KAIKOURA DISTRICT COUNCIL MEETING HELD AT 9:00AM ON WEDNESDAY 31 OCTOBER 2018, AT COUNCIL CHAMBERS, 96 WEST

END, KAIKOURA.

AGENDA

1. Apologies

2. Declarations of Interest 3. Open Forum – Session for members of the public wishing to comment on items included in this

agenda.

4. Traffic By-law Submissions, Hearings and Deliberations page 3

The Council meeting will adjourn following this item and will resume following the Works and Services Committee meeting.

5. Matters of Importance to be raised as Urgent Business

6. Minutes to be confirmed page 7 Council 26/09/2018

7. Public ForumTIME NAME SUBJECT11:00am Q.V. Revaluation Update

8. Rebuild Update page 20

9. District Plan Update page 29

10. Traffic and Parking Bylaw Update page 32

11. Swimming Pool Update page 34

12. Resource Consent Update page 37

13. Responsible Camping Update page 40

14. NZ Police Update An update from Kaikoura Police will be provided in Public Excluded at 1.00pm

15. Youth Council page 50 Representatives of the Youth Council will be in attendance at 1.30pm to present this item.

16. Representation Review page 51

17. Significant Natural Areas page 53

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18. Earthquake Anniversary Events page 56

19. Communications Report page 60

20. Building and Regulatory Update page 65

21. Community Services Report page 67

22. Economic Recovery Update Page 75

23. Council Public Excluded Session

Moved, seconded that the public be excluded from the following parts of the proceedings of this meeting, namely

The general subject matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) and 7(2)(i) of the Local Government Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject ofeach to beconsidered

Reason for passing this resolution in relation to each matter

Grounds of the Act under which this resolution is made

Minutes of the Council Public Excluded meeting 31 /10/2018.

Natural HazardsFinancial SustainabilityClarence Valley

Update from Kaikoura Police

The exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the Local Authority to protect information where the making available of that information would likely unreasonably to prejudice the commercial position of the person who supplied the information or who is the subject of the information; The exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to protect the privacy of natural persons.

Section 48(1)(a) and 7(2)(b)(ii); 7(2)(a).

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To: Full Council Workshop

Date: 24/10/18

Subject: Hearing of the Traffic Bylaw SubmissionsPrepared by: Jacob Turnbull

Policy PlannerContributors: Chris Gregory

Works and Service ManagerAuthorised by: Matt Hoggard

Planning, Policy and Strategy Manager

Purpose and Origin:To consider the submissions made on the proposed Traffic/Parking bylaw.

Recommendation: Accept recommendations as per Table 1.

Background: The proposed Traffic Control and Parking Bylaw 2018 is a replacement of the old Traffic Control Bylaw 1995 and also Speed Limits Bylaw 2008. The old restrictions will automatically become legal again unless superseded by Council resolution, subject to being properly put in place correctly under the old bylaws. The bylaw is about how people can use the roading areas and by what means Council can implement rules and restrictions.

Issues and Options:The issues are those raised by the public in the submission process. Three submission have been received these are listed below, of this submissions Ralph Hogan wishes to be heard.

Table 1 – Submissions Points Raised

Submission Implications/Analysis Recommendations Submitter: Geoff Harmon, 141 Bay Paddock RoadThere should be a means for giving infringements for parking on grass berm as it damages the ground and restricts the ability to mow it. To ban the parking of cars for long-term storage.

This is consistent with the bylaw.

To ban parking cars for long-term on road space is not covered by section 12 but could look to be included, however, the rule addressing parking on berms in section 11 addresses people doing this in high use urban areas.

No changes.

Submitter: Geoff HarmonTo change speed limits

- All rural roads on flats from 100km/h to 70km/h

- Koura Bay Drive from 30km/h to 70km/h

The bylaw has these capabilities.

No need to consider this for purposes of terms and wording of this bylaw. Matter has been

No changes

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noted for any further discussion.

The Council may wish to discuss this with the traffic engineer on resolution of old speed limits or to have a more public forum at a later date

Submitter: Marlene IngramConsider if parking offerings appropriate along West End - Too many bus parks, suggest

removing the last southbound bus opposite the civic centre to short term parking.

- More clarity of what the parks are for e.g. there are no clear signs of what parks outside groper garage and the whaler are for. E.g. disabled person or motorbike etc.

- More enforcement of 120m park spaces e.g. between Council and McAra House.

- Parking on Deal Street is taken up by civic workers all day and thinks the limits should change to allow for people to use during larger church services

The bylaw has these capabilities.

The Council may wish to discuss this with the traffic engineer at time of resolution of old rules/restrictions.

No need to consider this for purposes of terms and wording of this bylaw.

It is noted that staff will investigate the actual use of the parks outside the Whaler and Groper Garage to be clear.

No changes.

Submitter: Ralph HoganThe submission sees rule 12 which provides for the banning of parking campervans, immobilised vehicles and trailers for a continuous period of 7 days to be discriminatory, reason being that someone with a bed in the back of a car (within the definition of motorhome) could get fined under the bylaw, even if the vehicle was simply used to travel to and from work.

This rule is not designed to stop rough sleeping and we agree with the submitter that this is not the best platform to address this.

It is expected that an individual that falls into this category should be able to clearly demonstrate a good and fair reason for such parking and may seek a permit to do this, as allowed for in the bylaw.

The bylaw addresses people without good reason taking up road space and is worded in such a way that allows Council to reasonably enforce it. The rule is more likely to affect

No changes.

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someone parking a vehicle on the road for long periods of time.

The capability of giving written permission in sub clause 1 addresses the main concern of this submitter.

Submitter: Ralph HoganClear protection of footpaths and cycle-ways – added sub clause after 11(2) reads “A person must not stop, stand or park a motor vehicle, wholly or partially, on that part of any road which is laid out as a pedestrian footpath, cycle-way, or shared path”

There are no perceived issues in adding this to the bylaw.

This addition is already addressed in Rule 6.14 of the Land Transport (Road User) Rule 2004. This inclusion will provide more clarity and certainty in our bylaw.

The following change is recommended, add sub clause after section 11(2) to read:

“A person must not stop, stand or park a motor vehicle, wholly or partially, on that part of any road which is laid out as a pedestrian footpath, cycle-way, or shared path.”

Submitter: Ralph HoganSuggests removing the explanatory note under s.11 (4). The submission seeks that the explanatory note should become a rule in itself and written in a way that does not exclude any areas by only mentioning rural and beachfront areas.

If the suggested amendments were made a rule, there would contradictions i.e. that this rule would be interpreted by users to mean that they can park on a road verge regardless of the design or condition of that verge. The explanatory note gives an extra understanding to the rules e.g. situations where Council would obviously encourage parking as it makes logical sense while still leaving discretion in Council hands.

This rule is designed to stop people parking in inappropriate places in the urban area, which is normally defined by curb and channel and to stop damaging other infrastructure such as curbs, footpaths and cultivated berms or causing a nuisance such as vehicle sales.

The purpose of the explanatory note is to assist in understanding rather than limit how this rule can be applied.

No changes.

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The rules alone are clear and should be kept in their current logical order.

Policy: Legislation: Land Transport Act 1998, the Local Government Act 2002, and Part 4 isalso made in accordance with the Land Transport Rule: Setting of Speed Limits 2017.

Community Outcomes:

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KAIKOURA DISTRICT COUNCIL MEETING HELD AT 9:00AM ON WEDNESDAY 26 SEPTEMBER 2018, AT COUNCIL CHAMBERS, 96

WEST END, KAIKOURA.Minutes

PRESENT: Mayor W Gray (Chair), Councillors N Pablecheque, J Howden, L Bond, T Blunt, C Harnett,

IN ATTENDANCE: A Oosthuizen (Chief Executive Officer) J Gapper (Committee Secretary)

1. APOLOGIES: Councillors C Mackle, D MilltonMoved by Councillor Blunt, seconded by Councillor Howden and resolved that apologies be accepted. Unanimous.

2. OPEN FORUM: Ralph Hogan

R Hogan wanted to be heard in response to the Responsible Camping report being presented at the Council meeting. R Hogan was a member of this group and agreed that the terms of reference outlined in the report should be approved by Council.

R Hogan had concerns around the criteria and felt it had been pre-determined prior to the initial Responsible Camping Workshop.

There was discomfort around treating different groups differently although these were not hard and fast rules, only a guideline. It was determined that this was required as each site would be treated on a case by case basis as to suitability.

R Hogan also had concerns around there being no minutes being taken to record the meetings however it was pointed out that protocols dictate that at all times act in accordance with the Local Government Act. R Hogan felt there should be an obligation to take minutes as people interpret in different ways. If something is put into a report that had not been agreed to then goes to Council and the recommendation is agreed is call for concern.

Council understood that as this was a workshop and no decisions could be made there was not a necessity to take minutes. Majority rules applied. Very aware that summer is approaching and great progress had been made. During the first Responsible Camping Workshop it had been agreed that actions points would be recorded however if Council considered minutes a necessity then this could be considered going forward however there was limited resource to carry out this function.

R Hogan believes an independent person should record the minutes for accuracy. Council suggested this be raised at each meeting with regards a minute taker to record the meeting.

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R Hogan suggested that some of the findings were not compatible with the by-law. If there was not supposed to be a setback as per the bylaw then how we could use the information when agreeing on other things.

Council suggested that the group spend some time at the next meeting to go through the report before presenting it to Council as Council need to know that the recommendations are what the group had agreed to. If we are going to put communication in place we need to do it now as summer is fast approaching. There was also the need to decide level of service, infrastructure etc. required.

R Hogan suggested the need to identify the sites that could be actively discouraged however as pointed out, the group had not managed to get through all the sites hence some are parked for further work.

Council agreed to a list that could be promoted for this summer and that when accepting recommendations it was based on the groups’ agreement.

Juanita EdelmanJ Edelman, a resident of Kiwa Road wanted to be heard in response to free camping along Kiwa Road. This had been a regular free camping spot since 1974 if not longer where people could camp, enjoy the beach and experience a Kiwi Holiday.

Allowing only RV’s/Camper Vans to park up on the surfing beach prevented surfers from accessing the beach. It is an asset that we should all be able to use. It is a council assets and we should be providing toilets and promoting the area. This area should not be closed up to New Zealanders all because one person wants a private beach. This is a unique area and we should be putting in facilities.

Council had received some funds from Tourism Infrastructure which was being used toward a feasibility study on developing Kiwa Road. Council was just waiting on sign off from MBIE.

J Edelman pointed out that the health department closed off the area for 5 months and now the fire department was being called if someone parks near the macrocarpa trees by one loud person who wants a private surf beach for their surf school. Self-contained free campers is the way to go.

If Council do put blockages in place regulatory officers would need to attend everyday as there were people there every day/night.

3. PRESENTATION ON BANDED DOTTERELS:Ailsa McGilvary-Howard presented on the banded dotterels.

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Kaikoura is home to an endangered bird with the bulk of the population nesting between here and Picton. The banded dotterel is a ground bird, nesting on the ground and only breeds in NZ. Over time the birds have developed camouflage and breed in South Bay due to rich food supply.

The district had a problem with nests/eggs being destroyed and cats taking adult birds. The nesting/fledgling period starts at the end of August and carries on to the beginning of February

A McGilvary-Howard suggested we need to introduce a culture that it is not ok to put your cat out at night. Next year during the Kaikoura Hop there will be volunteers to guard the nests during the weekend in an attempt to prevent loss. The volunteers had looked at protection however cats had learnt to compromise this.

The birds are located along the East Coast at Ward Beach, north of Ward, South Bay and in front of Whale Watch. They tend to like braided rivers and only a small percentage get to reproduce.

The Council meeting will adjourn following this item and will resume following the Works and Services Committee meeting.

4. CONFIRMATION OF MINUTES:Council 29/08/2018Moved by Councillor Pablecheque, seconded by Councillor Howden and resolved that the Council minutes of 29 August 2018 to be confirmed as a true and accurate record. Unanimous.

5. ECONOMIC DEVELOPMENT UPDATE:The Economic Development Lead was in attendance to present this update.

The Airport Team were nearing completion after looking into the wants and needs of the airport users and planning was underway with regards consultation with the harbour users.

Presented the hospitality project at the SOLGM meeting which was well received.

A discussion around the Ludstone Road intersection ensued. A Oosthuizen had met with Andy Scott from TFC re what can be done and aware this needs to be done properly and wanted to understand where the school children crossed etc. Building on what they have but wanted to see for themselves as there was a new team of people running this.

Councillor Blunt preferred the Event Coordinator’s time be spent on future events for Kaikoura and not analysing past events however it was pointed

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out that some analysis had to be completed to understand what the events bring to the district.

The Events Coordinator was looking at events happening around the country to see what was out there for Kaikoura. Currently sourcing funding for Waitangi Day.

It was noted by Councillors that the organisers of the Kaikoura Hop had run a successful event with congratulations all round.

The Marine Centre of Excellence Project Manager role had been interviewed with five key parties identified. Intention was to bring them all together, creating a ‘memorandum of understanding’ on how this will work going forward, scoping for initial feasibility to obtain more funding for detailed design.

The ownership structure was still being worked on for example where the PGF funding sits.

The Economic Development report confirmed as received for information.

6. REBUILD INFRASTRUCTURE REPORT:The interim Rebuild Programme Director was in attendance to present this item.

A brief outline of what had been happening in the district included receiving seven tenders for the 5 bridges project, the team was currently working through these.

Currently reviewing draft details on the waste water and have held a number of workshops on the Clarence Valley along with emergency works in the Clarence Valley. Looking to formalise the design for Fords Reservoir.

A comment was made that it was pleasing to see the momentum continuing, with the media releases up and running and being viewed.

A large amount of work was due to commence around the district over the next few months however there will be an attempt to minimise disruption/impact. Some of the projects were not efficient to carry out in the winter months however there will potentially be negative comments.

It was suggested that any business directly affected by the works should be spoken to individually with estimated times and dates of possible disruption.

An assessment had been completed on the balance of the minor and medium bridges with EQ and deferred maintenance damage assessed at $650,000 approx.

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The Rebuild Infrastructure report confirmed as received for information.

7. MONTHLY COMMUNICATION REPORT:The Communications and Engagement Manager was in attendance to present this item. The intention is to complete a report to present to Council each month.

The request made around a community notice board had been considered with the new board being erected around December 2018. It is intended to leave the board unlocked to enable community use and will be monitored.

The Library catalogue was now on line, the cost of this being met by a grant as there were left over funds.

Radio advertising had commenced as not all residents were tech savvy. Kaikoura District council had 60 spots per radio station per month.

The team had been looking into a Kaikoura District Council logo as the current version is not of high quality which distorts some of the graphics. A request had been made for a higher quality and updated logo including a macron as there would be a lot of cost involved if we were to re-do the entire logo and rebrand. If Council were looking to change the logo in the future a competition could be held however in the interim this is the most cost effective option.

The team was spending a lot of time at civil defence meetings which appeared to be going well.

A point was made that all farmers now have a UHF radio as a result of the earthquake. All farmers have each other’s channels/frequency. The EOC in town should obtain a UHF base so everyone could communicate. There is a very good network in place at the moment.

The follow up from the Hikoi was ongoing. Very keen to have another sit down as everyone is talking to one another at the moment.

Having the Mayoral column in the paper was great, with a suggestion made that maybe once a month a Councillor could do the same. Blogging could be another avenue for promoting an awareness of items that had been bought to Council and consider an email newsletter which is currently being done by Communications Coordinator with their visits ‘AROUND THE COMMUNITY’. This could include random clips at or after Council meetings.

The request for an audio systems is still being researched as IT cannot find what we want for the budget we have therefore IT have been asked to look for what we can afford.

The Communication Report confirmed as received for information.

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8. 2017/2018 RESDENTS AND RATEPAYERS SATISFACTION SURVEY:The Communications and Engagement Manager was in attendance to present this item.

Council must remember that this survey was completed at the same time as Council were putting up rates etc. therefore some of the comments may have reflected this however our average was on a par with other councils considering what we were implementing at the time.

This was the first statistically completed survey that Kaikoura District council has had completed and an outside provider was engaged to complete this.

The results outline what our community thinks we should be working on bearing in mind that a lot of the negativity is directed at the CEO as it was at this time Council was working on the 3 Year Plan. This is common amongst all councils.

Council wanted to build trust within the community however there were a number of perceptions in the community based on past issues and performance. Council needed to build on this which could take 15 years to gain trust.

It was pointed out that Council did listen to the community re the 3 Year Plan and the potential closing of the Scout Hall however sometimes issues are out of Council control which the wider community do not always understand, for example, legacy issues etc.

A suggestion was made that outlining the highlights the benefits of this building could be an option. The old Council Building would not have accommodated all the happenings over the time of the earthquake.

The intention was to do the next survey at the end of this year Nov/Dec 2018 in time for annual planning work and we should also bear in mind the methodology from 2017 to 2018 had changed due to using an outside provider as opposed to being done internally.

It is time to tell the story about the Councillors work, the Op Shop, the Water Zone Committee etc.

The 2017/2018 Residents and Ratepayers Satisfaction Survey Report confirmed as received for information.

9. REGULATORY:The Building and Regulatory Manager was in attendance to present this item.

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A summary of achievements since engaging new regulatory officers include the many dogs in the district that were unknown about. It had taken 2 months’ work by one of the new officers to fix the register/interface which is now recording accurately. There is still 1 dog in the district classed as menacing. Public education is key.

‘Reading to Dogs’ programme carried out by the Christchurch City Council was successful and something our Regulatory Officers were keen to engage in. The programme uses trained dogs owned by the Regulatory Officers, which helps increase a child’s relaxation while reading, building self-confidence.

Noise control was new being handled in house and working well.

The parking bylaw was in submission/consultation process. Working with the Communications Team leading up to when the bylaw becomes enforceable. Again, education is key.

During the bylaw consultation process it was decided against issuing tickets however tickets that where issued previously were enforceable and sent on for prosecution.

The sign written boards are to be tidied up however faded parking lines are going to be hard to ticket.

A suggestion was made that there needed to be some customer parking for Kaikoura District Council visitors and staff parking needed to move from the iSite.

The Regulatory Services Update confirmed as received for information.

10. TOP 10 HOLIDAY PARK:The Policy Planner was in attendance to present this item.

Council requested confirmation that the new units being built would have wooden piles and the buildings could be removed as required by the lease agreement.

Moved by Councillor Pablecheque, seconded by Councillor Bond and resolved that;

Council approve for Top 10 to build three new units. Unanimous.

11. RESOURCE MANAGEMENT ACT DELEGATIOSN UPDATE:The Policy Planner was in attendance to present this item.

There are no substantial changes other than title and delegations. This is a living document and as legislation changes the document should be updated.

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Moved by Councillor Harnett, seconded by Councillor Bond and resolved that;

Council approve and adopt the changes to the Delegations manual as outlined. Unanimous.

12. RESOURCE CONSENT UPDATE:The Planning officer was in attendance to present this item.

Planning staff are currently working with Mahaanui Kurataioa Ltd (MKT) and looking to send them a copy of all resource consents that come over the front counter.

The Bayview Street issue is before environment court due to allotment size below what is allowed and one neighbour had withdrawn their approval.

1542, obtained correct approvals but didn’t get consent, 1533, NPD flashing signs not allowed therefore they needed to provide signs that were static and 1539, to be modified to reflect the applicant as The Mayfair Community Theatre c/- Jan Dasler.

The Resource Consent Update confirmed as received for information.

13. COASTAL HAZARDS AND CLIMATE CHANGE:The Policy Planner was in attendance to present this item.

As per report, rising seas, NZ Coastal Policy statement, frequency of events, storms, erosion and slope stability.

We are living in changing times with regards to climate change. Dynamic adaptive pathways planning linking decision points by actions on the ground.

The question was asked if this was a council’s responsibility. There was no requirement for councils to provide coastal protection however there may be a public outcry if council did not.

The report is to outline what was happening on a National level however we were starting to get some draft technical reporting on our own area which may require a report to council in November.

A natural hazards project was currently being completed however if someone comes in now and wants to purchase along the Esplanade what we need to be clear on what information we are providing them.

Post-earthquake nothing has been required along the Esplanade due to the earthquake uplift.

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Any prospective camping sites, if considered a high hazard area, would need to be avoided.

ECan had been approached as the first step was obtaining an understanding of hazard line rules. Rules are in the Canterbury Coastal Plan. ECan have all the technical knowledge but are still 6 months away yet.

The Costal Hazards and Climate Change Guidance confirmed as received for information.

13. RESPONSIBLE CAMPING REPORT:The Strategy, Policy and District Plan Manager was in attendance to present this item.

Freedom Camping is something the Kaikoura district had been faced with over the years but has now taken steps forward to get long term solutions. A Responsible Camping working group had met twice since its implementation.

The Group had moved quickly, establishing a Terms of Reference along with criteria etc. Terms of Reference had been discussed in the Open Forum around the lack of minute taking. Action pints were recorded instead of minutes.

There was no funding available therefore any costs would come out of the Strategy Budget.

Working with Kiwi Rail on site suitability assessments. Looking at approximately $2,000 per crossing which required an engineer along with another $3,000 to confirm site suitability. Some sites had not been considered yet and still a work in progress.

Mahaanui Kurataiao had been approached for a price on cultural assessment.

If we don’t move forward and have sites available we will be in the same situation as other years.The Group is only half way through the process and things had taken longer than anticipated. The Group could come back to the November Council meeting with sites but that may be too late for the new season. The sites need to be acceptable and the level of service to be provided needs to be confirmed.

Discussions around Appendix B which outlined recommended sites. The Groups could provide approximate costs however they were unsure how much Council wanted to spend.

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A suggestion was made that these sites be put out there now as being the preferred sites for the 2018/2019 year and continue to work on the 2019/2020 year. This may costs a bit of signage, communication and portaloos. Emergency stuff for this year.

The Kiwa Road site is parked as not all sites had been discussed. Focusing on the shingle quarry where we could put some water and portaloos on it from Labour Weekend on and continue to work on the process. Level of service for this year at the minimum would be portaloos, signage and communication. Capacity at the shingle quarry was 200approximatley.

It was suggested that the group work on three sites for this year. If they could get 3-5 sites on the CamperMate App would be a good outcome and bring back to Council a proposal for an immediate fix along with price.It was pointed out that the Freedom Camping Act 2011 criteria does not consider amenities therefore the Responsible Camping Working Group had set out their own.

Moved by Councillor Pablecheque, seconded by Mayor Gray and resolved that Council; 1. Agree to The terms of reference for the Responsible Camping Working Group and Criteria attached as Appendix A are accepted by Council, with the addition that:

a) Minutes of the meetings are taken, with actions pointsb) The RCWG is provided a copy of all reports which go to council c) Decisions by majority

2. A maximum of three (3) site are identified by the Responsible Camping Working Group for Kaikōura for the 2018/19 summer.3. Council agrees for Council staff to undertake monitoring of site identified to determine the effectiveness of this non-regulatory approach. 4. Council agrees to the use of portable toilets, signage, education and communications and explore water options for the 2018/2019 summer season. Unanimous.

14. NATIVE PLANTING:The Bio Diversity / Planning Administration Officer was in attendance to present this item.Marlborough District Council (MDC) has run a program called Tui to Town since 2008 which promotes natural habitat restoration for lowland areas of South Marlborough where there is very little natural vegetation cover left.

This proposed Native Planting Project would be about adding to the little remaining habitat for native species, creating stepping stones to connect the mountains to the sea and bring bird life back to our township.

Moved by Mayor Gray, seconded by Councillor Pablecheque and resolved that;

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That Council receive this report. That Council agree for $8,000 of the $28,774 allocated for the

Significant Natural Areas Fund to be used for the Native Planting Project. Unanimous.

15. COMMUNITY SERVICES REPORT:The Community Services Manager was in attendance to present this report.

There were two positions being advertised at the present time. A Rebuild Navigator and a Community Development Officer. Interviews were taking place in 2 weeks’ time.

The Out Reach staff members were reducing gradually as funding run out.

The Library had diversified and were doing all sorts of exciting things along with many different classes bearing in mind the Library staff were working on reduced staff, equivalent to 1 full time employee so very stretched.

All of the Library catalogue had been migrated onto the Cloud therefore accessible from anywhere.

There is currently an agreement with Women’s Refuge in Blenheim however the Kaikoura staff member had stepped down. There was contact with Ministry of Social Development in Kaikoura to sort this for the district.

Second Anniversary of the earthquake was coming up and a suggestion was made to use the Mayoral Fund to purchase an anniversary gift for each household. Habitat for Humanity have quake packs that they want to distribute. The Community Event held in the park last year was well received and could be considered. Mayoral Fund committee to meet to discuss.

The Kaikoura community Services Report confirmed as received for information.

16. APPOINTMENT TO JOINT GOVERNANCE: As a result of the Three Year Plan roadshows Chris Wilson requested to be part of the Joint Governance meeting. This was on advice from B Robertson around the Financial Sustainability and building relationships with the ECCO Group of ratepayers.

A point was made that not all people in this area are represented by either Chris Wilson or Councillor Millton.

C Wilson is a community member but has no power to make decisions however will provide input from an ECCO point of view.

Council signed off the terms of reference for the committee last December. It was an unusual group but the rational was a no surprises approach.

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C Wilson had a wealth of shared services and felt he had a valuable contribution to make.

Any councillor could attend these meetings, C Wilson was joining as a member of the community.

Moved by Mayor Gray, seconded by Councillor Pablecheque and resolved that;Council appoint Chris Wilson to the Joint Governance Management Committee. Unanimous.

There being no further business the meeting moved into Council Public Excluded.

17. COUNCIL PUBLIC EXCLUDED:

Moved BY Mayor Gray, seconded by Councillor Blunt that the public be excluded from the following parts of the proceeding of this meeting, namely;

a. Natural Hazard Updateb. Financial Sustainability Update

The general subject matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) and 7(2)(i) of the Local Government Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject ofeach to beconsidered

Reason for passing this resolution in relation to each matter

Grounds of the Act under which this resolution is made

- Natural Hazards- Financial

Sustainability- Potential

Acquisition of Lynton Downs School

The exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the Local Authority to protect information where the making available of that information would likely unreasonably to prejudice the commercial position of the person who supplied the information or who is the subject of the information; The exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to protect the privacy of natural persons.

Section 48(1)(a) and 7(2)(b)(ii); 7(2)(a).

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To: Council

Date: 31st October 2018

Subject: Horizontal Infrastructure Rebuild Programme ReportPrepared by: Paddy Marshall

Interim Rebuild Programme DirectorAuthorised by: Angela Oosthuizen

Chief Executive

Purpose

The purpose of this report is to provide the Mayor and Councillors with an overview of the key rebuild programme activities for the month relating to Horizontal infrastructure (roading, structures and three waters). Community Facilities rebuild and BAU activities will now be covered in a separate dedicated report.

Recommendation

That this report is received.

Programme Update1.1 Programme update summary

Progress to date in the last month includes the following: Assessment and recommendation of the 5 Bridges Replacement Project

Tenders Delivery of the Final Detailed Design package and the release to Tender for the

following projects:o Lyell Creek WWo Aerations Lagoon WWTPo Fords Reservoir

Award of the Totara Lane Pump Station Contract Completion of the Draft Business Case for Clarence Valley Access Completion for the emergency works for the Clarence Valley Road Protection

There are a number of milestones to be completed in the next six weeks of the programme including:

Award of the 5 Bridges Replacement Project Receipt of the Tender Packages for the main 3-waters projects Final Business Case for Clarence Valley Access

Peter Thomson will take over the permanent role of Programme Director on the 5th of November.

1.2 Health and Safety No Health and Safety incidents have been reported this month relating to the rebuild activities.

1.3 Environment and Heritage The Archaeological Authority has been granted on the 14th September. An initial toolbox meeting was held at the start of October prior to commencement of on-site works with NOC to ensure compliance with the Archaeological Authority. The change of the conditions for the Kaikōura WWTP for the Aeration Lagoon Project has been granted. The sludge discharge consent has been withdrawn following a meeting between KDC Rebuild staff and ECAN.

1.4 QualityThe 3 waters panel have now delivered all of the design work and documentation on the major projects.

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1.5 Monitoring and assurance A standard technical and financial audit was undertaken by the NZTA in the week 19 th

of October covering Business as Usual and rebuild works. 1.6 Communications / Community and Stakeholder Engagement

A communication e-mail was sent out to the Residents of Clarence Valley briefly outlining the outcome of the draft Business Case. The initial assessment stage for the business case has now been done, where a comparison of 9 infrastructure options was completed. This included the costs, risks, sustainability, design and resilience for each option.The KDC Rebuild Team are now undertaking further assessment of another two access options - one infrastructure and another non-infrastructure. We expect this process to take around another month. We anticipate that we will be able to provide more information and the outcome of all assessments at the end of November 2018.A communications strategy is to be put in place and affected residents are to be advised on the preferred options prior to being made public.

1.7 ProcurementThe evaluation of the Tenders for the 5 Bridges project has been completed. A recommendation has been provided to the RSG with the resolution to be reached on the preferred tender at the meeting on the 30th of October. Totara Lane Pump Station contract was awarded to Fulton Hogan with a kick off meeting on the 25th of October. The selection on the preferred suppliers for the pressure sewer supply (PSS) and the WWTP Aerators equipment has been finalized. The pipework for Peninsula Reservoir has been awarded and completed. The warranty conditions of the lining of the reservoir is currently under negotiation with a preferred supplier and will be awarded at the end of October.The following packages are going out to Tender on the 26th of October with return dates at the end of November:

Lyell Creek WW Aerations Lagoon WWTP Fords Reservoir

1.8 General Progress The following is a brief outline on the progress achieved over the last month on each project: Lyell Creek WWThe Detailed Design is complete with the project to go out to Tender on the 26 th of October. The Lyell Creek pump station refurbishment design is advancing and Detailed Design is expected to be completed in October and be added to the Lyell Creek WW Tender as a separable portion 4 to the contract. Aeration Lagoons WWTPThe selection on the preferred supplier for the WWTP Aerators equipment has been finalized. The Detailed Design is complete with the project to go out to Tender on the 26 th of October. Totara Lane Pump StationTotara Lane Pump Station contract was awarded to Fulton Hogan with a kick off meeting on the 25th of October. Fords ReservoirThe Detailed Design is complete with the project to go out to Tender on the 26 th of October. 5 Bridges Replacement ProjectThe evaluation of the Tenders for the 5 Bridges project has been completed. A recommendation has been provided to the RSG with the resolution to be reached on the preferred tender at the meeting on the 30th of October. Clarence Valley Access The draft Business Case is complete.

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The initial assessment stage for the business case has now been done, where a comparison of 9 infrastructure options was completed. This included the costs, risks, sustainability, design and resilience for each option.The KDC Rebuild Team are now undertaking further assessment of another two access options - one infrastructure and another non-infrastructure. We expect this process to take around another month. We anticipate that we will be able to provide more information and the outcome of all assessments at the end of November 2018.Clarence Valley Road Emergency Protection WorksEmergency works have been completedMinor and Medium Bridge RepairsThe assessment and report for the minor bridge repairs has been completed. The works will be designed and tendered as one package. The Professional Services panel has been engaged and commenced works on the Detailed Design. Footpaths and LightingAn extract of the assessment has been completed by the Professional Services Panel on the Footpaths. Peninsula Reservoir The pipework for Peninsula Reservoir has been awarded and completed. The warranty conditions of the lining of the reservoir is currently under negotiation with a preferred supplier and will be awarded at the end of October.

Mackles BoreA monitoring bore at Mackles Bore has been completed and the inter aquifer analysis has been completed. Following the assessment no earthquake damage to the bore was found. Pipework and apron repair design is completed and will be constructed in November.

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1.9 Financial

Most Likely Nov 17 Total Programme Estimate to date

Total spent to date (AUG 2018)

Programme Estimate 16/17

Programme Estimate 17/18

Programme Estimate 18/19

Programme Estimate 19/20

Rebuild Programme Mgt 1,061,087$ 1,992,384$ 741,641$ 39,763$ 686,360$ 873,940$ 376,396$ Water 4,792,347$ 3,614,823$ 1,996,219$ 1,543,820$ 412,356$ 1,411,414$ 247,233$ Stormwater 645,193$ 703,529$ 31,862$ 7,320$ 107,916$ 578,447$ 9,846$ Sewerage 11,636,332$ 14,219,100$ 2,571,161$ 1,417,022$ 840,893$ 8,595,143$ 3,366,042$ Roading 21,405,376$ 21,714,675$ 7,883,904$ 4,355,533$ 3,198,253$ 7,649,831$ 6,371,021$

GRAND TOTAL 39,540,335$ 42,244,511$ 13,224,787$ 7,363,457$ 5,245,779$ 19,108,775$ 10,370,538$

2019 / 20202017 / 2018Full Rebuild Programme 2016 / 2017 2018 / 2019

The cashflow has been pushed forward for major 3W projects to reflect tender period, mobilization time and Christmas period. The Overall programme saw a $2.9M increase in the 3W space following the reception of Detailed Design engineer estimates of major projects. The cashflow has been pushed forward 1 month for the 5xbriges to reflect the delay in awarding the contract. If the contract was awarded to Concrete Structure our best case cash flow scenario would look like below:

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ML Programme

estimateLife to date NZTA

NZTA 51% FAR

MD LAPPBetterment -

Crown60% FAR -

CrownBid 2018 -

CrownKDC EQ loan

Rebuild Programme Mgt $ 1,992,384 $ 741,641 $ 984,485 $ - $ - $ - $ - $ 564,676 $ 376,450 $ 66,774 Programme Management - Claimable as programme overhead $ 1,927,009 $ 722,390 $ 984,485 $ - $ - $ - $ - $ 534,426 $ 356,284 $ 51,815 Programme Management - Claimable as 3W overhead $ 50,417 $ 15,651 $ - $ - $ - $ - $ - $ 30,250 $ 20,167 $ - Programme Management - Non Claimable $ 14,959 $ 3,600 $ - $ - $ - $ - $ - $ - $ - $ 14,959

Roading $ 21,714,675 $ 7,883,904 $19,822,895 $ 203,113 $ - $ - $ - $ - $ - $ 1,688,666 Programme contingency - Roading - Roads $ 385,886 $ - $ 366,591 $ - $ - $ - $ - $ - $ - $ 19,294 Programme contingency - Roading - Bridges $ 592,091 $ - $ 562,487 $ - $ - $ - $ - $ - $ - $ 29,605 Sealed Roads EQ Damage Assessments / Geotech $ 510 $ 510 $ 485 $ - $ - $ - $ - $ - $ - $ 26 Unsealed Roads EQ Damage Assessments / Geotech $ 22,293 $ 22,293 $ 21,179 $ - $ - $ - $ - $ - $ - $ 1,115 Drainage EQ Damage Assessments $ 18,914 $ 18,914 $ 17,968 $ - $ - $ - $ - $ - $ - $ 946 Streetlights EQ Damage Assessments $ 21,084 $ 21,084 $ 20,029 $ - $ - $ - $ - $ - $ - $ 1,054 Footpaths EQ Damage Assessments $ 51,500 $ 22,234 $ 48,925 $ - $ - $ - $ - $ - $ - $ 2,575 Bridges EQ Damage Assessments $ 74,223 $ 65,853 $ 70,512 $ - $ - $ - $ - $ - $ - $ 3,711 Roading Emergency Works 16/17 - Management $ 411,999 $ 411,999 $ 391,399 $ - $ - $ - $ - $ - $ - $ 20,600 Roading Emergency Works 16/17 - Sealed $ 1,778,506 $ 1,778,506 $ 1,689,581 $ - $ - $ - $ - $ - $ - $ 88,925 Roading Emergency Works 16/17 - Unsealed $ 1,676,145 $ 1,676,145 $ 1,592,338 $ - $ - $ - $ - $ - $ - $ 83,807 Roading Emergency Works 16/17 - Drainage $ 430,099 $ 430,099 $ 408,594 $ - $ - $ - $ - $ - $ - $ 21,505 Roading Programme 17/18 - Management $ 196,031 $ 196,031 $ 186,230 $ - $ - $ - $ - $ - $ - $ 9,802 Roading Programme 17/18 - Sealed $ 574,166 $ 574,166 $ 545,457 $ - $ - $ - $ - $ - $ - $ 28,708 Roading Programme 17/18 - Unsealed $ 492,090 $ 492,090 $ 467,485 $ - $ - $ - $ - $ - $ - $ 24,604 Roading Programme 17/18 - Drainage $ 866,239 $ 866,239 $ 822,927 $ - $ - $ - $ - $ - $ - $ 43,312 Roading Programme 17/18 - Environmental $ 227,589 $ 227,589 $ 216,210 $ - $ - $ - $ - $ - $ - $ 11,379 Roading Programme 17/18 - Traffic Services $ 18,663 $ 18,663 $ 17,730 $ - $ - $ - $ - $ - $ - $ 933 Roading Programme 18/19 - Management $ 123,600 $ 1,811 $ 117,420 $ - $ - $ - $ - $ - $ - $ 6,180 Roading Programme 18/19 - Sealed $ 364,439 $ - $ 346,217 $ - $ - $ - $ - $ - $ - $ 18,222 Roading Programme 18/19 - Unsealed $ 194,872 $ 190,119 $ 185,128 $ - $ - $ - $ - $ - $ - $ 9,744 Roading Programme 18/19 - Drainage $ 561,756 $ - $ 533,668 $ - $ - $ - $ - $ - $ - $ 28,088 Roading Programme 18/19 - Footpaths $ 320,000 $ - $ - $ - $ - $ - $ - $ - $ - $ 320,000 Carparks $ 52,083 $ - $ - $ - $ - $ - $ - $ - $ - $ 52,083 Streetlights $ 78,125 $ - $ - $ - $ - $ - $ - $ - $ - $ 78,125 Bridges replacement (x5) $ 5,245,707 $ 244,840 $ 4,605,073 $ 203,113 $ - $ - $ - $ - $ - $ 437,520 Bridges minor and medium repairs $ 1,138,890 $ 2,808 $ 1,081,946 $ - $ - $ - $ - $ - $ - $ 56,945 Clarence Valley Access $ 5,007,357 $ 238,508 $ 4,756,989 $ - $ - $ - $ - $ - $ - $ 250,368 Clarence valley temporary southern access $ 375,653 $ 87,257 $ 356,870 $ - $ - $ - $ - $ - $ - $ 18,783 Clarence Valley Road protection $ 414,167 $ 296,149 $ 393,458 $ - $ - $ - $ - $ - $ - $ 20,708

Water $ 3,614,823 $ 1,996,219 $ - $ - $ 466,857 $ 393,546 $ 675,550 $ 1,392,756 $ 436,066 $ 250,048 Programme contingency - Water Reticulation $ 168,702 $ - $ - $ - $ - $ - $ - $ 101,221 $ - $ 67,481 Programme contingency - Water Structures $ 78,531 $ - $ - $ - $ - $ - $ - $ 47,118 $ - $ 31,412 Post EQ - Temporary Water Safety Plans & Samplings $ 40,911 $ 40,911 $ - $ - $ - $ - $ - $ 24,546 $ 16,364 $ - Water Assessment / Retic $ 102,947 $ 102,947 $ - $ - $ - $ - $ - $ 61,768 $ 41,179 $ - Water Assessment / Structures $ 48,820 $ 48,820 $ - $ - $ - $ - $ - $ 29,292 $ 19,528 $ - Water 16/17 Emergency repairs - Retic $ 499,817 $ 499,817 $ - $ - $ - $ - $ - $ 299,890 $ 199,927 $ - Water 16/17 Emergency repairs - Structures $ 66,598 $ 66,598 $ - $ - $ - $ - $ - $ 39,959 $ 26,639 $ - Water - 17/18 EQ OPEX repairs - Retic $ 21,494 $ 21,494 $ - $ - $ - $ - $ - $ 12,897 $ 8,598 $ - Water - 17/18 EQ OPEX repairs - Structures $ 5,473 $ 5,473 $ - $ - $ - $ - $ - $ 3,284 $ 2,189 $ - Mt Fyffe Water main and road reinstatement $ 1,009,039 $ 1,009,039 $ - $ - $ - $ 393,546 $ - $ 605,423 $ 10,070 $ - Urban water main from NCTIR Village $ 71,000 $ - $ - $ - $ - $ - $ 71,000 $ - $ - $ - Water - East Coast - Structures - Reservoir $ 27,760 $ 27,760 $ - $ - $ 23,412 $ - $ - $ 2,609 $ 1,739 $ - Water - Kincaid - Structure - Reservoir $ 25,323 $ - $ - $ - $ 15,118 $ - $ - $ 6,123 $ 4,082 $ - Water - Ocean Ridge - Structure - Reservoir $ 28,184 $ 28,184 $ - $ - $ 2,674 $ - $ - $ 15,306 $ 10,204 $ - Water - Urban - Reticulation $ 9,230 $ - $ - $ - $ - $ - $ - $ 5,538 $ 3,692 $ - Water - Urban - Structure - Fords $ 1,119,753 $ 93,754 $ - $ - $ 166,048 $ - $ 604,550 $ 118,800 $ 79,200 $ 151,155 Water - Urban - Structure - Peninsula $ 217,478 $ 17,729 $ - $ - $ 194,102 $ - $ - $ 14,026 $ 9,351 $ - Water - Urban - Structure - Mackles Bore $ 73,763 $ 33,694 $ - $ - $ 65,503 $ - $ - $ 4,956 $ 3,304 $ -

Stormwater $ 703,529 $ 31,862 $ - $ - $ - $ 214,959 $ - $ 422,117 $ 40,870 $ 25,583 Programme contingency - Stormwater Reticulation $ 34,300 $ - $ - $ - $ - $ - $ - $ 20,580 $ - $ 13,720 Programme contingency - Stormwater Structures $ 29,657 $ - $ - $ - $ - $ - $ - $ 17,794 $ - $ 11,863 Stormwater Assessment - Structures $ 28,125 $ - $ - $ - $ - $ - $ - $ 16,875 $ 11,250 $ - Stormwater Assessment - Retic $ 43,460 $ 1,273 $ - $ - $ - $ - $ - $ 26,076 $ 17,384 $ - Stormwater 16/17 Emergency Repairs $ 6,047 $ 6,047 $ - $ - $ - $ - $ - $ 3,628 $ 2,419 $ - Stormwater 17/18 OPEX Repairs $ 24,542 $ 24,542 $ - $ - $ - $ - $ - $ 14,725 $ 9,817 $ - Stormwater Repairs - Structures $ 262,397 $ - $ - $ - $ - $ 104,959 $ - $ 157,438 -$ 0 $ - Stormwater Repairs - Reticulations $ 275,000 $ - $ - $ - $ - $ 110,000 $ - $ 165,000 $ - $ -

Sewerage $ 14,219,100 $ 2,571,161 $ - $ - $ 1,764,200 $ 1,591,495 $ 1,724,450 $ 6,314,801 $ 1,348,141 $ 1,476,012 Programme contingency - Sewerage Reticulation $ 164,295 $ - $ - $ - $ - $ - $ - $ 98,577 $ - $ 65,718 Programme contingency - Sewerage Structures $ 238,586 $ - $ - $ - $ - $ - $ - $ 143,152 $ - $ 95,434 Sewerage Assessment / Retic $ 682,006 $ 682,006 $ - $ - $ - $ - $ - $ 409,203 $ 272,802 $ - Sewerage Assessment / Structures $ 48,122 $ 48,122 $ - $ - $ - $ - $ - $ 28,873 $ 19,249 $ - Sewerage 16/17 emergency repairs - Retic $ 458,605 $ 458,605 $ - $ - $ - $ - $ - $ 275,163 $ 183,442 $ - Sewerage 16/17 emergency repairs - Structures $ 407,242 $ 407,242 $ - $ - $ - $ - $ - $ 244,345 $ 162,897 $ - Sewerage 17/19 OPEX repairs - Retic $ 50,417 $ 1,005 $ - $ - $ - $ - $ - $ 30,250 $ 20,167 $ - Sewerage 17/19 OPEX repairs - Structures $ 151,250 $ 76,219 $ - $ - $ - $ - $ - $ 90,750 $ 60,500 $ - Lyell Creek $ 7,401,548 $ 486,063 $ - $ - $ 242,545 $ 1,224,032 $ 1,724,450 $ 3,144,796 $ 254,729 $ 810,996 Aeration Lagoon $ 3,406,692 $ 311,203 $ - $ - $ 1,479,044 $ - $ - $ 1,156,589 $ 267,195 $ 503,864 Pump Station - Esplanade $ 39,500 $ 39,500 $ - $ - $ - $ - $ - $ 23,700 $ 15,800 $ - Pump station - Mt Fyffe Meadows $ 271,013 $ 48,642 $ - $ - $ 42,611 $ - $ - $ 137,041 $ 91,361 $ - Sewerage Manholes $ 447,902 $ - $ - $ - $ - $ 179,161 $ - $ 268,741 -$ 0 $ - Sewerage Pipework Esplanade $ 52,388 $ - $ - $ - $ - $ 20,955 $ - $ 31,433 $ - $ - Sewerage Pipework Beach Rd catchments $ 141,570 $ - $ - $ - $ - $ 56,628 $ - $ 84,942 $ - $ - Sewerage Pipework South Bay $ 46,888 $ - $ - $ - $ - $ 18,755 $ - $ 28,133 $ - $ - Sewerage Pipework Mt Fyffe Hawthorne $ 12,555 $ 12,555 $ - $ - $ - $ 12,555 $ - $ - $ - -$ 0 Sewerage Pipework Ocean Ridge $ 50,023 $ - $ - $ - $ - $ 20,009 $ - $ 30,014 $ - $ - Sewerage Pipework Middle creek crossing $ 148,500 $ - $ - $ - $ - $ 59,400 $ - $ 89,100 $ - $ -

Grand Total

October update: Detailed Design Engineers EstimateOctober update: Contract value

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Projects Approved by RSG (excludes emergency works and temporary maintenance)

Work-scope eligibility has been agreed on the following projects:

Project Number

Project Name Asset Class Value of Project

R.3.6 Clarence Valley Road Emergency Protection Works

Roading and structures

$300k Capital Works

WW.3.1 Lyell Creek sewer (RSG to confirm Mill road PS (WW.2.5), Gillings PS (WW.2.2) and Hawthorne PS (WW.2.3) eligibility.

Wastewater Reticulation & Structure

$5,800,000 capital works

WW.2.9 Totara lane Pump Station Wastewater Structure

$330k capital works

R.3.3 Five bridges replacement Roading and structures

$4,560,000 capital works

WW.2.1 Wastewater Treatment Plant Wastewater Structure

$1,500,000 capital works

W.2.3 Peninsula Reservoir Water Structure $200,000 capital works

W.2.2 Fords Reservoir + Incoming main Water Structure $870,000 capital works

W.2.1 Urban source (Mackles Bore) Water Structure $90,000 capital works

R.3.4 Temporary access arrangements across the Wharekiri stream (on hold)

Roading and structures

$740,000 capital works

R.0.1 Red Swamp Road overlay Roading and structures

$100,000 capital works

R.0.1 Mill Road overlay Roading and structures

$105,000 capital works

W.2.4 Ocean ridge timber tank – liner Water Structure $35,000 capital works

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Programme Risks and Issues Only extreme and high risks are included in this report

The resourcing of the Programme Director risk has been removed due to the appointment of Peter Thomson.

The increase in the Detailed Design cost estimates on the 3 waters major projects has resulted in an increase to the KDC contribution to the Rebuild Programme. Scope reduction in some areas may be required based on the final Tender values received in November. The risk has been increased on the financial KDC contributions risk.

All other significant risks still remain at the same risk level as per the previous month.

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From Subject Received

Libby CliffordAlignment exercise and workplans Tue 3:37 PM Owner ActioneeInherent_ConsequenceInherent_LikelihoodInherent_Risk levelRisk Control/Mitigation Status Residual_ConsequenceResidual_LikelihoodResidual_Risk_LevelSince last month

Further_Control Priority Date ClosedR002 Financial KDC ability to meet financial obligations -

cashflow and budgetsKDC Finance manager

PM Major Likely High 21 Thorough review through the 3YP process. Business case preparation for additional support. Confirmation of additional budget bid funding

Initial Assessment

Significant Possible Med 13

▲Increase on the Estimates for the 3 waters projects require contingency plans

R003 Programme management Lack of fit for purpose single source financial information to actively manage the rebuild programme

Rebuild Director

PM Significant Likely High 17 Develop financial model and cashflow forecasts Monitor Response

Significant Rare Low 6=

R005 Physical delivery The programme is not delivered safely Rebuild Director

PM Major Possible High 18 Appropriate safety standards defined and implemented for the programme. Appropriate monitoring and assurance to ensure compliance.

Initial Assessment

Major Possible High 18=

R006 Physical delivery The programme is not delivered to appropriate quality standards

Rebuild Director

PM Major Possible High 18 Quality standards and requirements defined for the programme. Appropriate monitoring and assurance

Initial Assessment

Major Possible High 18 =R007 Financial Another natural hazard event ( earthquake,

cyclone, rain event)KDC Civil Defence Coordinator

PM Major Possible High 18 Emergency response plan in place. Initial Assessment

Major Possible High 18=

R009 Stakeholder Loss of community and stakeholder confidence in and tolerance to ongoing rebuild work

Communications Officer

PM Significant Possible Med 13 External communications plan developed and implemented. Timely response to rebuild queries

Initial Assessment

Significant Likely High 17

=Response to recent resident satisfaction survey

R011 Programme management Lack of internal resources or loss of key resources KDC CEO PM Significant Possible Med 13 Timely engagement of appropriate resource, backfill resource as required. Agreement for additional support.

Initial Assessment

Significant unlikely Med 9

▼Programme Director Appointed

R012 Physical delivery Lack of external resources to deliver the Rebuild PM Significant Likely High 17 Timely communication of rebuild programme to market Initial Significant possible Med 13 =R015 Programme management Rebuild information not provided to stakeholders in a timely way

Communications Officer

PM Significant Possible Med 13 Rebuild communications plan in plan and implemented with regular stakeholder updates

Monitor Response

Significant Likely High 17

=

R016 Physical delivery Environmental or cultural consenting Rebuild PM Significant Likely High 17 SLA with MKT, Archaeological authority application and Monitor Significant Possible Med 13 =R018 Physical delivery Opportunity for legal challenge on key projects e.g. Lyell Creek, Clarence valley access

Rebuild Director

PM Major Possible High 18 Legal advice sought as required Initial Assessment

Major Possible High 18 = High profile CVA project

Action Scoring - After mitigation Further Mitigation requiredInherent Scoring

Expected Progress within the Next Month

5 Bridges Replacement

Award of the contract to the preferred supplier

Lyell Creek WW

Tender assessment and award of the contract

Totara Lane Pump Station

Construction start early November

Ford Reservoir

Tender assessment and award of the contract

Peninsula Reservoir

Construction start on the Peninsula Reservoir

Clarence Valley

Further information on the two options shortlisted to be developed

Assessments/Minor Works on Bridges

Complete the Detailed Design

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To: Council

Date: 31st October 2018

Subject: District Plan Update

Prepared by: Matt Hoggard (Strategy, Policy and District Plan Manager) & Jane Parfitt (Principle Adviser)

Authorised by: Angela OosthuizenChief Executive Officer

1. Purpose The purpose of this report is to provide an update to Council on the current status of the District Plan and outline Council’s statutory responsibilities to review the plan.

2. Executive Summary:The current District Plan was made operative in June 2008. The Resource Management Act 1991 (RMA) requires a review to be commenced every 10 years1 meaning that it is overdue to be reviewed.

Due to other priorities related to recovery from the November 2016 earthquake, a formal review of the District Plan is yet to commence. Staff had planned to brief the Council on the options for reviewing the District Plan at its retreat scheduled for 14 November 2016. Due to the earthquake, day two of the retreat never took place and more urgent priorities have meant that the review is yet to commence.

While the plan remains operative beyond the 10 year period if it is not reviewed, it is important to note that a formal review of the plan has not commenced as required within the 10 years and as such Council should formally consider the need for this review.

There are several plan review process options available to Council. We will provide you with advice on the most appropriate process to use to commence the review by the end of November 2018.

3. Degree of Significance of the Decision: This matter is deemed to be significant and falls within the scope of KDCs Significance and Engagement Policy and may require community and stakeholder involvement at the appropriate time. However, Council may decide to deviate from the policy and record its reasons for doing so.

It is noted that any formal review of the district plan requires the use of Schedule 1 of the RMA which requires public notification.

4. Recommendations:

That Council:

1 Section 79 RMA

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4.1 Receive this report for information4.2 Note that the current Kaikoura District Plan was made operative in June 2008. 4.3 Note that the Resource Management Act 1991 (RMA) requires it to reviewed every 10 years. 4.4 Note that the District Plan has not been completely reviewed since 2008.4.5 Note that the plan remains operative beyond the 10 year period if it is not reviewed.4.6 Note that staff will aim to provide you with advice on the most appropriate process to use to undertake the review by the end of November 2018.4.7 Resolve to commence the review pending advice on process options

5. Background:The current version of the Kaikoura District Plan has been operative since 23 June 2008. A number of minor plan changes have occurred since the district plan was reviewed. These include a developer driven plan changes to the Ocean Ridge Comprehensive Living Zone which reduced the number of lifestyle blocks and increased the number of residential sections. Council has also undertaken a minor omnibus plan changes to address known errors.

The Resource Management Act 1991 (RMA) section 79(1) requires that:

“A local authority must commence a review of a provision of any of the following documents it has, if the provision has not been a subject of a proposed policy statement or plan, a review, or a change by the local authority during the previous 10 years.”

Given the age of the plan and the above requirement, the plan is overdue to be reviewed.

Staff had planned a discussion with Councillors for day two of their retreat on 14 November 2016 to cover the proposed approach to reviewing the District Plan. The workshop looked to promote a rolling review, and considered what areas should be focused on first. This workshop was never held due to the earthquake which occurred in the early hours of that morning and other priorities in the aftermath.

District Level

Section 79(8) notes that:“A provision of a policy statement or plan, or the policy statement or plan, as the case may be, does not cease to be operative because the provision, statement, or plan is due for review or is being reviewed under this section.”

While there is little legal risk to the current situation, it is important that Council has the opportunity to consider the options as soon as possible and is in a position to make an informed decision on the most appropriate process to use to review the plan. There are two main options to consider; a full review where the whole plan is reviewed at once, or a rolling review where the review is undertaken chapter by chapter and Council can prioritise those chapters which more urgently need review.

In reviewing the District Plan, we will need to ensure consistency with the imminent decisions on properties with s124 notices on them through the MOU with the Department of Internal Affairs (DIA).

Councillors are reminded about the report 22 November 2017 in relation to “District Plan Review – Natural Hazards and Plan Change Options.”

29

6. Options:

Option 1 (Preferred) - Review the planOption2 – Do not review the plan

Option Advantages DisadvantagesOption 1 Meets RMA requirements.

Good practice.Allow for Council to move with the times and apply our increase of knowledge.

Plan changes are often fraught with legal reviews.Processes are costly.

Option 2 Reduced cost to council Does not meet RMA requirements.Not good practice.

7. Community Views: The Community will be involved when the plan is formally reviewed, as required by schedule 1.

8. Financial Implications:

The Three Year Plan budget for external costs (advertising, advice, consultants) is as follows:

2018/19: $241,2542019/20: $197,9612020/21: $154,188

These figures exclude internal council staff time and external support which Council greatly receives from Environment Canterbury.

The majority of costs anticipated for the 2018/19 year relate to consultancy advice, legal advice and public consultation. Significant community consultation is required to ensure staff fully understand the community’s needs. By 2019/20 and 2020/21 the majority of costs will switch to hearing costs and legal costs, formal plan change hearing can quickly become litigious and careful management is required to ensure all views are fully understood and heard.

9. Context, Policy and Legislation

Matter of context have been addressed throughout the report. Council has made a number of decisions as discussed above, given the new national planning standards it is appropriate to ensure that council decision dovetail into the change national framework. We are working in a very dynamic environment with a large number of moving parts.

30

To: Council

Date: 23 October 2018

Subject: Traffic and Parking Bylaw

Prepared by: Chris Gregory – Asset ManagerMatt Hoggard – Strategy, Policy and District Plan Manager

Authorised by: Angela Oosthuizen - Chief Executive

PURPOSE AND ORIGIN:The purpose of this report is to consider minor parking changes to the town centre that will be formalised in November 2018 alongside adoption of a new Bylaw and revocation of previous Bylaws for the control of traffic and parking throughout the District.RECOMENDATION: That the Kaikoura District Council:Receives the report; andApproves staff engaging with directly affected parties on proposed minor changes to parking restrictions for the town centre; andRequests that staff prepare a report for the adoption of the Kaikoura District Council Traffic and Parking Bylaw 2018, updated with the outcome of the submissions process, at its November 2018 meeting; andRequests that staff prepare a report for revised parking restrictions to be considered under the Kaikoura District Council Traffic and Parking Bylaw 2018 at its November 2018 meeting.BACKGROUNDAt its meeting of 29 August 2018 the Council received a proposed Kaikoura District Council Traffic and Parking Bylaw 2018 and approved the proposed bylaw undergoing a Special Consultative Procedure for a period from 6 September 2018 to 6 October 2018.The period for consultation has been completed and three submissions received. These submissions will be considered as part of the Council meeting on 31 October 2018.CONSULTATIONConsultation was undertaken for a period of one month from 6 September 2018 to 6 October 2018. Three submissions were received and will be considered as part of the Council meeting on 31 October 2018.The outcome of that hearing will be included in the proposed Kaikoura District Council Traffic and Parking Bylaw 2018 as attached in Appendix A for consideration by Council at its November 2018 meeting.NEXT STEPSParking ReviewStaff have been undertaking an assessment of the parking needs of the District and in particular the Town Centre and have proposed some minor changes to the existing parking restrictions that are carried forward from the previous bylaw and amendments. These are

The increase of the standard parking bay length to 7 metres,

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The reduction of the bus facilities in West End to two bus stops plus one 120 minute bus park,The provision of six 10 minute limit parks in West End near to the Dairy and Takeaway Food

outlets,The provision of four 30 minute limit parks adjacent to the Civic building,The provision of five dedicated large motorhome parks in West End car park,The provision of two 30 minute limit parks for electric vehicles only in West End car park

adjacent to the vehicle chargers.The provision of three 30 minute limit parks at the northern end of Deal Street for Civic centre

visitors.It is intended to discuss these proposals with directly affected parties over the coming month and bring a paper to Council in November to consider the proposed changes. A plan showing the above proposals will be tabled for information.Leases for SignageIt is also proposed to discuss re-location with the lessees of West End car parks for tourism signage to another location to free up additional car parking. Currently council receives around $7,500 of lease income from this signage. The expected annual income from parking fees would be around $800 per park based upon 20% occupancy off-peak and 60% occupancy peak. Four bays are allocated to signage.Speed LimitsA review of current speed limits has been received by staff. This has proposed a number of changes, particularly in the rural area. Council is required to consult on changes prior to resolving any changes under the new bylaw. A paper proposing the changes to go to consultation will be prepared for the December meeting of the Works and Services committee.CONTEXT:Policy: N/ALegislation: As required by Section 77 of the LGA the recommendation is the most appropriate. Community Outcomes:

- Safe, Efficient Transport Network- Environmental Protection and Enhancement- Affordable Access to Quality Community Facilities

To: Council

Date: 25 October 2018

Subject: Sport Leadership Team Public Survey, October Workshop and Next Steps

Prepared by: Bruce Apperley

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Senior Engineer – Community Facilities

Authorised by: Angela OosthuizenChief Executive

PURPOSE AND ORIGIN:This report is to provide Council with information in preparation for decisions to be made in December 2018 on provision of a community pool and associated facilities. RECOMMENDATIONS: That Council receives this report andThat Council receives the Sport Leadership Team new pool sites and scope public survey andThat Council notes the outcomes of the 18 October workshop andThat Council endorses the proposed next steps leading to December 2018 decisionsBACKGROUNDReimagine Kaikoura SurveyThe Kaikoura community identified the development of a new pool as the number one priority in a community wide survey that was conducted in early 2017. Development of a new hub facility was also seen as a very high priority. Cost and rates impact estimates and borrowing limit information were not available at that time. The existing pool site and structure were understood to be irreparably damaged.Sport and Recreation Recovery Leadership TeamThe Sport and Recreation Recovery Leadership Team (SRRLT was established in early 2017. The members represent local sport and active recreation groups and include Sport Tasman’s chief executive. They have continued to be instrumental in facilitating cooperation between sport and active recreation groups and the owners of limited and damaged indoor and outdoor facilities and in developing strategies for the future. Their activities have included development of pool and hub needs assessments and feasibility studies. SRRLT Pool Feasibility StudyThe pool feasibility study that was provided by the SRRLT to Council in October 2017 is still relevant. Some key points are provided below. A copy of the full document is attached as Appendix 2 to this report.

Feedback from the community during this (consultation) process was the desire to replace the old pool with a covered, all-year-round pool. A large number of groups have indicated regular, ongoing use of a new pool.

There is an inherent challenge in developing a year-round pool in a community the size of Kaikoura. Firstly, the capital cost of a covered community pool is considerably higher than a seasonal pool. However, usage rates are also significantly higher, so there is an argument that the additional benefits of an indoor pool may outweigh the costs.

A new, all-year-round would have the ability to offer learn to swim lessons for children (and adults) along with targeted activities for other population groups (including aquatic activities for older adults). With an ageing population it is important that any new pool development takes into account the needs of older adults. The recommended pool configuration within this report highlights the need for warm water for older adults and rehabilitative purposes. It is proposed this water space is combined with a learn to swim area to optimise space and minimise ongoing operating costs.

Using an Independent Quantity Surveyor, a preliminary capital cost estimate for the pool are contained in the feasibility study. Given this price range may be higher than community expectations, some further options are presented in the report for reducing this capital cost.

The ongoing sustainability of the proposed pool is a critical element that is often overlooked as initially the focus is on the upfront, capital cost. The proposed pool is likely to require an

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annual operational subsidy of circa $260,000-$270,000 based on the business model outlined in this report

Three Year Plan 2018-2021The Council and community three year plan was developed after community-wide consultation and adopted in July 2018. Council agreed to help fund the Sport Tasman pop up pool for a year and expected to temporarily repair the existing pool for use for up to five years. The plan notes that:

Council can commit a total of $700,000 towards pool-related work over the three years Council has agreed to defer the decision on repairs to the existing pool or a new pool until

December 2018 by which time a decision on site and feasibility is made

Existing Pool ReviewThe existing pool site, structures and systems have been assessed by engineers. The conclusions were that the site is suitable for ongoing use and the pool itself could be repaired. Buildings and site paving are heavily damaged. Paving would need to be replaced. Buildings and pipework could be repaired. Equipment had deteriorated and would require substantial work to restore operation. There are lessons to be learned for governance, asset management and funding of a future pool. Operations and maintenance funding was not provided at sustainable levels, reliability and water quality were substandard and there was very heavy reliance on the support of a few volunteers. The pool operating season could have been extended by using more diesel fuel. Weather protection was minimal and amenity levels were low. Lotteries has indicated they could fund earthquake repairs. Any amount used at this site would however be unavailable if Council then decided to construct a like-for-like replacement elsewhere. SRRLT Public Survey Following the three year plan process the Sport and Recreation Recovery Leadership Team (SRRLT) carried out a public survey on preferences for new pool sites, scope and willingness to pay. A copy of the survey results document is provided as Appendix 1 to this report.

October Council and Sport Leadership Team Workshop and Next StepsA workshop on 18 October 2018 was attended by the Mayor and three Councillors, Council’s Chief Executive and staff and members of the SRRLT. The SRRLT’s new pool survey results were presented and discussed. Outcomes from the workshop included the need to confirm:

1. Whether te Runanga o Kaikoura can clarify their stance for siting new pool facilities and to clarify whether the impacts at the culturally significant Takahanga Domain site could be potentially mitigated or whether this site was considered wahi tapu and/or wahi taonga. This is critical for Council as a Treaty partner and for external funders. A meeting is to be sought between te Runanga o Kaikoura’s executive, Council’s Chief executive and SRRLT.

2. Capital and operation and maintenance costs. Options are to include do-minimum scope for a new covered pool and additional facilities such as a café and/or gym

3. Capital funding requirements and potential sources and estimates identifying any shortfalls.4. Predicted revenues and rates costs for sustainable operations and maintenance, including

whether operational sponsorships or grants can be obtained through naming rights or local community sponsorship. Revenues, costs and sensitivities to changed assumptions need to be analysed.

5. Expected capital funding from Council. This would need clarification and need to be factored into Council’s borrowing capability over a longer term horizon. The rates impost would need to be clearly articulated.

6. Effects on Council land and buildings assets for potential sites (Takahanga Domain and Scarborough).

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7. Whether other potential sites (Ngai Tahu land at Scarborough and Council reserve in the lower corner of Churchill Park) could be considered.

8. Whether siting should also allow for a future hub building for sport and other community uses

A further workshop is to be held in mid-November.CONTEXT:

Policy: N/ALegislation: As required by Section 77 of the LGA the recommendations are the most

appropriate Community Outcomes: In support of all community outcomes

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To: Council

Date: 24th October 2018

Subject: Resource Consent Update

Prepared by: Nirosha Seelaratne – Planning Officer

Contributors: Matt Hoggard - Strategy Policy and District Plan Manager

Authorised by: Angela Oosthuizen Chief Executive Officer

Purpose and Origin:Council staff in the past reported to the Hearings and Applications Committee, these reports included an update of currently planning consents. This report provides a short summary of current consents.

Recommendation: The list be received for information

Background: Planning staff are currently working with Mahaanui Kurataiao Ltd (MKT) to determine how we best given effect to a statutory responsibility. We will be looking to provide MKT with an update of resource consents for discussion. Although not mandatory it is appropriate that councillors should be aware of the resource consents and consenting related matters a list is provided in Appendix 1

Issues and Options:The council could agree that it does not require to be informed of resource consents received.

Community Views: Nil

Financial Implications and Risks:Nil

Resource Planning

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1. Active and deferred Resource consent applications from 19th September to 23rd October2018

RC ID

Applicant Name RC Description RC Location RC Status

1038

Vaughan, Steven Michael

Land use 170 Beach Road Deferred

1400

Vendbos Holdings Ltd

Subdivision 2009 SH1 Deferred

1446

Parklands Southland Ltd

Land use 166, Esplanade Deferred

1494

Edward Wilmot Co Ltd

Subdivision Valhalla Road Deferred

1495

Napoleon Ltd Subdivision 43, Wiffens Road Deferred

1506

Kanuka Terrace Ltd Subdivision 105, 5-15 Grange Road

Deferred

1514

Prestige Homes(Canterbury)

Subdivision 74, Torquay St Deferred

1527

Okarahia Downs Ltd Subdivision 392,State Highway 1

Active

1533

Nelson petroleum Distributors Ltd

Erection of signs 136-142, Beach Road

On Hold

1538

Harmac Concrete Ltd

Land use 137, Red Swamp Road

Active,(external consultant)

1540

South Pacific Helicopters (2016)Ltd

store fuel which exceeds specified amounts in DP

617-627 State Highway1

Deferred

1542

Reinke, Paul Jerome Dwelling 1.7m from neighbours boundary(Retrospective)

14, Miromiro Drive

Deferred

1545

Downer NZ Install new 20m telecommunications pole

Maui Street Active

1546

Walford David Albert

Subdivision 255/A, Bay Paddock Road

Active

1547

McGregor Steven John

Subdivision-Cross lease 14A, Rakanui Road

Active

1549

Crampton John Herbert

Subdivision 2 rural allotment

269, Mill Road Active

1551

Zhou Yixing Relocate a Portacom in a Flood hazard area

176, Mill Road Active

1552

New Zealand Motor Caravan Association

Operation of members only motor caravan park

19, old Beach Road

Active

1553

Pattison, Martin Visitor accommodation for 2 people

41, Koura Bay Active

1554

Maureen Morris To create a Right of Way 234/A, Beach Road

Active

1555

Anderson, Novi Lestia

Subdivide 2 lots and construct a dwelling on Lot 1

59, State Highway 1

Active

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2. Notified consentsThere are no notified resource consents. 29, Bayview Street subdivision resource consent decision is before the environment Court after an unsuccessful mediation attempt on 2nd of August 2018.

3. MonitoringMonitoring of complaints is ongoing

4. Authority5. General

Project Information memorandum processing is ongoing

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To: Council

Date: 31 October 2018

Subject: Responsible Camping Update

Prepared by: Matt Hoggard – Strategy, Policy and District Plan Manger.

Contributors: Jacob Turnbull – Policy PlannerLibby Clifford - Communications and Engagement Manager

Authorised by: Angela Oosthuizen – Chief Executive Officer

1.0 Purpose and Origin:This report identifies responsible camping sites for the 2018/19 summer, it has been developed based on the direction set by council and the Responsible Camping Working Group (RCWG).

2.0 Executive Summary:The following sites have been identified as possible sites for the 2018/19 summer:

South Kekerengu Beach Side (near Valhalla Stream) Status: Legal Road NZTA Designation Deadman Stream Status: Legal Road NZTA DesignationScarborough Street Recreation Reserve Area in front of Innovative Waste Kaikōura Southbay Recreation Reserve (south end of Peninsula Walkway) Kowai River and Inland Road Area Status Road Reserve with access over local purpose reserve (soil conservation and river control) Kowai Ford –True river left of middle ford Kahutara River Bridge – DoC parking area and access point for Ka Whata Tu o Rakihouia Conservation Park.

It is intended that three of these site will be promoted for the 2018/19 summer. A number of other sites have been discounted due to safety, environmental factors, complexity around land ownership or not meeting the RCWG criteria. These “other” site may assist with the 2019/2020 summer but will require work. For example The Shingle Pit Quarry Site – South Bay, has been removed from this list until concerns with the banded dotterels can be resolved. Banned Dotterels are classified as a nationally vulnerable species which is the same classification as the great spotted kiwi. More information on the Dotterel can be found here https://www.stuff.co.nz/environment/99498176/did-you-know-the-banded-dotterel-is-as-vulnerable-as-the-great-spotted-kiwi

3.0 Recommendation: 1. That subject to the cultural impact assessments and traffic safety assessments the following are

promoted as responsible places to camp within the Kaikōura District for the 2018/19 summer. a) South Kekerengu Beach Sideb) Deadman Streamc) Scarborough Street Recreation Reserve d) Southbay Recreation Reserve (south end of Peninsula Walkway) e) Kowhai River and Inland Road Area

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f) Kahutara River Bridge – Access to Ka Whata Tu o Rakihouia Conservation Park

2. Council agrees to resource portaloos for the following sites:a) Scarborough Street Recreation Reserveb) Kowhai River and Inland Road Area

3. Council resolves to allocate an unbudgeted amount of $10,200 for the provision of toilets and toilet cleaning for the 2018-19 summer season.

4.0 Background: This report follows on from the 26th September 2018 Council report. At the 26th September 2018 meeting Council agreed to minor amendments to the terms and reference for the responsible camping working group. Requested that a maximum of 3 responsible camping sites be identified for the 2018/19 summer. Agreed to the use of portable toilets, signage, education and communications and to explore water options for the 2018/2019 summer season and for monitoring.

The RCWG has met three times since Council agreed to its formation on 23rd May 2018.

In the August meeting the RCWG:1. Reviewed and agreed on terms of reference for the RCWG. 2. Considered and documented where camping presently occurs within the district and where it is

likely to occur in the future. 3. Developed criteria which could be applied to sites within the district.

In the September meeting the RCWG 4. Finalised the site suitability criteria 5. Confirmed the application of criteria to sites to determine what site are seen to be unsuitable,

suitable or may require additional work for responsible camping.6. Considered a communications plan and messages for the 2018/19 summer7. Identified sites for technical audits prior to promotion in the 2018/19 summer season.

In the October meeting the RCWG 8. Assessed the remained for the site identified in point 2 above 9. Provided feedback on communication options for the 2018/19 season 10. Agreed to the use of Tourism Infrastructure Funding for Kiwa Road for future planning of Kiwa

Road.

Of the 56 sites which have been assessed 38 have been discounted due to not meeting agreed criteria, 12 require additional works or railway assessment which make these unusable for the 2018/19 summer and 6 sites have been suggested for consideration for the 2018/2019 summer.

5.0 Issues and Options:

Sites have been identified by the RCWG for the 2018/19 summer. It is noted that these sites are still subject to cultural impact assessments and traffic assessments. Traffic assessment are currently being undertaken and are anticipated shortly. The cultural impact assessments are intended to be completed by 16th November 2018.

Therefore Council has requested 3 sites be identified for the summer season to ease the responsible camping pressure. Five sites have been suggested to ensure at least three site are promoted for the 2018/19 summer.

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The sites suggested by the RCWG for the 2018/19 summer are addressed in 5.1 to 5.7 below.

5.1 South Kekerengu Beach Side (Valhalla Stream mouth area) State Highway RS90/8.520

This site is legal road which is designated by NZTA. The proposed camping areas is 20m away from State Highway 1. The site as two entrances/exists approximately 50m apart and close to the beach with sufficient space for vehicle parking. Access meets sight distances and compliance with a type C crossing is achievable with surfacing of the access way entrance. Additional works to block one of the entrances that does not meet the sight distances will be necessary to have a single entry/exit. Staff are awaiting price indications for the works.

The site was passed by staff on Sunday 21st October and it was noted the site is currently being used for responsible camping.

If agreed to by Council NZTA will look at installing a sign to identify the area for camping. The signage is not intending to show toilets.

Toilets in this area are difficult to service, standard toilet hire costs are approximately $50 per week per toilet with a $35 service fee. Given the travel to service this site from Kaikōura it is more likely to be $200 per visit plus hire costs.

Council is currently awaiting the cultural impact assessment for this site.

5.2 Deadman Stream State Highway 1RS90/14.007 This site is legal road which is designated by NZTA. The proposed camping areas is 10m away from State Highway 1. Access to the beach is considered safe and easy underneath Deadman Stream Bridge, if promoted will look into including this information in any signage for safety reasons. An NZTA Opus report identifies that the location already has minor camping facilities such as seating and a rubbish bin. The RCWG have expressed the desire not to provide rubbish bins rather promote a carry in carry out approach.

The vehicle crossing is presently sealed and requires no upgrading.

Again the possibility exists for NZTA signage to identify the area for camping.

The same issue as discussed for South Kekerengu Beach Side arises when considering toilets.

5.3 Scarborough Street Recreation Reserve Area in front of Innovative Waste Kaikōura The site is presently a grassed paddock with a recreation reserve status located within a rural zone with a 50km/h speed limit. The site has no reserve plan but camping within a recreation reserve is possible. By way of example Hurunui District Council provide for and charge for camping ($5 per night) for use of the Balmoral Recreation Reserve. Charging for sites however will require consideration as to if the camping ground regulations apply and will require resource consent given the definition of visitor’s accommodation.

The present vehicle crossing provides access to Innovative Waste Kaikōura (IWK) offices and the rear of the reserve will be used for access to IWK’s site while upgrade of the area are occurring, a traffic safety assessment is required.

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Council’s files have been reviewed and no Reserve Management Plan (RMP) has been located. A RMP could be used to control how the recreation is managed. Council has no current plan for a RMP for this area. Standard portaloo costs would apply, proximately to IWK would make this site easy to service. This site could provide a temporary solution for the 2018/19 while additional research and development occurred for other sites.

We are aware that a portion of this site may be considered suitable for a pool and use by IWK. This may impact the suitability of this site for the 2018/2019 summer season.

5.4 South Bay Reserve (Southern end of Peninsula Walkway) The area offers facilities by way of dump stations, toilets, water and picnic tables. The area is a popular place in the summer. The land in split in to two areas, SO6234 which covers the areas around the large macorcarpa trees and roadway to the north. This area is under the control of DOC gazetted as conservation purposes. The southside (coastal side) is recreation reserve administered by the KDC.

Council’s files have been reviewed and no Reserve Management Plan (RMP) has been located. A RMP could be used to control how the recreation is managed. Council has no current plan for a RMP for this area.

Interims of camping the site has facilities, and a limited number of spaces could be allocated.

5.5 Kowhai River and Inland Road Area (Old clean fill site)

The site is essentially road reserve (Inland Road) which is controlled by NCTIR, access to the site is over local purpose reserve (soil conservation and river control) which is controlled by Environment Canterbury. From this site it is possible to walk down the river to gain access to the Pacific Ocean.

IWK staff have advised that parts of the site are still being used for clean fill however sufficient area exists at present for responsible camping. It is noted that although the adjacent seaward area across of state highway 1 is seen to have a higher amenity access to this land is over Ngai Tahu property.

A traffic assessment for this site is needed.

Toilets in this area are close to town and serviceable. Assuming once a week empty and clean a $100 per week would be an appropriate budget for the site.

5.6 Kowhai Ford – True river left of middle ford

Although initially identify as a quick win given the close proximately to town the site has poor amenity, in a hot summer it is dusty and close to the gravel extraction which is currently occurring from the Kowhai River. The site is local purpose reserve administered by Environment Canterbury. In time given the cycle trails which exist in the area development may be possible, however is unlikely to be ready for use for the 2018/19 summer.

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5.7 Kahutara River Bridge – DoC parking area and access point for Ka Whata Tu o Rakihouia Conservation Park.

The site offers limited space for camping, but meets the minimum 5 vehicle capacity. No internet access exists at this site. Cleaning of toilets within this area are possible and cheaper than Kekerengu however still requires additional costs which compared to sites within town.

The site still needs a traffic assessment.

5.8 Toilets

Only portaloo’s have been considered for the 2018/19 summer season. In terms of capacity NCITR currently provide 1 portaloo per 20 staff which are served twice weekly. The Department of Conservation Campsite service standards based the number of toilet pans on the maximum number of people likely to be occupying the campsite in peak season. It is assumed that there will be an equal number of male and female toilets. Pan numbers are based on the following table:

Table 1: DOC Pan Number Number of Toilet Pans Number of People

1 Up to 182 19 to 363 37to 574 58 to 755 76 to 1116 112 to 1507 151 to 195

Plus 1 additional For each additional 45

It is very difficult to estimate costing, as discussed in the September Council report it is estimated that approximately 150 responsible camping site will be required for the district.

Site capacity for the areas have been estimated in Table 2. Table 2 Responsible Camping Vehicle Capacity

Location Vehicle Capacity South Kekerengu Beach Side 15Deadman Stream 10Scarborough Street Recreation Reserve 30Kowhai River and Inland Road Area 30Kahutara River Bridge 6Total 91

Assuming council will not wish to meet the cost of serving remote toilets and based on DOC standards. It is recommended that two toilets are provided for Scarborough Street Recreation Reserve and two toilets are provided for Kowhai River and Inland Road Area. It is consider that the other sites are more suitable for self-contained vehicles.

Given that all responsible campers are not responsible it is recommend that monitoring of all sites occurs at that additional toilets be installed if necessary.

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Regarding timeframes for toilet installation toilets will need to be installed prior to promotion of sites and it is recommended this occurs through from the start of December to the end of March 2019, 17 weeks.

Assuming an average of $100 per toilet per week for 17 weeks $6,800 is required given the uncertainty as to how popular site will be it is suggested that 50% contingency be applied, this contingency could also be used to support other problem areas. This results in the need to allocated $10,200 for toilets. It is suggested that weekly reviews occur with the cleaning contractor to determine how effective once a week cleaning is and to determine if additional toilets are required.

5.9 Technology

Discussions have been continuing with Campermate who have offered to use Kaikoura as part of a trail to install capacity censors and push notification when site are full. This also provides opportunities to promote local camping grounds. If Kaikōura District Council is to be part of such a trial for this summer then camper mate need to know in early November as censors are required to be installed.

5.10 Communications for this summer The goals for this summer's communications and education activities are:

1. Decrease incidents of unwanted behaviours2. Support local (commercial) alternatives to freedom camping 3. Demonstrate to residents the Council is taking responsible camping seriously4. Increase ability of affected residents to report issues/act as guardians for camping areas

Behaviour change takes time and consistent prolonged education and enforcement. It is expected that although the increased communications and education will help modify behaviours such as changing the sites people camp at and help with some littering/human waste issues, it will not solve the problem entirely.

There is $3,700 allocated within the communications budget for freedom camping education and communications. This money will be spent providing approximately 8 signs at the locations Council decides to promote, a freedom camping flier distributed through local information centres (library, I site, campgrounds, local businesses etc.) and a limited amount of advertising through Camper mate. In addition there will be some radio and newspaper advertising paid for as part of routine communications activities.

To address goal 4 (residents ability/likelihood to report issues), Council's website and online complaints form have both been improved - information about where complaints should be directed is now clear and people using the form can now easily send images or other files. By December the form should also include a location feature, allowing people to pinpoint their location on a map, making it easier to accurately record and respond to issues.

This communications approach has been formed with input from the RCWG, Council CEO and relevant Managers.

Communications will need to be supported by increased enforcement activity and by providing portaloos at key locations.

6.0 Community Views: RCWG has been developed to represent a diverse range of views, no additional community views have been consulted outside of the RCWG.

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7.0 Financial Implications and Risks:Every aspect of responsible camping has a cost, do nothing results in complaints, unhappy ratepayers and staff time to react to the problem.

Provision and promotion of site and the supply of facility will require both communication costs and infrastructure costs. $3,700 has been allocated for communications no funds as yet have been allocated for the provision and cleaning of toilets which is estimated to be $10,200.

Staff time presently does not have a separate code and is being addressed from general planning and communications budgets

8.0 Context/Policy:The approached developed by the RCWG is consistent with previous council direction. The decisions made still ensure that New Zealand is a motor home friendly location.

At the national level the Responsible Camping Working Group has recommend a review of the Freedom Camping Act 2011 this may lead to a review of the Standard for Self-containment of Motor Caravans (NZS 5465:2001) this may lead to a change of the type of “self-contained” vehicle which could be hired. It is expected such law changes would take time and would likely have a lead in period, significant change is unlikely to occur before 2021.

Legislation: As no bylaw has been developed and only policy direction created the direction of the RCWG complies with legislative requirements

Community Outcomes: The paper helps address the following community outcomes:

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Appendix 1: Location Maps Suggested Responsible Camping Sites for 2018/19 Summer

South Kekerengu Beach Side (near Valhalla Stream)

Deadman Stream

Scarborough Street Recreation Reserve Area in front of Innovative Waste Kaikōura

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South Bay Reserve (Southern end of Peninsula Walkway)

Kowai River and Inland Road Area

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Kahutara River Bridge

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To: Kaikōura District Council

Date: 31/10/18

Subject: Kaikōura Youth Council update

Prepared by: Kaikōura Youth Council and Vicki Gulleford Youth Coordinator

Authorised by: Angela Oosthuizen, CEO

Purpose and Origin:This report notifies the Council of the recent activities of the Kaikōura Youth Council.

Executive Summary: Youth Council is proving to be a popular group – our membership is now at 18 with a high

number of senior school students. We’ve been working to include more youth in our events and to be out more in our community.

During the recent school holidays we held a Mini Golf and BBQ event. Te Hā o Mātauranga organised Daisy Lavea-Timo to come and some of our members took the opportunity to learn MC skills and to write and present Spoken Word pieces at an evening showcase.

We co-hosted an event with Mayfair Theatre – Dr Dragos. This was targeted at youth. We had around 30 people attend.

Youth Council members helped set up and pack down the Preschool Health Expo. Our next event is a Halloween themed Youth Blast night at the Scout Hall on 2 nd November for

high school aged youth. We have volunteered to do face painting at the Earthquake Anniversary picnic on 14 th Nov. 8 of our members are keen to make up teams for the Warrior on 17th Nov. We have our planning for Seaside Sounds well in hand. This is booked with Event Hire on 15 th

December and will cater for preschool, primary and two high school age groups. We have the inflatable igloo, a marquee and the foam machine coming. We will run a BBQ at the event – venue to be confirmed still.

We have members representing youth voice with various groups - Creative Communities Funding Committee, Responsible Camping Working Group, Love the Lyell Group.

Te Hā o Mātauranga are running smartphone/tablet education sessions. Youth Council members are volunteering as the tutors for these.

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To: Council

Date: 31 October 2018

Subject: Representation Review 2018

Prepared by: Darryl Griffin

Authorised by: Angela Oosthuizen

Recommendations

That Council:1. Confirms and adopts as its Final Proposal for the Representation Review 2018 (as the basis

for election at the next triennial general election and to continue in effect until a subsequent determination) the Initial Proposal that was resolved at the 29 August 2018 Council Meeting as follows;a. that the Council comprise 7 Councillors and the Mayor, all elected at large; andb. that the Council does not establish any Community Boards

2. Gives public notice of the proposals contained in this resolution in accordance with the legislative requirements.

Objective of the Decision

To recommend that the Council’s Initial Proposal for representation arrangements for the 2019 and 2022 elections be formally confirmed and adopted as the Council’s Final Proposal, and that the proposal be given public notification, in line with the following legislative requirements:(a) The Council must consider, and hear if requested, any submissions received on its Initial

Proposal and, based on those submissions, either confirm or amend the proposal as its “final” proposal – there were no submissions received.

(b) Section 19Y LEA01 specifies if there are no submissions on the proposal publicly notified under section 19M, the proposal becomes the basis for election at the next triennial general election and continues in effect until a subsequent determination and the Council must give public notice accordingly of that basis for election.

Background

The Local Electoral Act 2001 (LEA01) requires local authorities to carry out a review of their representation arrangements at least once every six years. Having previously conducted a representation review in 2012 for the 2013 local elections, the Council is now required to undertake a representation review for the 2019 local elections. Representation reviews are defined by the LEA01 as “reviews of the representation arrangements for a local authority”.

Those arrangements include: The number of Councillors to be elected to the Council; Whether Councillors are elected by Wards or by the District as a whole (or a

mixture of both systems); If elected by Wards, the number, boundaries and names of these Wards and the

number of Councillors that will represent them; and Whether to have Community Boards, and if so how many, their boundaries and

membership.The review is set by a statutory timeline and process. The Council must give notice of its “final” proposal not later than 19 November 2018.

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The Council determined as its Initial Proposal at its meeting on 29 August 2018 to retain the status quo i.e. that the Council comprise 7 Councillors and the Mayor, all elected at large; and that the Council does not establish any Community Boards.

Public notice was given on 6 September 2018 and a period of one month (until 12 October 2018) was notified for the receipt of submissions. There were no submissions received.

LEA01 (section 19Y) requires that if there are no submissions on the initial proposal publicly notified under section 19M, the proposal becomes the basis for election at the next triennial general election and continues in effect until a subsequent determination and the Council must give public notice accordingly of that basis for election.

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To: Council

Date: 31st October 2018

Subject: Re-starting the Significant Natural Areas Working Group

Prepared by: Kate Hunt, Biodiversity Officer

Contributors: Matt Hoggard, Strategy, Policy & District Plan Manager

Authorised by: Matt Hoggard, Strategy, Policy & District Plan Manager

Purpose and Origin:For Council to agree to re-start the Significant Natural Areas Working Group (SNAWG) to guide the Significant Natural Area (SNA) Program.

Executive Summary:The SNA Program aims to work with landowners to manage and protect significant areas of Biodiversity on their properties. It has been on hold since 2011 when KDC last employed a Biodiversity Officer. It is now in the process of being re-started. After consultation with Tasman and Marlborough District Councils, it is recommended the best next step is to re-start the SNAWG which was active while the SNA Program was running 2005-2011.It is hoped that the combined experience and knowledge of the members of the SNAWG will help to guide decision making in the initial steps to re-start the SNA Program and ensure its long term success.

Recommendation: Council receive this report.Council agree to the Significant Natural Areas Working Group being formed.If the Council agrees to re-start the SNAWG, then nominate a Councillor to be a representative.

Background: The previous role of the SNAWG was in an advisory capacity and in which the Biodiversity Officer provided updates to on the progress of the SNA Program.In the past the SNAWG consisted of members from Federated Farmers, Department of Conservation, Environment Canterbury, Ministry for the Environment, Councillors and staff from KDC. Along with these representatives, it is also proposed that 2-3 SNA landowners will make up the SNAWG. KDC is obligated under Section 6(c) of the RMA to provide for the protection of significant natural areas and species. As part of this our District Plan details policies and implementation methods in which to do this and makes several references to the SNAWG and its ongoing role in the SNA Program.

Issues and Options:Option 1. Agree to re-start the SNAWG, making use of members combined expertise and knowledge to guide the SNA program.Option 2. The Biodiversity Officer remains the sole decision maker of the SNA Program.

Community Views:

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Community members have not been recently consulted, the District Plan set out a clear method to address section 6(c) matter. The Plan was subject to public notification, submission and hearing and provides clear direction and sets community expectations.

Financial Implications and Risks:It is expected that members of the SNAWG will volunteer their time to attend meetings. It is expected that meetings will initially be monthly; this may decrease in frequency depending on the progress of the group.

Context:Policy: District Plan Section 22.4.2 Policies and 22.4.3 Implementation MethodsLegislation: Under Section 6(c) of the Resource Management Act 1991the Council has a responsibility to recognise and provide for the protection of areas of “significant indigenous vegetation and significant habitats of indigenous fauna” as a matter of national importance.

Appendix – Relevant Section 22.4.3 of the District Plan

2. Through the Council’s annual planning process to provide resources to undertake consultation with landowners and promote community awareness on the importance of protecting areas of significant indigenous vegetation and significant habitats of indigenous fauna. Methods include:

a. Undertaking consultation with landowners, other agencies and Te Runanga o Kaikoura to develop a register of confirmed areas of significant indigenous vegetation and significant habitats of indigenous fauna in the Kaikoura District. The register shall be;

i. established based on a list of nominated (possible) areas of significant indigenous vegetation and significant habitats of indigenous fauna derived from a variety of sources;

ii. confirmed following the landowner consultation process outlined in implementation method 3;

iii. generally available to the community except that the Council will consider individual requests for privacy, with copies located at the library, council offices and offices of other government agencies such as the Department of Conservation and the Canterbury Regional Council;

iv. reviewed at least every two years by the Council and the Significant Natural Areas Working Party or nominated successors, with provision for agreements on new sites and deletions and to allow new entries to be added to and deleted from, the register of nominated sites on a continuous basis. The sites making up the register of confirmed sites will be monitored on a revolving basis at no more than five-year intervals. Updating will occur as necessary.

b. Provision of written material or visual displays in the form of pamphlets or display boards in community centres or libraries.

c. Investigating the establishment of a group such as a landcare group, as a successor group or having complementary functions to the Significant Natural Areas Working Party, comprising landowners, Federated Farmers, Council staff and other agencies such as the Department of Conservation and Canterbury Regional Council, to oversee the management and monitoring of identified areas of significant indigenous vegetation.

d. Encouraging a partnership agreement between Kaikoura District Council, landowners and the Department of Conservation. Council and the Department of Conservation will provide advice and assistance to landowners in the management of individual sites identified in the register and assist in the investigation of opportunities for financial and other appropriate assistance. Assistance such as

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fee exemptions may also be negotiated with owners of confirmed sites as positive acknowledgment of management plans, covenants or other commitments made by landholders/managers to protect the site.

e. Allocation of financial contribution funds for protection, where appropriate.

f. Supporting community initiatives by considering incentives such as community environmental awards.

g. Where appropriate, encouraging other forms of protection and management over sites of significant indigenous vegetation and significant habitats of indigenous fauna, such as QEII covenants, conservation covenants, Reserves Management Plans, Management Agreements and voluntary land purchase.

h. Liaison with the Canterbury Regional Council regarding the management and eradication of undesirable plants and animals which threaten areas of significant indigenous vegetation and significant habitats of indigenous fauna with reference to the Bio-security Act 1993.

i. Continuing consultation with landowners of areas of significant indigenous vegetation and significant habitats of indigenous fauna.

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Report to: CouncilDate: 11/10/2018Subject: Marking two years since the 2016 earthquake Prepared by: Libby Clifford, Communications and Engagement Manager Input sought from: Kim Whitwell, Communications coordinator, Communications working

group. Authorised by: Libby Clifford, Communications and Engagement Manager

Purpose

Provide the Mayor and Councillors with an overview of events planned for November to mark the two year anniversary and how these events fit into the wider schedule of events in Kaikoura November.

Executive Summary

There are several community led events planned to mark two years on from the November 14 2016 earthquakes. The events run throughout November.

This milestone is about coming together to recognise the loss and hardship caused by the magnitude 7.8 earthquake and acknowledge the progress our community has made along its’ recovery journey.

Council is helping coordinate and promote events organised by our community to mark this important milestone.

There are also a number of annual events that are occurring in November around the two-year anniversary but that are not specifically commemorative events.

Recommendation

That Council:

Notes this report

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Community events marking the earthquake

A short summary of the currently planned events is below.

Date and Time

Event Name Where/When Contact/More information

TBC Combined Church Community Service

TBC TBC

Wednesday 14/11

Hapuku School Play – EQ theme (TBC?)

Memorial Hall Matinee – 1.30pm, koha

Show and hangi – 7pm, $25

Hapuku school run event Contact: Hapuku School principal@hapuku.school.nzWhakaari or drama with an EQ theme / it is bi-lingual / akonga (students), Kaiako (teachers) and whanau will be involved in the drama

Community planting on the peninsular – planting native (?) trees

Point Kean Car ParkMeeting at 10am

Community led event

Contact: Lorraine manager@treesfortravellers.co.nz

All welcome, bring appropriate footwear, a spade and your lunch

Supported by Innovative Waste Kaikōura Limited, Trees for Travellers, Kaikōura District Council, Department of Conservation and Whalewatch.

Up to 200 'Get Ready' kits from Habitat for Humanity delivered residents

Packs to be distributed to pre-identified residents by 20 volunteers from across the community

Habitat for humanity led event

Contact jen.johnstone@habitat.org.nz

Packs provide a sample of products required to make a home quake-ready to help families address key vulnerabilities and provide guidance/education so that families/individuals know how to address remaining vulnerabilities themselves in the future.

Volunteers to come from (Council, Māori Wardens, Lions Club, Te Ahi Wairua, Te Tai o Marokura, Red Cross, Youth Club etc..)

Community Picnic Churchill Park4pm-8pm

Council run/organised event$5,000 allocated from Mayoral fundContact: Sheena.Hamilton@Kaikōura.govt.nz All welcome, bring your own picnics. A variety of entertainment and activities will be on offer including sausage sizzle, music and games.

Friday 16/11

Night market (details TBC)

West End Container MallTBC

Community led event Contact: Olly Hughes drumolly@gmail.com

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Other events in November

A short summary of the larger events of which Council is aware are below.

Date and Time

Event Name Where/When Contact/More information

Saturday 10/11

Top of the south film festival

Kaikōura Museum

6.30pm 

A joint event hosted by The Mayfair and Kaikōura Museum.

Red carpet dress, films from a wide range of genres between 3 and 14 minutes - 15 great films! 2 hours with a 15 minute interval.

All Proceeds towards The Mayfair Rebuild

Contact The Museum 03 319 7440Topofthesouth.org/film.festival

Sunday 11/11

RSA remembrance service (Armistice Day)

Kaikōura cenotaphInformal gathering from 10.30am.

Community led eventContact: Yvonne Morrison 021 2611 985

Mon 12/11-

Cycle trails trust public meeting

Memorial Hall Supper Room

5pm-7pm

Destination Kaikoura led event

Contact TBC

Friday 16/11

Garden Club rose show

Memorial hall

1pm-3pm (TBC)

Community led event

Saturday 17/11

White Ribbon Riders visit Kaikōura

Kaikōura primary (TBC)

Council run/organised (Violence Free)

Contact: Jo York joanna.york@Kaikōura.govt.nz

Start of the ‘White ribbon riders’ tour a week-long motorcycle tour every November in support of White Ribbon Month. Motorbikes and potentially a speaker to visit the primary school market.

https://whiteribbon.org.nz/act/white-ribbon-ride/ Primary School Market

Local stalls selling arts, crafts, food and produce

N/a

Kaikōura Warrior South Bay Racecourse

10am-4pm

Sport Tasman led event

Contact: Nicola Redwood, 021 0269 4507.

An annual fun run/obstacle course/community event with options including a 1.5km Mini Warrior, 3km Apprentice Warrior, or 6km Ultimate Warrior.

This year is fundraising for the pool.WebsiteEmail   Facebook page

Sunday 18/11

St Joseph’s garden tour and high tea

Gardens, followed by afternoon tea at

St Josephs led event

Tickets $25

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parish hall

1-4pm Friday 23/11

First passenger Coastal Pacific Train celebration

Train arrives 12.30pm

Departs for Chch 1.30pm

Kiwi Rail led event The first passenger train is running from Blenheim to Kaikōura. A number of VIPs have been invited on to the train including ministers, Mayors, CEOs and local iwi members. It is expected to arrive in Kaikōura at 12.30pm and be met with a short ceremony at the Whale Way station. VIPs will leave the train and move on to other engagements, the train will then be filled with NCTIR workers and continue to Christchurch

Council support

All organizers of community events have been offered communications support including:

Help creating posters/collateral

Featuring in a Council media release

Space in Council’s Kaikōura Star advertising

Mentions on the November radio advertising

Promotion through Facebook and email newsletter

Posters in council chambers and on the temporary community noticeboard

Features on the Events Kaikōura and/or Council websites https://eventsKaikōura.co.nz/all-events/?tribe-bar-date=2018-11

Financial implications and risks:

$5000 has been allocated for the community picnic. Other events are being supported through in-kind support, staff time and communications support.

Community outcomes supported

Choose all that apply from (delete any that do not apply)

Our community is resilient, safe and well and has their essential needs met

Residents and visitors enjoy an improved quality of life in our District.

Background

Any additional information that may be needed to help Council reach a decision.

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Report to: CouncilDate: September Subject: Monthly Communications Report Prepared by: Libby Clifford, Communications and Engagement ManagerInput sought from: Kim Whitwell, Communications CoordinatorAuthorised by: Angela Oosthuizen, CEO

Purpose

Provide the Mayor and Councillors with an overview of communications and engagement activities and key statistics between 22 September and 19 October

Executive Summary

Key focuses over this time period were responsible camping, Civil Defence and internal/organizational communications.

Recommendation

That Council:

Notes this report

Area of focus – Civil Defence communications

The national earthquake and tsunami drill (Shake Out) on October 18 th was identified as an opportunity to promote general community and personal preparedness and to continue to drive sign ups to Gets Ready, Kaikōura’s newest emergency alerting tool.

Following on from the rural community meetings in August/September, Civil Defence messages were promoted through the radio, hardcopy and email newsletters, Facebook and the newspaper, a media release and radio interview.

Sign-ups to Gets Ready rose from approximately 300 to approximately 500.

The bulk text function of Gets Ready was then tested on the 18th October. The test identified several issues with the service ranging from restrictions on message length to delays in messages arriving to some people not receiving messages at all. Council staff are currently working with Gets Ready to identify the causes and potential solutions. A second test may be held once the issues have been resolved.

Area of focus – Rebuild communications results

5 videos were created giving updates on five of the key projects within the rebuild programme. The videos and supporting text were published in various forms to the newspaper, our website, Facebook and YouTube and included in the September email newsletter.

The campaign was very successful, shown through the following statistics: website 646 unique page views of rebuild related pages from 1 September to 18 October, average time on page 1.21mins,

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YouTube 170 views, email newsletter approximately 160 clicks on relevant stories/links, Facebook statistics are below.

Post topicPost type

Reach

Minutes watched

The Clarence Valley Video 1203 130

The Fords reservoir Video 1292 82

Rebuild update earthquake Photo 1721

Aeration Lagoon Video 1753 240

Lyell Creek Sewer Video 2504 516

5 Bridges Video 4946 913

The challenge now will be to meet and manage expectations as the projects develop and timelines for delivery evolve.

Area of focus – complaints and requests for service improvements

Work is underway to improve Council’s complaints and requests for service process. Steps taken to date include:

Identifying the various steps in the current process and sources of information and data for further analysis and investigation

Improving our online form to make it easier for complainants to understand the process and for council staff to action complaints/requests

Adding the ability for online form users to upload images/documents/files (so photos or documents can be sent through the website)

Setting up an online survey to gather any insights from residents/ratepayers (4 response to date)

A report will be delivered to Council on progress in the near future.

Area of focus – freedom camping

An update on the communications plans around responsible camping is included in the responsible camping report.

September/October Events/In-person activities

Activities included:

Second Hīkoi follow up meeting with organisers, NCTIR, NZTA and KiwiRail

Youth Council support

Bee Awareness week – talk by DOC at Suburban School

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Love the Lyell Spring Clean-up day

Kaikōura water zone committee meeting (comms support for ECan – content on website, Facebook, NL)

September/October media

Paid placements in the Kaikōura Star on the 19th September, 3rd and 17th October.

Content included rebuild update, signing up to have rates bills sent via email (prizes), Civil Defence and Gets Ready, job advertisement and contacting Council departments

Kaikōura Star Mayoral column (weekly).

Media enquiries:

Natural hazards update (nothing issued)

Shared pathway

Civil defence radio interview (NewstalkZB)

Media releases:

24 September: Rebuild update

09 October: Council Gets Ready for Shake Out

09 October: Library now available anytime, anywhere

19 October Civil Defence Shakeout success

September/October newsletters

Key email newsletter statistics

Month

Total subscribers (change from previous month)

Total Opens (change from previous month)

Total Clicks (change from previous month)

Top 3 clicked articles

August 2009 (- 2) 1954 (+8) 373(-116)

GNS interactive map of faultlines (82 unique clicks)3 Year Plan Adoption – fees and charges changes (20 unique clicks)Coastal pacific train return (16 unique clicks)

September

2007(-2) 1827 (-137)

370 (-3) Rebuild update – 5 Bridges update video (YouTube) (63 unique clicks)Five Bridges update – website page (29 unique clicks)KDC website (23 unique clicks)

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October 2000 (-7) 1258 (-569)

157 (-213) Civil Defence - Gets Ready (44 unique clicks)Olivia Doughty ‘think kind’ competition (10 unique clicks)Speed limit consultation (7 unique clicks)

October Hardcopy newsletter

Collaboration between NCTIR and KDC (running until December 2018) sent to 1692 letterboxes across the district to provide information to residents who don’t have/use online channels.

October theme – Civil Defence in Kaikōura, knowing tsunami risk, where to get information in an emergency, planning for an emergency (individual, community and Council responsibilities), tools (Gets Ready and community hubs

September/October Website

Updates and upgrades are continuing. Completed improvements include the ability for customers to upload files/images as part of the contact us/complaints form.

Upcoming improvements include: adding/improving our online payment options (encouraging online payments helping to reduce staff time needed to chase or match payments), streamlining the way email newsletters are created (freeing up staff time and allowing us to provide targeted information to those who have indicated specific topics of interest).

September/October Facebook

General insights

Working towards moving media (video) through edited and live videos (Civil defence and rebuild).

Over September/October we spent $425 on Facebook advertising that helped us reach 4,267 people who engaged with our posts over 3000 times and clicked the links we were promoting 213 times. Promotions included: Civil Defence, rebuild, and community events including TEDx, the upcoming RSA remembrance service and the ‘bird of the year’ competition.

5 posts with the largest reach in September/October

Post topic Post reach

Rebuild five bridges video 4946

TEDx promotion 3702

‘Gets Ready’ Civil Defence sausage sizzle at New World 3607

NZ Transport Agency consultation on new permanent speed limits along sections of State Highway 1 3601

Kaikōura featuring in Channel NewsAsia for beautiful places to eat and walk in New Zealand. 3284

September/October Internal Communications

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Internal communications activities this month included support decisions around parking, Christmas office and leave arrangements and investigating team building and staff engagement strategies and tactics.

Starting on November 1, a series of staff meetings and activities have been planned to help build a shared understanding of Councils priorities and work and how teams contribute to each other and to continue to strengthen our internal culture. These include:

Staff meeting to ‘launch’ the workplan documents and alignment process

Staff breakfast on 14th November (cooked by the leadership team) to mark the 2 year anniversary

All staff away day on 15th November

Monthly ‘delivery meetings’ beginning in December – all staff meetings designed to celebrate achievements and ensure key projects are kept visible and discussed in a timely way with all staff

In addition, the HR Officer has organised the introduction of an Employee Assistance Programme (EAP) offering free mentoring, mental wellbeing and coaching support to all staff members. This is expected to be in place by early November.

Financial implications and risks

Nil, activities funded from Communications budget.

Community outcomes supported

Our community is resilient, safe and well and has their essential needs met

Our community participates in decisions and planning in a way that benefits our future.

Residents and visitors enjoy an improved quality of life in our District.

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To: Council

Date: 31 Octo0ber 2018

Subject:Regulatory Services update

Regulatory Services Update

Prepared by: Mark MitchellBuilding and Regulatory Manager

Authorised by: Chief Executive – Angela Oosthuizen

Purpose and Origin:

To provide Council with an update as to the works and services the Regulatory Team has being providing over the past year.

Executive Summary:

The BCA have seen a massive increase in our inspection delivery and continued steady rise in building consent applications.

Our Regulatory Officers are busy with RMA condition matters, littering, late dog registration follow-ups and continued issues with Ozone.

Our EHO team continue to support KDC with enquires from the public regarding faecal matter on public beaches and car parking areas, Liquor Licensing inspections and other Health Act matters.

Tina Donald our QA contractor, continues to ensure that the BCA are keeping up to date with all required audits and quality assurance matters.

Joy continues to hold her own at the front office and continued customer support in so many areas of the business.

Tri-Agency first meeting held at Memorial Hall.

Liquor Licensing inspections undertaken with both Regulatory Manager and Tri-Agency.

Staffing Matters

The LIM’s, Liquor Licensing and Environmental Health Officer is now working a 32 hr week and having a well-deserved break on a Friday.With Building Administrator soon to leave us we will be faced with challenges in our administration capacity for BCA and TA work. Job applications for the BCA/TA administration roles closed last Friday. Chris and I carried out shortlisting’s on Tuesday. I will be arranging interviews for week beginning 22nd Oct.

Building Administrator is arranging a meeting with Richard, Daniel and Janet next week to look at some of the end admin process that they could do and was volunteered up by the BCO’s a number of weeks ago.The Building Administrator will also discuss the BWoF component with Janet. We are currently reviewing whether an additional Building Inspector due to the ongoing increase in inspection delivery in the district. Long term, the benefit of this will enable us to pull back

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outsourcing building consents and better manage these in-house. In the meantime, the building and Regulatory Manager is currently helping out delivering inspection when he can.Technical and Procedural AuditsPhilip Bone will be back in the building soon to carry out BCA technical and procedural audits as required by MBIE.Online Building Consent LodgementGoShift our online consent lodgement system has a new name- ‘Simpli’We are anticipating transitioning from a trial period to a live system by November. Stephanie Lay project manager from Simpli has sent me details of the comms other Councils have used prior to going live and instructions for customers. I will get our Regulatory Officer to look at the templates and adapt them to suit our needs.

Recommendation: Report be received for information

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To:

Kaikōura District Council

Date:

31st October 2018

Subject: Kaikōura Community Services Update

Prepared by:

Susi Haberstock - Community Services Manager

Authorised by: Angela Oosthuizen - Chief Executive

1. Purpose This report is to provide the Mayor and Councillors with an update on the overall Kaikōura community wellbeing. It is for information only and no decisions are required.

2. Recommendation - That the report be received - Noted that we have employed Steve Vaughan as the Rebuild Navigator- Noted that the Community Development position is a split role between Arlene Brown, current Outreach coordinator, and Kim Whitwell, current community communications 3. Community Update

a. Community Development – Susi Haberstock• Rebuild Navigator (externally funded) – Steve Vaughan is our new Rebuild Navigator, supporting our citizens to negotiate their way around their repair and rebuild.• Community Development Officer - Arlene Brown and Kim Whitwell will cover the shortfall for the outreach and community communications DIA funded positions which are winding down.• Outreach – Supporting the wellbeing side of 15 families who are affected by section 124’s. It is envisaged that the community development officers continue this work.• Housing – MBIE Temporary Housing update (TAS)

58 Active cases in Kaikoura

7 were closed, did not require TA

10 have yet to settle with the insurance company

5 have settled with the insurance company, no repairs being planned

3 have settled with insurance company and have repairs planned

25 could not make contact with them

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b. Emergency Management - Kd ScattergoodThis month has been all about Get Ready Week and Shake Out the week of October 15 th to

19th. We promoted disaster preparedness and signing up to our alerting system Get Ready by:• Sausage Sizzle at New World on the 14th• Give Away Tuesday at New World on the 15th• Media-Facebook, Radio, Ad in Star• $650 in prizes donated by North Canterbury Neighbourhood Support• Stan the Civil Defence Dog visited local business on the afternoon of Oct 18 th

The promotion doubled our subscription to Gets Ready to over 500 people. We tested the texting alert function on Gets Ready. There were problems with delayed or no texts to subscribers. We have given feedback to the developers but have not had an answer at the time of this report. Training Council staff participated in Shake Out 2018 by undertaking an earthquake drill. Radio UpdateDue to a two-day EMO forum and Shake Out, the entire radio roll out and test has been pushed back to November. However, the following communities have been give their radios with their hub box:

• Clarence• Kekerengu• Oaro• Inland Road• Goosebay (via the rural fire station)

c. District Library – Jackie Brown• 19th September we migrated our Liberty system in to a cloud based server and have opened

up many more avenues for our Library’s patron’s access to our facilities. With the system being able to be accessed from patrons own internet capable devices, they can keep up to date with any upcoming events, keep track of their lending, and renew any items on their account. Also with it going online, they are also able to browse our catalogue 24/7 and reserve any new or items still out on loan and get notifications sent to them when they are available to borrow. Much appreciation to the Library staff and everyone involved that got us through to this point.

• We were lucky enough to be asked to host Craig Smith at the Library on the Saturday 6th. Craig brought with him his amazing selection of great songs and stories that he is famous for to entertain and delight our local children and Parents/Grandparents alike. He introduced us

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to his latest book "The drippy Bear" and the crowed was visited by a special guest Kaha the Kea. Over the two sessions we had a count of 60 young and old. Thank you to our Community Grants funding for making this visit possible.

• The local Hospital patrons have lent us some of their fine artwork to decorate our Library walls with at the moment and it looks fabulous. Thank you to Carol Cumpstone and the Kaumatua at the Hospital for letting us display their work.

• This month is vegetarian month and Nikki has put out an awesome display of all the relevant books we have whether it be cooking or just to get healthy for the summer months ahead.

• The 8th - 14th October was Mental Health week and our display in the library was boosted by some extra resources from our local All right? Campaigner Rachel Vaughn.

• Saturday 13th October we had another author Phil Walsh kick off his book launch -The Typical Coaster- sponsored by Delta and 100% of the proceeds going to Dementia Canterbury. He entertained a gathering of around 25 with tales of the West coast and the many adventures he had growing up there. It would have been great to have had him read the whole book, but the creamed cinnamon oysters and a cup of tea were enough to pry us away from Phil's exciting tales. The Library acquired copies of both his publications and they will be available to borrow soon. Phil sold I believe 16 copies of his book to some very happy locals.

• Toddler Time on Monday 15th was a great opportunity for our local Civil Defense Coordinator Kd to share with our wee group the upcoming Shake Out day Thursday and pass out info bags. She was joined by Stan the dog to entertain the children. Some loved Stan and some didn’t. Shake Out day on Thursday 18th in the Library will see us run through an evacuation of the building (staff dependent) and give us an idea if we need to do more training/practice for getting patrons safely out of the building during emergencies.

• The Library has just signed up to being a coordinator for the Spark Jump program the brainchild of the nonprofit Spark Foundation which gives Family's an internet connection with children under the age of 18. It is pre pay no contract and gives family's that may have issues connecting through other Telco’s the chance to have access at home for children’s educational needs. This is also run in conjunction with our Stepping Up partners.

• I will be away for training on Monday 5th November as the National Library Interloans Service is going global and cloud based. The training is a full day at the new Christchurch Library Turanga. Looking forward to meeting fellow Library workers and sneaking a peak at the new Library facilities.

• On the statistics side of the Library, we have had great feedback on the online presence since the migration and a few online membership applications already. It is still a work in progress but it can only improve from here on in as we get more information out and fresh ideas on what the Library community needs. We have signed up 23 new members this month and I have added 30 new books this week to our collection. Still weeding out any items past their prime our not circulating anymore.

d. Te Ha o Matauranga – Sarah Beardmore and Vicki GullefordSupporting tamariki/rangatahi• We are running a weekly maths support group for primary school children - this is eagerly

attended by 5 - 8 children.

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• Our Youth Worker is running a couple of groups each week - a group for year 7-10’s and a study group for year 11’s + to ready them for NCEA exams. She has held an initial ‘get to know you’ bbq at the High School and is running games one lunchtime each week at the school. She is also working 1:1 with a Te Kura student and has helped her achieve a good number of NCEA credits.

• We worked with Red Cross to hold a pamper day with Meg from Wildflower Botanicals to engage several girls in our community.

• Te Hā brought Daisy Lavea-Timo up to run Spoken Word workshops during the holidays. This was well attended by about 15 youth with a performance night held at the Scout Hall. We have some amazing talent in our town!

• Our work with Kaikōura Youth Council continues, supporting this group (now with 18 members) to run monthly events, gain youth voice and give feedback to appropriate channels on youth needs and thoughts. The Youth Council and Mayfair Theatre co-hosted Dr Dragos for a youth targeted event with 30 attendees. They have also held a mini golf event over the school holidays and attended MC training with Daisy Lavea-Timo. This group has grown by about 30% this year and has a larger than normal group of senior students as members. Educational Opportunities

• We are about to start the Reading Together programme with Hapuku School. This is a Ministry of Education programme normally held within schools, however in order to gain more whanau input the programme has been offered to community organisations to partner with schools. Evidence shows the programme accelerates reading success and has long term benefits to whanau so we are working hard to ensure participation and outcomes.

• Drivers Licences - we have learner driver licence training on offer every month, supporting the participants to successfully pass the theory for their learner’s licence. A large part of our work is helping people obtain the correct ID and we support them with reading the test if necessary. A group of 8 are going through to Rangiora on 24/10 to sit restricted/full licences.

• We have a Term 4 Educational Programme out with a range of options including learning to sew, smartphone use, Driving, making a CV, Power of Attorney and a Methamphetamine Seminar! Supporting our Community

• The hub continues to be a busy place for groups and organisations to meet and connect. Groups using the premises include Sit and Be Fit, Violence Free Network, Stopping Violence Counsellor, Te Reo group, Kaileles Ukulele Group, Time Exchange, Te Korowai, A & D Support Group.

• We also have the community shed and community garden on site, with a fluid group of users. We are grateful to have a couple of stalwart volunteers who keep the shed open twice a week and give a huge amount of time to supporting others in our community with their projects.

• We are working with a group focusing on exit strategies and support for Kaikōura locals finishing up with the NCTIR project and their plans going forward. A focus group was held last week with good feedback from the group about what they enjoy with the work with NCTIR, what they will be looking for in the future etc. The workers will be exiting in a staggered timeframe and NCTIR are encouraging locals to be moved (where possible) to another part of the project to prolong their employment. Ara Institute of Canterbury are part of this group and have been in contact with Sudima to develop hospitality training that may suit exiting NCTIR workers and fulfil Sudima’s needs.

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Organisational Business• Our 2017 accounts were audited with no issues. Our 2018 accounts have been compiled for

our reporting to Charities and are currently with the auditor. Our AGM was held 1/10/18. We have submitted our accountability reports for several Lotteries grants. We are looking at future sustainability options.

e. Canterbury District Health Board collated health reports – Rose HendersonMinistry of Education – Nelson, Marlborough

MoE provision of services to early childhood centres and schools in Kaikoura is now BAU, and includes:• The Learning Support Delivery Approach (LSDA) is now operational and includes co-

ordinated responses to requests for support (ie. referrals), with RTLB (Resource Teachers of Learning and Behaviour) and MoE Learning Support

• Learning Support service to Kaikoura (eg. Early Intervention, Behaviour support, Speech & Language Therapy) continues to be coordinated through our Marlborough/Kaikoura Service Manager (Rachel Patrick)

• The Kaikoura Kahui Ako is supported by a Kahui Ako Lead Adviser • We continue to support the PB4L (Positive Behaviour for Learning) School Wide Programme

in Kaikoura schoolsThe MoE has provided additional staffing to schools in Kaikoura for the past two years, which will finish at the end of this year.

Barnardo’s September 2018: Inspire Kids Project Kaikōura Summary

What themes have you found in your community this month?Parental separation, relationship difficulties and financial difficulties as well as regression and acting out behaviours by children.What stakeholders have you engaged with?Te Hā O Matāuranga, Plunket, Oranga TamarikiRegular presence at Barnardos Early Learning (BEL) KaikōuraOther Comments: (include feedback from parents/carers, community members etc.)Very positive feedback from teachers at BEL regarding the regular Social Worker presence at Kaikoura BEL. An opportunity for teachers to discuss any queries or concerns they may have for children and how to best approach and engage families.

NZ Red CrossUpdate on Recovery Activities to 30 September 2018 – Community Preparedness Events The November 2016 EQ Recovery team have identified 27 close-knit rural and school communities throughout the three districts of Hurunui, Kaikoura and Marlborough that are likely to be isolated or are vulnerable in light of previous and future emergency events. We are working with them (and other local agencies where appropriate) around some events to strengthen their community preparedness and engagement. As at 11 October, eight events have been held in Hapuku, Waiau, Lyford Village, Rotherham, Hawarden, Waipara, Conway and Scargill. School holidays ensured a good turnout of children and extended families for many of the communities, and many enjoyed a barbeque and barista coffee, along with preparedness discussions and demonstrations of how to operate a

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defibrillator and reminders about checking their emergency kits, and checking their phone trees. Many residents registered their interest to attend Psychological First Aid (PFA). Hapuku School invited Hapuku and Mangamaunu communities. 23 adults, 23 children (Including 2 Kaikoura Branch members, 3 Maori Warden Volunteers, 1 Youth Development Worker, 4 Youth Council members and All Right? Staff member) Torch Radios Solar powered torch radios are being distributed during the events – one for every household attending. They include USB smartphone charger, hand turbine, AM/FM radio, LED flashlight, glow in the dark locator and headphone jack. Support to Schools Preparedness Resources New Zealand Red Cross has contracted Kōtuku Creative to distribute ‘Maia and the WorryBug’, ‘Wishes and Worries’ and ‘The Rising Tide’ to 29 schools, 36 Early Childhood Education(ECE) providers and home-based educators in Marlborough; and home-based educators inHurunui and Kaikōura. These resources support children’s wellbeing through evidence-based,peer-reviewed, story-based recovery resources, with translations in English and Te Reo Māori.(Kōtuku Creative was previously funded after the November 2016 to deliver the programme to schools and Early Childhood Education

• EQ Navigators - Report Period: 01 September 2018 to 30 September 2018The purpose of the Navigators is to engage, empower, enable, inspire and support homeowners and their whanau to become independent and self-reliant. The Navigators offer a service to people whose homes are affected as a result of the earthquakes and in collaboration with those individuals develops a comprehensive recovery plan based on the most up to date information sourced, that enables them as a whanau to make informed decisions about their future direction. Summary Statement:328 households are registered in Penelope database, of which 9 were resolved this month and 228 remain active as at 30 September 2018. Of the 228 Households: - 141 are in the Hurunui, 66 in Kaikoura and 21 in Marlborough DistrictsOnly 1 household registered with the service this month. The actual number of referrals to the service was 12. The remaining 11 referee queries were responded to immediately and included the following:• 2 x employment matters – referred to employment expert for advice. Both clients satisfied

with the outcome• 3 x requests for food parcels. Food parcels delivered, and individuals offered building

financial capability services. Work in progress• 2 x seeking affordable accommodation in their district. Encouraged to register with MBIE in

the first instance. Process explained to individuals. • 4 x seeking financial assistance to attend programme out of district.

July 2017 to September 2018. Number of Referrals registering with the Service:July 17

Aug 17

Sept 17

Oct 17

Nov 17

Dec 17

Jan 18

Feb 18

Mar 18

Apr 18

May 18

June 18

July 18

Aug 18

Sept 18

46 53 41 28 25 12 22 19 21 17 20 21 7 5 1

The three (3) most common presenting issues are: Scoping disputes (48)Miscellaneous issues: health matters, family breakdown, domestic violence (45)Living in heightened state of stress (49)Virtual Team of Navigators:

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There are 6.4 x FTE’s deployed from 5 x organisations0.7 - FTE – Canterbury Wellbeing North Canterbury Trust (Hurunui) funded through the Canterbury District Health Board0.7 - FTE – Presbyterian Support Services (Hurunui) funded through Canterbury District Health Board3 – FTE’s – Te Runanga O Nga Maata Waka (Kaikoura and Hurunui) – 1 x Kaikoura based position Funded through Te Putahitanga o Te Waipounamu Commissioning Agency and 2 x Hurunui District based positions funded through the Department of Internal Affairs Earthquake Fund 1 – FTE Te Hauora o Ngati Rarua (Marlborough) funded through Te Waipounamu o Te Waipounamu Commissioning Agency1 – FTE. Kaikoura Healthcare, Te Ha o Te Ora (Kaikoura) funded through the Canterbury District Health Board. This position was confirmed as a fulltime position this month and is in the process of absorbing earthquake related work into their everyday practice – or business as usual. Some Cases Navigators are dealing with: (Commentary):• One of my wonderful elderly client who has not only experienced EQ damage but loss of her

husband has received insulation in ceiling and brand new cylinder through RedCross and CEA. Cannot describe the positive impact this has had on this client and her well being. Makes the big days worth it

• 2 x clients are getting frustrated not hearing back from insurers and then being put on hold for a long duration when attempting to make contact, making it more stressful for client. Have been in contact with Insurer to follow up on the reports sent in few weeks ago for missed damage but the plumber/builder didn’t complete a thorough report and must redo it, so now waiting on that. Also taking photos for further evidence of earthquake damage. Waiting to hear back from Insurer to be placed on a client’s claim to progress the claim. This client feels as though she has is being taken advantage of.

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• Rural Mental Health: North Canterbury and Kaikoura update October 2018. Following the 2016 North Canterbury and Kaikoura earthquake and being mindful of the increased demands on mental health services internationally (and in Christchurch) following a disaster, representatives from across the primary and secondary mental health system and planning and funding have been working over the past 9 months to jointly develop an alternative model of care for mental health service delivery in North Canterbury and Kaikoura. In essence, this model bolsters the existing primary mental health services with additional resources based in these communities. The new integrated mental health team combines the BIC, GP Liaison and SMHS case management functions into one primary based rural mental health service. Access will be streamlined to address current multiple access points into mental health services. The integrated community mental health team will be supported by rapid access to consult and advice with a Psychiatrist, joint primary – secondary multi-disciplinary team reviews, joint primary – secondary continuing professional development and effective transfer of care between in-patient and community services when needed. It is envisaged that a greater use of Telemed will facilitate the effective linkage between the community teams and specialist services. It is expected that both employers (RCPHO and Kaikoura Health) will work collaboratively to flex across the combined area in order to meet the demands. We are in the final stages of recruitment with the new model commencing early November. On 10 October, Paul Wynands from RCPHO and myself visited all the GP Practices in the Hurunui to outline the model, answer queries and confirm their inclusion in the orientation plan. All practices enthusiastically welcomed the changes especially noting the benefits of the simplified referral process and improved access to mental health clinicians within their practice base. We will maintain linkages to oversee the transition and implementation of the new model with an ongoing quality improvement perspective and to monitor any demand and capacity issues.

The diagram below summarises the revised model of community mental health care.

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To: Kaikōura District Council

Date: 31 October 2018

Subject: Economic Recovery Update

Prepared by: Mel Skinner

Authorised by: Angela Oosthuizen - Chief Executive

1. Statistics and Data

1.1. General Business StatisticsThis is from 64 businesses of 383 surveyed - 17% response over 8 industry sectors.

Note: Fishing responded under industry and construction

Building/R

elocation

Business

Operations

Funding

Mental Tire

dness

Workforce

/Staffing is

sues

Red Tape

Cashflow

Insurance

Business

Planning

Finance

Growth Constraints

Loss of M

arket

Market S

trategies

Infrastr

ucture

Change of Busin

ess model

Governance

Isolation/A

ccess

Other (please

specif

y)0.00%

4.00%

8.00%

12.00%

16.00%

Business concerns and Issues Sept 2017 compared to Sept 2018

weeks 42-46 Sep-18

1.1.1. AccessAs expected, access dropped off as a major concern in 2018.

1.1.2. Workforce StaffingIt was hoped with increased access that workforce staffing would have dropped off however is the number one concern for businesses impacting 67% of businesses.

1.1.3. Mental TirednessMental tiredness is also still impacting 65% of businesses.

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1.1.4. Cash flowCash flow will likely always be an issue around this time of the year due to being the beginning of summer season. This year, winter was quieter and reflective of winter pre-2016.

1.1.5. Loss of Market Again, likely reflective of a quiet winter than actual loss of market. Kaikoura over 2017/2018 summer however did only rebound to 80% of the 2015/2016 summer market and this would have had an impact on businesses. It was also a short summer with road only opening in December. Hopefully summer 2018/2019 will see the return of the market.

1.2. Forward Booking Analysis9 out of 38 tourism operators responded (24%). 15 out of 80 accommodation providers responded (19%).

0% <10% 11-20%

21-30%

31-40%

41-50%

51-60%

61-70%

71-80%

81-90%

91-99%

100%0.00%

5.00%

10.00%

15.00%

20.00%

25.00%

Forward Booking for October to December

Tourism Accommodation

77% of tourist operators have less than 50% per bookings and however 37.5% of operators state that this is higher than a normal year whilst 37.5% see this a significantly lower than a normal year.

53% of accommodation providers sitting between 60% to 100% occupancy in forward bookings

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0.00%10.00%20.00%30.00%40.00%50.00%

How do forward booking compare to ordinary year?

Tourist operators Accomodation Providers

The forward bookings for tourist operators are quite diverse with 37.5% significantly lower than normal and 37.5% higher than normal. Normal year being 2015/2016.

70% of accommodation providers state that forward bookings are similar or higher than a normal year.

0.00%20.00%40.00%60.00%80.00%

If Higher, what do you feel is causing the dif -ference?

Tourist Operators Accommodation

Tourism marketing is having a large impact for 67% tourism operators. Access has also helped. From accommodation providers 57% listed a combination of some or all of the choices being the reason for higher forward bookings.

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0.00%20.00%40.00%60.00%80.00%

If lower, what do you think is causing the decrease?

Tourist Operators Accommodation

For tourist operators 75% listed “other” which included change of business model to casual operations, forced temporary shut down and NZ political and worldwide unease.

The 40% of accommodation sector highlighted that there is hesitation of getting caught in Kaikoura, which is lowering the forward bookings. 20% of accommodation providers see knowledge of the road conditions is also still impacting forward bookings.

2. Support for Core Transformational Projects and Provincial Growth Fund Update:

2.1. Marine Centre of Excellence: Negotiations are currently occurring with the preferred candidate for the project management position.

Most of the project at present is focused on sea floor observatories and paua hatchery development.

University of Auckland has met with various project partners and is currently writing a research paper on this project in regards to community driven blue economy development.

Economic Recovery is working with Te korowai on a weekly basis on various aspects of the project.

2.2. Airport and Marina: is Airport Consultation with key stakeholders and Council has been completed. Marina/Harbour consultation with key stakeholders has begun.

2.3. Walkways and Cycleways:The Trails trust is running an open presentation in middle of November.

2.4. Environmental projects:Te Korowai is currently working on the UNESCO World Heritage status.

2.5. Urban Design:Free Wifi is currently key project under urban development that is being led by economic development. Installation is planned to begin on 26 October and expected to be completed over a two week period.

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3. Digital Connectivity Economic Recovery is working with Amuri.net on the Rural Broadband Initiative (RBI2) rollout.

4. Funding application and negotiation Kaikoura District Council has received the funding agreement for the Tourism Infrastructure Fund and this is currently being reviewed and finalised.

Contracts with Ministry of Business, Innovation and Employment have been received and terms are currently being reviewed.

5. Businesses Support Economic Recovery is working with some business that are still finalising insurance issues

Economic Recovery is also working with Te ha o Matauranga and North Canterbury Transport Infrastructure recovery in regards to transitioning staff back into Kaikoura workforce.

6. Business Association The business association is in progress.

This will provide industry wide business support separate to Kaikoura District Council and Destination Kaikoura as mandated by Ministry of Business, Innovation and Employment contract agreement and funding.

Economic Recovery has been working with and in discussion the retail association in regards to their plans.

7. Hospitality The Hospo Project is going through a transition period with the lunches being moved in-house from the 9th November 2018. The businesses involved have been extremely grateful for the contracts and understand the reasoning behind the change.

Lincoln University is currently writing a research paper on this project. This will be presented at the Agrifood conference in December. Auckland University is also watching this project and the long term impact on the economy and business networks.

8. Diversification Working with various universities and Eat New Zealand on food sustainability and developing up food trails, tourism and production. This is in conjunction with local niche food producers.

9. Regional/National Support Otorohanga District Council visited to get a better understanding on the community impacts of having a work village operating.

Economic recovery ran sessions for University of Canterbury as part of the Critical Incident Leadership Executive course. The theme for this years’ course was innovation and creative thinking. This session was run for 30 managers from all over Asia on the various economic recovery projects that have been run.

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10. Events Update from Events Coordinator

10.1. Waitangi DayIn conjunction with Te Ahi Wairua and with support of the Runanga, a funding application was put in to the Commemorating Waitangi Day Fund. Waitangi Day is a great way to incorporate, not just a better understanding of the Treaty but recognition of our cultural past.10.2. TEDx11.There has been a couple of events that has made great use of the new AV

equipment in the Memorial Hall. The TEDxChristchurch talks were livestreamed to a small group of mostly older aged people, who thoroughly enjoyed the series of inspiring speakers. There is plenty of growth for such an event to continue.

11.1. Music12.Don McGlashan performed for us as well – at no charge. This talented

musician offered a great evening of song and laughter.  Best of all was the glowing feedback of the AV equipment and its quality. His team were able to use the sound system with great results by adding their own mixer. The stage setting looked perfect after they played with the existing stage lights.

12.1. Events Economic Project An in depth survey of questions around our major events in town – Kaikoura Hop, Seafest and Kaikoura Races - is just about ready to go out. It is hoped to get as good a look as possible at what these events do or have done for our community.12.2. Earthquake AnniversaryPreparations are underway for the Earthquake Anniversary at Churchill Park, 5pm – 7pm 14th November. Many thanks to the Mayoral Fund for making this happen with funds. As the Anniversary is not a pleasant memory for many, the concept will be to bring the community together ‘just to be together’ with live band and children’s clown and activities.  It wouldn’t be complete without a Hellers sausage or two.

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