land Transport & Economic Development Manager spoke to the report and answered Members’ questions. RESOLVED Moved: Doyle Seconded: Hoeta That the report on Ohakune Carrot Park Project – Final report to MBIE be received.

8 Review of Water Bylaw 2012 and Trade Waste and Stormwater Bylaw 2012

File B80-0022 Doc 710194

Members considered a report recommending the adoption of the Trade Waste and Stormwater Bylaw 2012 and Water Supply Bylaw 2012 unchanged to ensure the Bylaws do not lapse while a full review is undertaken over the next 12 months. Council’s Policy Analyst & Strategic Planner Consultant and Environmental Manager spoke to the report and answered Members’ questions. RESOLVED Moved: Goddard Seconded: Wheeler 1 That the report on Review of Water Bylaw 2012 and Trade Waste and Stormwater

Bylaw 2012 be received.

8



Page 4

2 That Council determines that the Water Supply Bylaw 2012 and Trade Waste and Stormwater Bylaw 2012 are the most appropriate way of addressing issues around regulation of the water supply and the problem of trade waste discharges to the wastewater network.

3 That Council adopts the Water Supply Bylaw 2012 and Trade Waste and

Stormwater Bylaw 2012.

9 Stormwater Management Policy File P50-0067 Doc 707950

Members considered a report providing information to adopt a Stormwater Management Policy. Council’s Environmental Manager spoke to the report and answered Members’ questions. RESOLVED Moved: Wilson Seconded: Dowsett 1 That the report on Stormwater Management Policy 2019 be received. 2 That Council approves and adopts the Stormwater Management Policy 2019.

10 Mayor, Deputy Mayor and Elected Members’ Reports (verbal) File A05-0014

The following verbal reports were received:

The Mayor and Chief Executive gave an overview of the LGNZ Localism Symposium they recently attended. They will both be attending the Rural Provincial Sector meeting on 7 and 8 March where Localism and the 3 Waters are on the agenda.

Mayor Cameron attended the Civil Defence Emergency Management Joint Standing Committee meeting on Tuesday where they received a report on the Hikurangi fault.

Councillor Windell left the meeting at 11.16am

Councillor Wilson was recently in Melbourne and was pleased to see a double page travel feature on Mt Ruapehu in the Sunday Herald Sun.

Councillor Windell re-entered the meeting at 11.18am

Councillor Hoeta advised that Troy Brown has put a video together asking key people in the Raetihi community to speak on how the upgrade of Makotuku Domain has impacted the community and it is wonderful feedback. It is a great example of letting the community get on and do things.

Councillor Windell, in a personal capacity, will be attending an Electricity Pricing Review workshop in Wellington on 13 March 2019.

Councillor Doyle noted that recent property statistics showed sales numbers in Taumarunui down 16% and Ohakune down 13%.

9



Page 5

11 Resolution to Exclude the Public for Consideration of Council Business

File A05-0014 Doc 710461

Section 48 of the Local Government Official Information and Meetings Act 1987 gives the Council the right by resolution to exclude the public from the whole or any part of the proceedings of any meeting only on one or more of the grounds contained within that Section.

RESOLVED Moved: Doyle Seconded: Hoeta

1 That the report on Resolution to Exclude the Public for Consideration of Council

Business be received. 2 That the public is excluded from the following part of the proceedings of the meeting. 3 That the general subject of each matter to be discussed while the public is excluded,

the reason for passing the resolution in relation to each matter and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General Subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under S48(1) for passing this resolution

C1: Confirmation of Public Excluded Minutes: 3 February 2019

The reason(s) for excluding the public is/are recorded in the Public Business Minutes of the meeting.

48(1)(a)

C2: 710774: Tender for Taumarunui Cosmopolitan Club Property

Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). To protect the privacy of natural persons. To maintain legal professional privilege

C3: 710466: Confidential Briefing

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982 as the case may require are listed above.

There being no further business, the meeting concluded at 2.12pm. Dated at Taumarunui this 27th day of March 2019 Don Cameron JP MAYOR

10

Report to: Council

Meeting Date: 27 March 2019 Subject: 2019 Election: Order of Candidates on Voting Papers

and Other Matters Document No: 710611 File: E25-0029

Purpose of Report

1.1 The purpose of this report is to seek resolution from Council on how voting papers will be prepared for the 2019 Local Authority Triennial Election to be held on 12 October 2019.

Significance and Engagement, Social Impact

2.1 Significance and Engagement This report does not trigger the Significance and Engagement Policy.

2.2 Social Policy This report does not trigger the Social Policy.

Background

3.1 The 2004 election was the first to be conducted solely under the Local Electoral Act 2001 (The Act) and regulations made under that Act. The Act has been subject to minor amendments since 2004, as has Schedule 7 of the Local Government Act 2002 (LGA). Schedule 7 of the LGA is the provisions relating to local authorities, community boards and their members.

3.2 Territorial Local Authorities are required by The Act to conduct the election of District

Health Boards and Regional Councils for the Electoral Officers of those authorities. All elections for District Health Boards and some elections for Local Authorities since 2004 were conducted using Single Transferable Vote (STV).

3.3 The delivery of the electoral process for Ruapehu District Council (RDC) is complicated by

having to conduct part of the STV election of two District Health Boards. STV voting documents must be processed by each territorial Electoral Officer, and all of the preferences from every Territorial Authority in a District Health Board’s area delivered into the STV calculator before the District Health Board Electoral Officer can begin the count.

3.4 Warwick Lampp of electionz.com has been RDCs Electoral Officer since 2004. 3.5 Electionz.com has been engaged as election services providers for Council for the 2019

Election.

Discussion

4.1 ELECTORAL OFFICER AND DEPUTY ELECTORAL OFFICER Electionz.com. (and Warwick Lampp) have proven to be excellent providers for Election

Services.

11

Document No 710611 2

4.1.1 Nikki Fields (Land Transport and Economic Development Executive Officer) has been appointed by the Electoral Officer as Deputy Electoral Officer and will oversee the 2019 contract with electionz.com.

4.1.2 A number of other staff (CSO’s in all offices and Group Manager Pauline Welch) will also

be appointed as Electoral Officers. 4.1.3 Section 14(1) states that any Electoral Officer, Deputy Electoral Officer or Electoral Official

cannot be subject to the direction of the local authority or community board in carrying out their duties under the Act or Regulations other than when directed to conduct an election or a referendum.

4.2 ORDER OF CANDIDATE NAMES Council may resolve the method of determining the order of names on the voting

document (ie. alphabetic order of surnames, pseudo-random order or random order) before the EO gives public notice of election.

4.2.1 Alphabetical Order

If Council makes no resolution then the method of determining the order of names will be by alphabetical order of surnames.

4.2.2 Pseudo – Random Order

The pseudo-random method means that an order is decided by a random selection method. That order is then the order of candidate names on every voting document, i.e. all voting documents will list the candidates in that order.

4.2.3 If Council determines to use pseudo-random order then the notice given by the Electoral

Officer must state the date, time and place at which the order of the candidates’ names will be arranged.

4.2.4 Random Method

The random method means that the order of candidate names is randomly printed (different order) on voting documents i.e. all voting documents will list the candidates in a different order.

4.2.5 Historically the additional complexity of printing and processing of voting papers using the

random or pseudo-random methods had resulted in additional printing and processing charges. With the improvement of technology, that is no longer the case.

4.3 SINGLE TRANSFERABLE VOTE

Council resolved: “That the Single Transferable Vote system be used for the 2019 and 2022 elections” at their Council meeting held, 30 August 2017.

4.3.1 This resolution is effective for the triennial general elections of Ruapehu District Council,

National Park Community Board and Waimarino Waiouru Community Board. 4.3.2 This is a change from the “First Past the Post” electoral system used in the 2016

elections. 4.4 PROGRESSIVE PROCESSING Electionz.com will be using progressive processing for the 2019 election, as permitted by

Section 28(1) of the Local Electoral Amendment Act 2008. 4.4.1 The processing of voting documents takes place in a secure area after the scrutiny of

voting documents during the three week voting period. The votes are processed, not

12


counted, and strict secrecy is maintained. Scrutineers may be present during the scrutiny of the voting documents against the electoral roll, but cannot be present for the processing of votes until after the close of voting – noon on Saturday 12 October 2019. Justices of the Peace are contracted to witness the progressive processing. Regulations further strengthen the integrity of the electronic and progressive processing processes.

4.4.2 All voting documents will be progressively processed at electionz.com processing centre

in Christchurch. Any voting documents received locally will be sent unopened to electionz.com for processing. Voting papers received on 12 October 2019 locally will also be forwarded to electionz.com for processing on Monday 14 October 2019.

4.5 RESULTS Electionz.com has advised that:

(a) As in the 2016 election, a website will be set up, where anyone can check on the number and percentage of voting papers received each day during the voting period. This proved very useful during the last election.

(b) A progress result for Ruapehu District Council and Horizons Regional Council will be produced as soon as possible after midday on election day, subject to the Deputy Electoral Officer advising electionz.com of how many ordinary voting papers are at Council premises.

(c) A preliminary result for Ruapehu District Council and Horizons Regional Council will be provided by 12 noon on Sunday 13 October 2019. The timing will be dependent on when the last day's voting papers are received at the processing centre.

(d) The official result for RDC and Horizons Regional Council will be produced by 5pm on Thursday 17 October 2019, subject to when the special votes are processed by the Electoral Officer.

(e) The Waikato and Whanganui District Health Board results will be provided to the District Health Board Electoral Officer at a time to be agreed between both parties.

4.6 PRE-ELECTION REPORT In July 2011, a new Clause 99A “Pre-Election Report” was added to the LGA. 4.6.1 Clause 99A states: 99A Pre-Election Report

(1) The chief executive of a local authority must prepare a pre-election report containing the information required by Clause 36 of Schedule 10.

(2) However, the chief executive of a local authority that has an ordinary resident population of fewer than 20,000 people need not comply with Clause 36(1)(a) and (2) of Schedule 10 for the financial year ending in the same year as the election.

(3) Instead of complying with Clause 36(1)(a) and (2) of Schedule 10, the chief executive of the local authority referred to in subsection (2) may include in a pre-election report the information set out in Clause 37 of Schedule 10.

(4) The purpose of a pre-election report is to provide information to promote public discussion about the issues facing the local authority.

(5) A pre-election report must be completed and published no later than the day that is two weeks before the nomination day for a triennial general election of members of a local authority under the Local Electoral Act 2001.

(6) A pre-election report must not contain a statement by, or a photograph of, an elected member of the local authority.

4.6.2 For the Ruapehu District, Clauses (2) and (3) above apply. Clause 37 to be used instead. 37 Substituted information for small local authorities

(1) This clause applies to the pre-election report of a local authority that has an ordinary resident population of fewer than 20,000 people.

13


(2) For the financial year ending in the same year as the election, the pre-election report must include: (a) The funding impact statement. (b) A summary balance sheet on the forecast financial statements that discloses

public debt and financial assets separately; and (c) A statement that compares:

(i) rates, rate increases and borrowing with the quantified limits specified in the financial strategy.

(ii) returns on investments with the quantified targets for returns on those investments specified in the financial strategy.

4.6.3 The pre-election report need not be audited or adopted through a Council meeting. 4.6.4 The pre-election report must be completed by 30 June 2019. These will be available to be

handed out with Nomination Packs. 4.6.5 Preparation of the pre-election report has begun. 4.6.6 Public Pre Election Candidate meetings will also be arranged for July, to give all

perspective candidates an opportunity to ask questions.

Suggested Resolution(s)

1 That the report on 2019 Election: Order of Candidates on Voting Papers and Other Matters be received.

2 That candidate names be listed in:

Alphabetical order

OR pseudo-random order OR random order on voting documents.

Nikki Fieldes EXECUTIVE OFFICER Email address for point of contact: [email protected] 8 March 2019

14

Report to: Council

Meeting Date: 27 March 2019 Subject: Use of Council Chamber (Taumarunui) by Outside

Organisations 2019 Policy Review Document No: 701049 File: P88-0019

Purpose of Report

1.1 The purpose of this report is to present to Council the updated Use of Council Chamber (Taumarunui) by Outside Organisations 2019 policy for review.


2.1 Significance This report does not trigger the Significance and Engagement Policy.

Background

3.1 This policy has previously been scheduled to be reviewed annually in line with the Fees and Charges Manual.

3.2 It was not reviewed for the 2017/18 financial year, however the fees did not change for the

hireage of the chamber.

Discussion

4.1 Review frequency, changed from “Annually in line with fees and charges manual” to “Three yearly or as otherwise required.”

4.1.1 This change has been made as the policy does not need to be reviewed if the Fees and

Charges remain the same from one financial year to the other. “Or as otherwise required” gives us the ability to review it sooner, should we need.

4.2 Section 4.5 “Waiver of Hire Fees” added. 4.2.1 The above section was added for clarity around who can apply for a waiver of fees and

who will approve such a request. 4.3 Schedule one - S.1.3 “any work required to be done by Council staff or contractors will be

deducted from the refund” changed to “any work required to be done by Council staff or contractors will be deducted from the refundable bond” to show that it is just the bond that is refundable and not the whole cost.

4.4 Schedule two - the layout of the Council Chamber has been updated. 4.5 Schedule five – this is a new schedule. This form is required to be completed and returned

to Council if organisations are wanting to connect to council equipment (computers etc).

15


Suggested Resolution(s)

1 That the Use of Council Chamber (Taumarunui) by Outside Organisations 2019 Policy Review report be received.

2 That the reviewed Use of Council Chamber (Taumarunui) by Outside Organisations 2019

policy be adopted.

Candice McNaught EXECUTIVE ASSISTANT CUSTOMER SERVICES Email address for point of contact: [email protected] 23 January 2019 Attachments 1 Reviewed Use of Council Chamber (Taumarunui) by Outside Organisations 2019 Policy Doc 701025

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Council Policy Policy Title: Use of Council Chamber (Taumarunui) by Outside

Organisations 2019 Responsibility: Team Leader Community Services First Adopted: 8 July 2008 Review Frequency: Annually Last Reviewed: January 2019 Next Review Due: January 2022 Doc No 701025 File No P88-0019

1 Policy Objectives

1.1 To provide a fair process for use, security and the ongoing maintenance of the Council Chamber area.

2 Principles

2.1 The Council Chamber is a community facility. Council assets must be managed prudently and in a manner that promotes the current and future interest of the community (Section 101 (1), Local Government Act 2002).

2.2 The Chamber serves a primary role for formal meetings of Council, its Committees and

Community Boards. 2.3 Regular usage of the high quality facility is encouraged to provide a needed facility, and to

offset rate funding used for its construction.

3 Background

3.1 This Policy and its criteria are designed to meet the principles above to make the Taumarunui Council Chamber and peripheral rooms (when not required for Council business) available for external organisations; usage, both community and commercial meetings and events where, in the opinion of the Chief Executive, the organisation or event is suitable.

3.2 Council has a community facility available in the Taumarunui War Memorial Hall and does

not want to compete against the usage of this Hall by community groups. Nor does Council wish to compete with other organisations’ meeting rooms and commercial rooms. Therefore, the higher pricing reflects both its quality, its extra functionality with audio-visual capabilities and the facilities’ positioning so as not to compete with others.

4 Policy Statement

4.1 The conditions of hire are set out in schedule one of this policy and will be provided as

part of the application form.

Attachment Attachment17

Ruapehu District Council Use of Council Chamber (Taumarunui) by Outside Organisations 2019

2

4.2 The layout of the tables in the Council Chamber is shown in schedule two. 4.3 The instructions for the alarm system are shown in schedule three. 4.4 The application form is shown in schedule four. 4.5 The application form to connect to Council Computer Equipment is shown in schedule five. 4.6 WAIVER OF HIRE FEES

Applications from voluntary, Ruapehu based, not for profit organisations to waiver hire fees must be made in writing to the Chief Executive (CE).

4.6.1 Approval for waiver of hire fees sits with the Chief Executive. 4.6.2 In the absence of the CE, approval to waiver hire fees will sit with the acting CE.

5 Delegations

5.1 Team Leader Community Property / Community Property Officer – approval of hire and issue of keys.

5.2 Chief Executive – Waiving of hire fee for voluntary, Ruapehu based, not for profit

organisations.

6 Annotations

Date Description 08/07/2008 Policy adopted. 04/03/2009 Minor amendments made relating to Council meetings and cleaning. 05/10/2012 Minor amendments made relating to staff responsibilities. 09/03/2016 Minor editing changes made and policy updated to the new template. 04/10/2018 Policy reviewed and updated. Schedule two, layout of Council chamber changed.

See doc 701049.


SCHEDULE ONE SCHEDULE ONE

CONDITIONS OF HIRE S.1.1 The hire fee includes use of the Council Chamber, small meeting room off the foyer and

Councilors’ kitchen, if required (please state when making booking). The reason for these conditions is to enable the next user to be able to use the rooms without having to rearrange furniture or generally clean up before they can start their meeting. The maximum number of persons that can be accommodated is 50.

S.1.2 Hirers should note that Council/Committee/Workshop meetings and Civil Defence

emergencies take priority over other organisations, may be called at short notice and could override bookings made beforehand, with consultation. Any change will be notified to the hirer as soon as practicable. Note that the Council Chamber and Councilors’ kitchen are booked for Council/Committee meetings or Workshops on most Wednesdays and are therefore not available on Tuesday evenings or Wednesdays.

S.1.3 A refundable bond is required by all users. This will be refunded when the key has been

returned and the premises have been inspected and left in a satisfactory condition. The premises will be inspected immediately after the hire period and hirers will be given the opportunity to rectify any problems notified. If not completed to Council satisfaction, any work required to be done by Council staff or contractors will be deducted from the refundable bond.

S.1.4 Council staff are not responsible for setting out refreshments or meals, or cleaning up

after the hirer, except by special arrangement, in which case, an additional fee will apply. However, the cost of vacuuming the Council Chamber and kitchen is included in the hire fee.

S.1.5 All consumables (including tea, coffee, milk, sugar, biscuits, etc) are to be supplied by the

hirer. Crockery, cutlery, glasses, water jugs, two microwaves and an oven are available for use. Breakages will be charged for.

S.1.6 If refreshments are required, these must be ordered and paid for by the hirer. S.1.7 Approximately 36 chairs are available in the Council Chamber and there is crockery and

cutlery for 36 people. Any equipment over and above this is the responsibility and at the cost of the hirer.

S.1.8 All tables and chairs in the Council Chamber must be returned to the position shown in the

following layout. S.1.9 Any hired equipment must be removed from the Council Chamber immediately, stacked

neatly out of the way in the foyer and collected first thing next morning (if an evening hire) or as soon as possible that day (if a day hire).

S.1.10 The hirer must ensure all dishes are washed, returned to their storage area and the

dishwasher emptied. All sink benches, tables, the microwaves and oven are to be wiped clean and the vinyl floor mopped where preparation and consumption of food or refreshments has taken place

S.1.11 All rubbish must be removed from the building by the hirer. S.1.12 Alcohol for sale or consumption of alcohol on the premises is not permitted. Separate

permission is required from the Chief Executive for a high quality function serving wine and cheese standard alcohol. Please check any additional requirements under the Supply and Sale of Alcohol Act 2012.



4

S.1.13 The Council building is smoke-free. S.1.14 Toilet facilities are available next to the Councillors’ kitchen. At the completion of the hire,

all toilets must be cleaned and disinfected and the floor mopped. S.1.15 A datashow projector and screen is permanently set up in the Council Chamber. If you

wish to use this equipment, please advise when booking, as you will require operating instructions. Users are required to bring a “memory stick” or DVD for any presentations. If a “memory stick” is used, it must first be checked by Council staff to ensure there are no risks to the Council Information Systems. Please ensure that sufficient notice and time is provided for this service to be undertaken. There is a computer available with Microsoft programmes loaded (eg, PowerPoint, Excel, Word). If you wish to use your own laptop, please provide one working days notice to Council to ensure that the appropriate setup is completed prior to your meeting (schedule five). A whiteboard is available. There is no public address system available at the present time, but the acoustic design is expected to be sufficient without a public address system.

S.1.16 Council has no objection to a welcoming Powhiri or other ceremonial greeting or occasion

during a working day, but hirers should remember that Council staff are working close by, so noise at other times must be kept to a reasonable level.

S.1.17 For the above reasons, the doors to the Council Chamber are to be kept closed during the

period of hire. An air conditioning system is installed in the Council Chamber and this will ensure sufficient climate control.

S.1.18 During the hours of 8.00am and 5.00pm on normal working days, the air conditioning is

automatically switched on. Outside of these hours, the units can be manually turned on for two hours at a time by pushing (ONCE) the button located above the light switches in the Council Chamber.

S.1.19 All lights and air conditioning must be switched off when leaving. Note that drapes are on

a “draw cord” and should not be pulled manually. S.1.20 Failure to comply with these conditions could result in the organisation not being granted

use of the rooms in future. S.1.21 Security – See Issue of Keys for Council buildings (schedule three).


SCHEDULE TWO SCHEDULE TWO LAYOUT OF TABLES IN COUNCIL CHAMBER

Please note that the tables can be rearranged to suit the event or function, but must be returned to their original position at the completion of the event. The diagram located beside the light switch shows the correct layout by table number.

Mayor’s Chair

18 other chairs around table

HU

IA S

TREE

T

Entrance to Chamber

Press

Sta

ff

Sta

ff S

taff

Entrance to Chamber

Sta

ff

Projector Screen

Publ

ic S

eatin

g


SCHEDULE THREE SCHEDULE THREE

Issue of Keys for Council Buildings

Ruapehu District Council operates a security system for all Council Buildings. You have been issued a key which opens the front door to the Council Chamber, the Chamber room and the Committee meeting room. This key operates as part of the security network for Council Buildings. Should a key be misplaced or stolen, it could compromise the integrity of the security system and may require the replacement of a lock. You are required to advise the Executive Assistant to the Chief Executive immediately if a key has been misplaced or stolen.

Because of the type of security system that has been installed, you will be unable to obtain a new key, other than by way of a request to the Team Leader Governance. Key holders are not to lend their key to anyone. The key is your responsibility. The buildings are not alarmed between the hours of 6.00 am and 11.00 pm Monday to Friday. The buildings are fully alarmed out of these hours unless there are staff working in the building. If you are accessing the building when it is alarmed you will need to take the following steps. 1. Unlock the front door to the building. 2. Go to the alarm key pad and enter your PIN number then press OK. 3. Wait until the welcome message comes up, which will show you if the building alarm is on or off. If the alarm is on

press OFF, If the alarm is off you may proceed into the building. 4. You MUST telephone the monitoring company (0800 number is by the key pad) and advise the length of time you

expect to be inside the building and they will advise you what time the other person (s) in the building are expected to be there.

5. If you are last, or only person in the building, you must re-set the alarm when you leave by following the same procedure. If you need to be in the building longer than you originally told the monitoring company, you must phone the company again to give an updated time of departure. If you do not do this, the monitoring company will assume that you have vacated the building without turning the alarm back on and this means they will then call Council staff to advice the building is vacant but unalarmed, which will require a site visit.

6. Go to the alarm key pad and enter your PIN number then press OK. 7. The welcome message will show that the alarm is off. Press ON then leave and lock the building.

For Office Use Only

Key No Issued Date

Hirer’s Name

Signature

Date Key Returned

Received by Signature


SCHEDULE FOUR SCHEDULE FOUR

Hire of Council Chamber – Taumarunui Outside organisations (up to a maximum of 50 people) will be permitted to use the Taumarunui Council Chamber and peripheral rooms (when not required for Council business) for community-related purposes where, in the opinion of the Chief Executive, the organisation or event is suitable. Alcohol is not permitted (except with the express approval of the Chief Executive or delegate). It is not available for 21st Birthday or Engagement Parties and the like. A refundable Bond will be charged to all non-Council users.

Applicant Details

Name of Person Making Application

Organisation

Postal Address

Contact Person

Contact Phone/Email

Date of Event From To

Date and Time to Vacate Premises

Use Regular One-Off Event

Admission and/or Registration Charge Yes No

Type of Organisation Not for Profit Commercial/Business

Intended use

Keys

Key Issued? Yes No

Key No Issued Date

Hirer’s Name (Fire Warden)

Hirer’s Signature

Date Key Returned

Key Received by Signature

For Office Use Only

Receipt No Date Paid

Bond Refund on Purchase Order

Date Bond Refund Confirmed

Reason for Bond Being Withheld



8

Fire Evacuation The keyholder must carry a cellphone and is to be the Chief Fire Warden in the case of fire. The duties are shown below. Once activated, the fire siren cannot be turned off without a special key held by the Fire Service. Call 111 from the Chief Fire Warden’s cellphone.

To the Keyholder To comply with the Fire Service Regulations, Council requests you read the following instructions and carry out the following duties. As the keyholder, you are appointed Chief Fire Warden and, in the event of a fire, you are responsible for the Fire Warden’s duties listed below. A Warden’s jacket is hanging behind the door in the Councillors’ kitchen. You must also appoint someone attending your function as a Deputy Warden to carry out the Deputy Warden’s duties, as listed below. Please note that the siren, once activated, can only be turned off by the Fire Service.

Your prime concern is saving lives

Fire Warden’s Duties On report of a fire:

Chief Warden

1 Sound the building’s fire alarm system – break glass and switch on alarm.

2 Ensure the Fire Service has been notified as per 111 call.

3 Put on the Identification Jacket (located behind the door in the Councillors’ kitchen).

4 Initiate evacuation:

(a) Ensure the Chamber, toilets, Councillors’ lounge and Councillors’ kitchen are clear.

(b) Ensure any smoke stop doors on route of exits are closed.

(c) Note the location of persons remaining on the premises, including disabled persons, fire control personnel, etc.

(d) Proceed to designated assembly area – the footpath in front of the Civic Centre – and check for missing persons.

(e) Report to head of Fire Service attending.

(f) Report to assembly area for personnel control.

(g) Only if conditions permit, and it is safe to do so, should any attempt be made to extinguish the fire.

Deputy Warden

Only to act (as above) in absence of Chief Warden.

Current Fees and Charges

All Hirers Bond (refundable) – to be paid with hire fee $500.00 Half Day or Evening $250.00 Full Day and Evening $500.00 Community Groups Can apply, in writing to the Chief Executive, for a remission of part of the Hire Fee (minimum $50.00 to cover power and cleaning).


SCHEDULE FIVE SCHEDULE FIVE

Ruapehu District Council Private Bag 1001, Taumarunui 3946 Phone 07 895 8188 or 06 385 8364 Website www.ruapehudc.govt.nz Email [email protected]

Application to

Connect to Council Computer Equipment For the Purpose of In-House Training and Presentations

Applicant Details

Name

Company

Council Contact (Facilitator)

Duration (From) To

Phone Email

Resources Required Internet Connection, via WiFi Required

Meeting Room/Council Chamber Council Equipment

Computer/Laptop Own Equipment - Please supply the following

Telephone Device Name

Data Projector MAC Address

Source of Data - Supplied via the following media

Email USB Device

Note re Emails Please email (maximum 15MB) to Facilitator to load onto Council’s computer system at least one working day before scheduled presentation (to allow for virus checking). If your presentation is more than 15MB, please contact Lexel Service Desk (Council’s IT service provider) on 0800 732 123 or email [email protected].

Note re USB Devices The use of USB devices on Council computers is not permitted. USB devices must be delivered to Council/Lexel at least one working day before scheduled presentation, for virus checking and loading onto relevant computer. Your USB device will be returned to you at the meeting.

Signature

Name (Print) Signature

Date

Ruapehu District Council Application to Use Council Computer Equipment for In-House Presentations, etc

Version 1 - March 2015 Page 1


Report to: Council

Meeting Date: 27 March 2019 Subject: Ruapehu Express Event Report

Document No: 711833 File: E01-0023

Purpose of Report

1.1 The purpose of this report is to provide councillors with the Ruapehu Express post event report


2.1 This report does not trigger the Significance and Engagement Policy.

Background

3.1 The Ruapehu Express was held on Saturday 23 February 2019 and again was a successful event delivered by the Ohakune Events Charitable Trust that has grown to over 1,000 participants.

3.2 Ruapehu District Council offers marketing support via social media and other channels for

the event and i-SITEs support enquiries and bookings as part of their business support role.

Discussion

4.1 The post event report from Event Manager Nick Reader is attached.


That the report on Ruapehu Express Event be received.

Warren Furner LAND TRANSPORT / ECONOMIC DEVELOPMENT MANAGER Email address for point of contact: [email protected] 6 March 2019 Attachment: Ruapehu Express post event report

26


Ruapehu Express 2019 post event report

Event name Ruapehu Express presented by CAMELBAK Event date Saturday 23th February 2019 Report Date Thursday 28 February 2019 From Event Manager: Nick Reader 021 632 721 [email protected] On

behalf of the Event Owners the Ohakune Events Charitable Trust Participation We had 1071 participants, up from the previous best of 996 in 2017 and the 916 of 2018.

Entries Youth/Adult/E bike Race subtotals

MTB 80 and 60 MTB total

MTB 80 146

MTB 80 E bike 8 154

MTB 60 437

MTB 60 youth 30

MTB 60 E bike 16 483 637

MTB 25 81

MTB 25 youth 33

MTB 25 E bike 3 117

MTB relay team 13 13 767

Run 21 adults 165 Run 16 adult 134 Run 16 youth 5 304

total entrants 1071 1071



General comment Really pleasing to see record entries for the fourth annual Ruapehu Express. We reviewed the 2018 event and decided we needed a longer MTB option and a real focus on marketing the run. We implemented the MTB80km and created a new brand for the Old Coach Road Trail Run + Walk. One week out Cyclone Oma was descending from the Pacific Islands. Pre event rain caused the Whangaehu River to be unsafe to cross so the MTB80 km did an out and back course to the bottom of the Tukino Road and the MTB60km event started in Karioi forest to do a 60km event back to the Ohakune Junction. However even with the weather and difference course options, everyone got to bike, run or hike in the Ruapehu region safely, with most having a great time.

Highlights Great to see the significant increase in overall entries. Great to see run numbers increase from a previous best of 190 to 304. Good to introduce the new 80km distance although we will need to do some work to give these riders more confidence that they will actually ride an 80km course in 2020. Nice to see the 3km kids fun run attract 28 local kids. Reb Bull and Lakeman beer were welcome additions to the sponsor family. The event staff did a great job of delivering the event in trying weather conditions.

Negatives The MTB80km only got to ride 52km. Some of the 80km riders had to wait for too long for a bus ride back to Ohakune once they finished their race.

Weather Moderate rain and moderate winds. Rain affected the river heights. The winds did not damage trees or pose a threat to the event or people.

Customer satisfaction

I have not surveyed yet, but feel that the following may be the case for customer satisfaction: Very good for Run/Walk and MTB 25. Good for MTB60km. Average and sometimes poor for the MTB80km

Injuries Waiting on medical report, however from our records there were little to no injuries, only 2-3 bee stings and a sore ankle.

Health and Safety Excellent. The Traffic Management Plan was implemented safely by Traffic Management NZ. Peak Safety medics did a good job. The staff operated safely.

Security 100% secure

Track conditions The ground was really dry prior to the event so the rain actually helped keep the dust down and make a firmer ride surface.

Environmental Impact

DOC will provide an assessment that I will pass on. I walked Middle Track in Rangataua on Sunday and thought the impact of the bike tyres was extremely low. I will provide a full environmental impact assessment shortly.

2020 development The 80km event must have a stronger Plan B course. This may require temporary bridges across the rivers and streams. And also an alternative route starting in Karioi Forest (like the MTB60km did this year). This would mean we must be able to move 150 riders and bikes using 4WD buses and trailers at around 6:00am. We also need to improve the presentation of the event as well as content like coffee carts and entertainment.


Next event date Saturday 22 Feb 2020 – land owner dependant

Photos

Photos: https://drive.google.com/drive/folders/1LoNk5UO3vUr9nPCTiypov7Xmxx5WAPr5 Run Video: https://drive.google.com/open?id=14qpDnRYUA2GWCUMvYvMNIMNsVlQ6hDul Results: https://www.sportsplits.com/m3/race?c=34&r=1137&l=en-US

Note that we made the run video this year, rather than a MTB video.

- ends


https://drive.google.com/drive/folders/1LoNk5UO3vUr9nPCTiypov7Xmxx5WAPr5

https://drive.google.com/open?id=14qpDnRYUA2GWCUMvYvMNIMNsVlQ6hDul

https://www.sportsplits.com/m3/race?c=34&r=1137&l=en-US

Report to: Council

Meeting Date: 27 March 2019

Subject: Response Regarding Concerns of Contamination of

Natural Food Sources in Waterways Document No: 712213 File: S52-0007, S52-0004

Purpose of Report

1.1 The purpose of this report is to provide a response to concerns raised at the Council meeting 13 February 2019 regarding erosion along Taringamotu Stream and spraying and contamination of natural food sources in waterways, particularly at Piriaka and Bell Road.



Background

3.1 Three specific locations were referred to at this meeting, namely: • Taringamotu Stream • Piriaka • Bell Road drain

3.2 Taringamotu Stream The Taringamotu Stream is outside of Ruapehu District Council administrative zone. As indicated at the meeting by Mayor Cameron and agreed by public forum parties present, Horizons Regional Council are aware of the erosion and are working with the land owners’ representative. No further action by Council is required.

3.3 Collection of Watakirihi (watercress) Watakirihi or watercress is an aquatic plant found near springs and slow-moving streams and is valued for its culinary versatility having high value nutrients and minerals, and antioxidant properties. Gathering, eating and sharing wild kai (food) such as watercress and eels has always been a very important part of Māori tikanga (custom and tradition). These foods have become increasingly susceptible to manmade contaminants, which, in turn, could pose a health risk to people who eat them. Contaminants can be directly taken up through the roots of the plant such as heavy metals which are bio accumulative within the food chain and secondary paths such as ingestion of contaminates on the leaves and in water particles such as E.coli, parasitic worms (eg liver flute). There is a need to raise the awareness of these risks to our Community and help make informed choices around the gathering sites and food preparation for eating. Information from the Ministry of Primary Industries regarding the gathering of puuha and watercress has been made available through Council’s website and Facebook page. A copy of this specific page is attached for reference. A link will also be provided via Council’s website and Facebook page.

3.4 No Spray Zones

Council’s Land Transport and Economic Development Manager described the Ruapehu District Council Roading process where “no spray zones” can be established on road sides. This results in markers being established to indicate the area exempt from contract

30


spraying. The Council website describes “How to apply for a No Spray Zone” under the Roading Service.

3.5 Piriaka

In Piriaka, the watercress patch is located below the Piriaka community water scheme. This borders on State Highway 4 therefore the primary road owner is New Zealand Transport Authority. Council’s Land Transport and Economic Development Manager indicated that the collection of watercress from runoff off roads with high traffic volumes is less than desirable.

Research of historical Council tests on the Piriaka springs has highlighted that after rainfall E. coli can be present. This indicates there is the potential risk of secondary transfer of contaminates on the watercress should good practise food gathering and preparation not be followed.

3.4 Bell Road

An investigation of Bell Road has found: a) The area is not labelled as a “no spray zone” with appropriate signage markers to

highlight to any contractor that the area is not to be sprayed. b) Bell Road drain is not listed on the Waters Team spraying schedule. c) It is not certain who may have completed spraying in this area but the spraying has

led to the vegetation in the drain dying off. d) Two businesses located adjacent to this drain were approached and random site

inspections undertaken. These inspections were conducted on 15 February 2019 by a Council staff member. Both premises were observed correctly using appropriate “recycling bins”. These bins and items are collected regularly and taken to Hamilton for disposal by the service provider. Both business owners were well aware of the existence of the watercress patch and the significance of watercress being a valued food source.

e) Council’s Environmental Manager also inspected the drain. Although there is decaying vegetation present as a result of the spraying, the stream of water in the drain was transparently clear with the lower (bottom) surface of the drain clearly visible. No oil sheen indicates that there were no signs of hydrocarbon contamination present in the drain.

f) Further observation of the Bell Road drain on 19 February 2019, four days after the site inspections occurred, several Pukeko birds were seen grazing and eating in the drain.

g) Although not recorded at the Council meeting 13 February 2019, an abandoned truck near the Bell Road drain was also a concern. The owner of the truck was identified and has since been removed. The removal of this truck will reduce another potential source of contamination.

Suggested Resolution

That the report on Response Regarding Concerns of Contamination of Natural Food Sources in Waterways be received.

Anne-Marie Westcott ENVIRONMENTAL MANAGER 25 February 2019 Attachment – Document 712203. Te Kai Manawa Ora – Marae Food Safety Guide Version 5.0 September 2018. Gathering of puuha and or watercress, page 29 of booklet published by Ministry of Primary Industries.

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Report to: Council

Meeting Date: 27 March 2019 Subject: MW LASS CCO Exemption

Document No: 710722 File: A02-0015

Purpose of Report

1.1 The purpose of this report is to extend the exemption from classification as a Council Controlled Organisation (CCO) for MW LASS.


2.1 This report does not trigger the Significance and Engagement or Social Policies.

Background

3.1 Section 7(5) of the LGA enables Council to grant an exemption (by resolution) following the consideration of the following matters:

(a) The nature and scope of the activities provided by the Organisation.

(b) The costs and benefits if an exemption is granted to the local authority, the CCO

and the community. 3.2 In addition, Section 7(6) of the LGA also requires Council to review the exemption granted

within three years after it has been granted and after the first review, at intervals of not less than three years.

3.3 The MW LASS’s current CCO exemption expires on 30 June 2019 and needs to be

extended for a further three years by Council resolution.

Discussion

4.1 The MW LASS Directors passed a resolution (refer to 4.2) at their meeting held on 11 February 2019, to extend the exemption under Section 7 of the LGA 2002, from 1 July 2019 to 30 June 2022.

4.2 RESOLVED – that Directors

a. receive the Exemption from being a Council Controlled Organisation report; b. note that all member Councils have resolved to be an exempted organisation under

the provision of section 7 of the Local Government Act 2002 for the Period 1 July 2019 to 30 June 2022, or until member Councils determine an earlier date when this exemption should no longer apply;

33


c. recognise that MW LASS will become exempted from being a Council Controlled Organisation as a small organisation under the Local Government Act 2002, with effect from 1 July 2019 to 30 June 2022 or until member Councils determine an earlier date when this exemption should no longer apply;

d. note that MW LASS will cease to be a Council Controlled Organisation for the

period of the exemption, and instead by recognised as a Council Organisation;

e. note that exempting MW LASS under the Local Government Act 2002 generally means that Part 5 of the Local Government Act 2002 no longer applies to it, or in respect of it; and

f. resolve to continue to waiver the legislative requirements in support of the formation

of a Statement of Intent for the period of the exemption.

All in favour, None against.

McCartney/ Templer

Carried


1 That the report to MW LASS CCO Exemption be received.

2 That Council grants an exemption from classification as a Council Controlled Organisation (CCO) for the MW LASS under Section 7 of the Local Government Act 2002, for a further three years from 1 July 2019 to 30 June 2022.

Alan Young FINANCIAL CONTROLLER Email address for point of contact: [email protected] 21 February 2019

34


Report to: Council

Meeting Date: 27 March 2019 Subject: Summary Financial Report for the period ended 31

January 2019 Document No: 710736 File: R40-0001

Purpose of Report

1.1 The purpose of this Report is to present to Council a summary of the financial statements for the period ending 31 January 2019.


2.1 This report does not trigger the Significance and Engagement or Social Policies.

Discussion

3.0 Overview 3.1 Overall Council is on track when comparing actual results against expense budgets with

the only exceptions being seasonal timing issues in the Roading activity, and a better than expected outcome in operational revenue.

3.2 In the Comprehensive Income Statement, actual revenue for the month was ahead of

planned levels for January. However, on a year to date (YTD) basis the actual result is $151k below budget mainly due to NZTA grant funding variance of $388k, which is explained in 4.1 below. Several expenditure categories were over budget for the month by $421k, which contributed to an operational deficit of $61k for the month. On a YTD basis, Council has less of a deficit than planned by $971k. Please refer to 4.2 for more detail on the expense variances.

3.3 Council’s Statement of Financial Position shows a positive cash position variance of

$867k when compared to the previous year and Trade and other receivables were above the previous year’s level by $1,141k due to a NZTA timing issue. The Non-current assets and Liabilities variances are explained in point 5.0 below.

4.0 Comprehensive Statement of Income and Expenditure 4.1 Operational revenue shows a positive variance of $360k in the monthly comparison to

budget, and only $151k under budget YTD. NZTA operational and capital grant funding continues $388k below budget on a YTD position due to lower emergency, and maintenance expenditure. However, January saw higher levels of work delivered, and this trend is expected to continue over the next few months, and will reverse the NZTA grant funding variance. Other revenue was up $258k over budget with the main contributor being contract cost recoveries on the Department of Conservation Whakapapa contract of $165k. An additional $60k relates to unbudgeted early repayment of an RDC loan to Waimarino Rest Home Trust. Total loan by Council was $67k for major re-painting activity, and the remaining balance is expected to be paid off by December 2019.

35


4.2 Total expenditure was over budget by $421k for the month, with the key contributors being

Roading $107k on increasing works delivery and an extra-large Veolia January works claim putting maintenance budgets over by $210k, however on a YTD basis we are still below budget. The $105k variance in other operating expenses was due to increased insurance costs on the back of fire levies and a hardening in the market. Interest payments were over by $39k on a monthly basis due to a short-term finance arrangement closeout and renewal, but YTD shows a positive variance due to better interest rates being obtained from the LGFA.

There was also disposal of assets write off cost of $275k for the Taumarunui Library building which was demolished and wasn’t budgeted.

4.3 Subsidies for capital purposes show a large monthly variance, up on budget by $1,034k. This outcome is driven by the seasonal ramp up of Roading’s renewal works program delivery – ahead of budgeted forecasts. This has helped to reduce the YTD actual deficit down to just $249k and this trend is expected to continue.

5.0 Statement of Financial Position 5.1 Cash and cash equivalents are $867k over last year’s level, which is mainly due to $609k

received for the sale of Council’s Forestry investment.

Other receivables are up $1,141k. This is due to NZTA timing issues in prior year comparatives.

5.2 All fixed assets are up over last year on the back of asset additions from prior year’s CAPEX program that is processed at the end of each financial year and annual revaluations that came through 1 July 2018 but were processed in November 2018. Investment property is up $396k on revaluation as at 30 June 2018.

5.3 Term investment is up $758k. $500k relates to the loan from Council to RAL in support of

the Gondola project. This is currently funded by an increase in Council debt. An additional $133k relates to a revaluation of the forestry asset to fair value as at 30 June 2018.

5.4 Trade payables are up $1,784k due to $1.2M outstanding Veolia invoice claims which are

currently going through the approval process, and GST payables for 3rd quarter rates instalment of $520k.

5.5 Income in advance is up $235k with RDC having received a higher rate of ratepayers

paying full year’s levies in the first instalment. This can be seen as a positive position for Council.

5.6 Council’s short term borrowing position shows a decrease in short-term position over last

year’s position, which is offset by an increase in the long-term position noted later in this statement. The variance between the two is new borrowing in support of the RAL loan.

36



That the Report on Summary Financial Report for the period ended 31 January 2019 be received.

Alan Young FINANCIAL CONTROLLER Email address for point of contact: [email protected] 28 February 2019 Attachment: Financial statements for the period ended 31 January 2019.

37


RUAPEHU DISTRICT COUNCIL FINANCIAL STATEMENTS

FOR THE MONTH ENDED 31 JANUARY 2019

Contents

Statement of Comprehensive Income ......................................................................................... 5 Statement of Financial Position ................................................................................................... 6 i-SITE Financial Report…………………………………………………………………………………..7



STATEMENT OF COMPREHENSIVE INCOMEFor the 7 Months ending 31st January 2019

PREVIOUS

MONTH MONTH MONTH YTD YTD YTD YTD

ACTUALS BUDGET VARIANCE ACTUAL BUDGET VARIANCE ACTUAL

$000 $000 $000 $000 $000 $000 $000

STATEMENT OF COMPREHENSIVE INCOME

Revenue

General Rates 1,269 1,266 3 6,716 6,672 44 8,352

Targeted Rates 656 650 6 6,776 6,737 39 4,831

Other Revenue (User Fees and Charges) 463 205 258 1,829 1,685 144 2,252

NZTA Subsidies 391 303 88 3,132 3,520 (388) 3,060

Subsidies 0 0 0 4 2 2 900

Petrol tax 14 11 3 77 79 (2) 74

Fines & Infringements 3 1 2 17 12 5 17

Interest on Investments 3 3 0 23 18 5 22

Dividends 0 0 0 0 0 0 1

Total Operating Revenue 2,799 2,439 360 18,574 18,725 (151) 19,509

Expenditure

Personnel Costs 426 439 (13) 3,291 3,280 11 3,157

Indirect Personnel Costs 23 23 0 181 190 (9) 142

Depreciation 721 721 0 5,049 5,048 1 5,048

Roading Maintenance 437 330 107 3,485 4,024 (539) 3,816

All Other Maintenance 648 438 210 2,475 2,904 (429) 2,554

Consultants and Legal Fees 67 113 (46) 894 1,024 (130) 1,034

Cost of Funds 154 115 39 577 807 (230) 617

Contracts 13 14 (1) 464 472 (8) 533

Occupancy Costs 41 37 4 225 257 (32) 259

Vehicle Costs 31 14 17 126 97 29 108

Disposal of Assets 0 0 0 275 0 275 (23)

Purchases 2 3 (1) 30 23 7 22

Impairments 0 0 0 0 3 (3) 0

Other Operating Expenses 426 321 105 2,815 2,880 (65) 3,094

Total Operating Expenses 2,989 2,568 421 19,887 21,009 (1,122) 20,361

Net Operating Surplus / (Deficit) (190) (129) (61) (1,313) (2,284) 971 (852)

Capital Income

Development Contributions- Rev 3 5 (2) 61 38 23 66

Subsidies for Capital Purposes 1,646 612 1,034 4,035 4,284 (249) 2,352

Total Capital Income 1,649 617 1,032 4,096 4,322 (226) 2,418



STATEMENT OF FINANCIAL POSITIONFor the 7 Months ending 31st January 2019

PRIOR PRIOR

YTD YTD YEAR

ACTUAL ACTUAL VARIANCE

$000 $000 $000

STATEMENT OF FINANCIAL POSITION

Current Assets

Cash & Cash Equivalents 1,939 1,072 867

Trade & Other Receivables 9,875 8,734 1,141

Inventories 274 197 77

Current Assets 12,088 10,003 2,085

Non-Current Assets

Property Plant & Equipment 30,583 28,096 2,487

Infrastructural Fixed Assets 372,179 354,956 17,223

Capital Work in Progress 9,272 8,476 796

Term Investments 1,400 642 758

Intangible Assets 315 307 8

Investment Property 2,830 2,434 396

Total Non-Current Assets 416,579 394,911 21,668

Total Assets 428,667 404,914 23,753

Current Liabilities

Trade & Other Payables 4,724 2,940 1,784

Income in Advance 5,729 5,494 235

Bond & Deposits 164 147 17

Employee Benefits 275 285 (10)

Short Term Borrowings 6,000 10,300 (4,300)

Total Current Liabilities 16,892 19,166 (2,274)

Non-Current Liabilities

Landfil l Aftercare Provision 188 184 4

Term Borrowings 20,500 15,500 5,000

Internal Loans 0 0 0

Total Non-Current Liabilties 20,688 15,684 5,004

Total Liabilities 37,580 34,850 2,730

Net Assets 391,087 370,064 21,023

Equity

Ratepayers Equity 270,862 265,877 4,985

Other Reserves 116,664 102,270 14,394

Special Funds 239 353 (114)

Profit & Loss 3,142 1,566 1,576

Other Funding 0 0 0

Total Equity 391,087 370,064 21,023


Ruapehu District Council

i-SITE Report - YTD @ 31/01/2019

Categories Taumarunui Ruapehu DOC

Whakapapa Waiouru Total i-SITE

Report

Total i-SITE Sales $28,309 $ 57,527 $85,836

COGS (Cost of Goods Sold) $14,678 $ 32,014 $46,692

Gross profit $13,631 $25,513 $ - $ - $39,144

Ticket Sales Commission $13,524 $16,938 $19,705 $1,299 $51,466

Total RDC Profit / Income $27,155 $42,451 $19,705 $1,299 $90,610

Total i-SITE Sales $157,675 $214,267 $189,085 $11,107 $572,134

Costs

Salaries $120,283 $114,110 $56,371 $48,414 $339,179

Occupancy $14,758 $12,120 $ - $ - $26,878

IT Software Licencing & Subs $5,285 $3,979 $574 $4,136 $13,974

Power $ - $4,001 $ - $ - $4,001

Advertising $1,339 $1,266 $963 $963 $4,532

Stationery $265 $602 $ - $118 $985

Miscellaneous Expenses $2,981 $3,684 $ - $ - $6,666

Total Costs** $144,912 $139,762 $57,908 $53,631 $396,213

Net Profit (Loss) -$117,757.40 -$97,311.03 -$38,202.87 -$52,331.61 -$305,603

*Does not include overhead allocations


Report to: Council

Meeting Date: 27 March 2019 Subject: Recommendations from Community Boards

Document No: 712694 File: R40-0021

Purpose of Report

1.1 The purpose of this report is to advise Council on recommendations from Waimarino-Waiouru Community Board (WWCB) and National Park Community Board (NPCB).



Discussion

3.1 National Park Community Board 3.1.1 At its meeting held 12 February 2019, the Board made the following recommendation:

That the National Park Community Board supports the concept of Hybrid or Electric Vehicle Fleet Vehicles for Ruapehu District Council.

Action: Council will consider this concept when considering fleet replacement. 4.1 Waimarino-Waiouru Community Board 4.1.1 At its meeting held 7 February 2019, the Board made the following recommendation:

That the Waimarino-Waiouru Community Board recommends that a Little Barrow Market be allowed to operate in Ohakune every Saturday and that a suitable area be sought for this.

Action: Little Barrow Market would come back to the Community Board on a suitable area

for the Market to be held. 4.1.2 The Board also made the following recommendation at the same meeting: That the Waimarino-Waiouru Community Board approve the 2018/19 available funding of

$10,000 excluding GST for the development of Parapara Road, be allocated to Raetihi Charitable Trust for the installation of art pieces following further funding before final approval.

Action: Raetihi Promotions are to bring more information back to the Board on the new

design concept proposed for the Makotuku Walkway.

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4.1.3 At its meeting held 7 March 2019, the Board made the following recommendation:

That the Waimarino-Waiouru Community Board approves that the 2018/19 budget of $30,000 for the upgrade of the Ohakune Swimming Pool ablutions block be used as seed funding for a larger upgrade to the entire Ohakune Swimming Pool complex.

Action: Project is on hold at this stage.


That the report on Recommendations from Community Boards be received.

Ngahuia Konui EXECUTIVE ASSISTANT - COMMUNITY SERVICES Email address for point of contact: [email protected] 18 March 2019

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Report to: Council

Meeting Date: 27 March 2019 Subject: Mayor’s Report: January and February 2019

Document No: 712232 File: M35-0003

Purpose of Report

1.1 The purpose of this report is to inform Councillors of appointments and meetings undertaken by the Mayor during the months of January and February 2019. The report also outlines fee waiver applications approved (if any) by the Mayor during the same period.


2.1 This report does not contain anything that triggers the Significance and Engagement Policy.

Discussion

3.1 APPOINTMENTS UNDERTAKEN BY THE MAYOR

14 January Held Raetihi appointments

17 January Attended Regional Biodiversity Forum

18 January Attended Taumarunui Oranga Tamariki Manager Ray Wiley’s retirement function.

23 January Attended Primary Sector support discussion meeting

24 January Met with Whanganui DHB Chief Executive Russell Simpson

25 January Attended Road Controlling Authority Executive Committee meeting

31 January Attended Ruapehu Business Council meeting

1 February Met with Thrive Trust

Met with NZ Police

Attended Taumarunui/Ohura Ward Committee workshop

4 February Met with Taumarunui Cycle Classic representatives to discuss future funding options

5 February Tour of Winstone Pulp International

8 February Attended National Council meeting

Held Taumarunui appointments

11 February Chaired Taumarunui Health Governance Group meeting

Attended Visit Ruapehu Trust Board meeting

12 February Attended Ngati Rangi housing meeting

Held Ohakune appointments

13 February Attended 2019 Mardi Gras public meeting

14 February Met with Rachel Hosking regarding rangatahi training

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Attended North Ruapehu Maori Economic Board meeting

15 February Road Controlling Authority Executive Committee teleconference

Officiated at Citizenship Ceremony where 10 people became New Zealand citizens

Attended Raetihi Town Centre revitalisation update meeting

Met with Weston Kirton who gave an update on the Museum Trust and Taumarunui Rail Action Committee

16 February Attended Taumarunui Hope Charitable Trust’s Glitz, Glam and The Great Gatsby event

17 February Met Ken Setiu, the new Baptists Minister for Waimarino

18 February Attended Raetihi Revitalisation public meeting

20 February Attended Accessing Central New Zealand meeting

21 February Site visit to Fishers Track

22 February Met with Jim Makereth to discuss zoning of the land behind the Ohakune Carrot Park

Attended Taumarunui Community-led Improved Outcomes for Youth meeting

Met with 2019 Ruapehu MTFJ rangatahi Whakarongotai Hohepa

Met with Ruapehu Federated Farmers President Luke Pepper

Met with AoNet Broadband to discuss rural broadband rollout

Attended Ruapehu Express safety briefing

23 February Marshalled for Ruapehu Express event

25 February Attended Federated Farmers meeting in Taumarunui

26 February Attended public meeting to discuss future of Taumarunui Memorial Hall

27 February Participated in Embracing Conflict webinar

28 February Attended LGNZ Localism Symposium

3.2 The following fee waiver was approved during February 2019:

Applicant Reason Amount (excl GST)

Taumarunui Hope Charitable Trust

Waiver of Special Licence fee for Glitz, Glam and The Great Gatsby event 16 February 2019

$55.00


That the Report on Mayor’s Report: January and February 2019 be received.

Don Cameron JP MAYOR Email address for point of contact: [email protected] 12 March 2019

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Report to: Council

Meeting Date: 27 March 2019 Subject: Chief Executive’s Report: January and February 2019

Document No: 711388 File: A05-0085

Purpose of Report

1.1 The purpose of this Report is to present a Management Summary of activities for discussion. More detailed information is available in the attachment.


1.2 Nothing in this Report triggers the Significance and Engagement Policy.

Executive Group Management Summary Clive MANLEY

2.1 The following outlines relevant meetings attended by the Chief Executive during the months of January and February 2019:

14 January Met with Mark Tyrell, Taumarunui Community Art Group Met with recruitment company regarding Human Resources Manager recruitment.

15 January Attended Taumarunui Museum Committee meeting

17 January Met with NZ Police

18 January Taumarunui Wastewater Treatment Plany site visit with Horizons and Ngāti Haua

Attended Oranga Tamariki Taumarunui Manager Ray Wiley’s retirement celebration

23 January Attended Primary Sector Support discussion

25 January Met with Ngati Haua Iwi Trust

Met with Uenuku Chair Aiden Gilbert

29 January Met with Taumarunui Cosmopolitan Club representatives

31 January Attended Ruapehu Business Council meeting

1 February Met with representatives of Thrive Trust Met with NZ Police

4 February Met with Taumarunui Cycle Classic Committee to discuss funding options for future events

Met with Forgotten World Adventures

5 February Tour of WPI

8 February Attended Ruapehu District Māori Council meeting

10 February Adjudicated at Taumarunui Cosmopolitan Club Special General meeting

11 February Attended MW LASS Directors’ meeting

12 February Attended Drinking Water Advisory Committee meeting

13 February Attended 2019 Mardi Gras public meeting

14 February Attended North Ruapehu Māori Economic Board meeting

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15 February Met with TRAC and Taumarunui Museum Trust representative Weston Kirton.

19 February Attended Chief Executives’ Forum

Attended Raetihi Revitalisation public meeting

20 February Attended Accessing Central New Zealand meeting

21 February Met with Mark Tyrell and Richard Hazard, Taumarunui Community Art Group

Met with Kemp Dryden, Ngāti Rangi Trust

22 February Attended Taumarunui Community-Led Outcomes for Youth meeting

Met with AoNet Broadband to discuss rural broadband rollout

25 February Held staff briefings in Taumarunui, Ohakune and Raetihi

26 February Chaired public meeting to discuss the future of Taumarunui Memorial Hall

28 February Attended LGNZ Localism Symposium

29 February Met with Stuart Taylor, MBIE

2.2 HUMAN RESOURCES Megan PAYNE (interim HR Manager 2.2.1 Human Resources 2.2.2 Resignations: Compliance Officer (March – went farming in Te Kuiti); Replacement for

previous CO was to start 18 March but advised Friday before, that due to unforeseen family circumstances he could not take up role.

2.2.3 Retirements: one employee retired 2.2.4 Completed Recruitments: HR Manager (starts 1 April), CS Team Leader (started 25

February), CSO Raetihi (Started 18 February); appointed one of the MSD (Ministry of Social Development) Flexiwage workers to permanent staff as Administration Officer.

2.2.5 Current Recruitment: Youth and Community Engagement Officer (at offer stage);

Compliance Officer x2; Visitor Consultant i-SITE Taumarunui/Whakapapa– part-time. 2.2.6 Current MSD worker has shown interest in some vacant roles. 2.2.7 One staff member applied for Flexible Working Arrangements (compressed week) which

was approved. 2.3 HEALTH AND SAFETY

As interim HR Manager, it has been a case of BAU with the usual things ticking over until the new HR Manager is in place to pick up ongoing project work.

3 DISTRICT LAND TRANSPORT Warren FURNER

3.1 Highlights

3.1.1 Health and Safety GHD regularly generates Safety Alerts to their regional offices. Topics include working at height, driving, excavations and ground penetration plus remote and isolated areas and working alone. These topics act to raise awareness and mindfulness for staff working in the field. The notifications are forwarded to RDC contractors to discuss with their staff. Downer reported two incidents during February. Jilesen had nine near miss reports this month.

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3.1.2 Emergency Works

The list of major sites to be completed in 2018/19 has 45 carryover sites from 2017/18 events, together with an additional 120 Minor Event sites. Work is currently underway on the reinstatement of 50 of these flood damaged sites, a temporary bridge has been installed on Crotons Road, with a further 31 sites to be designed, priced and built. The Emergency Reinstatement sites to be completed during 2018/19 are currently estimated at $1,098,156 with $260,383 approved funding carried over from 2017/18.

3.1.3 Financial YTD

The total value of subsidised work claimed and approved for the month to 28 February is $1,495,483. The Subsidised Roads maintenance and renewals programme is sitting at 72.2% expenditure at 67% of the year. The main activities undertaken this month were three pavement rehabilitation sites, seal repairs, Whangaehu box culvert replacement, drainage maintenance, and six Minor Improvement sites.

3.1.4 Road Maintenance Programme – Network Audit The February audit was undertaken in the Taumarunui Township, Otunui, Tatu and Ohura areas. The 49 road sections audited included Golf, Kururau and Ohura Roads. There was a 3.34 fault rate per km for sealed roads (pass), 3.44 for unsealed roads (pass) and an overall of 3.38 faults per km for the month (pass).

3.1.5 Pavement Rehabilitation

Earthworks and pavement construction continued on the Ongarue Waimiha Road sites. The Ongarue Waimiha Road 11.15 to 13 km site was sealed on 18 February 2019. Jilesen continued with the earthworks and preparation work on the Matapuna Road Seal Extension during February.

Pavement Renewal Programme 2018/19

Road Name RP Location

(km) Length

(km) Status

2018/19 Construction

Estimate ($0,000)

Matapuna Road Horopito Seal

0.37 – 1.39 1.02 Construction Earthworks

and $403

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3.1.6 Service Requests

The main categories of calls received during February were Unsealed Maintenance (21), Environmental (20) and Sealed Maintenance (17). The main unsealed maintenance issues were requests for grading and corrugations. The main environmental issues were fallen trees and overhanging branches.

3.1.7 Flood Damage Work Sites

Work was undertaken on eleven sites during the month including one gabion wall, four retreats, two sight rails and one rock wall. Work on the large site at Kururau Road RP 4.000 has been programmed for mid-March restart. No new sites reported for investigation or design this month.

3.1.8 Road Closures

During February, there were two road closures due to fallen trees. The sites were made safe within the prescribed timeframe.

3.1.9 Contract Performance

The Contractor performance has been reported as good, generally meeting the performance criteria with the main issues being the administrative activities. All of the contracts have been recommended that an offer to extend for the final three year period be given to all Contractors.

Contract Contractor Performance

Indice Comments

1667 Alf Downs

Streetlighting Ltd

601 Programming and Annual forecasting/cash flow require improvement.

1720 Downer NZ 642 Programming/forecasting in RAMM to be actioned

1721 Jilesen 640 Four rehab sites (3.9km) completed to

Extension Pavement

Ongarue Waimiha Road

8.56 – 9.5 4.4 Design and Construction

Earthworks and

Pavement $307


9.5 – 11.15 4.4 Design and Construction

Earthworks and

Pavement $498


11.15 – 12.96 1.81 Sealed

18/02/2019

Earthworks and

Pavement $677


12.96 – 14.10 1.14 Sealed

8/12/2018

Earthworks and

Pavement $624


17.56 – 18.045

0.485 Sealed

25/10/2018

Earthworks and

Pavement $182

Ohura Road 15.85 – 16.73 0.88 Construction Earthworks $70

Ohura Road 15.00 – 15.85 0.85 Surveyed Earthworks $40

Ohura Road 33.60 – 34.14 0.54 Sealed

25/01/19

Earthworks and

Pavement $243

Ongarue Waimiha Road (past Knights Rd)

3.61 to 5.2 km

1.59 Surveyed Earthworks

depending on budget

Pavement Total

7.585

Pavement

Earthworks Total 10.905 Earthworks

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date

1722 J & J Walters 655 Only 1st coat seals to complete works for the year

1723 Emmetts Civil Construction

674 No physical works this month

1724 Mulch & Mow 613 Mowing detritus needs attention

1725 Agspec 639 No issues this month

4 ECONOMIC DEVELOPMENT Warren FURNER 4.1 General Business

Council approved the Ruapehu Regional Visitor Development Plan (RRVDP) providing a clear cluster of 36 tourism sector opportunities, including a number of iconic visitor experience investment opportunities. The Accelerate25 lead team has subsequently also endorsed the plan which has now moves into the implementation phase. Council officers are working to secure PGF opportunities for the top six icon projects identified in the RRVDP and to progress new projects that has come forward.

4.1.1 The application to secure an additional $85,000 to support a program management role to

implement the Business Model and Governance arrangements has been approved and contracts have been signed. This contract will expire in June 2019.

4.1.2 A further contract is pending to secure $300,000 over the next two years to support the

program manager to 30 June 2021. 4.1.3 Te Ara Mangawhero ($7.6m) application is lodged with MBIE. Includes the earlier

commitment to Te Ara Mangawhero from Stephen Joyce / John Key and the Missing Link. This application is well supported by the Tongariro National Park Management Plan Change 2017 and officers are confident that this will progress to a successful funding announcement soon.

4.1.4 Spatial Plan – $250k application was lodged with MBIE and is now proposed to become a

fund supporting the Department of Conservation in its core role in Spatial Planning. This is not detrimental to the success of the RRVDP in securing immediate investment towards creating new employment in Ruapehu.

4.1.5 The following are applications currently being prepared or lodged with MBIE.

(a) Longer term Programme Manager ($150k pa two years) pending a decision. (b) Pipiriki Revitalisation– preparation has begun with iwi developing the application

with support from Council, TPK and MBIE. (c) Whakapapa Village cultural experience concept planning and high level business

case is being prepared in partnership with Nga Pou O Tongariro Trust to investigate potential for new employment opportunity through development of new business based in Whakapapa Village.

(d) Pokaka Eco-Sanctuary settlement redress project is being advance in partnership with Uenuku and the Feasibility Study has been completed. The next phase is detailed business case to determine if an application for funding should proceed, RDC is assisting Uenuku to write the business case.

4.1 Visit Ruapehu Activity 4.1.1 Monthly Regional Tourism Estimates result for the month of Jan 2019 showed a 5%

increase in spend compared to Jan 2018 in Ruapehu bringing the total to $16m. This takes the moving annual total to a 13% increase on the year prior ending January.

4.1.2 Website visits for January and February were up 39% to 23,500 and Facebook reach up 37% compared to Jan/Feb 2018 to 430,000.

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4.1.3 Lynley Twyman has been awarded the 20 hour per week Cycle Trail Marketing contract

for the Timber Trail and Mountains to Sea. Lynley has strong tourism and marketing experience with global companies such as Tourism NZ and Coca Cola.

4.1.4 Content provided for full page article on alternative walks in Ruapehu for inclusion in the

summer edition of the Interislander and Kiwirail On Board consumer magazine. 4.1.5 Ruapehu Trade Product Guide updated for upcoming months of travel industry events and

agent training. 4.1.6 Attended Tourism New Zealand Australian wholesale and RTO workshop in Sydney in

Feb, meeting with all key Australian wholesalers one on one to discuss Ruapehu opportunities and itineraries.

4.1.7 Winter promotional activity in Australia through Jan, Feb in conjunction with Tourism New

Zealand targeting the eastern seaboard. Two separate campaigns “Ski NZ” and “Winter Touring”.

4.1.8 Second meeting held of community promotional groups from Raetihi, Taumarunui,

Ohakune and National Park Village, making further progress and working through action items with all involved. Next meeting set for early April.

5 ENVIRONMENTAL Anne-Marie WESTCOTT 5.1 An alternative courier option has been implemented in Ohakune for the delivery of water

samples to Watercare in Auckland. A new staff member, Craig Airey, has joined the Veolia team in the southern area and will be assisting with water treatment and network operations. Changing the method of carbon dosing application at Matapuna WTP has improved the taste and removed the odour in the water. Carbon is injected into a breaker tank allowing additional time for filtering out strong tastes and odours. Works to replace the Ngarimu Street, Ohura Watermain uncovered a significant risk. Old petrol storage tanks remain underground as the site historically was a petrol station. The ridermain will be extended to go around the contaminated area. Nil Stormwater issues reported this month.

Customer Services Group Management Summary Pauline WELCH

6.1 Policy is currently focusing on various policies, finalising the Annual Plan, the Affordability

study and community engagement meetings. 6.2 Youth Council is currently going through the interview process for this year. 6.3 Iwi Development is working with various iwi groups, and alongside Whangnaui District

Council, regarding the Whanganui River hapu, and helping with various development plans. The next meeting of the RDMC will be in Ohakune 22 March.

6.4 Customer Services is business as usual with less than normal calls throughout January

and February. 6.5 Taumarunui door counts are starting to trend up, although sales are down during January

and February. Taumarunui received customer service reviews via Customer Radar, Google+ and Trip Advisor averaging 94% against a National average of 87%.

6.5.1 January and February has seen a really good month for revenue generated at the Ohakune

i-SITE with an increase of 44% and the best month recorded for the past few years. Whakapapa i-SITE has already achieved more revenue so far this year than the whole of

51


last financial year with an overall increase so far of 77% over and above last financial year’s total.

6.5.2 We hope to have live feeds from GNS Science in all the i-SITEs in the near future. Some

changes for Waiouru are underway which we are expecting to help with bookings. 6.6 Libraries held a number of successful holiday programmes, and library visits to National

Park and Owhango schools resumed in February.

Finance Group Management Summary Alan YOUNG

7.1 Rates

The total arrears outstanding of $1,380,988 at 28 February 2019 are $207,681 above the same period last year. It is pleasing to report that the three Abandoned Land Sealed Order properties have now been tendered for sale. The main property under this arrears classification situated at 45-47 Huia Street, Taumarunui has now been sold under Private Treaty negotiations and when settlement occurs, the $176,101 will come off this report in April 2019. Total properties in arrears has dropped from 336 at 28 February 2018 to 304 at 28 February 2019.

28 February 2019 Arrears Status

28 February 2018 Status

Arrears Properties Arrears % of $ Total Properties Arrears % of $ Total

Making Regular Payments

90 $204,001 15% 87 $203,,220 17%

Debt Collection 63 $388,117 28% 84 $432,305 37%

Has Mortgage Holder 12 $37,408 3% 22 $37,091 3%

Abandoned Land Sealed Orders

3 $176,101 13% 5 $130,197 11%

Maori Land Investigation

8 $180,894 13% 10 $146,050 12%

Possibly Abandoned Land/Rating Sale

18 $126,693 9% 20 $185,381 16%

Further Action 64 $267,774 19% 33 $39,062 3%

Outstanding Totals - Arrears

258 $1,380,988 100% 261 $1,173,307 100%

Levied to Date Outstanding % Collected Levied to Date Outstanding % Collected

Current Years Rates & Penalty

$20,080,747 $1,621,106 92% $19,643,826 $1,713,721 $91%

Total Outstanding

$3,002,094 Total

Outstanding $2,887,029

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Community Services Group Management Summary Margaret HAWTHORNE

8.1 RECREATION AND COMMUNITY FACILITIES Gardens were recently renovated at the Taumarunui Council Office.

8.2 ENVIRONMENTAL HEALTH & LIQUOR

There has been an increase with individuals looking to establish mobile food businesses in the District.

8.3 CIVIL DEFENCE EMERGENCY MANAGEMENT The new field communications van is now completed.

8.4 RESOURCE MANAGEMENT

178 RFS were received between January and February.

8.5 BUILDING CONTROL AUTHORITY 43 Building consents were issued for January and February.

8.6 ANIMAL CONTROL/COMPLIANCE 38 dogs impounded during January and February. 8.7 SOLID WASTE

Refuse disposal and recycling was provided for both the Taumarunui and Waimarino A&P Shows.

8.8 BUSINESS DEVELOPMENT Various meetings attended around the District.


That the Report on Chief Executive’s Report: January and February 2019 be received.

Clive Manley CHIEF EXECUTIVE Email address for point of contact: [email protected] 19 March 2019 Attachments: Monthly Group Reports

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Chief Executive Group Clive MANLEY

1 ENVIRONMENTAL

Anne-Marie WESTCOTT

1.1 General

(a) Craig Airey has joined the southern Veolia team and will assist with the

treatment and network operations.

1.2 Water Treatment & Reticulation

1.2.1 Taumarunui

(a) Changes have been made to the carbon dosing at Taumarunui Water Treatment Plant (WTP) located at Matapuna, due to the complaints regarding Taste and Odour. Carbon is now injected into a breaker tank, allowing additional time for filtering out strong tastes and odours. Improved taste and lack of odour in the water has been noted by several community members and this is encouraging. The river has been very stable since this work was done. Only with changes in flow and water quality characteristics will it be possible to tell if a solution has been found.

(b) Taumarunui Water Treatment Plant (WTP) has had the raw water flow meter replaced. The raw water metering is critical in adhering to the constraints in abstraction detailed by the Resource Consent and to the overall plant control process for chemical dosing and controlling of various pump variable speed drive units. Councils are required to have calibrated abstractions meters which are certified every five years.

(c) A major leak was reported and repaired on Hakiaha Street, between the Regent Theatre and Buy the Gram. It was found that the 375mm main PVC line had a substantial break and a new length of pipe was fitted. The break occurred at 10pm and water was back in service by 5am. Operators had reinstated and left site by 9am, in time for business as usual for the main street. Over the next week the street was regularly watered to keep the dust down for local businesses until Downers reinstated the seal

1.2.2 Owhango

(a) One major leak reported resulted in a farmer having no water. This was located on the line that feeds a farmers property off the raw water line. This was repaired using a repair coupler.

1.2.3 Ohura

(a) Work is progressing steadily on the Ngarimu Street rider-main upgrade project. Whilst operators where completing trench work outside of the old petrol station, they encountered a strong smell of petrol. Work was stopped immediately and the situation escalated. RDC attended site and advised to not continue works at that site and progress other works. On investigation the line would be laid through a petrol tank which is in the footpath. The decision was to reroute the rider main to the centre verge and back well passed the contaminated area. The roading team were notified of the petrol tank in the footpath.

(b) As part of the Ngarimu Street rider main upgrade, a faulty valve was encountered. The valve and the section of old Asbestos Cement (AC) pipe was replace, whilst the area was open in preparation for the new rider main to join into. These two items will result in a variation to contract and will use all available budget in Ohura.

1.2.4 Ohakune

(a) A leaking Fire Hydrant on Karamu Place has been replaced.



(b) Two new water connections were completed on Mangawhero Terrace in conjunction with a new sewer connection and new stormwater connection. These were completed with no issues.

1.2.5 Raetihi

(a) Due to low river levels, this plant went over abstraction compliance for the majority of the month, this was rectified over the weekend of 23 February with rainfall.

1.2.6 Waiouru

(a) When meter reading in January, operators found two meters to be faulty. These have been requested to be replaced.

1.3 Wastewater Treatment, Networks and Plant 1.3.1 Taumarunui

(a) A manhole on the Esplanade required rehaunching (concrete around the sewer lid required to be replaced).



(b) Operators found that one of the check valves at Victory Bridge pump station required replacement. This will be completed next month and due to the recent upgrades, these will be able to be actioned without the need for confined space entry.

1.3.2 Rangataua (a) New sewer connections have been completed at four locations in Rangataua.

These were situated on Kaha Street and Tau Street.

8 Kaha Street 34 Kaha Street 3 Tau Street

1.4 Upcoming projects

Huia Street WWPS Civil design work stage 1

Manunui Reservoir and Booster pump flow meters

Whakapapa FH and Valves

Ohakune WW CCTV

Bruce Road manhole rehaunching

Customer Services Group Pauline WELCH

2 POLICY AND PLANNING Janelle CORADINE 2.1 Policies and Bylaws 2.1.1 The Policy team is currently working on:

(a) The Water Bylaws. (b) A Council Owned Leases Policy. (c) An Events Policy. (d) 2019/20 Annual Plan development continues. (e) The Policy and Delegations Manual is near completion. (f) Class 4 (gambling venues) Policy review continues. (g) Procurement Strategy. (h) Small and Local Suppliers Policy. (i) NRB survey. (j) Affordability Study. (k) Growth Management Strategy Plan. (l) Contracts Policy. (m) Procurement Policy.

2.1.2 Completed policies / bylaws / submissions and reports are:

(a) Stormwater Management Policy. (b) Local Government Funding and Financing Submission



(c) Aotearoa New Zealand Government Tourism Strategy Submission 2.2 Ruapehu Youth Council 2.2.1 Interviews for the 2019 Youth Council are underway. 2.3 Iwi Development 2.3.1 On 16 January, Council officers Jo Tocker, Warren Furner and Peggy Veen attended a

rolling wananga hosted by Whanganui District Council officers and Whanganui and Partners. This was a collective information sharing bus trip which began from Whanganui and went up the Whanganui River Road to Raetihi, Ohakune and returning to Whanganui down the Parapara Road. In total 28 participants attended from sectors including the Ministry of Social Development, Ministry of Business, Innovation and Employment, Te Puni Kokiri and Hapū Members from each Rohe. The trip provided an opportunity for Council officers to gain an insight into the wide ranging connections throughout the regions that need to be understood to enable future discussions about ideas for economic development in the area of tourism.

2.3.2 Te Awa Tupua – Technical Advisors Group (TAG) Hui

Jo Tocker attended the meeting on 31 January in Whanganui. The TAG is currently putting together a request for proposal (RFP) for phase two of the Te Awa Tupua scoping report. Once completed the report will be used to aid Te Kōpuka Nā Te Awa Tupua (the Te Awa Tupua strategy group) in drafting Te Heke Ngahuru ki Te Awa Tupua (the Te Awa Tupua Strategy). The TAG anticipates the RFP to be finalised by March 2019.

2.4. Ruapehu District Māori Council (RDMC)

The first RDMC Hui for 2019 was held on 8 February in Taumarunui, but due to a shortfall in Members being able to attend, RDMC did not establish a quorum. However, Members continued with the meeting as the following people were in attendance and spoke in the Public Forum: (a) Christine Conrad tabled a letter and expressed the following concerns -

(i) Degradation of the Taringamotu River (ii) Laying of 1080 poison (iii) Spraying of kai Māori along the roadside (iv) Chemical contamination at the southern end of Bell Road, Taumarunui

(b) Anahera Hose spoke about the Waitangi Day celebrations which were held at the Taumarunui Domain and she would like to see RDMC pick this up next year. Members suggested that Anahera submit a plan to RDMC for next year and agreed that they could support this.

2.4.1 Members also discussed the following matters:

(a) Meeting schedule for 2019 – agreed that the next meeting will be held in Ohakune on 22 March 2019.

(b) Mandated representation of Members – resignation received from Edwin Ashford, no representation for Tuwharetoa Iwi.

3 CUSTOMER SERVICES REPORT Pauline WELCH 3.1 General 3.1.1 January



Between our three offices, the Customer Services team entered a total of 693 Requests for Service, processed 1,238 receipts and answered 2,722 inwards phone calls during January 2019.

3.1.2 February

Between our three offices, the Customer Services team entered a total of 625 Requests for Service, processed 1,494 receipts and answered 2,530 inwards phone calls during February 2019.

3.2 After Hours – Palmerston North City Council (PNCC) 3.2.1 January call volumes were down 28% on December with 303 calls taken compared to

423 and down 5% on January 2018. 3.2.2 The February commentary was not available at the time of producing this report, but

they had forwarded through the statistics. 3.2.3 Statistics

January February

Number of calls 296 248

Number of RFS 110 90

Abandoned rate (%) 4% 1

Service Level 85% 84

Average wait to Abandon 00:00:20 00:00:11

Average Speed to Answer 00:00:16 00:00:16

Average Handle Time (TT + ACW) 00:01:46 00:01:57

3.3 Key Customer Service Roles Reports 3.3.1 Inbound/Outbound Calls at Taumarunui, Ohakune & Raetihi Offices



Month Taumarunui

Inbound Ohakune Inbound

Raetihi Inbound

Taumarunui Outbound

Ohakune Outbound

Raetihi Outbound

Nov 2017 2940 559 115 4222 416 41

Dec 2017 2371 384 93 3052 422 41

Jan 2018 2600 547 103 3235 684 23

Feb 2018 2638 461 91 3507 561 32

Mar 2018 3221 540 118 4203 609 29

Apr 2018 3102 514 102 4035 687 34

May 2018 2818 483 108 3596 621 30

Jun 2018 2750 543 131 3075 509 29

Jul 2018 3131 437 91 3010 530 26

Aug 2018 3109 337 94 2828 311 37

Sep 2018 2231 254 57 1985 346 16

Oct 2018 2903 311 87 2783 417 28

Nov 2018 2464 323 78 2309 434 41

Dec 2018 1964 165 70 2041 442 31

Jan 2019 2344 307 71 2285 480 32

Feb 2019 2638 461 91 3507 561 32

3.3.2 Request for Service (RFS) Calls Logged by Council





3.3.3 Development Contributions



Assessments Undertaken

Number Assessed January

DC Payable January

Number Assessed February

DC Payable February

Building Consents 13 3 12 1

Subdivisions 1 0 0 0

Total 14 3 12 1

3.3.4 Cash Receipting



3.3.5 Cemetery Totals

Taum &

Manunui Jan 19

Ohakune Jan 19

Raetihi Jan 19

Taum & Manunui Feb 19

Ohakune Feb 19

Raetihi Feb 19

Burials 5 2 2

Ashes Burial 2 1 2 1

Plots Reserved 2 2 4 1

Ashes Reservation

Plot/Genealogy Enquiries 6 1 7 5 3 6

3.3.6 Infringements: Parking and Dogs

Type of Infringement January February

Parking Reminders sent 2 1

Dog Reminders sent 2 6

Litter Reminders sent 4

Dog Infringements lodged with the Court 3 4

Parking Infringements lodged with the Court 1 2

Litter Infringements lodged with the Court 0 4

3.3.7 Marriage Licences

No marriage licences were issued during January or February. 4 i-SITE VISITOR INFORMATION CENTRES Kim TREEN 4.1 General 4.1.1 i-SITE Manager attended the Community Promotional Group Meeting at National Park

on 13 February. 4.1.2 i-SITE Manager met GNS Science on 7 February to discuss live feeds from them for the

i-SITEs. 4.2 Taumarunui i-SITE 4.2.1 January and February has seen less sales in Taumarunui compared to the same time

last year. We are currently sitting at 10% less than the same time last year.



4.2.2 For the first time in the last few years though, the door count is trending up which is encouraging and after the ground work has been moved away from outside the building.

4.2.3 We have new staff working at the Taumarunui i-SITE that are still training and learning

the products and attending famils. The focus is on improving the sales. 4.2.4 Taumarunui received customer service reviews via Customer Radar, Google+ and Trip

Advisor averaging 94% against a National average of 87%. 4.2.5 i-SITE Manager attended a meeting with Enterprising Taumarunui Incorporated (ETI) on

15 January to present some information around a town map for Taumarunui which was well received and therefore we will be working with ETI and the community to help create a town map. It was also agreed that we would help organise a familiarisation of Taumarunui with surrounding i-SITEs to be held in March.

4.2.6 i-SITE Manager attended a meeting with Total Sport on 24 February to discuss the T42

Event in Owhango in May and help support the event and raise awareness. There are around 800 participants excluding spectators that now take part in the event and so more support would be helpful on the day in terms of stands and participation.

4.3 Ohakune i-SITE 4.3.1 January and February has seen a really good month for revenue generated at the

Ohakune i-SITE with an increase of 44% and the best month recorded for the past few years. This is due to an increase in activity bookings over these two months. Ohakune are now 14% up on revenue generated at the same time last year. The increase was in activities and the indication is that they are a direct result of the new inbound calls for information on the Whanganui River Journey which came from the partnership with DOC.

4.3.2 Ohakune received customer service reviews via Customer Radar, Google+ and Trip

Advisor averaging 93% against a National Average of 87%. 4.3.3 i-SITE Manager attended a meeting with Ohakune 2000 on 14 February to talk about a

town map and working with other business associations to align efforts in future. 4.4 Whakapapa i-SITE 4.4.1 Whakapapa i-SITE has already achieved more revenue so far this year than the whole

of last financial year with an overall increase so far of 77% over and above last financial year’s total. There could be room to improve on sales if more space was available for more staff to work and engage with customers on behalf of the i-SITE. We are continuing to work with Department of Conservation to resolve this. There has been an increase in door count in January which saw over 22,000 visitors and February over 20,000 visitors.

4.5 Waiouru i-SITE 4.5.1 It was disappointing to see a decrease in sales in January and February this year at the

Waiouru i-SITE. There was no significant drop in door count during January and February and no clear indication why sales have decreased. We hope to move the location of the desk in the next few weeks to see if this will improve sales. Other initiatives and changes are being made to try to increase engagement.



4.5.2 A partnership with GNS Science was a result of the partnership with the National Army Museum and we hope to have live feeds from GNS Science in all the i-SITEs in the near future. We hope to generate interest to the i-SITE then for school trips and also those with a specific interest in the volcanoes. There is potential then for i-SITEs to arrange bookings for school trips into the district. There is a direct link then with schools, education and tourism through this partnership to work together to improve economic development and directly link our tourism employment opportunities with schools and education.

4.5.3 i-SITE Manager attended the Anne Frank opening exhibition on 14 February at the

National Army Museum. 4.5.4 The i-SITE attended a community expo at Waiouru NZDF Army Base on 13 February. 4.6 i-SITE Revenue



5 LIBRARIES Fiona THOMAS 5.1 All Libraries 5.1.1 Approximately 45 children over the district completed the ‘aMAZEing Read’ reading

program over the holidays, with Ohakune having higher than usual numbers enrolled. This annual program reaps many rewards and benefits not only for the children, but also staff – connections are formed with the children which develop into comfortable relationships, and a familiarity with what the children enjoy reading. This enables staff to help the kids choose their next reading material, and assists when considering what books to purchase to add to the junior collection.

5.1.2 The storyteller, artist and entertainer Stu Duval, visited Taumarunui library one morning

in January for an hour of fun with the many children attending. Planned craft mornings in each of the three libraries attracted almost 30 children, who were engaged in making their own marble mazes. Ohakune and Raetihi libraries also had craft tables set up over each day of the holidays for children to keep occupied with their own projects.



These remained very busy, and provided an alternative activity for children who were often waiting for computer time.

5.1.3 The holiday activities culminated with the reading program finale parties being held in

Taumarunui and Ohakune libraries, with story time, discussion, book prizes and food. 5.1.4 Library visits to National Park and Owhango schools resumed again in February.

These remain very popular, and now every student at Owhango has their own library card and takes advantage of the visits, with every child choosing one or two books to take home for four weeks. Two library staff make these visits, with one actively assisting the children with their book choices, while the other manages the issue and return of books.

5.1.5 The use of the junior book collection of the library has grown steadily, with a borrowing

increase of 53% over the last five years. 5.2 Statistics

Community Services Group Margaret HAWTHORNE

6 RECREATION & COMMUNITY FACILITIES Rebecca VAN ORDEN

6.1 Health and Safety

Downer has carried out Safe Behaviour Observations on their team and subcontractors in the field and have all been found compliant for safety. The focus in January and February was on the safe operation of plant.

6.2 Parks & Gardens

The gardens at the Huia Street Administration Building in Taumarunui received a makeover in February with infill planting in the gardens near the rear office carried out, detailing of hedges and trees undertaken and application of new mulch around the entire site. Feature rocks have been placed in the rear entrance garden and a new, low maintenance, planting scheme put in place.

Taumarunui Ohakune Raetihi

Books Issued 4335 1654 295

New Members 32 30 7

Active members 470 209 42

APN Computer Users 1293 812 313

WiFi Users (only Jan. available) 1051 676 628

E-book issues 343



Renovated garden beds at the Huia Street Administration Building

6.2.1 The garden at the rear of the Ohakune Service Centre was completed with the

installation of topsoil, mulch and plantings.

6.2.2 The steam cleaner was used this month to clean Council assets including bins, hard surfaces and the gates at Cherry Grove.

Steam cleaning Cherry Grove gates

6.3 Trees and Vegetation The South Street and East Street Reserve trees have been thinned and crown lifted in February and mulch rings applied for the purpose of detailing, feeding and protection for the tree roots.



East Street Reserve tree work

6.3.1 Trimming has been completed on the Old Coach Road in Ohakune to improve visibility

on the approach to the bridge and for cyclists.

6.3.2 Four Poplar trees on Omaki Road in Owhango have been removed as part of the Northern tree programme. The trees were in a declining state and dropping debris and foliage onto the neighbouring property.

Before After



6.4 Mowing

Growth has increased over the month of February and the full mowing schedule is underway. The spider mower was used again around the contract to complete slopes and banks.

6.5 Refuse

The volume of refuse and recycling fluctuated throughout January and February. High volumes continue to be reported in Waiouru.

6.6 Cemeteries

There were 12 burials over January and February.

Cemetery Ashes Single depth Re open Double depth

Manunui 1

Matiere

Ohakune

Ohura

Owhango

Raetihi 1 2

Rangataua

Taumarunui 4 2 2

6.6.1 Some focus has been given to completing ground maintenance at cemeteries in Ohura,

Raetihi and Rangataua to a high standard over February.

Raetihi Cemetery

6.7 PLAYGROUNDS AND SPORTSFIELDS

Renovation and repair of the fields at the Taumarunui Domain have been completed in February with grass striking well in the repaired areas. The applications of grass seed on the No.1 and 2 fields has also been successful with a good thick sward developing for the upcoming rugby season. The water cart was used to ensure that the seed would germinate as the week the renovations were undertaken was particularly hot and dry.



6.8 Forward Work by P&R Contractor

Programmed activities for March include completing flail arm mowing and a kerb and channel sweep. Spraying of the kerb and channel will be undertaken in the South. Grave levelling will be carried out in the cemeteries, lighting poles in the Ohakune CBD will be water blasted and spider mowing will be completed around the contract including the old section at the Ohakune cemetery.

7 ENVIRONMENTAL HEALTH AND LIQUOR Phoebe HARRISON 7.1 Several complaints and follow-ups with sewage related nuisances under the Health Act

1956 with two referred on to Horizons Regional Council for follow up under Discharge to Land.

7.1.1 Very busy with routine annual verifications with food businesses, several of which who

are operating well being moved to 18 month renewals and verifications/inspections which reduces costs to the business. Unfortunately, we also have a couple of businesses who will incur a more regular frequency of visits and who will experience a larger financial cost for registration.

7.1.2 Team is also responding to an increased number of individuals looking at establishing

mobile food businesses in the District, most targeting the high tourist volume areas of the district. However, most are not aware of the restrictions within our bylaws around where these businesses can operate or need to gain authority from the Department of Conservation.

7.2 LIQUOR LICENSING 7.2.1 The following Liquor Licensing applications were received during January and February:

Special Licence

Manager’s Certificates

On Licence Off Licence Club Licence Temporary

Authority (T/A)

Renewal New Renewal New New New On Off

7 4 8 - - - - - -

4 7 3 1 - - - - -

7.2.2 Unopposed applications referred to the Commissioner during January and February:

Special Licence

On Licence

New

On Licence Renewal

Club Licence Renewal

Off Licence

New

Manager’s Certificate

New

Manager’s Certificate Renewal

Temporary Authority

On Licence

3 1 - - - 3 3 -

7 - - - - 2 3 -

8 EMERGENCY MANAGEMENT Nick WATSON 8.1 Civil Defence

The new field communications vehicle has been finished. This vehicle is a 4x4 van that is fitted out with radios, satellite phone and Wi-Fi internet. The vehicle had its first use over the month in assisting Ruapehu Alpine Rescue Organisation with communications and logistical support. The vehicle will be available for our partner agencies to use as well. In January, the Ruapehu Emergency Services Trust had its first meeting. The trust has been setup for the goal to build a new emergency management and rescue facility in National Park. The trust is made up of Ruapehu District Council, Police, DOC, RAL and Raro. We have already funds in our account and have secured a site. A media release has been drafted and we are in the process of designing the facility.



9 RESOURCE MANAGEMENT Margaret HAWTHORNE 9.1 Territorial Authority Resource Consent Activity

Consents Issued for January and February 2019

ID Consent Details Target Days

Days Taken

Consent Type

Status Date Zone Address

1180 To subdivide 1 residential lot into 2 lots, with non-compliance of a garden shed on one of the new lots

20

17 Subdivision Granted 15/2/2019 Residential 10 Harvey Stret

1183 To install a building that will contain an automated bin sorter and ancillary plant. Remove the roundtable and multi-rip shed, and modify the Stackhouse

20 19 Land Use Granted 7/2/2019 Rural 691 State Highway 49

1187 Extension of Time to subdivide into 32 lots with non-complying yard and density requirements for residential use

20 15 Subdivision Granted 27/2/2019 Rural 2010 State Highway 47

1185 An Alteration to a Designation 86 - realignment of appox 700m of the existing North Island Main Truck (NIMT) and associated Outline Plan of Works

20 15 Designation Granted 31/1/2019 Designated

834 Poro-o-taroa Road

1173 One residential lot into two residential lots, with the new Lot 2 causing a yard encroachment

20 20 Subdivision Granted 27/2/2019 Residential 105 Clyde Street

995.01

Section 127 - change to condition 2 sought

20 12 Subdivision Variation

Granted 31/1/2019 Rural 5071 State Highway 1

9.2 Applications Received

Ju

ly

Au

gu

st

Sep

tem

ber

Octo

be

r

No

vem

be

r

Decem

be

r

Jan

ua

ry

Fe

bru

ary

Ma

rch

Ap

ril

Ma

y

Ju

ne

TO

TA

L F

OR

YE

AR

2010/11 6 13 7 1 7 4 6 11 17 11 6 9 98

2011/12 8 9 9 12 10 8 6 5 7 6 10 7 97

2012/13 5 3 4 6 3 4 6 6 6 4 6 4 57

7 3 6 3 3 3 2 3 7 7 3 7 54



2013/14

2014/15 5 2 5 8 10 11 10 3 4 10 4 11 83

2015/16 9 5 6 10 5 3 2 3 5 6 4 5 63

2016/17 10 2 8 8 3 6 6 7 10 7 15 6 81

2017/18 6 1 5 8 3 1 1 3 7 8 7 5 55

2018/19 6 6 3 5 6 6 4 6

9.4 Applications Exempt from Resource Consent

Deemed Permitted Boundary Activity – January and February 2019

ID Consent Details Target Days

Days Taken

Consent Type

Status Date Zone Address

1189 To build a new shed at the left rear of the section encroaching the boundary

10 3 Land use

Approved 18/2/2019 Residential 121 Simmons Road

1186 To construct a three bay implement shed to be 5m from western boundary

10 9 Land use

Approved 4/2/2019 Rural 22 Riley Place

9.5 Applications and Pre-Lodgement Meetings

A small number of pre-lodgement meetings have taken place, which should result in applications in the future. Under section 87BB of the RMA no Deemed Permitted Marginal or Temporary Activity were granted.

9.6 Applications on Hold There are three applications that remain on hold at the present time awaiting further information to be received before the applications can continue to be processed.

9.7 Request for Service (RFS) A total of 178 Requests for Service were received and completed in the required timeframe over the last two month. The breakdown is January 77 and February 101.

10 BUILDING CONTROL AUTHORITY FUNCTIONS Bryan JACOBSEN 10.1 Building Consents

Month Target (days) No of

Applications % of Applications

Meeting Target

Average Processing Time (days)

20 20 100% 9.05

10.2 Building Consent Summary Report January

WARD CATEGORY TYPE DESCRIPTION VALUE

NATIONAL PARK

Resited Dwelling FOUNDATIONS & DRAINAGE FOR NEW TRANSPORTABLE DWELLING + FIRE

$30,000

Additions and Alterations

Cafe/Restaurant NEW DECK TO EXISTING BUILDING 200000

Dwelling

CONVERT PART OF BASEMENT FOR RUMPUS/BED/BATHROOM

$15,000

SOLID FUEL HEATER - METRO WEE RAD $3,500




SOLID FUEL HEATER - WAGNER FAIRBURN $7,000

Accommodation INTERNAL RENOVATIONA AND CONSTRUCTION OF RETAINING WALLS INTERNALLY, INSTALLING FIRE WALL.

$100,000

New Building

Education Facility

5 X FOUNDATION AND DRAINAGE FOR TRANSPORTABLE NEW CABINS

$15,600

Dwelling NEW 3 BEDROOM DWELLING WITH DETACHED OUTBUILDING AND CARPORT + FIRE

$280,000

Garage NEW SKYLINE DOUBLE GARAGE, TIMBER FRAME, CONCRETE FLOOR, COLOUR STEEL CLADDING

$39,000

Ski Field STAGE 2: NEW GONDOLA DRIVE STATION AND GONDOLA RETURN STATION.

$4,000,000

OHURA Additions and Alterations

Commercial MARQUEE - TEMPORARY $6,000

TAUMARUNUI

New Building

Dwelling NEW DEWLLING + WOOD FIRE + INTERNAL ACCESS DOUBLE GARAGE AND DETACHED NEW TOTALSPAN SHED

$536,000


Dwelling REPILE DWELLING $9,000

SOLID FUEL HEATER - WEE RAD ON BASE $6,000

Commercial SEISMIC STRENGTHENING OF EXISTING SUBSTATION

$50,000

WAIMARINO/ WAIOURU

New

Building

Garage VERSATILE GARAGE $32,000

Residential STAGE 0NE - RETAINING WALL - STAGE TWO - DWELLING

$200,000

Dwelling

NEW 2 BEDROOM DWELLING WITH 2 FIRES, ONE ON WETBACK

$298,000

NEW SINGLE STOREY TIMBER FRAMED DWELLING, WEATHERBOARD CLADDING, GAS FIRE, 4 BEDROOM 2.5 BATHROOMS + CARPORT

$330,000

Additions

and

Alterations

Dwelling

CHANGE OF USE AND INSTALLATION OF BATHROOM, KITCHETTE, FULL INSULATION, DOUBLE GLAZING, FRENCH DOORS.

$40,000

SOLID FUEL HEATER - FRENZO LADY KITCHENER RU

$5,656

SOLID FUEL HEATER - WOODSMAN BRUNNER MKII

$5,000

Ablutions Block UPGRADE OF ABULTIONS AND LAUNDRY FACILITIES

200000

TOTAL $6,407,756

10.2.1 Building Consent Summary Report February


NATIONAL PARK

New Building

Shed 3 BAY POLE SHED WITH 1 LOCK-UP BAY $23,000

OHURA Additions and Alterations

Dwelling WOODSMAN TARRAS MK III FREESTANDING FIRE WITH WETBACK

$6,000

TAUMARUNUI

New Building

Commercial TEMPORARY CIRCUS TENT $1,000

Garage NEW GARAGE $20,000

BOAT AND VEHICLE SHED $40,000


Dwelling

LOUNGE/BEDROOM ADDITION TO DWELLING, RELOCATE EXISTING CARPORT

$59,000

WOODSMAN TASMAN MKII FREE STANDING FIRE

$5,100

METRO TINY RAD (LEG) FREESTANDING $6,000




FIRE

THERMALUX GOURMET WOOD COOKER/FIRE

$10,000

WAIMARINO/ WAIOURU

New

Building

Dwelling

UNIT 3 - NEW 2 BEDROOM + 1 BATH/LAUNDRY. TIMBER FRAMED DWELLING ON TIMBER SUBFLOOR.

$220,000

NEW 2 BEDROOM + 1 BATH/LAUNDRY. TIMBER FRAMED DWELLING ON TIMBER SUBFLOOR.

$220,000

CONSTRUCT NEW RESIDENTIAL DWELLING $286,199

Shed CONSTRUCT NEW BUILDING TO REPLACE BUILDING THAT HAD COLLAPSED UNDER SNOW - STORAGE SHED

$300,000

Garage ERECT A FARM GARAGE $22,943

Industrial

INDUSTRIAL BUILDING TO ENCLOSE NEW SAWMILLING EQUIPMENT AMENDMENT: FINISHED RL OF SLAB HEIGHT LOWERED 150MM FROM PREVIOUS (IS NOW +699.150) - HANDING OF CONCRETE PLINTHS FOR MACHINERY LOCATED ON THEM WERE IN INCORRECT IN THAT WIDER 3M PLINTH WAS DRAWN ON GRIDLINE A BUT SHOULD BE ON GRIDLINE .

0

Additions

and

Alterations

Dwelling

SOLID FUEL HEATER - PYRO CLASSIC MINI $5,500

SOLID FUEL HEATER - WOODSMAN FLARE $3,500

NEW ENSUITE, MODIFY BATHROOM AND LAUNDRY, REPLACE FIREPLACE

$50,000

REPAIR OF FIRE DAMAGED DWELLING $160,000

Garage CONSTRUCTION OF GARAGE/CARPORT/WORKSHOP TO EXISTING RESIDENCE

$200,000

TOTAL $1,469,142

10.3 Consents Issued

2016/17 Value 2017/18 Value 2018/19 Value

July 29 $3,279,081 35 $1,953,468 29 $1,560,411

August 16 $413,445, 37 $2,240,555 25 $1,429,838

September 16 $1,312,085 21 $440,428 11 $908,903

October 21 $1,586,300 23 $2,376,239 27 $1,643,210

November 23 $3,029,724 22 $1,121,100 28 $3,602,149

December 21 $2,280,229 17 $1,263,039 25 $4,042,077

January 15 $1,204,555 19 $1,931,622 23 $6,407,756

February 18 $2,204,917 19 $1,718,000 20 $2,238,242

March 21 $2,398,938 28 $1,799,190

April 24 $1,833,122 26 $1,726,337

May 42 $1,844,072 62 $3,512,052

June 36 $2,177,450 31 $1,017,128

10.4 Summary for the Month

January February

Building Inspections Ohakune Taumarunui

31 28

38 45

Pre-Lodgement Meetings Ohakune Taumarunui

21 6

18 4

New Building Consents Received for Month 19 18



Number of Building Consents Awaiting CCC (Historic) 1,769 4

Number of CCC Reminder Letters sent to Date (Historic ) 928 24

Number of CCC Reminder Letters (Historic) 8 1,771

CCCs Issued (Historic) 2 928

CCCs Issued 12 7

Consents Cancelled (Historic) 0 5

Amendments Made to Building Consents 5 22

RFS Complaints and Enquires 23 0

10.5 Warrants of Fitness

Type January February

Due to Expire in Month 10 57

Final Notice Sent in Month 1 8

Waiting for Information in Month

Notice to Fix (BWoF)

Notice to Fix (second)

Updated Compliance Schedules

Notice to Fix (building) 2

11 ANIMAL CONTROL/COMPLIANCE Brenda RALPH 11.1 Compliance Issues

Dog Attacks on person Priority 1

Dog Attacks on animals Priority 1

Rushing Complaints Urgent

Trespass Complaints Routine

Uncontrolled/ Dogs to collect complaints Routine

Unreg Dogs complaints Routine

Welfare Complaints Routine

Barking Complaints Routine

Illegal Dumping

Jan 2019

3 5 3 10 23 1 4 19 3

Jan 2018

0 2 2 7 28 4 7 8 8

Feb 2019

2 9 2 7 28 3 0 7 2

Feb 2018

1 1 2 5 24 1 1 15 3

Horse Bylaw Issues

Dead Animal Collection

Noise Complaints Urgent

Bylaw Complaints (Animal) Routine

Compliance Misc Complaints Routine

Parking Complaints Routine

Stock on Road Priority 1

Abandoned Vehicles

Jan 2019

0 0 35 1 24 5 7 7

Jan 2018

0 0 46 1 7 3 11 3

Feb 2019

0 0 31 2 8 0 9 4

Feb 2018

1 0 28 0 8 6 13 1

11.2 Impounded dogs for January 2019: 16 Impounded dogs for February 2019: 22 11.3 Noise Complaints- January

2019 2018

North (to National Park) 28 26

South 7 20

Afterhours calls 26 32

During work hours 9 14



Noise Complaint – February

2019 2018

North (to National Park) 24 15

South 7 13

Afterhours calls 22 26

During work hours 9 2

11.4 Financial Report

Registration Fees received as at 4 February 2019: $153,523.00 Registration Fees received as at 28 February 2019: $153,712.00

11.5 Current Registration Year **Dangerous dogs to date: 9 12 SOLID WASTE Margaret HAWTHORNE

12.1 All transfer station signage was assessed for renewal and bilingual signs have been

ordered to replace the existing ones. Emily attended the Waiouru Community Expo and hosted the first Boomerang Bags Taumarunui workshop. Two Waste Free Parenting with Kate Meads workshops were delivered in Taumarunui and Ohakune.

12.2 Provided assistance to both the Taumarunui and Waimarino A&P Shows with refuse

disposal and recycling. 13 BUSINESS DEVELOPMENT AND RELATIONSHIPS Peggy VEEN

13.2 Meetings and activities attended during January and February

(a) Business Development and investments queries: Owhango, Ongarue, Raetihi and Taumarunui.

(b) Opportunities for Ruapehu as a Film location. (c) South Korea and Taumarunui marketing opportunities. (d) A25 Skills and Talent Steering group. (e) Pipiriki meetings x 3 including bus tour famil with Whanganui Council. (f) PGF, MBIE and DOC meetings. (g) Trust Waikato (h) MBIE/Immigration work place visa issue. (i) Ruapehu Business Council. (j) Beca/Manu Ariki/Marae Development (k) North Ruapehu Maori Economic Development Advisory Board.

January 2019 2018

Total Dogs 4856 4837

Total Registered 4547 4578

Total owned and Not registered 309 259

February 2019 2018

Total Dogs 4874 4868

Total Registered 4564 4615

Total owned and Not registered 310 253



(l) AONET: Broadband and connectivity (m) Primary Sector Reference group meeting (A25)

14 RISK MANAGEMENT Tim LEAHY

14.1 An evaluation of the BOP LASS’s collaboration portal was completed during the period.

An exercise was conducted with internal stakeholders to better understand the risks associated with the on-going operation of the KiwiCamp facilities at the National Park ‘Park and Ride’. The Risk Manager and Management Accountant participated at the JLT Risk Management Forum in Wellington.

14.2 Work is currently progressing on developing a Business Emergency Plan, selection of

a suitable risk management register system and the next year’s risk management work programme.

14.3 A workshop approach is being taken to develop the Business Emergency Plan. These

create understanding on everyone’s part. A project team is in the process of being formed and hopefully an early draft plan can be submitted to Management for review by the end of May.

14.4 A risk management register system is needed so that the administration and

management of risks can be devolved to the teams responsible for those risks. This is especially important for health and safety risks. The current centralised spreadsheet does not encourage participation. Selection is likely to be made between two tools that Council already uses – Quantate or ProMapp.

14.5 Work is beginning on understanding the potential climate change impacts on Ruapehu.

LGNZ has already done significant work on sea level rise. This has no direct impacts on RDC and its communities. The Health and Safety Risk Register will be migrated from a spreadsheet to the new risk management register system when that is selected and setup. Work is also beginning on planning for this year’s legislative compliance exercise.


Report to: Council

Meeting Date: 27 March 2019 Subject: Resolution to Exclude the Public for Consideration of

Council Business Document No: 712275 File: A05-0014

Purpose of Report

1.1 Section 48 of the Local Government Official Information and Meetings Act 1987 gives Council the right by resolution to exclude the public from the whole or any part of the proceedings of any meeting on one or more of the grounds contained within that Section.


1 That the report on Resolution to Exclude the Public for Consideration of Council Business be received.

2 That the public is excluded from the following part of the proceedings of the meeting. 3 That the general subject of each matter to be discussed while the public is excluded, the

reason for passing the resolution in relation to each matter and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General Subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under S48(1) for passing this resolution

C1: Confirmation of Public Excluded Minutes: 6 March 2019

The reason(s) for excluding the public is/are recorded in the Public Business Minutes of the meeting.

48(1)(a)

C2: 712426: Disposal of Council Property

Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). To protect the privacy of natural persons. To maintain legal professional privilege

C3: 712278: Confidential Highlights from Mayor and Chief Executive Reports

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982 as the case may require are listed above.

Sarah Doyle EXECUTIVE ASSISTANT Email address for point of contact: [email protected] 12 March 2019

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Documents

Agenda - Ruapehu District...9 MW LASS Council Controlled Organisation Exemption File A02-0015 Doc 710722 33 - 34 10 Summary Financial Report for the Period Ended 31 January 2019 File