1 agenda 29 august 2012 final - tararua district · 8/29/2012 · 2012 concerning the grant...

Council – Notice of Meeting 29 August 2012

Notice of Meeting

A meeting of the Tararua District Council will be held in the Tararua District Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 29 August 2012 commencing at 1.00pm.

Blair King Chief Executive

Agenda

1. Present

2. Council Prayer

3. Apologies

4. Notification of Items Not on the Agenda

Major items not on the agenda may be dealt with at this meeting if so resolved by the Council and the chairperson explains at the meeting at a time when it is open to the public the reason why the item was not listed on the agenda and the reason why discussion of the item cannot be delayed until a subsequent meeting.

Minor matters not on the agenda relating to the general business of the Council may be discussed if the chairperson explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at that meeting, but no resolution, decision or recommendation may be made in respect of that item except to refer it to a subsequent meeting.

5. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business

6. Personal Matters

7. Confirmation of Minutes

Recommendation

That the minutes of the Council meeting held on 25 July 2012 (as circulated) be confirmed as a true and accurate record of that meeting.

1 - 11

8.

Any Matters Arising From the Minutes Not Otherwise Dealt With in the Agenda


9. Community Boards and Community Committees Reports

9.1 Eketahuna Community Board

Recommendation

That the report of the Eketahuna Community Board meeting held on 3 August 2012 (as circulated) be received.

12 - 17

9.2 Dannevirke Community Board

Recommendation

That the report of the Dannevirke Community Board meeting held on 6 August 2012 (as circulated) be received.

18 - 21

9.3 Woodville Districts’ Vision

Recommendation

That the report of the Woodville Districts’ Vision meeting held on 1 August 2012 (as circulated) be received.

22 - 24

9.4 Pahiatua On Track

Recommendation

That the report of the Pahiatua On Track meeting held on 1 August 2012 (as circulated) be received.

25 - 27

Note: Any of the Community Boards and Community Committees may send a representative to address the Council on any issues within the agenda or matters of interest to them.

10. Reports

10.1 Sport Manawatu

Recommendation

That the reports from Sport Manawatu concerning the 2011/2012 Annual Reports for Sport Tararua and the Bush Multisport Trust (as circulated) be received.

Note: Representatives from Sport Manawatu will attend the meeting for this item of business.

28 - 53

10.2 International Representatives Scheme Grant Application

Recommendation

That the report from the Tararua Recreation Adviser dated 23 August 2012 concerning the grant application of Brianna Massie to the International Representatives Scheme (as circulated) be received.

54 – 77

10.3 Productivity Commission Local Government Regulatory Review

Recommendation

That the report from the Strategy and Policy Advisor and the Manager Strategy and District Development dated 15 August 2012 concerning the Productivity Commission Local Government Regulatory Review (as circulated) be received.

78 – 86


10.4 Resource Management and Liquor Licensing

Recommendation

That the report from the Manager Environmental Services dated 20 August 2012 concerning Resource Management consents and Liquor Licensing applications dealt with under delegated authority (as circulated) be received and the contents are noted.

87 – 91

10.5 Manawatu-Wanganui Regional Disaster Relief Fund Trust

Recommendation

That the report from the Governance Manager dated 22 August 2012 concerning the Manawatu-Wanganui Regional Disaster Relief Fund Trust (as circulated) be received.

92 - 93

10.6 Road Closure Application

Recommendation

That the report from the Manager Engineering Services dated 13 August 2012 concerning an application for a road closure under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received.

94 - 96

10.7 Targa Road Closure Application

Recommendation

That the report from the Manager Engineering Services dated 16 July 2012 concerning the Targa motoring event application for road closures under the Tenth Schedule of the Local Government Act 1974 (as previously received) be uplifted from the table for further discussion.

Note: Included in the agenda are the details of the actions proposed by the applicant to address the issues raised through the objection received from Simon Hunt of Hilldale Farms Limited.

The Council needs to consider whether it intends to adopt the recommendation to close the roads requested for this event, taking into account the arrangements that the applicant will make to resolve the concerns expressed regarding this matter.

97 - 105

10.8 Staff Report

Recommendation

That the staff report from the Chief Executive dated 23 August 2012 concerning an update on key projects and items of interest to the Council (as circulated) be received.

106 - 135

10.9 Financial Report

Recommendation

That the report from the Chief Financial Officer dated 23 August 2012 concerning various financial matters for the year ended 30 June 2012 (as circulated) be received.

136 - 158


11. Portfolio Reports Councillors assigned the responsibility to undertake the portfolio for a specific activity can report back on any of these matters.

12. Mayoral Matters

13. Items Not On The Agenda Accepted In Accordance With The Procedure Outlined As Per Agenda Item 4

14. Closure

Meeting of Council 25 July 2012 Page 1

Tararua District Council Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 25 July 2012 commencing at 1.03pm.

1. Present

His Worship the Mayor – Mr R A Ellis, Crs W H Keltie (Deputy Mayor), W H Davidson, J B Dodunski, K R Fenemor, S A Hull, P A Johns, D A Roberts and C W Southgate.

In Attendance

Mr B King - Chief Executive Mr R Taylor - Governance Manager Mr R Suppiah - Chief Financial Officer Mr P Wimsett - Manager Strategy and District Development (for item 15) Ms N Nikora - Tararua Recreation Adviser (for item 10.1)

Mr M Brown - Manager Environmental Services (until item 10.9) Mr D Forrest - Consultant District Planner (for item 10.4) Mrs K Dever-Tod - Manager Assets Group Mrs L Simpkin - Communications and Marketing Manager (until item 11) Mr C Lunn - Planner (for item 10.4) 2. Council Prayer

2.1 The Council Prayer was given by His Worship the Mayor – Mr R A Ellis.

3. Apologies

3.1 Nil

4. Notification of Items Not on the Agenda

4.1 Nil

5. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business

5.1 Nil

6. Personal Matters

6.1 A resident in Havelock North has returned to the district the chair presented by the Chairman of the Dannevirke County Council to the Borough of Dannevirke to acknowledge its 25th anniversary on 15 December 1917. This will be given to the Dannevirke Gallery of History as a heritage item for it to retain and display.


6.2 Jean Eddie (Tararua District Civic Award recipient) and Brianna Massie (Tararua Sportsperson of the Year Award winner) have each conveyed their thanks for the award that they received.


7.1 That the minutes of the Council meeting held on 27 June 2012 (as circulated) be confirmed as a true and accurate record of that meeting.

Crs Fenemor/Hull Carried

8. Any Matters Arising from the Minutes

8.1 Nil

9. Community Boards and Community Committees Reports

9.1 Eketahuna Community Board

9.1.1 That the report of the Eketahuna Community Board meeting held on 6 July 2012 (as circulated) be received.

Crs Dodunski/Johns Carried 9.1.2 Problems with Escaped Stallion in Eketahuna

9.1.2.1 Quotes are being obtained to fence the property where this problem is occurring, with the cost to be recovered from the owner.

9.2 Dannevirke Community Board

9.2.1 That the report of the Dannevirke Community Board meeting held on 2 July 2012 (as circulated) be received.

Crs Dodunski/Johns Carried

9.3 Woodville Districts’ Vision

9.3.1 That the report of the Woodville Districts’ Vision meeting held on 4 July 2012 (as circulated) be received.

Crs Dodunski/Johns Carried

9.4 Pahiatua On Track

9.4.1 That the report of the Pahiatua On Track meeting held on 4 July 2012 (as circulated) be received.

Crs Dodunski/Johns Carried 9.4.2 Pahiatua Transfer Station

9.4.2.1 It was noted that the reference in the Pahiatua On Track minutes concerning the hours for the operation of the Pahiatua Transfer Station were incorrect, as these details are still to be determined.


10. Reports

10.1 International Representatives Scheme Grant Applications

10.1.1 That the report from the Tararua Recreation Adviser dated 5 July 2012 concerning the grant application of Logan Massie to the International Representatives Scheme (as circulated) be received, and

That the Council approves the application made by Logan Massie for assistance towards his costs to represent New Zealand as a member of the Young Rider Team competing at the Gatton World Cup Show in Equestrian Showjumping to be held in Australia from 2 to 5 August 2012, and

That the sum of $500.00 be granted from the International Representatives Scheme for this purpose.

Crs Johns/Hull Carried 10.1.2 That the report from the Tararua Recreation Adviser dated 16 July 2012

concerning the grant application of Ashleigh Ahipene to the International Representatives Scheme (as circulated) be received, and

That the Council approves the application made by Ashleigh Ahipene for assistance towards her costs to represent New Zealand at the IFMA Amateur World Muay Thai competition to be held in Russia from 5 to 13 September 2012, and

That the sum of $800.00 be granted from the International Representatives Scheme for this purpose.

Crs Dodunski/Davidson Carried 10.2 Dog Control and Liquor Licensing Annual Reports

10.2.1 That the report from the Manager Environmental Services dated 16 July 2012 concerning the dog control and liquor licensing annual reports (as circulated) be received, and

That the following reports be approved by the Council:

• Report on the administration of dog control policy and practices for the year ended 30 June 2012; and

• Report on District Licensing Agency’s activities for the year ended 30 June 2012

Crs Johns/Southgate Carried 10.3 Resource Management and Liquor Licensing

10.3.1 That the report from the Manager Environmental Services dated 18 July 2012 concerning Resource Management consents and Liquor Licensing applications dealt with under delegated authority (as circulated) be received and the contents are noted.

Crs Roberts/Johns Carried


10.4 Tararua District Plan

10.4.1 That the report from the Consultant District Planner dated July 2012 concerning the Tararua District Plan Review Number One and the Draft Operative District Plan (as circulated) be received, and

That the Council resolves, pursuant to Clause 16(2) of the First Schedule to the Resource Management Act 1991, to make amendments to the Tararua District Council’s Proposed District Plan which are of minor effect and/or the correction of minor errors, as identified in the Draft Operative District Plan attached as Appendix D to the Consultant District Planner’s report, and

That in accordance with Clause 17 of the First Schedule to the Resource Management Act 1991, the Council resolves to approve the Draft Operative District Plan (including Variation No.1: Industrial Land in Dannevirke which has merged with the Proposed District Plan pursuant to Clause 16B of the First Schedule to the Resource Management Act 1991, and

That the Council resolves that its approval of the Proposed District Plan be given effect to by affixing the seal of the Council to the Plan under Clause 17(3) of the First Schedule to the Resource Management Act 1991, and

That in accordance with Clause 20 of the First Schedule to the Resource Management Act 1991, the Council resolves that the Proposed District Plan be made operative from 1 September 2012 and this operative date be publicly notified at least five working days prior to 1 September 2012.

Crs Davidson/Southgate Carried 10.5 Audit Report

10.5.1 That the report from the Chief Financial Officer dated 18 July 2012 concerning the “Report to the Council on the Audit of the Tararua District Council for the year ended 30 June 2011” (as circulated) be received and the management responses are noted.

Crs Hull/Johns Carried 10.6 Heritage Protection Reserve Grant Application

10.6.1 That the report from the Governance Manager dated 11 July 2012 concerning the grant application of the Woodville Pioneer Museum Committee to the Heritage Protection Reserve (as circulated) be received.

Crs Roberts/Johns Carried 10.6.2 That the Council, noting it owns the building, grants the Woodville Pioneer

Museum Incorporated the sum of $11,610 from the Heritage Protection Reserve as the total amount requested to fund the cost of undertaking essential maintenance to repile the museum and obtain the consent required for this purpose.

Crs Johns/Hull Carried


10.7 Road Closures Applications

10.7.1 That the report from the Manager Engineering Services dated 13 July 2012 concerning the Silver Fern Rally application for road closures under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and

That pursuant to Section 342(1)(b) and the Tenth Schedule of the Local Government Act 1974, the Council resolves to close the following roads including 100 metres of each adjoining intersecting road, for the purpose of allowing the Marathon Rally Car Club Inc to hold the Silver Fern Rally event:

Date of closure: Wednesday 14 November 2012

Special Stage 24 Maunga Maunga Road, from the intersection with Otanga Road, to the intersection of

Ormondville Te Uri Road.

Period of closure: 11.00am to 3.00pm Special Stage 25 Te Uri Te Uri Road, from the intersection of Mangapuaka Road to the boundary with

Central Hawke’s Bay District Council, including the intersection with Johnson Road.

Period of closure: 11.30am to 3.30pm

Special Stage 26 Birch Road East Birch Road, from the intersection of Wimbledon Road to the intersection of Birch Road East.

Birch Road East, from the intersection of Birch Road to the intersection of Tahuokaretu Road. Tahuokaretu Road, from the intersection of Birch Road East to the intersection of Route 52. This closure includes the intersections of Franklin Road, Tahuokaretu Road and Birch Road North.

Period of closure: 12.30pm to 4.30pm Special Stage 27 Waihi Valley Manuhara Road, from the intersection of Route 52 to Waihi Valley Road. Waihi Valley Road, from the intersection of Manuhara Road to the intersection of Towai Road. Towai Road, from the intersection of Waihi Valley Road to the intersection of Coonoor Road. Coonoor Road, from the intersection of Towai Road to the intersection of Ohinereiata Road.

This closure includes the intersections of Waihi Valley Road, Waione-Horoeka Road, Towai Road, Coonoor Road and Manuhara Road.

Period of closure: 2.00pm to 6.30pm


Conditions Applied to the Granting of these Road Closures

1. That the Manager Engineering Services or his nominee in conjunction with the rally organiser will assess shortly prior to this event the condition of the roads involved to determine their suitability for this purpose.

2. That if the Manager Engineering Services or his nominee identifies any of the roads as being in an unsuitable condition, arising from this assessment, then he has the discretion to request the rally organiser to withdraw such roads from the route of this club event.

3. That shortly after the rally has been held the Manager Engineering Services or his nominee shall carry out a drive over of the roads that were closed for this event to assess their condition.

Advisory Note That should the Council incur any additional maintenance costs as a consequence of the rally being held on the roads relating to this event, then those expenses shall be recovered from the rally organiser.

Crs Keltie/Dodunski Carried 10.7.2 That the report from the Manager Engineering Services dated 16 July 2012

concerning the Targa motoring event application for road closures under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and

That this item of business be left to lie on the table to provide Club Targa with the opportunity to address the issues raised by Simon Hunt of Hilldale Farms Limited in his objection to the proposed road closures requested for this event.

Crs Johns/Southgate Carried 10.8 Local Government Act 2002 Amendment Bill

10.8.1 A copy of the Local Government New Zealand draft submission on this Bill was tabled for the Council’s information.

10.8.2 That the report from the Strategic and Policy Advisor and the Manager Strategy

and District Development dated 18 July 2012 concerning a draft submission to the Local Government Act 2002 Amendment Bill (as circulated) be received, and

That the Council approves the following submission on the Local Government Act 2002 Amendment Bill.

Purpose of Local Government

It makes sense for Councils to be concerned about its community’s well-being and ongoing sustainability. How this is expressed in the Act is less important than the fact that Council are able to deliver services that residents require and are prepared to pay for. The democratic process will ensure that this continues to be the case.


Councils are addressing their cost structures already while complying with central and regional council requirements. Removing the four well-beings from the LGA 2002 purpose is not expected to reduce costs, but is expected to increase the risks of a successful legal challenge by parties to any proposal in a long-term plan, where they disagree with the process or outcome. Fiscal Responsibility Requirements

The debt benchmarks are supported and should reflect standard banking limits and prudent financial management.

The rates caps have to allow for those councils that have static or declining population but growing or static RATEABLE properties. Fiscal soft caps should exempt Government and Regional Council imposed requirements for Levels of Service increases (such as the Drinking Water Standards). To limit revenue increases to the consumer price index is incorrect and it could lead to a breach of prudent financial management and likely ongoing reductions in service levels or the collapse of services.

Council believes that the Department of Internal Affairs and the Minister must consult with SOLGM and LGNZ and the affected Council, with a mechanism to challenge any poorly determined cap. Fiscal measures should also be referred to the Office of the Auditor General and the Local Government Commission for final determination. Employment and Remuneration Policy

Staff costs are not the cause of significant rate increases. The current budget system already allows Councillors to set overall staff remuneration levels. If additional transparency is required this would be more usefully included as a specific overall remuneration target level in the Financial Strategy. The Chief Executive would then determine the best manner of staying within this limit and delivering services. Policy should not delve deeper or governance will be involved in operational detail, which raises the question of who is accountable for these staff, and increases the risks that Councils will be unable to deliver the required services, or must outsource to consultants and contractors at accepted greater costs.

Disclosure of additional staff salary bands is not a major issue; however, values change with time so it makes sense to set these by regulation. Mayoral Powers

The power of a Mayor to determine their Deputy and Committee Chairs is supported.

The power to lead the development of plans, policies and budgets will lead to more conflict, is contrary to the long term plan strategies in that it suggests a three year focus, and has no evidence this change could avoid recent examples of failures in the sector.


Assistance and Intervention Framework

Rather than the proposed 6-step intervention framework, where the Minister or Department of Internal Affairs has not defined robust triggers as to when they would be justified in being used, it would be better to further resource the role of the Office of the Auditor General to investigate what steps would be warranted on a case-by-case basis. It is considered inappropriate that a Minister would have the power to impose for example a Statutory Manager, without clear rationale of how the resulting costs and employment law complexities to the ratepayers would be handled.

The only case where choice of which intervention is justified is where the Government fully funds and the Council delivers. In these cases however, the Government historically binds Councils to a specific contract setting out agreed deliverables so all parties are clear.

Therefore the proposed Ministerial intervention should be arranged as a voluntary process under partnership, except for those functions that Government fund. The Minister should not be able to call an election or impose a crown manager without a robust investigation supporting such drastic action, to the equivalent level of an OAG review.

The existing powers are adequate but could be expanded, rather than create a new set of powers. The cases that have been used as examples can either come down to:

• Poor business case

• Poor project management

• Council accepts that having different levels of intervention allows help to be given without implying that governance and management are ‘a lost cause’. We are all part of ‘government’ and DIA should be taking an overview of the sector to advise the Minister of problems arising.

The Office of the Auditor General already plays a key part with its wider mandate of prudent financial management and legislative compliance, and could be given greater powers or more support/targets to intervene by not waiting for a complaint before they investigate.

The definitions of ‘problem’ and ‘good local government’ need to be expanded and more detailed to avoid future litigation.

Ministerial appointees could come from the private or public sector but must have experience in Local Government legislation. It is clear there are a number of consultants who could instigate significant changes, with no clear view on the long-term result or the likely resident reactions.

Council has concerns regarding the on-cost of expenses given that these costs have not been agreed to by the community, there may not be funds available

and accountability for the decision to proceed to incur the cost is with the Minister.


Council Reorganisation Procedures

The 10% threshold to trigger a poll should apply to each affected area – otherwise smaller communities will have little ability to resist takeovers from larger urban areas.

The definitions of ‘community leaders’ and ‘significant community support’ need to be fully defined to clarify the process to the community and avoid future litigation.

Consultation by the LGC needs to be mandatory. This is a matter of natural justice and the right to be involved given that ratepayers will be affected.

The Minister should be only able to recommend to the Commission to specify timeframes for the Commission to progress matters and specify which applications have priority. The current proposed powers allow too much political interference. The Minister should be able to recommend what schemes should proceed for strategic or national policy reasons. These are major decisions for communities and the timeframe should show respect.

And that the Council notes the six principles for shared services being

considered by the Chief Executive.

Crs Johns/Keltie Carried 10.8.3 Cr Davidson requested that his dissenting vote be recorded regarding this item of

business. 10.9 Staff Report

10.9.1 Saddle Road

10.9.1.1 The Mayor is pursuing with Members of Parliament the proposed $4.5m upgrade fund to undertake work on this road that has deteriorated through its use as an alternative route whilst the Manawatu Gorge is closed.

10.9.1.2 Through a desk top assessment it has been determined that this amount will not

be sufficient to fully rebuild the Saddle Road, particularly with the lengthy duration of the Gorge closure and in light of the budget spent to date.

10.9.2 Painting of Hinemoa Valley Road Bridge P-092

10.9.2.1 It was requested that the basis of payment for this contract be ascertained, noting it appears there is a long period of time indicated to complete this work.

10.9.3 That the staff report from the Chief Executive dated 18 July 2012 concerning an

update on key projects and items of interest to the Council (as circulated) be received.

Crs Roberts/Keltie Carried


11. Correspondence

11.1 That the correspondence as listed be received and the contents are noted.

(a) Horizons Regional Council Re: Representation arrangements for the 2013 local elections

(b) Otara-Papatoetoe Local Board 11 July 2012 Re: Auckland Bill on street prostitution

Crs Roberts/Keltie Carried 12. Portfolio Reports

12.1 Community Relations

12.1.1 Cr Hull reported that the planning is taking place for next year’s National Children’s Day to be held in March.

12.2 Finance

12.2.1 Cr Hull noted that the finance portfolio holders are fulfilling the role of acting as the Council’s finance and audit committee.

12.3 Waste Management

12.3.1 Cr Davidson reported that a review is being undertaken to consider the opening hours for the Pahiatua Transfer Station.

12.4 2012 Local Government New Zealand Conference

12.4.1 Cr Dodunski tabled a written report on the Local Government New Zealand conference held in Queenstown, with particular reference to the workshops that she attended concerning her tourism and heritage portfolios.

12.4.2 Cr Keltie also gave a verbal report on the conference, noting the Government’s intentions to reform the role of local government through considering the issue of local authorities spending and keeping rates affordable for their communities. The Government would also like to see more council mergers.

12.4.3 The role of local government in growing the economy was also discussed, with Cr Keltie referring to the workshop sessions that he attended concerning his roading portfolio.

12.5 Central Energy Trust

12.5.1 Cr Johns attended the Annual General Meeting of the Central Energy Trust, and he noted that they had experienced a reduction to the amount of income received in comparison with previous years.

13. Mayoral Matters

13.1 Nil 14. Items Not On The Agenda

14.1 Nil


15. Public Excluded Item of Business – Proposal to Purchase Pahiatua

Saleyards Land

15.1 That the public be excluded from the following parts of the proceedings of this meeting, namely to consider a proposal to purchase the Pahiatua Saleyards land.

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

General subject of Reason for passing Grounds under each matter to this resolution in Section 48 (1) be considered relation to each for the passing matter of this resolution

Proposal to purchase To protect information Section (1)(a)(i) Pahiatua Saleyards of a commercially land sensitive nature

This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows:

(a) Maintain the effective conduct of public affairs through the free and frank expression of opinions by or between or to members or officers or employees of any local authority, in the course of their duty.

(b) Enable the local authority holding the information to carry out, without prejudice or disadvantage, commercial activities.

(c) Enable the local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Crs Hull/Keltie Carried 15.3 That open meeting be resumed.

Crs Dodunski/Fenemor Carried There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 4.37pm. MAYOR

Eketahuna Community Board Minutes 3 August 2012 Page 1

Tararua District Council Eketahuna Community Board

Minutes of a meeting of the Eketahuna Community Board held in the Eketahuna Service Centre Meeting Room, 31 Main Street, Eketahuna on Friday 3 August 2012 commencing at 10.05am.

1. Present

Board Members C C Death (Chairperson), K A M Dimock (Deputy Chairperson), D F Eagle (from item 5.2) and Elizabeth Fraser-Davies.

In Attendance

Mr R Taylor - Governance Manager 2. Apologies

2.1 That an apology be sustained from Cr W H Davidson for non-attendance at the meeting.

Fraser-Davies/Dimock Carried 3. Personal Matters

3.1 Nil 4. Notification of Items Not on the Agenda

4.1 Nil 5. Liaison with Eketahuna Police

5.1 The Chairperson welcomed the Eketahuna police officer Donna Olliver to the meeting, and invited her to address the Board.

5.2 Board Member Eagle entered the meeting at 10.10am. 5.3 Donna Olliver gave a verbal report on police matters concerning the

Eketahuna community, and this included reference to the following:

• Police funding is under review at a national level, and a preventative policing strategy is being implemented.

• As a result of this financial focus on police resources some police stations in small places may close, but this is not proposed for Eketahuna.

• Phone contact with the police stations in Dannevirke, Woodville, Pahiatua and Eketahuna is now being diverted through the police call centre in Palmerston North.

• The Eketahuna community patrol requires the support of more volunteers to assist them in undertaking their patrols.


• Action is being taken to stop the riding of bicycles and skateboards on the

town’s footpaths, including following up this matter through education with the school’s students.

• Emphasis is being placed on establishing the police profile in the community through knowing your local officer. Contact networks are being developed by liaising with community groups and emergency services.

• Some sheep in Bright Street were attacked by a Doberman, and animal control staff are following up this incident with the owner of the dog.

• The level of crime has generally been low and able to be followed up and solved.

5.4 There was discussion on phone contact with the Eketahuna police station

now being diverted through Palmerston North, and the Board considers that this is a retrograde step in removing the direct community link to the local officer and access to her knowledge.

5.5 It was agreed that a letter be sent to District Commander Russell Gibson

expressing the Board’s concern at this situation, and requesting that the phone line to the Eketahuna police station be reinstated.

5.6 Further to the above, the provision of a buzzer at the Eketahuna police

station would be beneficial to the community so that contact is available when the local officer is away from the station. It is understood that this facility is provided at other police stations.

5.7 The Chairperson thanked Donna Olliver for her report and attendance at the

meeting. 6. Confirmation of Minutes 6.1 That the minutes of the Eketahuna Community Board meeting held on

6 July 2012 (as circulated) be confirmed as a true and accurate record of that meeting. Fraser-Davies/Dimock Carried

7. Matters Arising from the Minutes

7.1 Proposal to Install a Bike Rack (Item 6.1.2) 7.1.1 That a bike rack be purchased and installed in the town centre, and That this cost estimated at an amount of up to $250 as advised by

Eketahuna Engineering be funded from the Board’s discretionary funds.

Fraser-Davies/Dimock Carried 7.1.2 The Chairperson will coordinate the arrangements with Eketahuna

Engineering regarding the design and location for installing the bike rack.


7.2 Eketahuna Camping Ground and Cliff Walk (Item 10.2) 7.2.1 John Haar was invited by the Chairperson to speak on these matters, and his

comments included reference to the following:

• The river is causing erosion at the camping ground, and an area planted with flax is in danger of being lost.

• The Cliff Walk track has been cleared with a rake.

• People walking their dogs on the Cliff Walk are not cleaning up the excrement when the dog defecates.

• There is graffiti on the Cliff Walk sign. 7.2.2 It was agreed to include an item in the community newsletter encouraging

people to remove their dog’s faeces when walking them in public areas, and to bring the other matters to the attention of the Community Assets Manager.

8. Community Strategic Plan for Eketahuna

8.1 A SWOT analysis for the safety area of the emergency planning/management section of the strategic plan was completed, and there was general agreement to include the following matters:

Strengths

• A supportive and caring community where neighbours know and help each other.

• Cell phone coverage is generally available in most areas.

• Access and support is available through the Council established emergency management system and the local network of services.

• Most buildings in the town are low rise timber structures.

• Community awareness has increased as a result of the Christchurch earthquakes and the need to be prepared for such disasters.

Weaknesses

• A small pool of competent and trained people able to respond in an emergency.

• A large area that is spread out and in some rural communities is isolated.

• In extreme weather events the area is easily cut off from access and travel to other places.

• There are no local doctors resident in the town.

• Many in the community are unaware of the arrangements and plans in place should an emergency event occur.

• The area is located on a fault line and surrounded by rivers.

• Many households are not prepared to look after themselves to get through an emergency.


Opportunities

• Increase the effort and emphasis on community training and education to prepare for an emergency.

• Establish and maintain a cohesive community network able to respond and cope with an emergency.

• Encourage increased preparedness for an emergency through distributing local information to the community concerning the arrangements and structures that are in place.

Threats

• The likelihood of earthquakes, flooding, the closure of roads and the state highway, and extreme weather events.

• The small pool of volunteers is exhausted and suffers from burn out.

• People in households are not prepared and have no back up stores and provisions available.

• Damage caused to essential community infrastructure and the cost of recovery.

Overall Goal

To prepare the community for an emergency event and prevent the loss of life and damage to property.

Specific Goal

To ensure that each resident has a copy of the emergency management community plan and is aware of the local arrangements and contacts should such an event occur.

Methods

1. Adapt the district emergency management plan into a magnet containing the above key information for circulation to the community.

2. Present at the Board’s next meeting the local emergency management community plan. The Chairperson agreed to follow up this matter with the District Resilience Manager.

8.2 Further to the discussions at the Board’s previous meeting concerning supporting and strengthening the financial security of the Eketahuna Health Centre, the Board agreed to participate at the community quiz night being held in October to raise funds for this purpose.

8.3 The Chairperson confirmed that he will fulfil the role of the Board’s liaison

person with the police and maintain regular contact with the local officer. 8.4 The Board will discuss at its next meeting the environmental

protection/infrastructure section of the strategic plan.

9. Tararua District Council Report

9.1 That the minutes of the Council meeting held on 25 July 2012 (as circulated) be received.

Fraser-Davies/Eagle Carried


10. Reports from Board Representatives Appointed to Organisations

and Assigned Responsibilities

10.1 Pahiatua and Eketahuna St John Ambulance Service

10.1.1 Board Member Eagle and Cr Davidson attended the meeting held in Pahiatua to establish a new area community committee for the Pahiatua and Eketahuna St John ambulance service.

10.1.2 Board Member Eagle has offered to serve as a member of this committee

when it is formed.

10.2 Youth Initiatives

10.2.1 Board Member Eagle attended the meeting held at the Dannevirke police station to consider options for youth initiatives coordinated by various agencies.

10.2.2 A further meeting regarding this matter is to be held on 6 September 2012

at 1.30pm, and Board Member Eagle will attend to represent the Eketahuna community.

10.3 Eketahuna Camping Ground

10.3.1 Board Member Dimock visited the Eketahuna Camping Ground and discussed with the operators their ideas to develop this area.

10.3.2 Arising from this visit the following matters were noted:

• The kitchen bench needs replacing.

• The toilet amenities block needs upgrading and extending.

• Picnic tables, bush tracks and an orienteering course could be provided within this vicinity.

10.3.3 It was agreed to invite the Community Assets Manager to the Board’s next

meeting at 12noon to visit the camping ground and discuss the proposed suggestions to enhance this facility.

10.3.4 The Eketahuna Our Town Committee will be invited to make applications for

financial assistance to improve the toilet amenities block, noting that some funding from the Council is allocated for this purpose.

11. Correspondence

11.1 That the correspondence as listed be received.

(a) Kerry and Loreen Cunningham June 2012

Re: Eketahuna Camping Ground report

(b) Maureen Reynolds

Re: Exercise Shakeout

Eagle/Fraser-Davies Carried


11.2 Exercise Shakeout 11.2.1 It was agreed to include an item in the community newsletter regarding

Exercise Shakeout that is being held nationally at 9.26am on 26 September 2012 to raise civil defence awareness through this earthquake drill.

12. Chairman’s Remarks

12.1 Nil 13. Items Not on the Agenda

13.1 Nil There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 12.12pm. Chairperson

Dannevirke Community Board Minutes 6 August 2012 Page 1

Tararua District Council Dannevirke Community Board

Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 6 August 2012 commencing at 3.00pm.

1. Present

Board Members R P Teahan (Chairperson), C J Isaacson (Deputy Chairperson), R A Dresser, W R Macdonald and Cr J B Dodunski (Council appointed community board member).

In Attendance

Mr R Taylor - Governance Manager

2. Apologies

2.1 Nil

3. Public Forum

3.1 Nil

4. Personal Matters

4.1 Nil

5. Notification of Items Not On The Agenda

5.1 Nil


6.1 That the minutes of the Dannevirke Community Board meeting held on 2 July 2012 (as circulated) be confirmed as a true and accurate record of that meeting.

Dodunski/Macdonald Carried

7. Matters Arising From The Minutes

7.1 Regional Weedbusters Awards 2012 (Item 3)

7.1.1 It was noted that David Mulinder (who received a Weedbusters Award last month) is in intensive care at the Wellington Hospital as the result of an accident.

7.1.2 The Board’s best wishes will be conveyed to David Mulinder for a full recovery

and return to good health.

7.2 Dannevirke Town Centre Security Camera Monitoring System Project (Item 8.1)

7.2.1 The installation of the security cameras has been completed and the signs and privacy issue matters are in hand.

7.2.2 This has enabled the trial of the camera system to proceed this month, and

the Board will review its performance at the next meeting.


7.3 Tararua Visitor Guide – Dannevirke Page (Item 8.3)

7.3.1 Cr Dodunski has forwarded the confirmed proof of the Dannevirke page for inclusion in the Tararua Visitor Guide.

7.4 Wackrow Memorial Youth Award (Item 12)

7.4.1 Entries to this year’s Wackrow Memorial Youth Award close today, and at this time there have been four nominations received.

7.5 Dannevirke Urban Bus Service (Item 14.3)

7.5.1 The Chairperson will collate the correspondence he had received in relation to this proposal and his discussions with the regional council, and provide this material to board members when it is available.

7.6 Beautification of the Southern Entrance to Dannevirke (Item 14.2)

7.6.1 There was discussion on relocating the fountain in Hall Street to a prominent site where it could be viewed by more people.

7.6.2 It was noted that as the fountain identifies with the Fountain Theatre it should

remain at the present location, and perhaps consideration could be given to restoring this feature of historic significance.

7.6.3 The Chairperson will follow up this matter and obtain some quotes to

ascertain the cost of the refurbishment work required to be undertaken. 7.6.4 The Dannevirke Chamber of Commerce is considering options to establish

permanent fixtures for the erection of temporary signs on the Stanley Street road reserve.

7.6.5 It was agreed to defer the proposed beautification of the southern entrance to

Dannevirke until the road reserve signs project is completed.

8. Tararua District Council Report

8.1 That the minutes of the Council meeting held on 25 July 2012 (as circulated) be received.

Dresser/Isaacson Carried 9. Dannevirke Division St John Cadets

9.1 Glennis McDonald and Patrick and Hewitt Guest attended the meeting to thank the Board for its grant of $401.70 provided from the General Assistance Grants Scheme to purchase overalls and highviz vests.

9.2 Patrick is a Penguin and Hewitt is an Intermediate Cadet, and both have

participated in first aid and drill competitions. 9.3 It is now compulsory for the cadets to wear these overalls, and four new first

aid bags have also been purchased for their use. 9.4 The Chairperson thanked the representatives of the Dannevirke Division St

John Cadets for taking the time to personally acknowledge the assistance received from the Board.


10. Reports from Board Representatives Appointed to Local Community

Groups and Assigned Responsibilities

10.1 Dannevirke Information Centre Management Committee

10.1.1 The Chairperson reported that the Dannevirke Information Centre Management Committee has written to the Mayor requesting a meeting to discuss the Council’s decision regarding the reduction to the amount of their annual funding grant.

11. Proposed Alteration to Parking Spaces in High Street

11.1 That the report from the Urban Roading Manager dated 24 July 2012 concerning a proposal to alter the parking spaces in High Street adjacent to the Allardice Street intersection by Ruffles Restaurant (as circulated) be received, and

That the Board notes there are other such intersecting streets adjoining High

Street where the visibility for turning traffic exiting from them is also an issue, and

That the Board considers the alteration to the basis of parking in just one

section of the town to address the limited sightline will not alleviate the overall situation concerning this matter, and

That by applying the proposed option to designate specific areas for

motorcycle parking only would result in an unacceptable loss of many car parking spaces within the town centre, and

That taking into account the above considerations, the Board does not favour

proceeding in isolation with altering the existing arrangement directly outside the Dannevirke Picture Shop through changing it to parking solely for motorcycles.

Teahan/Dodunski Carried 12. Dannevirke Christmas Parade

12.1 That the Board confirms this year’s Dannevirke Christmas parade will be held on Saturday 24 November 2012 commencing at 12 noon, and

That an application be made to the Council for the necessary road closures

required to enable this event to occur. Macdonald/Dresser Carried 12.2 The Board will discuss at its next meeting the arrangements for the Christmas

parade, including the theme, advertising and promotion, encouraging float entries and the appointment of judges.


13. Christmas Carols Community Event

13.1 Board Member Macdonald will discuss with Rob Van Abs (Salvation Army) and Reverend George Dempster (Knox Church) the Combined Church Ministers intentions for this year’s Christmas carols community event.

13.2 He will also extend an invitation for them to attend the Board’s next meeting

to determine the planning of the programme and consider the funding of the costs involved.

14. Chairman’s Remarks

14.1 Horizons Regional Council Community Grants 14.1.1 Applications are now open for the second round of the Horizons Regional

Council community grants. 14.1.2 Grants are available to support community-led projects that help in making

the Manawatu-Wanganui region a great place to live, work and play. 14.1.3 Community groups, schools, early childhood centres and iwi/hapu groups are

all eligible to apply for a grant from the $20,000 pool that is available. 14.1.4 These funds will be awarded to projects that enhance the region and

encourage more people to engage with the natural environment, and applications close on 28 September 2012.

15. Items Not on the Agenda

15.1 Nil There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 4.35pm. Chairperson

Woodville Districts’ Vision Inc. Minutes 1st August 2012 pg. 1

Minutes of a meeting of Woodville Districts' Vision Inc. held in the Sports Stadium on Wednesday 1 August 2012 commencing at 7.00pm.

1. Present: A Creel (Acting Chairman), D Creel, C Wilton, Athol Sowry, I Bailey, P Bonser, Annie Sowry, G Hale,

J Worboys, B Hutton, G Murray, P White, Jeremy (Embassy Youth), B McCulloch, Rev T Delaney, M Delaney, J McNeur, R Winter and P Johns – arrived late.

Also present: J Reid and representatives from Dannevirke Family Services 2. Apologies S McLeod, N Galloway, K Williams, N White 2.1 That the apologies be accepted. A Creel / C Wilton Carried

Dannevirke Family Services are going through a restructure and are soon to be renamed Tararua Family Services. A survey of the community has been undertaken, and residents, youth and children have been surveyed to see how they feel about the community, what they like or do not like, and what they would change. The findings of the survey were presented to the meeting and will be emailed. They are currently looking at having staff located in Woodville and will need some extra funding for this purpose.

Jenny McNeur from TDC told the meeting about New Zealand Shakeout, which is a nationwide earthquake drill at 9.26am on 26 September. The message is ‘DROP, COVER and ROLL’. Posters will be handed out throughout the town, and Sue will do this.

3. Other General Business Constitution Revised grant applications Wind Turbine Lights: They did go missing but have now been found. The maintenance of them is high as they are not made to be up all year round. Max Tarr are investigating what other lights could be used.

4. That the minutes of the previous meeting held on 4th July 2012 be taken as read and confirmed as a true

and accurate record of the meeting. A Creel / R Winter Carried 5. Matters Arising from the General Meeting 5.1 The cost of the plaque done in granite will be $435 plus installation. 5.1.1That WDV proceeds with the plaque. G Hale / C Wilton Carried with three against

5.2 Walkway – TDC has agreed to support the walkway proposal. I Bailey asked R Winter to take it over. R Winter commented that she needs a thorough proposal with concept designs to do this.

5.2.1 That the project be passed to the Executive. G Hale / I Bailey Motion lost

5.3 G Hale has spoken to Eric Bonny. The problems with the memorial clock appear to be because of vibrations from heavy traffic.

6. Correspondence

Inwards BNZ Term investment IRD GST refund TDC Minutes and agenda Outwards A Broom Outstanding items

6.1 That the inwards correspondence be received and the outwards is approved. C Wilton / R Winter Carried


7. Financial Report 7.1 That the financial report be accepted and the Executive approve the accounts for payment with the

exception of Signmakers. D Creel / C Wilton Carried 7.2 Signmakers have verbally agreed to waive the outstanding amount. Carole is to write again and confirm this,

giving them ten days to respond if they do not agree. There is some lights out, and they will provide a quote to fix them.

8. Recreation Report Nil –to be taken off the agenda.

9. TDC Report The impounded supply is 2/3rds full. P Johns answered some questions regarding the water and whether TDC was paying for verges that need widening on alternative roads. 10. Events and Promotions

Nil 11. Woodville Town Centre Upgrade Report - P Bonser

Weather has been a dominant player over the past month slowing progress.

Scanpower decided to use the opportunity to move the Ormond Street transformer further away from the state highway. In doing so it identified that the transformer was due for replacement and a new transformer is currently being installed adjacent to the pioneer museum. This should mean the pavement does not have to be dug up twice. It was a shame that Telecom did not use the opportunity to do likewise and put its cables underground whilst the trenches were open.

Programme At WURG’s request the Fulton Hogan work programme, which was beginning to slip, was revisited and amended. The revised plan brings the dates back close to the original timescale, with the planned completion (less Ormond Street) back to mid to late September. Work on the footpath between Rosie’s Hair Care and Jennings Jewellers begins this Sunday as night work. Night work will continue on and off from now on at the request of the retailers. Drainage work around the Ormond Street/Vogel Street intersections begins on Monday and then moves up Vogel Street. Weather permitting all work along Vogel Street is now scheduled to be completed before the school holidays.

Sculpture You may have seen that our application for funding from Meridian has been successful, and $25,000 is allocated towards a significant piece of sculpture that will commemorate the town and symbolise the rejuvenation of the Woodville Town Centre. The grant is dependant on other contributions being sourced, and shortly we will be asking WDV to consider making a contribution of its own. We are now working on the terms and conditions of a competition to design a suitable piece, and I will present this to WDV as soon as it is finalised. Essentially it will be a two part competition with a short list selected from all entrants receiving a prize which will cover the cost of the building of a scale model. These pieces become the property of WDV, and the final winner is selected from them and shall be commissioned to build the piece. There is no completion date, but this project is not going to be finished overnight.

Party Time Finally, there is discussion around staging some form of event or events to promote the end of the upgrade. Initial thoughts are for a market day with stalls open to Woodville district residents only followed by a family party in a marquee on the lawn with food, a band etc adjacent to and using the facilities of the rugby clubrooms. What is needed is a committee to organise the project, and we are looking for some members to get together and take it off our hands. P Bonser asked for volunteers to help organise this event. It was suggested that the Kumeroa Hopelands School Committee be asked to assist. Robyn agreed to organise a team for the project.


12. General Business 12.1 Entrance Signs

There is nothing to report on this matter.

12.2 Draft Agreement with TDC A draft was given to members. 12.2.1 That WDV accepts this agreement with the recommended changes. A Creel / G Hale Carried with one against S McLeod is to finalise this matter with Peter Wimsett. 12.3 Grant Applications

Debbie has made some recommendations for amendments to the discretionary grant and general grant application forms and criteria. This is to tighten up the allocation of grants and accountability for groups.

12.3.1 That WDV accepts the recommended changes. D Creel / R Winter Carried

12.4 Constitution

Robyn presented a draft copy of the proposed changes and there was some discussion on this matter. 12.4.1 That WDV take the alterations to the existing constitution to the special meeting at the annual general

meeting in September and ask for them to be ratified. R Winter / D Creel Carried

The meeting closed at 9.19pm.

Chairman Secretary Date

Sport Tararua is a branch of Sport Manawatu

SPORTMANAWATU.ORG.NZ/TARARUA

2011/2012 Twelve Month Report


Sport Manawatu Twelve Month Report for Tararua District Council 1 July 2011 – 30 June 2012 This report presents progress through the July to June period against Sport Manawatu’s contracted Key Result Areas for the Tararua district, with specific detail supporting the service agreement in place with Tararua District Council.

INTRODUCTION There have been significant changes to the Sport Manawatu business plan which now aligns with our updated Strategic Plan rather than the Regional Sport and Recreation Strategy. This report presents progress at 12 months against Sport Manawatu’s 2011-2012 business plan with specific information for the Tararua District Council.

HIGHLIGHTS

• Woodville Football Club membership increased 87% • The four bowls sport event attracted 38 disabled people and 29 volunteers • Green Prescription target of 970 exceeded with 1196 referrals this year • Inaugural regional sports conference attracts 67 attendees who thought it was fantastic • Overall a total of 56% of students in the Sport Manawatu region compete in sport which is 3.29% above the National Average • A total of 62% of boys in the region compete in sport which is 6.5% above the National average • 36% of all teaching staff are involved in sport which is 7.34% above the National Average and is the 2nd highest in NZ • 58% of participants surveyed tried a new sport throughout the Workplace Challenge


1. PROVISION OF SERVICES TO SUPPORT TARARUA DISTRICT SPORTS GROUPS (INCREASING PARTICIPATION) Dannevirke Junior Cricket Organisation Sport Manawatu met with the Dannevirke Sports Club administrator to discuss support needed in providing the local junior cricket programme, which they had been struggling to run successfully over the 2011-2012 season. Following that meeting, work was done with the previous organiser to develop an operating plan and timeline for the provision of junior cricket in Dannevirke. Developing a plan (and then seeing it through to being implemented) is essential to ensuring that primary school aged children in Dannevirke will have the opportunity to try cricket as a sport and to learn the skills within a well-delivered and good quality programme. Sport Manawatu has also linked with Manawatu Cricket Association in providing this support - both organisations will continue working with the local organisers from Dannevirke Sports Club in the lead up to, and during the next cricket season. Woodville Football Club The Woodville Football club has received support this past season as a Sport Manawatu targeted club. The club was identified as being important as it is one of the only active sports clubs in the Woodville area, and has a well organised management structure that will allow it to grow in the coming years. Sport Manawatu gathered baseline data from the 2010 playing season, and will track playing numbers over the next several years as the club rolls out the structure recommended by New Zealand Football as part of its “Whole of Football Plan”. Working closely with the regional sports organisation Central Football, the club was offered a free “Small Whites” coaching course in the pre-season that was attended by eight coaches from the club. From this, several coaches have undertaken further training at their own expense. We continue to consult with the Woodville Football Club and Central Football to provide the highest quality football experience to young footballers in the region. Plans are underway to minimise the travel burden of parents with younger players (four through to seven years of age) by hosting a competition based solely in Woodville. Following from this it is hoped that we can lobby Central Football to set up a specific Tararua competition for children up to the age of ten, to eliminate the need to travel to Palmerston North for games every other weekend. We are confident in the leadership and direction of the Woodville football club, and they will act as a great example to other youth football clubs in the Tararua as we continue to assist New Zealand Football in rolling out its “Whole of Football Plan” over the coming years. Membership growth has been impressive in the past year, with Woodville moving from 45 players in 2011, to 84 in 2012 – an increase of 87%! The number of trained and active coaches has doubled, and the club has achieved some impressive results with players making Manawatu representative squads for the first time in a number of years. In addition, club president Paul Cleghorn, who has driven the resurgence of the sport in Woodville, was recently nominated as the Administrator of the Year at the Tararua Sports Awards.


Pahiatua Junior Football Club Central Football has also worked with the Pahiatua Junior Football Club and the Bush Multi Sports Stadium to establish a successful after school and holiday football programme in Pahiatua. This programme is run by the local football club after being initially set up by Central Football, and continues to provide football opportunities for 45 children through the winter months. Dannevirke Tennis Club This year we assisted the Dannevirke Tennis Club to keep its Grasshopper Tennis programme viable. The Dannevirke Tennis Club has, for a number of years, run a strong kids tennis programme, and in 2010 began using the successful Tennis New Zealand “Grasshopper Tennis” programme for kids. The Grasshopper Programme uses age appropriate equipment including smaller racquets, balls that bounce lower, and smaller courts, all of which make it easier for kids to learn and enjoy tennis. Unfortunately, the key volunteer who had been running the programme relocated away from the Tararua, and the club was unable to find a volunteer to run the programme. They approached Sport Manawatu for help, and after consultation we were able to recommend a new price structure that meant the club could afford to pay for coaches and an administrator to run the programme. In addition, we were able to grant the club some funds from the Kiwisport Regional Partnership Fund, which paid for a staff member from the Regional Sports Organisation Tennis Manawatu to come to Dannevirke and deliver a Grasshopper Coaching course for six keen coaches (parents and local high school students). Sport Manawatu also assisted with a wide range of promotional activity, including “grabasport” radio advertising promoting the game of tennis, a newspaper ad and article on the grasshopper programme in the Dannevirke News, and direct mailings to local primary schools. The whole initiative proved a success with over 50 children registering for the season but more importantly the club now has a sustainable structure for its junior tennis programme, which should see a continual stream of Tararua children enjoying the game of tennis for years to come. Dannevirke Netball Centre Dannevirke Netball completed the Club Assist programme and was presented with the Club Assist Award at the 2011 Grassroots Sports Awards in September. The presentation was an emotional moment for Club President Tina Todd who acknowledged all the hard work of committee members over the past three years, and praised the Sport Manawatu community sport team for their support through what, at times, was an arduous process. One of the main benefits has been the ease in administrative burden for key volunteers: “things run more smoothly now, we’re not running around last minute like we always used to be doing… little things like writing job descriptions for volunteers has made a big difference for us.” Early this year, the Centre advertised for, and appointed a part-time administrator to further alleviate the load on volunteers.


Green Prescription (GRx) This is a nationally run initiative by the Ministry of Health. Although GRx has been established in the MidCentral region for the last 15 years, it has only been running in Tararua for the past four years. This initiative is funded by the District Health Board as well as the Ministry of Health. Green Prescription in the Tararua area is delivered by the Central Primary Health Organisation (CPHO) Tararua office which allows the programme to remain locally driven and use the expertise of their staff. All administration is centralised through the Palmerston North office, allowing PHO staff more time to focus on the core elements of the programme. The CPHO works in close alignment with Sport Manawatu’s Tararua recreation advisor to ensure participants are connected to local events, sports and clubs. Regular meetings are held with the Health and Recreation Manager at Sport Manawatu to manage the overall programme. Locally, there is a lot of support for Green Prescription. Health agencies, community provider groups and physical activity facilities are regularly involved with the programme in some way through meetings or providing physical activity opportunities. In particular, we utilise the Dannevirke Sports Complex, WaiSplash pools and Activate Gym. We also utilise local health professionals to come and present on various topics. Classes are run once a week in both Pahiatua and Dannevirke. Numbers in classes remains low and we will be meeting with the CPHO to discuss how we can improve on this. Attendance at the Dannevirke GRx class by the recreation advisor to promote local sporting opportunities saw a great response from clients to participate in “have a go at sport” sessions as part of the GRx programme for Term 3. The project will be a collaborative initiative undertaken by Sport Manawatu and CPHO for the Tararua GRx classes. Through this project, we will work with local clubs to provide sport as an option to leading an active and healthy lifestyle, while at the same time promoting local sports clubs with the aim of increasing club memberships. Green Prescription achieved 23% above target for referrals this year with a total of 1196 referrals across the region. We also achieved and exceed all nine KPI’s set by the MOH, highlight being 71% of GRx participants are more active after 6-8 months of receiving their GRx. Green Prescription has been working continuously with clubs over the year helping to create a pathway for participants into sports. We have been targeting clubs and helping them to create a supportive social environment with activities at appropriate levels for participants which has resulted in some clubs achieving up to a 25% increase in their club membership. We have also been working on pathways for participants into regional sports events with the highlight being one or our participants taking part and completing the Rotorua Marathon this year.


Media As part of our role of being the hub of sport within our region, Sport Manawatu continues to provide weekly sport commentary on both MoreFM Horowhenua and Newstalk ZB in the wider Manawatu. We engage with the sporting community to ensure that opportunities for promoting competition and events are provided to them. Sport Manawatu receives regular feedback from our community who have heard about events and activities through this medium. We also capture information on how people heard about our events when they register, and often it is through radio.

In addition to radio, Sport Manawatu continues to deliver “Six Minutes of Sport” on Tararua TV. Each week, two Sport Manawatu staff cover a range of sporting topics, and often interview local sporting people – athletes, coaches, administrators, etc. We have received good feedback from the community from Tararua, through the Manawatu and even down into the Horowhenua as coverage has been extended to this district.

Newspapers are also another way in which Sport Manawatu is able to provide information to our community about sport. We have a monthly column in the Bush Telegraph newspaper and use this to promote upcoming events as well as suggestions on where people can play, recreate or compete in sport in the district.

The rise of people using social media is growing exponentially. Sport Manawatu utilises social media to interact with our community and currently has 1,700 Facebook friends through “Manawatu Stu” and 917 followers on Twitter. We are very pleased with these numbers as these are all people who have chosen to receive information from and interact with us. They are not simply passive recipients of information and we are able to use them as advocates of our messages through ensuring we are posting “shareable” information.

Sport New Zealand Rural Travel Fund The Sport New Zealand Tararua Rural Travel Fund received thirty-nine applications with a total of $34,743.00 sought. Each of the applicants was successful with a total of $9,135.12 allocated. The main focus of the fund is to assist development of junior sport in rural communities by providing a travel subsidy. International Representatives Fund There have been no applications to the fund during this financial year as there were no athletes residing in the Tararua District representing NZ that qualified for assistance. Additional promotion to increase awareness of the fund will be a focus over the next 12-months.


2. ASSIST WITH DEVELOPMENT OF COMMUNITY EVENTS

2012 Infracon Tararua Sportsperson of the Year Awards The 13th annual Infracon Tararua Sportsperson of the Year awards were held at Stadium Pahiatua on Friday June 29 with over 180 people coming to celebrate our local athletes’ success. This year 31 nominees showed excellent sporting achievements in a wide variety of sports. Ruth Aitken as guest speaker was an outstanding choice with her down to earth approach, friendly nature and inspirational achievements a real crowd pleaser. Results: Infracon Tararua Sportsperson of the Year – Geoffery Ahipene (Muay Thai ) Tararua District Council Junior Sportsperson of the Year - Brianna Massie (Orienteering) Tui Coach of the Year - Ben Ahipene (Muay Thai) Property Brokers Team of the Year - Eketahuna Women’s Rugby Team (Rugby) Hawke’s Bay Today Administrator/Volunteer of the Year - Tania Powell (Football/Athletics) Tui Official of the Year - Kenneth Metekingi (Netball) Visique Dannevirke and Pahiatua Optometrists Personality of the Year - Kenneth Metekingi (Netball) Bike Wise Tararua During Bike Wise Month (February), thousands of people participated in cycling events coordinated throughout New Zealand. Bike Wise in Tararua encouraged people to use cycling as a healthier means of transport. Over 300 residents took part in the following events held in Pahiatua and Dannevirke.

• Cycle to the Cinema in Pahiatua - 135 cyclists • Mayoral Cycle Challenge - 80 cyclists • Pedal to the Pool – 30 cyclists • Tararua Kids Triathlon – 97 cyclists

The addition of the 5-7 years age group to the Tararua Kids Triathlon worked well, with 33 new participants taking part, and provided a great stepping stone towards participation in the WeetBix Kids Tryathlon in Palmerston North,


Manawatu Inter Secondary School Cross Country Championships. Held annually at Manawatu College in Foxton, this year the event had 208 entrants from across the region, with 19 from Tararua. The Championship event also caters for Athlete with Disabilities (AWD) students, providing a varied course for wheelchair users. Three AWD students from the Tararua district took part. The students are also welcome to participate in the mainstream events. Manawatu Inter Secondary Schools Athletics (MISSA) MISSA provides a platform for talented athletes to qualify to compete at the North Island Secondary School Athletics Championships. The event was held in March at the Manawatu Community Athletic track. There were 513 students from 13 secondary schools competing, 38 from Tararua. Many records were broken on the day showing the impressive talent that we have within our region. The Great Rugby Road Trip The Great Rugby Road Trip was a huge winner for the Tararua District with over 400 rugby fans piling into the Dannevirke Town Hall on March 12. Sport Manawatu staff worked with the Tararua District Council communications and marketing manager to ensure a successful event, timed to coincide with the new seasons registration period and to encourage support and participation of rugby. The tour incorporated visits to primary and secondary schools and daily community events across all the provincial union regions. Woodville Outdoor Gym Opening Sport Manawatu worked alongside Carole Wilton from the Woodville i-Site to coordinate the opening of the outdoor gym at Woodville Fountain Square. The installation of the outdoor gym provides an opportunity for locals to get active and healthy and meets a need in the community as Tararua iSite manager Carole Wilton reports “I have seen lots of people using it, and when the exercycle pedal was broken we received lots of complaints.” Eketahuna Community Expo The Eketahuna Community Expo provided an opportunity for Sport Manawatu to promote our services and programmes to the Eketahuna community. Wero a Marae 2011 The inter-Marae Sports Tournament, held on Saturday November 19 at Dannevirke High School provided a platform for the local Marae community to come together through the medium of sport. Although numbers were down slightly on the previous year (poor weather being a major contributing factor), the event was a huge success with over 300 people in attendance. Participants took part in several activities throughout the day including; touch rugby, netball, basketball, Ki o Rahi, volleyball, tug o war, relays, Tai Chi, chess and Kapa Haka. The overall winning Marae for 2011 was reigning champions Kaitoki Marae.


Sport Manawatu was part of the project team assisting with registrations, risk assessment management, promotion of local clubs and coordination of sports teams. Workplace Challenge Held annually during the month of November, the Workplace Challenge has been a fixture on the Manawatu sport and recreation calendar for several years, and the event continues to evolve with a greater focus on profiling and promoting the activity of sporting clubs and groups in the wider region. Many sports offered taster sessions, low cost events, or mini tournaments that were specifically designed to entice working professionals to engage in sport. A Club and Activity Provider Guide was also compiled for the sports groups which included an overview of the Challenge, tip sheet, success record (to monitor sessions and total attendees), and templates for club information flyer, visitor sign in form (to help clubs capture contact details of participants), and a feedback survey. Sports on offer included cardio tennis, orienteering, triathlon, recreational running and walking, badminton, cycling, squash, boxing, and swimming. With over 1,500 participants taking part in the Workplace Challenge these sports had a great opportunity to promote their activities to a large audience of potential participants. Some statistics and feedback from the 2011 Workplace Challenge include: • 58% of participants surveyed tried a new sport throughout the workplace challenge • 14% of participants surveyed signed up to a club • 53% of participants surveyed have since signed up to an event

3. FURTHER DEVELOPMENT OF PARTICIPATION AND CAPABILITY

INITIATIVES Primary Schools Sport Manawatu has developed a partnership approach with a number of primary schools within the region to develop/enhance a physical activity culture specific to the school, where children choose and enjoy physical activity and sport, and school staff have the skills and resources to deliver these experiences. Partner primary schools across the Tararua are Ruahine, St Joseph’s and Woodville.

An example of the work we have done with these partner schools are the workshops that we run. In May of this year we ran fundamental movement skills training for our partner schools. Attended by 15 teachers, the workshops focussed on large ball skills. Feedback from teachers was very positive and they particularly noted the benefits of actively reflecting during the training. The workshops were followed up with Sport Manawatu observing teachers modelling what they had learnt with their students.

“We are definitely a happier and healthier workplace! Thank you to the Sport Manawatu team for another successful competition, we

look forward to next year.”


Secondary Schools Sport Manawatu has a strong relationship with the secondary schools in the Tararua District. All principals are part of the Secondary School Principals Group who meet every six weeks at Sport Manawatu to discuss issues and opportunities within secondary school sport. In addition, a forum for sports coordinators is held once a term to encourage knowledge sharing and enable planning throughout the school year. The secondary school sport advisor works with each secondary school to look at how they could increase participation within with school. The major highlight this year was the delivery of an improved secondary school sports awards. Improvements were made based on feedback from last year’s event where it was determined a more formal occasion which students valued and felt privileged to attend was required. This event recognised the significant achievements of 138 students from the Sport Manawatu region. This included four students from the Tararua District. A local guest speaker of international status put a real emphasis on the fact that students from the Manawatu don’t need to leave the region to succeed. There were individual code awards for both males and females in 34 different sports, as well as an officials award and Team of the Year which included 11 nominees. An overall supreme male and female award was made going to two of Manawatu brightest prospects, each receiving a Sport Manawatu Athlete Scholarship to remain in the region and study at Massey University. Winner of the supreme male sportsperson was Ben Langton Burnell (PNBHS) and supreme female sportsperson went to Michaela Curtis (PNGHS). Data Collection Secondary school data has been collected and is being compared to last year’s baseline data. The data has been taken from 16 schools in the Sport Manawatu region, including Manawatu, Tararua, Palmerston North and Horowhenua. Some early indications show an increase in the number of schools participating in the nationally and regionally identified targeted sports. By collecting this data we are able to identify where there are gaps within school sport. From there, we can work with the school on how they can fill the gaps and explain what is already on offer to help them improve their participation numbers within the targeted sports. This also helps the schools to identify areas of improvement themselves and can give them the opportunity to develop their sports programme to rectify this. BikeNZ Cycle Skills Project This project received KiwiSport Regional Partnership Funding in 2011 and focuses on increasing the cycle skills of school aged children. A regional development coordinator for BikeNZ was appointed and is based in the Sport Manawatu Palmerston North office. The project covers the entire Sport Manawatu region and include Introduction to Cycling sessions (mountain bike and road cycling) being offered to schools. These children will also be offered information on local cycling groups and upcoming events.


In addition to the focus on school aged children, this’ role also trains adult instructors (who will then be able to train groups of children) and work with local cycling clubs to assist with developing their coaching and club capability. The project has initially involved two schools in the Palmerston North and Manawatu District area in 2011 and will target more schools, including the Tararua district in 2012. Sportsground Workshop A Sportsground Workshop was held on 30 August in Palmerston North with 25 people attending. Although the session was based in Palmerston North it was promoted region-wide. Two people from Tararua travelled to attend the session. The session focused on how to set up and best utilise a free Sportsground website, and also on the new features including the ability to create and send e-newsletters. The Sportsground staff members were also able to answer specific questions that any attendees had about their websites. CoachPlus newsletter The quarterly CoachPlus newsletter continues to be sent out to the coaches on the steadily growing database. This has resulted in several requests for registration coming via email and personal contact. The newsletter has been restructured to an e-newsletter to make it more visually appealing and easier to read. The 464 members on the database receive priority invitations to additional workshops and events, and are informed about current coaching methods such as Teaching Games for Understanding (TGfU) and coaching techniques on a regular basis. In addition to this, regular coach development opportunities are advertised through sports clubs and on our website. E-Training The quarterly e-training newsletter aimed at upskilling local sports administrators at their own convenience, continued. Newsletters were distributed on the following topics:

• KiwiSport Regional Partnership Fund • Fundraising & Diversifying Revenue • Marketing (how to attract members to your club) • Winter Sports in the Summer Time • Back to Basics • Member Management

Along with relevant articles each newsletter also contains links to downloadable resources and useful websites for people wishing to explore a topic further. In the last six months there was a 9% increase in people signed up to receive this newsletter.


Sport Strapping Course To continue the upskilling of volunteers and providing practical help, Sport Manawatu alongside Tararua Youth Services facilitated two Sport Strapping workshops for local athletes and young people. Local physiotherapist, Jane Kilmister delivered the workshops, which covered strapping for injuries common in netball, football, rugby and rugby league. The two hour workshops attracted four participants in Pahiatua and 22 in Dannevirke who also received resources to take away with them. Volunteer Database Sport Manawatu maintains a volunteer database for our region. There are currently over 700 people registered and this continues to grow each year. As a member of the volunteer database people are provided opportunities in a huge range of different national and community sporting events and organisations. Often, for event based volunteering, this will only require a few hours of their time. Benefits of being part of the database include an annual function, free entry to events, giveaways, references (on request), experience in the events industry, valuable networking and recognition from event organisers. Get Active Column The Get Active Column with the Bush Telegraph aims to increase local knowledge of sport and recreation in the district. The column focuses on upcoming events, sports, getting active tips and athletes in the area who are performing well. The column has been a great success and is now a regular feature in the Bush Telegraph. Grassroots Sports Awards 2011 The Grassroots Sports Awards function was held on Friday September 23 to celebrate and recognise the successes of local sports clubs and volunteers. This year changes were made to the club categories to ensure they recognised tangible achievements by clubs, and some new categories were added. The major addition was the Sports Partner of the Year Award – aimed at recognising those corporates/businesses that support local sport in our region. This category looked at those corporates who had developed a real partnership, not solely financial sponsorship. Six partners were nominated in this category by eight clubs and it is expected nominations in this category will grow in future years. The winner of the Sports Partner category was Pahiatua New World, nominated by four sports clubs for the outstanding supporty they have provided to sport in Pahiatua. In addition, in 2011 an overall Sports Club of the Year was awarded which was presented to the club with the most success over all the categories. In a close contest Bike Manawatu won this inaugural award (after winning the Best Presented Club Award and being a finalist in both the Club Event of the Year and Fundraising Initiative of the Year categories). All nominees and winners were recognised at the awards function held at the Manawatu Golf Course which was attended by over 200 people from around the region. As well as being recognised for their hard work, guests were entertained by former rugby player and coach Gary Nesdale.


iMove iMove is an active transport programme run by Sport Manawatu that gets more people walking and cycling to school or work more

often, and educates them on how to be a safe and responsible pedestrian or cyclist. The programme operates with support from partner agencies including, local Police Educators, Bike New Zealand, and the Road Safety team at Horizons Regional Council. iMove Schools ran in term four 2011 and term two 2012. The following Tararua schools took part in the programme:

• Dannevirke South School • Hillcrest School • Pahiatua Primary School • Ruahine School • St Anthony’s School • St Joseph’s Primary School • Woodville School

Early Childhood Centre numbers increased to three with Appleton Kindergarten and Kids Castle Day Care joining 2Meke Kids in the programme. Kids Castle Day Care did extremely well with 84% of their children taking part in iMove in their first term. Sport Opportunity Sport Manawatu partnered with Tararua District Council to put on the Four Bowls Sport Event. This event attracted 38 participants and 29 volunteers. The sports played were boccia, bocce, indoor bowls and stadium ten pin bowling. This opportunity reached a sector who would otherwise never get an opportunity to do sport competition. Sport Manawatu’s Sport Opportunity Advisor worked with teachers and disabled students in five schools. The aim of the project was to train teachers on ways to include disabled students in sport with all other students. No Exceptions Training and student leadership training was undertaken at Tararua College and Kumeroa-Hopelands School. We worked with the teachers and included their students in the Four Bowls Sport Challenge and Athletes With Disabilities (AWD) events at Dannevirke High School and Totara College. Sport Manawatu also visited St Anthony’s school and helped

The iMove programme is going really well here at Kids Castle. It is only day 3 and we have a child already that has completed a card, they have arrived and departed day care for the last three day using active movement. Mum and child are continuing with this for the rest of the month. We also have had a lot of parents enjoying the challenge and are enjoying being active with their children, on a whole the programme so far is going good. The children particularly enjoy wearing the vests, so they are a real hit.

Thanx again (Kids Castle Daycare Centre – Dannevirke)


teachers with activities that two of their very high physically disabled students can do. We also assisted IDEA Services with a vocational programme in Dannevirke.

4. PROVIDE POINT OF CONTACT FOR COMMUNITY ARTS COUNCIL AND ARTS GROUPS

Sport Manawatu’s Tararua Recreation Advisor was a point of contact for information about the funding rounds.

5. ADMINISTER THE CREATIVE COMMUNITIES FUNDING SCHEME

Through the Creative Communities New Zealand Fund, the Tararua Arts Council awarded a total of $16,485.00 to 14 different community groups. This money will be used to fund a wide variety of ‘arts’ activities. The aim of this scheme is to increase participation in the arts at a local level and increase the range and diversity of arts available to our community.

6. LIAISON WITH COUNCIL ASSET MANAGERS AND DISTRICT MARKETER

With the introduction of a relationship manager for Councils, Sport Manawatu is able to work more closely with Tararua District Council. Through our closer relationship, Sport Manawatu was invited to attend the Eketahuna Community Board meeting in August to discuss the work that we do within the Eketahuna Community.


7. KIWISPORT REGIONAL PARTNERSHIP FUND PROJECTS

Sport Manawatu’s KiwiSport Regional Partnership Fund has provided approximately 38,000 opportunities for kids across our region to participate in organised sport projects. The total investment to date is $989,542.58 across 42 projects with a further $1,052,623.12 being leveraged from partnership funding.

The power of partnerships Type of activities

Of these 42 projects, 12 of them are delivering to school-aged kids in the Tararua District. A couple of examples of these projects are below:

Tararua Horowhenua Manawatu (T.H.M) Sealord Swim for Life Project This project has continued with children participating with in pool sessions. The project has been offered at minimal or low cost with a focus on increasing the swimming and water safety skills of year 3-6 children. Participating children have received 10 lessons of 30 minutes duration and worked through the Sealord Swim for Life Passport which records their progress towards achievement targets. Tararua District schools participating in the programme over the year were St Joseph’s, Dannevirke South and Pahiatua School.

40%

21%

14%

14%

4%4% 3%

Skills programme

Sportopp/competition

Coaching courses

Festival/event series

Multi sport taster

48% RPF ($989,542.58)

52% Partners ($1,052,623.12)

LEVERAGE RPF


Country Schools Kiwi Cricket Project This project involved taking a six week cricket based fundamental skills programme (covering striking, throwing, catching and running) into school in the Pahiatua and the Fitzherbert clusters. The programme attracted 559 children, which involved 103 hours of delivery, across 8 schools (Aokautere, Linton Camp, Linton Country, Tiritea, Tokomaru, Mangemaire, Mangatainoka and Pahiatua). Other positives associated with this project include:

• Eleven teachers and five parents took part in coach training as part of the programme. • Many children experienced the opportunity to play cricket for the first time. • Twelve children have joined a cricket club/programme as a result of taking part in this project.

Fundamental Movement Skills – Primary School Course This Fundamental Movement Skills programme is aimed at students in years 1 to 8. The programme ran for 10 consecutive weeks. Each age group received one hour of coaching/training each week for a ten week period. The first eight weeks consisted of fundamental movement skill development and training. The remaining two weeks was spent learning specific sports related skills and was taken by coaches of the Dannevirke Rugby Club and the Dannevirke Netball and Basketball Clubs. Thus showcasing how fundamental movement skills are transferable between sports, as well as providing additional skill sets to what has previously been learnt. It also introduced new sports to the children giving them the opportunity to try something new with the real possibility of taking up the sport as an extra- curricular activity.

Comments that came back from the schools included:

“The programme has promoted cricket throughout the school.” “The skills covered are at a good level and substantial.” “Ideal opportunity for rural children to participate in a sport they may not otherwise play.”


Bush Cluster Sports Lead by Pahiatua School, this project involved four Regional Sporting Organisations (RSO) in providing skill development and sporting opportunities for Yr 4-8 students from all 15 primary schools associated with the Bush Cluster. This consisted of four sports days per term, where the designated RSO provided skills training and activities to build capability and end the day with some short informal games in that sport. Rocking with sport @ the school that rocks Lead by Ruahine School, “Rocking with sport @ the school that rocks” was a school-based lunchtime programme run every day of term for the 2011 school year. The programme was made available to every student in the school (currently 171 students). The purpose of the programme was to expose students to a variety of sporting codes and to teach them some of the basic skills required to participate in that sport. By enabling students to have a go without having to commit to a team or by being worried that they won’t be “good enough” to join a team it is envisaged that participation rates will increase over time as students become more confident and familiar with a sporting code. KiwiSport Regional Partnership Fund (RPF) Review An external review of Sport Manawatu’s KiwiSport RPF was held in March and April of 2012. Through this process, Sport Manawatu engaged with a wide range of stakeholders including primary schools, secondary schools, sports and other providers. We communicated via email, phone, in person and on the website to every primary school and secondary school within our region, as well as a wide representation of contacts within sports and other providers who are interested in the KiwiSport RPF. The community was given the opportunity to provide feedback on the existing processes for Sport Manawatu’s KiwiSport RPF, as well as provide their views on a new non-contestable idea based on Sport Waitakere’s “Activator” model. The result of this external review is that Sport Manawatu’s KiwiSport RPF remains unchanged from the original plan. Sport Manawatu was commended by Sport New Zealand on the community consultation we conducted. They felt that the evidence clearly showed that a very thorough and genuine process was followed.

Hi Ange

Twelve Month Report

July 2011 – June 2012


SPORTMANAWATU.ORG.NZ/TARARUA

Bush Multisport Trust Six Month Report for Tararua District Council 1 July 2011 to 30 June 2012

Funding

• 14 sponsors continue to advertise at the Turf. Advertising is paid annually for these signs.

• There are six sponsors who advertise in the Stadium. Advertising is also paid annually for these signs.

• The Bush Rugby Park Trust continues to support the park by way of their annual $7,500 donation for naming rights of the park and stadium. We are

uncertain of the future of this Trust as two of the Trustees passed away in the last twelve months.

• We received $10,000.00 from Eastern and Central Community Trust in April 2012 to go towards the sealing of the turf pavilion carpark.

• The Bush Multisport Trust received a donation of $6,666.67 from Mighty River Power on 27 September 2011. This will be used to pay for the

remainder of the sealing of the turf pavilion carpark.

• We received the remainder of our grant of $7,393.40 from Central Energy Trust in April 2012 to complete the keycard system at the turf pavilion.

• Two small fundraising events were held in October and November 2011. The first was a Pahaitua Fanzone event for children to watch the All Blacks

Rugby World Cup quarter final and the second was our annual Clash of the Codes Quiz won this year by Twilight Cricket.

• The Bush Multisport Trust ran a major fundraising event jointly with Pahiatua On Track in May 2012. Mr Bush Queen was a very successful event

held in the Stadium which raised $10,480.53. The BMST half share of the profit will be put towards repayment of our loan to Tararua District Council.

• We received a grant of $15,260.00 in March 2012 from Waireka Community Trust to purchase a mower and a roller to enable us to maintain our

grounds more effectively. We will be trading our existing mower in to buy a tractor in the Spring which will tow this equipment.

Facility Development

Grounds

• The drainage project on the grounds was completed by Mike DeMalmanche in March 2012. This was signed off by the NZ Sports Turf Institute who

prepared the initial report. Unfortunately Colin Veale was not able to coordinate the machinery to clear out the central main drain with the appropriate

weather conditions so this is still to be done at a suitable time. The additional drainage together with the aeration of the grounds has resulted in a

much better playing surface this winter sports season. Restoration work in the spring will be minimal due to the improved ground conditions despite a

relatively wet winter.

• The Trust is in the process of buying a tractor to tow the mower and roller that we purchased earlier in the year. The decision to change our mowing

system came about because we had to hire outside contractors to attend to rolling and aerating of the grounds and were reliant upon them to be here

during the small window of opportunity that there is to do these jobs. Having our own equipment will ensure that this work can be done at a time

which will provide optimum results.

• We continue to consult Jim Burgess regarding fertiliser applications and spraying of the grounds and he is also responsible for preparing the

restoration programme for the grounds following the winter sports season.

• We are in the process of applying for funding for a Fitness Track at the Park. The track will be lime (similar to the one at Woodville School),

approximately one kilometre in length and will run around the circumference of the Park with fitness stations spaced periodically around it. We are

working with the Central PHO physical activity educators to ensure that the fitness stations cover all muscle groups for the users. We envisage that

the Fitness Track will be put in this summer.

Buildings

• The turf pavilion use has increased dramatically. There are six exercise classes now held in the pavilion each week which includes four different

disciplines; Pilates, Zumba, a Combination Weights Class and a Band Class.

• Due to the completion of the turf pavilion a closer relationship has been developed with Hockey Manawatu which has seen a huge increase in the

amount of hockey played at the turf.

• The keycard system at the Turf Pavilion is now fully operational and operates all doors, the main gate and the turf lights. The system is a wonderful

asset and has reduced the administration of the facility considerably. It also works very well for the user groups who only have access to their

allocated areas and it allows the public to access the turf and external toilet during the day with these both programmed to lock automatically at night.

• Work is about to begin on the old Grandstand which the Trust plan to use as public toilets for the facility. These will be opened and closed by our

security guard during the weekends and week days in the summer to give the public access to toilets when using the Park recreationally.

Stadium

• The stadium continues to be used to its fullest capacity during the winter sports season. We have increased the number of events held in it this year

with a Central Football Afterschool Programme held in May, a Tararua Learning Centre sports day held in June (which led to a Bowls tournament in

July) and Tararua Sports Person of the Year also held in June.

• The painting of the stadium roof has been completed and all external spouting has been replaced on the existing stadium.

Function Lounge

• The lounge walls were repainted in April to freshen them up.

• The absence of the exercise classes in the lounge has seen a big increase in the external hire of the area. Fonterra, the Agriculture ITO and Dairy NZ

have used it extensively for workshops, seminars and meetings over the past twelve months.

• Additional cups, kitchen equipment and wine glasses have been purchased to replenish supplies.

Turf

• The Pahiatua Tennis Club is in the process of becoming an affiliated club to enable our junior players to enter a team in the Tennis

Manawatu junior competition. This will mean that our team will host their home games at the turf.

• Our maintenance programme for spraying the turf has been effective in the control of moss and weeds and has greatly improved the playing surface. • The drains at the Turf require regular cleaning to ensure that they do not become blocked with leaves. The Trust is looking into getting them cleaned with a

waterblaster or fire hose in the near future to assist with drainage when it rains.

Facility Utilisation

• The drainage issues at the Park have been greatly improved by the work carried out over the summer. Although still wet after large amounts of rain,

the grass cover is in good condition and the water appears to be dispersing at a much faster rate. With the improvement in the grounds, planning for

the 2012 Tararua 7-a-side tournament has begun and we look forward to the return of this large District event on 25th October 2012.

• We will welcome back the Athletics Club this year that had relocated to Tararua College while the drainage work was undertaken. The athletics track

was missed last summer and will be marked out at the Park in October in readiness for the season to begin in November.

• Provided the weather is kind to us we will also see the return of the Bush Softball competition in the fourth term.

• Hockey Manawatu has allocated eleven Secondary School games to our turf this season. These have included games for both Tararua College and

Dannevirke High hockey teams. Bush Junior Hockey has been allocated their first home games ever and these will be played at the turf on Saturday

18th August and will include all three teams. The Dannevirke Women’s hockey team have been training at the turf each week but we were unable to

secure any home games for them this season as the draw had already been done when we made the approach.

• Our website continues to provide an effective means of communication with our users. New features include online registrations with an online

payment option (used by the Bush Cycle tour event this year). Several of the Sports Clubs administer their own pages on the website and are finding

it very user friendly.

• The Pahiatua Shears, the Wellington to Auckland Cycle Tour, Bush Harriers Half Marathon and 5km series, Stars in Your Eyes (10th

anniversary), the Bush Primary Chess Tournament and the Tararua 7-a-side tournament will all return to the park in 2012/13. In

addition to these events we will also be hosting the Tour of New Zealand cycling event again in 2013. This event was run for the first

time this year and started one of their stages from the Park. They envisage doubling the entries they had for next year and hope to publicise the tour

more and provide added benefits to the local businesses in the communities which it goes through. We will be including Lianne Simpkin in the

communications prior to next year’s event in order to maximise the promotional benefits for the District.

• Three Rippa Rugby mini tournaments will be run at the Park this term as a Kiwisport initiative by the Wairararpa Bush Rugby Union. Funding for

further Kiwisport initiatives will be sought by the Bush Sports Cluster when the next funding round opens.

Sports Participation

• Refer to the participation reports attached.

• 13 sports clubs are now affiliated to the Bush Multisport Trust. I have been working with Junior Cricket, Hockey, Tennis and Harriers to set up better

structures that will ensure the ongoing capability of these sports.

• Travel for our rural schools continues to be a barrier to these children participating in local sports competitions held at the Park. Pahiatua children

have a feast of sport available at Bush Sports Park all year round however for children from Woodville, Eketahuna and the rural schools accessing

these competitions is much more difficult and this is evident in the numbers participating from these areas.

Administration

• The Buy a Block Wall at the turf pavilion will be finalised this month and should be up at the Turf in September 2012.

• The BMST Board finalised their business plan in February and will be reviewing their Strategic Plan next year.

• The BMST Board will continue to explore the possibility of employing a Caretaker for the facility however at the moment we are using a local man who

runs his own residential and rural maintenance business and this is working out very well.

• Bush Sports Park and Stadium Pahiatua continue to be the hub of sport in the district. With the improvement in the field drainage we look forward to

the return of all our sports clubs, competitions and events in the year ahead. • This is my final report to Council as I have resigned from my position as Administrator at Bush Sports Park and will finish at the end of this year. My

husband was offered a job with Fletchers (EQR) in Canterbury and the opportunity was too good to turn down so we will be relocating to Christchurch

at the beginning of 2013. I would like to thank the Councillors and the Council Staff whom I have worked with over the past eight years for your

support and open door policy. The success of Bush Sports Park can be attributed to the cohesive way that we have worked with our Council from the

outset and this relationship is something that I strongly recommend to all groups looking to replicate our facility in their communities .

Senior Participation 2011/12

Junior Participation 2011/12

REPORT Date : 23 August 2012 To : Mayor and Councillors Tararua District Council From : Natarsha Nikora Tararua Recreation Advisor Subject : Grant Application – Brianna Massie – International Representatives Scheme 1. Reason for the Report 1.1 This report has been prepared to present for the Council’s consideration an application

received from Brianna Massie requesting funding from the International Representatives Scheme.

2. Background 2.1 The Council has funding available to support the district’s elite athletes selected to

represent New Zealand at international events. Presently, the balance available in this account is $3700.00.

2.2 Funding awarded from this Scheme is based on the applicant’s budget and the distance

of travel to the international event. 2.3 Grants can be made up to a maximum amount of $500.00 if competing within the

Pacific/Oceania region and up to a maximum of $800.00 if competing within the rest of the world. Discretion is available to alter this provision in exceptional circumstances.

3. Details of Application Received 3.1 An application has been received from Brianna Massie who has been selected as a

New Zealand representative in the New Zealand Secondary Schools Orienteering team to compete in the 2012 Australian Schools Orienteering Championships in St Helens, Tasmania, from 22 to 30 September 2012.

3.2 The Australian Schools Orienteering Championships are contested by teams from each

Australian state and the Australian Capital Territory (ACT). The competition consists of four classes, senior (16 and above) and junior (12-15) boys and girls. The New Zealand Secondary Schools Orienteering team is selected annually to travel to Australia and compete in the Australian Schools Orienteering Championships.

3.3 The team is selected following the New Zealand Secondary Schools Orienteering

Championships.

3.4 Because the New Zealand competitors are not Australian school students they are not eligible to win the Australian schools titles within this competition, they can however, win "fastest time" certificates. Therefore, with the agreement of the New Zealand Orienteering Federation, Orienteering Australia, School Sport Australia and the New Zealand Secondary Schools Sports Council, a special competition was established, wherein New Zealand competes against the six Australian state teams (New South Wales, Queensland, South Australia, Tasmania, Victoria and West Australia) and the ACT, for the Southern Cross Challenge. New Zealand has competed eight times and won the trophy on all occasions. Therefore, the purpose of the tour to Australia is to give New Zealand students the opportunity to represent their country, experience a trans-Tasman competition and compete to retain the Southern Cross Challenge trophy.

3.5 Although Brianna attends secondary school at Napier Girls High School, her place of

permanent residence is within the Tararua district and she returns home every weekend and during school holidays. During this time she works as a farm assistant on a local farm, and she is a member of the Dannevirke Pony Club.

3.6 The talents and achievements of Brianna were recognised and acknowledged through

her success as the winner of the 2012 Tararua District Junior Sportsperson of the Year Award.

3.7 Brianna would like to give back to the community by speaking to local Tararua schools

about her orienteering experiences. She would also like to assist interested Tararua schools in setting up an orienteering course.

3.8 This is the first application Brianna has submitted to the International Representatives Fund. 3.9 The application submitted by Miss Massie seeks to raise funds towards the costs she

will incur travelling to the championships in Australia. An estimated cost from the New Zealand Orienteering Federation is $1,225.00.

4. Significance Assessment 4.1 The proposed actions recommended to the Council are not considered to be significant

in terms of the Council’s policy on significance. 5. Conclusion 5.1 The request meets the criteria for eligibility set down in the application guidelines for the

Scheme, and the following recommendation is made for the Council’s consideration. Recommendation That the Council approves the application made by Brianna Massie for

assistance towards her costs to represent New Zealand at the 2012 Australian Schools Orienteering Championships to be held in St Helens, Tasmania from 22 to 30 September 2012, and

That the sum of $500.00 be granted from the International Representatives

Scheme for this purpose. Natarsha Nikora Sport Manawatu Tararua Recreation Advisor

Report

Date : 15 August 2012

To : Mayor and CouncillorsTararua District Council

From : Malcolm Thomas, Strategy and Policy AdvisorPeter Wimsett, Manager Strategy and District Development

Subject : Productivity Commission Local Government Regulatory Review Issues - Submission

1. Reason for Report

To brief the Council on the Productivity Commission Local Government Regulatory Review and consider a draft submission to the consultation issues paper.

2. Context for the Regulatory Review

In March of this year the Government released 'Better Local Government' - an eight-point reform programme for local government (superseding earlier planned reviews) aimed at:

1. Refocusing the scope of local government; 2. Introducing fiscal responsibility requirements; 3. Strengthening council governance provisions (through employment and

remuneration policies, mayoral powers, and an assistance and intervention framework);

4. Streamlining council reorganisation procedures; 5. Establishing a local government efficiency taskforce; 6. Developing a framework for central/local government regulatory roles; 7. Investigating the efficiency of local government infrastructure provision; and 8. Reviewing the use of development contributions.

Simpson Grierson has advised that:

The significance of this reform should not be underestimated. It has dramatic implications for the legal basis for local authority activity and the extent of Governmental control.

The Local Government Act 2002 Amendment Bill addresses the first four points of the reform programme that focus on governance, structure and scope. This review of local government regulation by the Productivity Commission addresses Point 6.

Productivity Commission Local Government Regulatory Review Issues Paper Page 2 15 August 2012

Improving Regulatory Performance in the Local Government Sector The Productivity Commission’s inquiry into local government regulation is about three broad areas:

• How could the allocation of regulatory functions between central and local government be improved?

• How can central and local government improve regulatory performance in the local government sector?

• How can the regulatory performance of the local government sector be measured in order to make improvements in the future?

Common local body regulations include liquor licensing, dog and noise control, planning, resource management, building consents, food safety, pokies, litter and freedom camping. This is a complex area and the Commission will be working through a considered process, including:

• identifying the systems and processes currently used to assess the regulatory performance of local government;

• assessing the effectiveness, cost and adequacy of these systems;

• identifying options or models that could improve the efficiency and effectiveness of assessments; and

• reviewing the options identified against qualitative criteria in order to identify preferred models or approaches.

The Commission’s Approach

The challenge for both central and local government is to deliver regulation that helps achieve the economic, social and environmental outcomes that underpin community wellbeing, while minimising negative impacts on individuals, business and the wider economy. The Commission will aim to identify principles that assist in meeting that challenge. The Commission has stated that it will take an evidence based approach and is starting with a blank sheet. Recommendations will include a cost benefit assessment of the regulation framework. The Commission is independent with its own staff.

The Productivity Commission has released an issues paper on a review of local government regulation. This paper outlines 65 questions relating to the delivery of regulation within the local government sector and is part of stage two of the Better Local Government reform package.


Sector Response

LGNZ is leading the sector response to the review and will be working on each of the following sections:

• local government and regulation

• regulatory variation

• who should regulate

• getting regulation right

• how should regulatory performance be assessed LGNZ is working with SOLGM on the development of a submission to the Commission, and also encourages individual submissions to be made from interested councils. Key dates for the process are:

• The due date for initial submissions is 31 August 2012 (now extended to mid September), and LGNZ will have an initial draft submission out to the sector by 10 August for feedback.

• Release of draft report from Productivity Commission – December 2012.

• Draft report submissions close February 2013.

• Final report to Government – 1 April 2013.

The Commission is intending to actively engage with the sector, either in clusters or through scheduled Zone meetings. A discussion meeting was held in Palmerston North on 14 August and Cr Southgate attended this.

This report focuses on the major areas of questions that impact on the Tararua community.

3. Responses to the Issues Paper Questions

The Commission raised a number of broad questions at the consultation meeting. These are outlined below with suggested brief responses. 1. Involvement in policy formation with central government? (What is the level of

coordination and cooperation?)

Very little opportunity prior to the policy being sent out for consultation. Where feasible, policy input is through LGNZ and SOLGM or national professional membership groups such as Ingenium. Council has a very limited capacity to engage in policy development at the national level due to limited staff resources, and inability to recover costs to ratepayers even where government ministries seek formal input.


2. On what basis would you get involved in regulating something? What practical effect has the power of general competence had on what and how you regulate?

Council generally creates new regulations as a requirement to meet national legislative requirements. Bylaws cover standard issues and the District Plan is relatively permissive. Each bylaw created or amended under the Local Government Act considers the four wellbeings as part of the assessment of effects, and hence the power of general competence has had no impact.

3. What regulatory areas currently do you consider are the role of central

government? And what areas are clearly the domain of local government?

Central government in setting national legislation should be required to undertake more evidence based regulatory impact statement assessment, so that the costs and ability to administer or comply are accurately considered. Where local government is required to administer national standards through creation of new bylaws, national minimum standards and / or good practice guidance should be part of every new regulatory requirement to ensure consistency of approach and reduce compliance costs.

4. Pressures as a regulator – what are they and where do they come from?

Largely from central government imposing new requirements such as gambling, prostitution, liquor, building control, water standards, dog control. These all come with review and reporting requirements. Locally there is ongoing pressure from local communities to ‘fix’ local problems. This has always occurred but makes up a small proportion of the regulatory processes of this Council.

5. Cooperation where/when do you think about working together on regulation?

What drives collaboration? Capacity constraints? Desire for efficiencies/cost sharing?

The Council is involved in collaboration across a number of activities. These initiatives are driven by a pragmatic approach to delivering efficient services. In building control it is driven by the availability of skilled staff and the costs of accreditation. In most policy areas good practice examples are used as a basis for policy development.


3.1 Regulatory Variation

Question: Does variation matter?

The Commission is focusing on whether local variation matters in terms of the cost and efficiency of doing business. Local regulations vary across a wide range of functions, including freedom camping, development costs, dogs, trade waste etc. Local bylaws vary considerably. This reflects local democracy and the importance of the concept of community. The alternative is to set more regulations at the national level. Variation is a healthy reflection of community interest. All local bylaws and other regulations (such as the District Plan and Development Contributions under the LGA 2002) are the subject of a rigorous public consultation process with the ability to appeal. As such there is little chance of excessive regulation that is opposed by the community being approved. In rural districts there is usually significant distance to the neighbouring Council urban areas, often separated by major physical barriers. The major area of boundary impacts are around subdivision rules, dog licensing costs, building consent fees and development contributions. These differences are often reflected in funding policies that result in different rating levels. Rural districts will likely always have different priorities than larger urban areas. Attempting to make these different communities have the same regulations infers that all communities have the same values and priorities. If this is true local government is not required at all. Local business regulatory costs will reflect local pressures and values. In areas where resources are limited and the impacts of additional activity are high it is logical that business costs are higher. This is true for labour, power, water, transport etc – why should local government regulations be different? District Plan rules and Development Contributions allow the local community to set some rules and costs for business development.

Does variation matter? - Recommended Submission

Variation is not a problem; it reflects the active participation and democracy in different communities. Attempting to make rural and urban communities have the same regulations infers that all communities have the same values and priorities. In areas where resources are limited and the impacts of additional activity are high it is logical that business costs are higher. This is true for labour, power, water, transport etc and is an accepted part of the cost of doing business. Local government regulations are no different, and can be challenged through the courts. If variation is resulting in national targets not being met then national minimums / standards should be set. Any regulation devolved to local government will result in local rules and this should be expected.


3.2 Centralise or local?

Questions: Advantages or disadvantages of centralisation?

The Tararua District Council has a small staff focused on the efficient and effective delivery of services. The district is large and sparsely populated. Local knowledge is crucial to enforcement and service delivery. The Council administration office has low overheads and a high degree of technology usage. The reality of distance would dictate that many regulatory functions could only be delivered efficiently with locally based staff. Site visits can be 100km on small rural roads from the local office with limited access to communications. Given the relatively small volume of work, most staff carry out administrative and customer contact tasks. Centralising administration (as a general rule) would result in higher costs and lower service. Rural towns have low overhead cost structures. There are instances where specialist staff and / processes should be combined. These are taking place now as part of normal management responses to issues. Council has no problem with another national or regional agency delivering existing local government regulatory services as long as service levels are no lower and costs are no higher.

Centralise or Local? - Recommended Submission

The Tararua District Council has a small staff focused on the efficient and effective delivery of services. The district is large and sparsely populated. Local knowledge is crucial to enforcement and service delivery. The Council administration office has low overheads and a high degree of technology usage. Given the relatively small volume of work, most staff carry out administrative and customer contact tasks. Centralising administration (as a general rule) would result in higher costs and lower service. Council has no problem with another national or regional agency delivering existing local government regulatory services as long as service levels are no lower and costs are no higher.

3.3 Getting Regulation Right

Questions: Does the local government regulation-making process lead to good regulation? The impact of regulatory responsibilities on local government? The principles of funding regulatory activities.

Over the last ten years central government has imposed considerable regulatory burdens on local government. Some of the new requirements are costly to meet and cannot be covered by user charges. Examples include gambling, prostitution, building control and dog control. Each Council is required to develop policies and/or carry out enforcement. This has resulted in pressure on rating levels and increases in fees and charges.


The proposed Sale of Liquor Act is yet another piece of legislation that will increase costs to local government. While large urban councils may have the resources and desire to increase their involvement in the regulation of liquor sales the proposed requirements are onerous for rural districts with a number of distinct and small urban areas. Generally each regulatory requirement is in response to a national issue. Often the views of the trained staff that have to enforce the regulations have not been considered as part of the policy development. The result is increased costs and complexity, with no impact on the outcomes expected. Having a national dog database has little impact if most of the dangerous dogs are not registered. Another major issue is the ‘silo’ nature of assessing the benefits and costs of new national regulations. The water standards will result in better drinking water quality, but at a huge cost. That investment in many cases was not wanted by local communities, and the additional rates could have been invested to solve many other issues with higher priorities. Care needs to be taken in comparing funding policies between Councils. The public/private funding percentage split often reflects historical decisions, local costs and issues rather than a principled economic assessment. In many cases the level of service is totally different and this impacts on the type of fees that can be charged. Urban areas tend to have more complexities and complaints around dogs and building control. Councils with very high absentee owners and high visitor numbers face different pressures and costs. In many activities private benefits cannot be quantified and any attempt to do so is based on broad assumptions.

Getting Regulation Right - Recommended Submission

Government policy development resulting in regulations needs to have input from operational delivery staff at the start of the process. Assessments of costs and benefits need to consider the wider priorities for investment in local communities. Regulation requirements should reflect the differences between rural and large urban areas, and the costs of imposing additional processes on communities that have no need for them. Regulatory requirements imposed on local government over the last ten years have resulted in pressure on rating levels and increases in fees and charges. Funding policies reflect local issues and a complex mix of levels of service and rating decisions. Councils receive a swift public response to charges that are too high. Imposing more requirements around this process will result in even more complexity and costs with little change to the outcome.


3.4 Regulatory Assessment

In many cases the measurement of regulatory performance are driven by the mandatory minimum service standards contained in legislation. These measures are collected and reported through various processes. Many of these are set as levels of service targets in the Long Term Plan, and as such are reported annually and independently audited. Comparing these measures between Councils would need to allow for varying levels of service. Collecting data nationally could be useful in some cases, in others it would be meaningless and just create additional costs. Comparing the cost of delivering a service is particularly difficult due to overhead allocations, population density, growth rates etc and would often be misleading. Providing examples of good practice and templates / software for standardised processes would be useful and in many cases enhance delivery and reduce costs. These sorts of tools, as well as measures developed in partnership between central and local government in the policy development phase, would be welcomed.

Assessment - Recommended Submission

Comparing these measures between Councils would need to allow for varying levels of service. Collecting data nationally could be useful in some cases, in others it would be meaningless and just create additional costs. Comparing the cost of delivering a service is particularly difficult due to overhead allocations, population density, growth rates etc and would often be misleading. The Council is unsure of what problem is trying to be solved here. Providing examples of good practice and templates / software for standardised processes would be useful and in many cases enhance delivery and reduce costs. These sorts of tools, as well as measures developed in partnership between central and local government in the policy development phase, would be welcomed.

4. Options

Council has several options in response to the Productivity Commission Regulatory Review Issues Paper, being either:

• making a submission from the Council,

• not making any submission (LGNZ will be making submissions).

A draft report will be issued in mid-December 2012. There will be another opportunity to make formal submissions to the Commission in February 2013.


5. Consultation

Council has stated in the 2012 Long Term Plan that:

The Government is reviewing the structure and functions of local government over the next year. Council will lobby for the best outcome for Tararua residents balancing local democracy with efficiency and service delivery. There is no time to carry out any specific consultation process before submissions close. Any resident has the opportunity to make a submission to the Productivity Commission.

6. Recommendation

That the Council approves the highlighted points set out in this report as the basis of its submission to the Productivity Commission Local Government Regulatory Review issues paper.

Malcolm Thomas Peter Wimsett Strategy and Policy Advisor Manager Strategy and District Development

Report

Date : 20 August 2012


From : Mike Brown Manager Environmental Services

Subject : Matters dealt with under delegated authority

1.0 Resource management

1.1 The Chief Executive has granted the following resource consents under delegated authority:

1.2 Subdivision application

Pursuant to sections 104, 104A and 104B of the Resource Management Act 1991, the following subdivision consents have been granted:

2012-28 MW & TL Trent, 104 Ruanui Road, Ormondville

Consent to subdivide Section 15 Block X Takapau SD (HBK3/641), Section 13 SO 7336, Section 24 SO 6657, and Section 77 SO 6617 (all HBM3/680) into three lots, located at 104 Ruanui Road, Ormondville, as detailed on the revised subdivision plan prepared by Chris Bone (received 11 July 2012) submitted with the application.

Pursuant to Section 113 of the Resource Management Act 1991, consent was granted for the following reasons: • The subdivision meets all relevant environmental standards within the

Proposed Tararua District Plan; and • Granting consent will be consistent with the relevant objectives and policies

and area characteristics of the Proposed Tararua District Plan and the relevant provisions of the Part II of the RMA 1991.

Pursuant to Section 108 and 220 of the Resource Management Act 1991, consent was granted subject to the following conditions: 1. The proposed subdivision shall proceed in accordance with the information

and plans submitted with the application on 25 June 2012 and the further information and revised Subdivision Plan submitted on 11 July 2012, except where another condition of this consent must be complied with. This information is entered into Council records as 201-2012-28-1.

Report on Matters Dealt With Under Delegated Authority Page 2

2. That a new vehicle crossing to proposed Lot 1 be located and formed in accordance with the standards within Section 5.3.3.2(e) and Appendix 12 of the Proposed Tararua District Plan. Please refer to advice note a.

3. That Lot 3 hereon be held with Section 14 Block X Takapau S.D. (CFR: HBF4/1217) and that one certificate of title be issued in accordance therewith.

See LINZ Reference Number: 1083524 4. The lapsing date for the purposes of Section 125 of the Resource

Management Act 1991 shall be 5 years from the date of commencement.

Advice Note: a. In regards to Condition (2), please contact Engineering Services (06 374

4080) if you require any further information.

2012-30 Department of Conservation, South Road, Kaiparoro

Consent to subdivide Section 73 Block IX Mangaone SD (WN46C/21) and Part Subdivision 3 Block IX Section 77 Mangaone SD (WN141/299) into four lots, located at South Road No.2, Kaiparoro, as detailed on the plan of subdivision prepared by Tomlinson & Carruthers Surveyors (dated June 2012) submitted with the application.

Pursuant to Section 113 of the Resource Management Act 1991, consent was granted for the following reasons: • The adverse effects of the subdivision are considered to be not more than

minor. • Granting consent will be consistent with the relevant objectives and policies

and area characteristics of the Proposed Tararua District Plan and the relevant provisions of the Part II of the RMA 1991.

Pursuant to Section 108 and 220 of the Resource Management Act 1991, consent was granted subject to the following conditions: 1. The proposed subdivision shall proceed in accordance with the information

and plans submitted with the application on 16 July 2012 and in particular the plan of subdivision (Ref: 12-060 v1) dated June 2012, except where another condition of this consent must be complied with. This information is entered into Council records as 201-2012-30-1.

2. The lapsing date for the purposes of Section 125 of the Resource Management Act 1991 shall be 5 years from the date of commencement”.

2012-21 The Wellington Diocesan Board of Trustees, 18 Albert St, Pahiatua

Pursuant to Section 241(3) of the Resource Management Act 1991, a certificate has been provided cancelling all the amalgamation conditions affecting CFR 537119 to enable a separate title to be issued for Lot 2 DP 436955.

The certificate was necessary to remedy an error on the original survey plan, where the numbers of two lots were transposed.


1.3 Subdivision plan approval Pursuant to section 223 of the Resource Management Act 1991, having previously obtained subdivision consent, the following plans of subdivision has been approved:

2012-14 ED & ZR Richards, 19 Sedcole Street, Pahiatua

1.4 Land use consent Pursuant to sections 104, 104A and 104B of the Resource Management Act 1991, the following land use consents have been granted

2012-29 Two Degrees Mobile Ltd, West Road, Mangatainoka

Consent for the proposed establishment, operation and maintenance of a telecommunications facility involving the extension of an existing Vodafone mast and the co-location of panel and microwave antennas with associated cabinet equipment, located at West Road, Mangatainoka, legally described as Lot 2 DP 90795 (CFR WN58C/559), as detailed in the application (dated June 2012).

Pursuant to Section 113 of the Resource Management Act 1991, consent was granted for the following reasons: • The actual and potential adverse effects of the proposed activity on the

environment can be adequately avoided, remedied, or mitigated by conditions of consent and are considered to be less than minor.

• Granting consent will be consistent with the relevant objectives, policies and area characteristics of the Proposed Tararua District Plan and the relevant provisions of the Part II of the RMA 1991, for the reasons discussed in the above report.

Pursuant to Section 108 of the Resource Management Act 1991, consent was granted subject to the following conditions: 1 That the development shall proceed in accordance with the plans and

information submitted with the application on 13 July 2012, except where another condition of this consent must be complied with. This information is entered into council records as 202-2012-29-1.

2 That the lapsing date for the purposes of Section 125 of the Resource Management Act 1991 shall be 5 years from the date of commencement.

2012-32 Bush & SHB Veterinary Club Inc, 193 – 195 High Street, Dannevirke

Consent to change a condition of land use consent 202-2010-21-1. The changed condition is stated below: (a) Condition 1 is amended to read:

1. That the development proceed in general accordance with the plans by Dalgleish Architects, entitled Vet Services Dannevirke Developed Design, stamped “7 May 2012” together with: i. The application dated 22 December 2010 and additional

information provided by the applicant in writing (dated 17 February 2011) subsequent to the lodging of the application and prior to the date of the decision on 23 February 2011. This information is entered into council records as 202-2010-21-1.


ii. The application to change the condition of consent dated 26 July 2012 and information submitted by the applicant prior to the date of the decision on the change of condition being 3 August 2012. This information is entered into council records as 208-2012-32-1.

2.0 Liquor licensing

2.1 The Chief Executive has granted the following applications under delegated authority:

2.2 On, Off and Club licence renewals Pursuant to sections 18, 41 and 64 of the Sale of Liquor Act 1989, the following renewals have been granted:

Name Premise House and Street

Town Licence Type

Expiry Date

G and B Hasler Ltd

Dannevirke New World

8 Barraud St DANNEVIRKE Off Licence 24-Aug-2015

Pahiatua Club Inc

Pahiatua Club 30 Julia St PAHIATUA Club Licence 23-Jul-2015

Pahiatua Golf Club

Pahiatua Golf Club State Highway 2 PAHIATUA Club Licence 25-Jul-2015

B F Smith Club Hotel Main St PAHIATUA On Licence 20-May-2015

2.3 Special licence applications Pursuant to section 73 of the Sale of Liquor Act 1989, the following application has been granted:

Doc Num

Applicant Address Event Premises

5206 Mrs J A Chalmers

378 Ngamoko Road, RD 11 NORSEWOOD

Hypnotist Show Dannevirke Sports Club

Times: Friday 3 August 6.00pm to Midnight

5207 Dannevirke RSA PO Box 190DANNEVIRKE

Kiwi Rail Mid-Winter Xmas Dinner, Dannevirke Pipe Band Concert and Battens Up Fundraiser Night

Dannevirke Services & Citizens Club

Times: Saturday 28 July 2012 9.00am to 1.00am the following day, Sunday 29 July 2012 9.00am to 1.00am the following day and Thursday 4 October 2012 9.00am to 1.00am the following day

5209 Bush Multisports Trust

PO Box 4PAHIATUA

Pahiatua Chamber of Commerce launch, Checkley Family Birthday and Stars in Your Eyes night

Bush Sports Park

Times: Thursday 19 July 2012 5.00pm to 8.00pm, Saturday 11 August 2012 10.00am to 4.00pm and Saturday 18 August 2012 6.30pm to 1.00am the following day

5211 First Years Pre School Inc

7 Allardice StreetDANNEVIRKE

Fundraising Bledisloe Cup Night Dannevirke Sports Club

Times: Saturday 18 August 2012 6.30pm to 2.00am the following day

5213 Ms F H Prouting 57 Birch Road East, RD 10, Dannevirke

Weber School Fundraising Winter Ball Weber Community Hall


Times: Saturday 1 September 2012 7.30pm to 1.00am the following day

3. Recommendation

That the report be received and the approvals noted.

Mike Brown Manager Environmental Services

Report COU01-0600 Date : 22 August 2012


From : Richard Taylor Governance Manager

Subject : The Manawatu-Wanganui Regional Disaster Relief Fund Trust

1. Reason for the Report

1.1 To request the Council to pass a resolution to exempt the Manawatu-Wanganui Regional Disaster Relief Fund Trust from status as a council-controlled organisation.

2. Background

2.1 This Trust was established in 2004, and the Council has appointed Cr P A Johns to represent its interests.

2.2 In establishing the Manawatu-Wanganui Regional Disaster Relief Fund Trust, the Trust was exempted from status as a council-controlled organisation because each of the local authorities appointing trustees passed a resolution to that effect.

2.3 Under the Local Government Act 2002, any exemption granted must be reviewed within three years of the date of the original grant, and after the first review, at intervals of not less than three years.

2.4 This matter was previously considered in August 2009, with each of the local authorities who appointed trustees to the Trust passing the necessary resolution to continue the Trust’s exempted status.

2.5 Under the Local Government Act, councils have the power to grant such an exemption (and continue an exemption on review) for a small organisation, having regard to:

(a) The nature and scope of the activities provided by the organisation; and

(b) The cost and benefits, if an exemption is granted, to the local authority, the organisation, and the community.

3. Significance Assessment

3.1 This matter is not considered to be significant with regard to the Council’s policy on significance.

Report on The Manawatu-Wanganui Regional Disaster Relief Fund Trust Page 2 22 August 2012

4. Conclusion

4.1 To enable the exemption to continue the Trust has requested that the Council pass a resolution along the lines of the following recommendation.

Recommendation That the exemption granted to the Manawatu-Wanganui Regional Disaster Relief Fund Trust

from being a council-controlled organisation be confirmed, the Council noting that the Trust is a small organisation, that the nature and scope of its activities is limited and does, in the main, take place only after significant adverse events, and that there would be significant additional costs if the Trust were to be required to meet all the obligations of a council-controlled organisation.

Richard Taylor Governance Manager

Report

Date 23 August 2012

To Mayor & Councillors Tararua District Council From Blair King

Chief Executive

Subject Staff Report to Council for the Meeting to be held on 29 August 2012

1. Purpose

This report is to update Councillors on key projects and items of interest for the period from 18 July 2012 to 23 August 2012.

Key Points 2. Manawatu Gorge Set to Reopen

The NZTA and their contractors have made excellent progress on the bridges needed to enable traffic back through SH3. As seen in the photo supplied by NZTA, they are on track to reopen to one lane either the end of August or early September.

Staff Report to Council Meeting : 29 August 2012 Page 2 23 August 2012

3 James Robert Reid vs Attorney General

The Courts have recently released their decision on the Section 88B Judicature Act 1908 application by the Attorney General, which is commonly known as the vexatious litigant restriction. The power under s 88B is not lightly exercised since, as the Courts have noted in previous decisions (eg Attorney-General v Jones [1990] 1 WLR 859, 865).

“The power to restrain someone from commencing or continuing legal proceedings is no doubt a drastic restriction of his civil rights, and is still a restriction if it is subject to the grant of leave by a High Court Judge”, however

“... there must come a time when it is right to exercise that power, for at least two reasons. First, the opponents who are harassed by the worry and expense of vexatious litigation are entitled to protection; second, the resources of the judicial system are barely sufficient to afford justice without unreasonable delay to those who do have genuine grievances, and should not be squandered on those who do not.” Overall, the Judges have given an order that Mr Reid requires the leave of the High Court to commence new civil proceedings. The Judges declined the application to prevent Mr Reid persisting with current cases pending resolution. Overall, this is a significant step in preventing the on-going litigation Mr Reid has persisted with, even as the decisions continued to find in favour of Council, due to the substantial unrecovered costs for the ratepayers.

4 Local Government Reform Conference

I am unable to attend this Council meeting due to being invited, along with two other Council representatives, to be on a panel covering “Amalgamation – the future of local government?” in Wellington. This panel has been asked to respond to questions relating to the Better Local Government proposals, which have generated polarised views on whether merging is better than improving efficiencies through shared services or other options, and better improving engagement with key stakeholders.

5. New Collective Agreement Signed with PSA Members

We are pleased to have negotiated and signed a new Collective Agreement with the PSA, which sets out the terms and conditions applying for 18 months from 1 July 2012. The conditions of this agreement reflect the budget restrictions approved in the 2012-22 Long Term Plan for that period.


6. Personnel

6.1 Asset Management There has been a good response for the Utilities Assets Officer position, with interviews being held the week of 27 – 31 August.

6.2 Environmental Services

Bob Dunn started as Building Officer on 20 August.

Derek Batchelor retires from his role of District Environmental Health Officer on Friday 31 August. We wish Derek all the very best in his retirement.

Danica Larcombe has accepted the position of Environmental Health Officer (EHO) and will commence on 10 September. Danica joins Council from Wanganui where she is currently covering a maternity leave EHO position. Prior to this Danica spent a number of years in Perth working as an EHO; she brings a wide range of skills to the role.

6.3 Financial Services

Lovee Agarwal has accepted a position in the finance team of an electrical supplier in Palmerston North and will be leaving Council on Friday 31 August. We wish Lovee all the best for her new position.

6.4 Customer Services

Robyn Hargreaves has tendered her resignation from Council, effective from Monday 3 September. Robyn is moving with her partner to Kaikoura to embark on a business venture. We wish them every success for the future.

6.5 Tararua District Library

Due to ongoing health issues, Darren Russell has tendered his resignation from the Library; Darren’s last day will be Monday 10 September. Council, as well as library users, will miss Darren and we wish him all the best for the future.

We are currently recruiting to replace the vacancies in Financial Services, Customer Services and the Library.


Activity Reports

Asset Management

Roading

7. Contracts Let or Major Variations

Contracts Let

Contracts C06/10 C07/10: Pavement Rehabilitation

Infracon has been advised of a further 12-month rollover of these two contracts.

8. Road Maintenance Contract This component of the report has been prepared by Brian Barnes, Contracts Manager.

Network Condition

Roading Inspections by the appointed TES Area Roading Managers are continuing. Failures on identified sites are being addressed on a priority basis, as set by the relevant Area Manager in consultation with Infracon staff.

The weekly priority meetings between TES and Infracon Contract Managers have been temporarily postponed due to the recent flood damage,

A weekly report is now received by the TES Contract Manager after the Infracon operations meeting, and sent to relevant Roading Area Managers as to works programmed for the following week.

Heavy metal overlays that were completed prior to the end of the financial year continue to hold up well, with favourable comments from the public.

Flood events over recent weeks have caused considerable damage to the roading network in mainly the Northern and Eastern areas. Coast Road and River Road areas have been closed for a period of time with major slips needing to be cleared. All roads in the network affected by flood damage are now open and included in the Road Status report with advice to the public on conditions.

All areas affected by the recent weather event have been acted upon, prioritised and where necessary netted and signed for safety while remedial measures are decided.

Unsealed Pavements Maintenance metalling has continued in areas where the

weather has allowed. Maintenance metalling is pre-approved for the August 2012 period.

All CRMs relating to grading and maintenance metal have been acted upon and customers advised of grading programmes.

Roading Area Managers are continuing to make new contacts in their respective areas and developing communication lines with them.


Grading of the unsealed network has been proceeding well, and all issues dealt with on a timely basis. Any hold ups are reported back to customers who have lodged complaints. All CRM service requests are relayed from Infracon Operations to the TES Contract Manager for updating and advising the customers where necessary. This includes roading related CRM issues reported at the weekends, which is also aiding the Road Status report updates.

Sealed Pavement

Ballance Valley and Gorge Road seal widening are still 80% complete with associated drainage and edge breaking being required. This was delayed to assist with end of year maintenance to the roading network. The works on this area are to proceed as the flood damaged areas are cleared and prioritised. Potholing/Edge break repairs are continuing. EZ Street, the product now replacing plantmix has been put into use by Infracon and is proving a far more durable surface repair. The BRP Asphalt patches will also be utilised more in the future to give a more professional finish to surface damage. The 2012 preseal repair inspections have now been completed. The programme for the repairs is being developed at present to enable a timely finish to clear the sites for the reseal contractor who plans on beginning reseals in November 2012.

Drainage Culvert inspections are being undertaken at present, to be programmed where necessary to coincide with preseal repairs.

Water-tabling continues in identified areas.

Vegetation Control

A programme is currently being developed to enable rural verge mowing to keep up with an expected excessive growth season.

Emergency Works

All flood damage sites are being identified and prioritised at present by Infracon and the Northern Area Roading Manager. The area most affected is the North West where considerable damage to the network was experienced, with the area above Akitio on Coast Road, which is currently closed, being monitored regularly.

Financial The month of July is the commencement of the 2012-13 financial year and there are no concerns with finance.

Contractor Performance

Over the past few weeks the communication between contractor and TES has been much improved. Infracon Operations have continued to keep TES informed of any updates on flood damage areas, and situations where roading is compromised. This has assisted in keeping the general public and Council informed on current situations.


Coast Road above Akitio

Recent flood damage site July/August 2012, which is being monitored and surveyed regularly for any changes.

Castle Hill Road slump at 13.4 - now netted and signed for safety

9. Resealing Contract

Nil change from previous report.


10. Pavement Rehabilitation Contracts

Anthony Mason, our Engineer Technician, is currently project managing these contracts and has provided the following report.

10.1 Contracts 06/10 & 07/10 (2010/11 Pavement Rehabilitation - South & North)

Currently new schedules are being prepared for the 2012-13 season 2012/13 Northern Sites - Proposed

Road RP % Complete

Pahiatua-Pongaroa Rd 41.783 – 42.368

Pahiatua-Pongaroa Rd 43.534 – 44.110

Pirimau Rd 0.030 – 0.445

Tataramoa Rd 2.228 – 2.628

Umutaoroa Rd 3.413 – 3.613

Gaisford Rd 0.141 – 0.400

Waihi Valley Rd 0.179 – 0.296

Waitahora Rd 6.495 – 7.037

Waitahora Rd 16.883 – 17.354

Tamaki River Rd 1.992 – 2.588

Hovding St 0.380 – 0.767

2012/13 Southern Sites

Road RP % Complete

Top Grass Rd 6.603 – 7.305

Mangaone Valley Rd 19.122 – 19.924

Coonoor Road 0.475 - 1.088

Troup Rd West 0.668 - 1.127

Little Rd 3.112 - 3.627

Ballance Valley Rd 1.059 - 1.614

Coonoor Rd 0.475 – 1.088


11. Bridges

Tom Dodd, Design Manager, has provided the following report.

• Handrail upgrading will resume July 2012 as part of an ongoing programme to remove wooden handrails from TDC bridges. This work will be completed in the 2013/14 financial year.

• Structural Repairs ongoing: cracking and spalling of concrete. Morris and Bailey are continuing with various smaller sites.

• Painting has been completed on bridge P-092 on Hinemoa Valley Road. The contractors are very pleased with the outcome and are using photos of the bridge in promotional information.

• The 2012/13 Structural Steelwork programme has been finalised and most of the sites for topside painting identified.

• Happy Valley Bridge E-019: Eketahuna weather continues to delay the addition

of the new asphaltic concrete deck, along with the forming of new approaches and sealing of these. This was due to be completed in May and will be completed when a suitable weather opportunity arises.

• Concrete repairs: The 2012/13 programme is underway.

• Bridge deck expansion joints: Again the 2012/13 programme is finalised and work due to commence.

Structural Rating The bridge on Easton Street in Dannevirke has been structurally rated to ensure capacity as the portal to the transfer station. Design work for strengthening to HN-HO-72 standard is underway. Bridge currently carrying Class I loads maximum.

12. Heavy Vegetation Contract

Hopkins Roadside Trimming has continued in the area and has undertaken cutting in the Northern part of the district.

13. Chemical Vegetation Control

No change from previous report.

14. Street Cleaning Contract

Continued daily/weekly cleaning undertaken.

15. Urban Mowing

With the wetter and colder conditions, grass growth has slowed and the contractor has been advised not to mow excessively wet areas.


16. Pavement Remarking

No further work completed.

17. Street Light Maintenance

Pongaroa has now moved to the modern age of technology with the replacement of the damaged sodium street lights with new LED lights. These are slightly more expensive to replace but have a longer running life, and it is hoped this will reduce costs. We have had good favourable comments regarding the upgrade.

18. Emergency Events

Engineering Technician, Anthony Mason has been overseeing various flood damage repairs that are being repaired under the Road Maintenance Contract by Infracon. His report follows.

This month, after more heavy rain throughout the district, we have seen an increase of flood damage related issues. Again the coastal areas were the worst affected with many slips, dropouts and slumps occurring.

Coast Road Slump

Figure 1: Coast Rd at 22.4 km Figure 2: Coast Rd at 22.4 km

Scouring along the stream has most likely caused this slump. Options to repair are: • Rebuild the road and re-align the stream

• Rebuild the road and rock the toe of the bank

• Shift the road away from the stream


Weber Road Slump

Figure 3: Weber Rd at 21.4 km

This slump was previously excavated down to the papa layer, and has subsoil installed. The subsoil has been removing a considerable amount of water, but the slump area continues to move. This will all be removed and rock will be placed at the toe of the new formation.

R52-121 Slump

Figure 4: R52-121 at 12.15 km

This is a re-occurring slump and will be inspected by an engineer, as it has continued to move even after a crib wall was installed recently.

Castle Hill Road Slumps

Figure 5: Castlehill Rd at 12.58 km

Re-aligning this section, if possible, will be more cost effective due to the length of the slump, as apposed to installing a crib or tieback wall.

Figure 6: Castlehill Rd at 13.4 km (Tieback wall)


Coast Road (Beach Hill)

Figure 7: Coast Rd at 29.98 km (south end) Figure 8: Coast Rd at 29.98 km (north end)

On 31 July, engineers responded to a call from Infracon indicating that this slump had re-activated. Since then, engineers have surveyed the site and have been monitoring the slump’s progress, which has gradually slowed. Infracon has bored holes through the water table 5 metres deep, trying to find a hard layer, but have only found organic clay material. Opus has been contacted, and is putting some proposals together for approval. The road was closed on safety grounds on 3 August and remains closed until further notice.

19. George Street Stormwater Upgrade – Pahiatua

Stringfellows has completed approximately 90% of the work. The new kerb and channel has been completed and the footpath has been prepared for asphaltic concrete, which should be getting laid in the next couple of days. After that, the disturbed road surface will be prepared and sealed.

20. Woodville Town Centre Project

The upgrade has been progressing well even though we have had a wet month. Night work has commenced as well as crews working through the day to complete kerbing and paving.

We have received complaints reference the night work, however we will monitor these against the option to disrupt shop owners during the day.

As well as complaints, we have also received compliments as to how good the town is looking.


Assets Group

Utilities

21. Water

21.1 Woodville

Old filters have been removed from the plant and cleaning up continues around the building. The contractor is currently working on remodelling water tables, grading and re-metalling the track. There have been issues with quality of water at the intake. We are still getting silt and debris during high rainfall and we are having to scour at the intake on a regular basis. We are lifting the level of water in the impounded supply.

21.2 Eketahuna

The new building is completed. After deliberation between Powerco & Meridian regarding connecting the building live after the power has been installed, we are having to wait until 28 August for that live connection to be done by Powerco.

21.3 Pahiatua

Mangahao Road water main reticulation renewal is half way completed. 22. Wastewater

22.1 Freshwater Clean Up Fund

This week we met with Horizons to talk through the consent application process for relining the first of the Sewerage Treatment Plant (STP) ponds in Dannevirke. We are aiming to have the consent lodged by the end of September. After discussions with Horizons staff, we advised Horizons that the hold TDC Council officers placed on the application for discharge consent for Woodville consent should now be lifted. Council has been operating under an expired consent for some time and there is considerable urgency to obtain a longer-term consent. Opus Consultants have been engaged to carry out the work and lodge our resource consents. We have met on site at the Dannevirke STP and worked through existing land that may be possible for sludge drying. As part of our consent, we are having to get samples of our discharge prior to treatment to find the levels of heavy metals etc for Horizons staff. We are going to engage Parklink from Napier to do some profiling for the sediment patterning in the three wastewater ponds in Dannevirke and No.2 pond in Woodville. This includes taking samples at two different depths spread around the three ponds to give us a reasonably accurate calculation of the total dry solids present in each pond, which will equate to the amount of truckloads of material to be removed. This will be mapped onto 3D views of each pond showing the profile of the sediment in each pond and the relevant and approximate density of solids throughout the sediment profile.


22.2 Compliance Testing

Horizons carry out our district discharge monitoring for wastewater and landfills. We have asked them to add another Dannevirke site for testing further upstream from the point where they test at present, which will give us a better indication of the upstream nutrient loading.. Also, we are going to test monthly from where Alliance Meatworks discharge into our reticulation system in Carlson Street. We are wanting to see what nutrients are coming in and what affect it may have on our treatment process. This will indicate whether Alliance may have to do further treatment themselves.

22.3 Dannevirke Sewage Treatment Plant

We had a major problem at the Sewage Treatment Plant on the night of Friday 3 August. The control panel stopped operating so we could not operate the plant and treat as normal. We had to contact Horizons and discharge direct to the river out of the old discharge point. The problem was diagnosed by Abbeys in Wellington as a hardware and software problem. This was repaired and the total system was reprogrammed and back in operation by Tuesday morning. The plant has been envisaging high vacuums with no apparent reasoning that we could find and after the system was reprogrammed, we have had no further high vacuums at present.

23. Stormwater

23.1 Pahiatua - George Street

Stormwater main renewal is continuing.

Property

24. Housing for the Elderly

24.1 Occupancy

85 flats are presently occupied; there are 7 vacant flats, which are:

Eketahuna 1 flat vacant 326 days Ballarat Court, Dannevirke 2 flats vacant 35/48 days Ruahine Flats, Woodville 1 flat vacant 191 days Hovding Court, Dannevirke 1 flat vacant 193 days Tenant Contribution, Dannevirke 2 flats vacant 31/39 days (being redecorated – to be advertised) 25. Community Buildings

25.1 Dannevirke Service Centre

The interior painting of the offices is still a work in progress as the refurbishment of the empty flats has taken precedence. Work should recommence next month.


25.2 Seismic Assessment of Council Buildings

Due to changes in the Building Standards and legal requirements, a structural engineer from Beca has been engaged to reassess the following Council Buildings:

• Pahiatua Town Hall and Library • Pahiatua Services Centre • Dannevirke Town Hall • Dannevirke Domain Grandstand • Carnegie Centre, Dannevirke • Eketahuna Service Centre

A report will be presented at a later date. 26. Parks & Reserves

26.1 Lower Domain, Dannevirke

Infracon staff have been clearing the overhanging tree growth on the road to the lower Domain. New plantings suited to the ground slope will be planted. More native trees will also be planted.

26.2 Mangatera Carpark

After a vehicle went through the existing fence at the northern end of the carpark, it was decided to take the opportunity to put up a new fence and remove the existing scrubby trees. A new easy care garden has been installed and the redevelopment of the entire carpark area has now been completed making a good impression on entering Dannevirke.

27. Cemeteries

27.1 Mangatainoka, Pahiatua

The new berm area on the east side of the cemetery may need some drainage installed. Because this area has been back filled with clay the area is not draining after heavy rain.

Solid Waste

28.1 District

Refuse and recycling collection services across the District are running well with very few issues.

28.2 Pahiatua Transfer Station

Three proposals have been received to manage the Pahiatua Transfer Station for the agreed 8 hours per week. Staff are following up some minor queries before meeting with portfolio members to consider the options.

28.3 Pongaroa Landfill

Whitakers have been given notice that their management services will no longer be required at the Pongaroa landfill. Council will engage a local contractor directly. The landfill hours will be reduced to one day per week based on the needs of the local community.


Environmental Services 29. Animal Control

Dog Registration July 2012 Total known 6,715

Registered 6,061

Unregistered 654

Over 9,000 individual dog registration records required updating during the July registration period, indicating the turnover of dogs in a twelve-month period.

30. Health and Safety

30.1 Building Consents

2012 No Value 2011 No Value

July 45 $1,916,675 July 30 $1,146,950

International Accreditation New Zealand has renewed the Council’s Building Consent Authority accreditation. The next audit is due in November 2013.

30.2 Earthquake-prone Buildings On 14 and 15 August 2012, Beca carried out a seismic assessment of six Council owned buildings. The company is to provide Initial Evaluation Procedure assessments for the buildings and provide a report outlining the methodology, findings of the investigations, recommendations and future actions for consideration. This will assist with making decisions about the future requirements of these buildings and will give us an understanding for dealing with other buildings in the district.

30.3 Liquor licensing

Licence Issued Renewed

On-licence variation 1

Off-licence 1

Club licence 2

General Manager’s Certificate

4 5

Club Manger’s Certificate 1

Special Licence 6

A managers’ refresher evening was held at Tui HQ on Wednesday 25 July 2012 for all the managers employed at the HQ. This was requested by the manager of the HQ and was very well received. The Liquor Licensing Inspector covered the obligations relating to the new style of licence that is in force there.


31. Resource Management

31.1 Puketoi Wind Farm

Three appeals have been received against the Commissioners’ decision to grant consent for the wind farm. • Kelvin Lane, R D 4, Palmerston North is principally concerned about the visual

effects of the proposal.

• Michael and Angela Connell, Makuri are concerned about the adverse effects of the construction traffic adjacent to their house.

• Wayne and Christine Marshall, Towai Road, are concerned about the adverse visual and amenity effects created by the seven turbines adjacent to their property.

Notice has been received from original submitters Contact Energy Ltd and John Bent, who wish to be parties to the appeals.

Attempts are underway to get mediation underway later in the year.

Strategy & District Development

32. CCTV Trial is Underway in Dannevirke

The Dannevirke Development and Promotions Society with Council and the NZ Police are testing whether the low cost equipment is adequate for a town camera system. Approximately 40 street signs have been updated to include the Police prescribed words: “Police Crime Prevention Camera Area” and a further 35 more are required for a full CCTV system. A recommendation to private businesses and Council on improving street lighting is possible from the installation of a full camera system.

33. Energy Efficiency

We are working with Auckland City on LED (Light Emitting Diode) street lights and have also sought advice from EECA (Energy Efficiency & Conservation Authority). LED is still a maturing technology but our high maintenance cost due to poor economy of scale in the Tararua is likely to improve the business case for installing these longer life/lower energy lights.

34. LASS

Contracts project is working on sharing contract documents, projects information and skill sets at other councils to improve documents and in-house capability. A contract assessor training course (for roading contracts) is being organised for the region.

Council’s existing valuation service provider, Quotable Value NZ, was successful in their LASS tender. A contract with QV has been drafted.


35. Generator

A 100KVA generator is being installed for the Dannevirke Administration and Emergency Management Buildings. Works are to be completed, tested and fully operational by 20 September 2012. This means that Council will be able to manage civil defence activities

36. Liquidation of TDC Holdings Limited

The TDC Holdings financial statements are being prepared for audit.

37. Tararua Forests Limited

• Government announced that the second tranche of carbon credits are to be allocated 31/12/2013 (first tranche is due after 31/12/2012).

• A Valuation/stocktake has been arranged. Interest from potential buyers continues to exist and the accurate stocktake will give confidence in the value of offers.

38. Information Technology

• Council’s Voice over Internet Protocol software, Zeacom, was upgraded with no issues for the first time in over three years.

• The document management software project, TRIM, is now occupying a great deal of IT time as we head to the October go-live date.

• The Microsoft Enterprise agreement we lead with RDC and HDC ends in

September 2012. We are considering options under the All of Government procurement.

Marketing & Economic Development

39. Service Excellence Awards

Service Excellence Awards

The establishment of the Tararua Service Excellence Awards (working title of Tararua Won) is progressing well. Westpac Bank haS led the way – just as they did in Wairarapa - with Dannevirke Chamber of Commerce and Tararua District Council in supporting roles.


The objective of these awards is two-fold:

• To raise the level of customer service experience in all aspects of Tararua business and life, for residents and visitors alike.

• To recognise those who consistently demonstrate and truly embody the service ethic that supports the above ambition.

Our Team Members: Adrian Berry Westpac Bank Max Young Dannevirke Chamber of Commerce Lianne Simpkin Tararua District Council Jenny Holmes Tui Brewery Mangatainoka Phil Grant Owner/Operator NZ Natural Clothing Jo Parker Marketing Executive Pukaha Mount Bruce Jason Griggs Owner/Operator Pahiatua New World Supermarket Alistair/Trish Rodwell Owner/Operator Yummy Mummies Woodville

(For those who have not seen the Wairarapa Won awards programme - on which we will be basing our own - check out www.wairarapawon.co.nz)

40. Tararua Engagement – Classic New Zealand Wine Trail (CNZWT)

The SH2 route of the CNZWT passes through Tararua and it makes sense for this current gap in the trail between Wairarapa and Hawke’s Bay to be completed by the engagement of Tararua tourism marketers and operators.

CNZWT and Destination Wairarapa In considering the options available to use we have chosen to become an associate member of the CNzWT partnership and a member of Destination Wairarapa. Destination Wairarapa will assist Tararua in guidance to engage any export ready tourism operators to CNZWT - as a way of pulling more business.

The Classic New Zealand Wine Trail is not all about wine! The wine theme is a convenient way of linking the stories of the regions together. The CNZWT is also the route from which hundreds of other experiences are available. Nature experiences and adventure activities are widely available, the stories of our small communities explored, and the remote coastal experiences unparalleled.

Whilst the primary purpose of the CNZWT is to support international tourism, the benefits also flow to the growth of domestic tourism.

The Classic New Zealand Wine Trail forms a critical part of the touring route network in New Zealand that is used by Tourism New Zealand and Regional Tourism Organisations to ensure that international visitors make more of their time so that:

• Travellers spend longer in New Zealand • Travellers explore different parts of New Zealand • Travellers spend more money in each region of New Zealand • Travellers go home with great stories about each part of their stay in New Zealand

The Classic New Zealand Wine Trail (CNZWT) is favourably received by international visitors as a way of linking the North and South Islands together. As focus changes and the North Island has come to enjoy a greater proportion of visitor nights, it has also proved to be a way of slowing these visitors in our region and districts by providing information about all the things to see and do.


CNZWT Partners currently include The Regional Tourism Organisations (RTOs) of Hawke’s Bay, Wairarapa, Wellington and Marlborough. The CNZWT sets a platform for these organisations to collaborate on marketing and promotion of the trail as product - which together is a more compelling proposition to the tourism consumer.

Benefits to Tararua

The website for CNZWT (www.classicnewzealandwinetrial.com) is housed within (www.wellingtonnz.com) but has its own portal and content. Wellingtonnz.com receives almost 2 million visitors a year and thus content is readily available to these users and the CNZWT benefits from the ongoing investment and development of the site by Wellington City Council through its tourism marketing Positively Wellington Tourism. Local information will be linked to on our local Destination Wairarapa website.

OnLine Booking System

For Tararua District based businesses that are members of Destination Wairararpa there is capacity to promote on-line book-ability via the RTO website. This is an important opportunity for tourism operators in Tararua to increase sales and awareness with this online channel. Tui Brewery, Pukaha Mount Bruce, Otapawa Backpackers and Brookfields Lodge are currently members of Destination Wairarapa.

Inbound Trade Day

The CNZWT is represented at the Wellington Wairarapa Trade Day. Suitable individual tourism operators in the Tararua District could also participate.

Networking

By participating in the network, Council will be provided with the opportunity to share in the marketing planning and promotion of the CNZWT.

International Marketing

Representation in key markets via Positively Wellington Tourism (PWT).

Wellington Trade Directory

Free operator listing (where trades are ‘trade-ready’) in regional Trade Directory (digital and/or print) distributed to Inbound Operators, international wholesalers in key markets, media/public relations, Tourism New Zealand offices and at trade events.

i-SITE Visitor Centre Training Calls

PWT undertake approximately 20 i-SITE Visitor Centre training calls each year.

Product Development

CNZWT members can call on PWT for assistance with product development initiatives. This may include research, trade target lists, online advice, public relation releases or feedback on product ideas.

Representation

The CNZWT partners collectively represent the tourism interests of the trail through membership/participation in various collectives: Cruise New Zealand, Regional Tourism Organisations NZ and the Wellington & Wairarapa International Marketing Alliance, i-SITE New Zealand, etc.


Australia Consumer Campaign The RTO’s that make up the CNZWT also partner in a collective effort to promote the central part of New Zealand to consumers in Australia (particularly Melbourne, Sydney & Brisbane). Whilst this work is funded from a different partnership arrangement, the CNZWT is very much the tool used by travellers to link the regions together.

41. GO! Project

Flax – Harakeke Flax in being positioned in New Zealand for re-establishment as a land-based industry for the 21st century.

We met with Horizons this month to discuss a collective approach to encourage local farmers to plant flax. We believe there is a brilliant opportunity to re-integrate flax into land management for environmental reasons while recognising secondary opportunities for future markets.

Horizons are supportive of this and are keen to attend meetings with local farmers in our district. Initially their interest is with landowners near the Mangatainoka and Tamaki Rivers.

Training We will be attending training on cluster development at the office of Vision Manawatu on Monday 21 August. Clusters are relative to economic growth in our district and link into the current work we are doing with the GO! Project on farmer led groups.

42. Business Development and Support Services

Vision Manawatu delivers services under the Regional Business Partners Network (RBPN), funded by New Zealand Trade & Enterprise (NZTE). This service covers the Tararua District and involves specific advice and support to qualifying businesses under the NZTE criteria.

Vision Manawatu has been working collaboratively with Tararua District Council to drive economic development and we have experienced real success. 16 Business Capability Assessments were completed for the year ended 30 June 2012 and $17,838 (50% of the total cost) was allocated towards training. The total invested in training - in the Tararua district was $35,676. Two businesses received Research and Development funding to the value of $228,808 (50% of the total cost), making the total Research & Development investment for this district $457,616. This month the Bio Commerce Centre (RBP) has been successful in securing $21,500 for a start-up company in Dannevirke.

The opportunity exists to leverage off the RBPN programme and deliver a higher level of service for local business and support for economic growth of our district. Vision Manawatu will present this new level of service plan to Council in September.


District Resilience

43. Rural Fire

• Volunteers from the Tararua Rural Fire Authority, along with Paddy, attended the Forest and Rural Fires Assn NZ Conference in Hawera. Good contacts were made and up to date Rural Fire information received.

• Paddy attended the Te Uri Volunteer Rural Fire Force AGM on 25 July 2012.

• New radio purchase was made. Using the Motorola DP4000 series. Should be in operation in the next two weeks.

• The fire training management system being developed in conjunction with RMS in Napier is progressing well. This project is being monitored by various Enlarged Rural Fire Districts with a view to a demonstration being conducted at one of their national meetings. Tararua Rural Fire Authority is leading the charge on this project.

44. Civil Defence

• We have signed up a Tararua High School student as part of the Gateway Project. Her name is Chloe Fairley and she will be working in Graham’s old office in Assets on Thursdays. She will be assisting in EMIS administration, training records, community plan production and other tasks for Rural Fire and CD. If Chloe works out, she will be working full time during school holidays on various emergency management projects.

• Group Meetings – Jenny McNeur attended the Welfare Action Group meeting in Wanganui, Blair attended the Chief Executives Group meeting in Feilding, Ray, Peter and Eric attended the Lifelines Action Group in Palmerston North and Paddy attended the Emergency Management Officers meeting in Palmerston North. Excellent turn out.

• A meeting was held with Norsewood Police and Fire to discuss response

arrangements and lead agency issues during a CD event. A further meeting was held at the Norsewood School for the Norsewood community with a view to setting up a Community CD Response Group. Paddy gave a talk and this was followed by some in-depth questioning. The community is very positive about the project and is committed to producing a community plan.

• EMIS roll-out. – Paddy is to attend a basic EMIS course at Feilding and has invited the instructors to run the first two courses in Dannevirke for TDC staff. From there Violet and Paddy will run more courses for remaining staff. The aim is to have 100% of staff completing this training before the end of this year.

• Exercise Shakeout, 26 September 2012 - Maureen Reynolds is busy promoting the exercise throughout the District and we have 1,798 persons registered to date. Our target is 5,000. We will be opening the EOC in the morning of the exercise and will test our comms and EMIS for 1 hour.


Library

45. General

Woodville Community Library is hosting a Book Club. The club will meet on the last Tuesday of the month and is being run by local JoAnn Hawker. Fourteen people attended the initial meeting of the club. Each meeting will be run on a theme, with August’s meeting being New Zealand Short Stories. The Tararua REAP Microsoft Word class at Woodville Library has been well attended. A further class on Microsoft Excel will be held in September or October. The APNK Wireless service is being well utilised in the libraries. There have been 238 sessions of wireless usage in the libraries over July. In Dannevirke, a wifi area has been set up to allow users an area where they can comfortably access the internet without impinging on other library users. This is working well with three to five people using this area most of the time. It has been a busy month for Eketahuna with dog registrations in addition to school holidays.

46. Children’s Services The Winter Warmers Reading Programme continued throughout July. Of the 199 places available, all were filled and 189 children completed the programme. One hundred percent of participants at Pahiatua and Dannevirke libraries completed. Next year, three schools in Dannevirke and Pahiatua have indicated they would like to enrol their entire schools into the Reading Programme. Thanks must go to the Eastern & Central Community Trust for funding this very worthwhile programme. As part of the programme, Rangiwahia Environmental Arts Centre Trust from Feilding ran a “Junk & Disorderly” craft at each of the four branches. Woodville had twenty-six children attend and sixteen children attended the sessions at Eketahuna and Dannevirke. It was disappointing to see that no children attended this session at Pahiatua. Craft sessions based on the Diamond Jubilee were also held at each branch and these were well attended at Dannevirke, Woodville and Eketahuna libraries. Again, no children attended the sessions held at Pahiatua. In addition to these programmes, Pahiatua Community Library hosted the Wairarapa REAP Maths is Fun programme during the first week of the holidays. Twenty-four children enrolled in the programme and of these, twenty completed. The finale party was run by Wairarapa REAP. Children and parents had to build a cage a metre high and big enough for a child to fit inside. The parents especially enjoyed the challenge of completing this task.


47. Acquisitions –

48. Circulation (Issues and renewals)

49. Active Borrowers

596

4500

New Books added 2012/13Target 2012/13 As at 31 Jul 2012

Dannevirke Pahiatua Woodville Eketahuna District

8775

34461338

543

14102

8761

32521377 797

14187

Issues & renewals2012/13 2011/12

0

500

1000

1500

2000

2500

Dannevirke PahiatuaWoodville

Eketahuna

1998

811

401240

2036

894

382250

Active Borrowers

2012/13

2011/12


50. Door Count

Pedestrian traffic

51. APNK Sessions

Number of sessions of Computer Use by the public

52. New Members

7936

4,190

1903 2343

8238

3978

1924 2066

Dannevirke Pahiatua Woodville Eketahuna

Pedestrians2012/13 2011/12

0

500

1000

1500

2000

2500

Dannevirke Pahiatua Woodville Eketahuna

2155

908

384 432

2023

740

380 361

APNK Use by Session

2012/13

2011/12

Dannevirke Pahiatua Woodville Eketahuna District

3514 8 4

6167

248 9

108

New members2012/13 2011/12


Customer Services

53. Temporary change to Woodville Service Centre Hours

From the 15 August to 14 September, Andrea Hamblyn who covers the Service centre lunch break will be on leave. To avoid instability around cover the Service Centre will be closed from 1.00 pm to 1.30 pm each day. The Service Centre will continue to open at 8.00 am and close at 4.30 pm Monday to Friday. An advertisement has been placed in the Bush Telegraph to advise residents and a notice is in place at the Service Centre.

54. Arohatia Te Reo Promotion

The Service Centres and Tararua i-SITE participated in Maori Language week, which was held over 23-29 July. We received various resources to take part and a giveaway for those interested in learning to speak Te-Reo.

55. 2012/2013 Dog Registrations

This year’s registration period went well. Those customers who were fortunate to receive their free gift for the first 100 dogs registered in each office were grateful. It would appear more customers chose to pay electronically reducing the need to visit a Service Centre to register their dog in person.

56. Rates and Rate Rebate Applications

This year Rates Rebate applications will be sent out in September, normally these are sent out following the first rates instalment. By sending the Rebate applications a month later, we are smoothing our peak period over August and September versus over one month. This means for a three month period from July to October Customer Services have a consistent work load, from annual dog registrations, first rates instalment to rate rebates, ensuring that sufficient time is given to each customer. This does not disadvantage those ratepayers wishing to apply for a Rebate, as any Rebate received would not have been processed in time to go towards the first rates instalment.

57. Monthly Daytime call statistics

June 2012 July 2012

Number of calls 2872 3236

Number of service requests 208 282

Number of abandoned calls (%) 91 = 3.17% 126 = 3.89%

Average talk time 1:02 minutes 0:58 minutes

Average call wait time 0:14 minutes 0:15 minutes

Longest call wait 4:31 minutes 5:27 minutes


58. Afterhours Service

Key statistics

Number of calls 295

Number of RFS 83

Abandoned rate (%) 10%

Average wait to Abandon 0.55 minutes

Average Speed to Answer 0.13 minutes

Average Handle Time (TT + ACW) 3.00 minutes

Longest call wait 4.00 minutes

29603618 3343

2864 30222352 2572

3041 32422788

32862872

3236

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Tararua i-SITE

59. Welcome Packs

There were 12 Welcome Packs sent during July, two were sent to people outside Tararua and ten within the District.

60. Qualmark Assessment

On the 3 August the Tararua i-SITE had their review to re-confirm their current Qualmark assessment. What is Qualmark?

“Qualmark is New Zealand tourism’s official quality assurance organisation, providing a trusted guide to quality travel experiences. Qualmark makes it easy for travellers to select high quality places to stay, things to do, and ways to get around. When you see a business displaying the Qualmark symbol you can be assured that the business has met stringent quality standards and environmental criteria - earning New Zealand tourism’s official quality mark.”

The i-SITE received a pass of 81.4%; a minimum of 60% is required to obtain the Qualmark rating.

61. Facebook Promotion

Palmerston North gave the i-SITE four free ice-skating tickets as a thank you for assisting in the promotion of the ice skating rink in the Square recently. This was used as a Facebook Promotion where people answered a simple question to enter the draw. This resulted in an increase in the number of ‘likes’, which means that we reach more people with our posts.

62. i-SITE Regional Meeting

On the 1 & 2 August the i-SITE Manager attending the Wellington area regional meeting, which was held in Wellington on the Kaitaki Ferry. The meeting was also combined with a Famil tour of Lord of the Rings locations. With the release of The Hobbit in November, it is expected that there will be an increase of visitors wanting to do these tours.

There have been a few changes of ownership with some i-SITES. Kapiti Coast i-SITES, including Paraparaumu, Levin and Otaki, have been contracted out to private contractors. With the closure of Nature Coast Tourism, it is unsure whether Levin will now go with Manawatu.

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ks se

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2011-2012

Welcome packs sent by areaDannevirke

Woodville

Pahiatua

Eketahuna


63. Tararua i-SITE Facebook statistics:

Likes Talking about Weekly total reach

January 2012 167 10 149

February 2012 172 11 209

March 2012 171 5 152

April 2012 183 9 1124

May 2012 184 18 511

June 2012 185 5 235

July 2012 193 11 473

64. Tararua Information Centres statistics: July 2012

July 2012 July 2011

Local 1,785 1,772

Other NZ 885 746

Overseas 225 214

TOTALS 2,895 2,732

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Sport and Recreation 65. Tararua District

• Council approved an application submitted by Ashleigh Ahipene, to the International Representatives Fund to represent NZ at the IFMA Amateur World Muay Thai Competition to be held in St Petersburg, Russia.

• Promotional support was provided to Rangitane o Tamaki nui a Rua Inc, through

publication of the newly formed Dannevirke Business House Basketball Competition in the Recreation Advisor’s monthly column in the Bush Telegraph.

• Natarsha and Community Sport Advisor, Angela Rainham, met with Dannevirke

Netball Association Administrator, Jo Blyth to discuss their current situation and capture participation numbers in both the junior and senior grades. Also discussed were ideas on how best to promote the sport to encourage participation and growth.

• Natarsha and Angela met with Dannevirke Junior Cricket to discuss their current

situation. The outcome from this meeting was a great success with a new Dannevirke junior cricket committee formed. Nigel Jackson, from cricket, and Angela put together a list of the roles needed to be undertaken and a timeline for tasks. Sport Manawatu Staff and Dave Meiring from Manawatu Cricket Association (MCA) will support the group/incoming committee to help them ensure success.

Dave explained that MCA are happy to come over and do school visits. Natarsha is currently liaising with local Dannevirke Primary Schools to put a schedule together. Dave also outlined how MCA is hoping to put into place a part-time Primary School Cricket Coordinator for the Tararua District. This person would work with the local committees in the provision of the junior programmes in Dannevirke and Pahiatua as well as doing school visits to generate interest in the sport.

• Health and Recreation Manager, Kelly Johnson, Community Sport Advisor,

Hamish Meacheam and Natarsha met with local Iwi Health provider Rangitane o Tamaki nui a Rua CEO, Oriana Paewai, Kaihapai Toiora Maor,i Ashleigh Ahipene and Jamie Hape to discuss the Fit Whanau Triathlon. Sport Manawatu will continue to work alongside Rangitane to add value to the already well established Wahine Tryathlon. The sharing of resources and collaboration on projects like the Wahine Tryathlon and Fit Whanau Triathlon is a great way to create sustainability of local events.

• Natarsha is currently working alongside Central Primary Health Organsiation’s

Physical Activity Educator, Adele Berquist, to provide “have a go” sessions with local sports clubs for GRx clients. Provision of these types of sessions for GRx, eliminates barriers towards participation and creates a pathway into sport.


66. KiwiSport Regional Partnership Fund

• Natarsha provided support to Mid Central Rugby League Development Officer, Lisa Reweti, through promotion of the Backyard Rugby League programme to schools, linking with local league Club Dannevirke Tigers and delivery of the programme. The after-school programme, scheduled for Tuesday throughout Term 3 has not been very successful, with only two children turning up to participate over the past 3 weeks. Lisa is now looking to run the programme within Tararua primary schools as this has proved a great success at Ruahine and Pahiatua Schools. Natarsha will continue to support Lisa with this programme.

• Natarsha and Angela met with local netball enthusiast Kelly Stephenson and Steph Te Huki to discuss their proposal to run an afterschool programme in Term 1, 2013. The programme will aim to build netball skills and generate enthusiasm for the sport in the town. Kelly and Steph were encouraged to submit an application to the KiwiSport Regional Partnership Fund. Natarsha and Angela will continue to support this initiative.

67. Upcoming Events (that we deliver or directly impact on)

• The Tararua Primary Schools Seven-a-side Tournament is scheduled for Thursday 25 October 2012 at Bush Sports Park Pahiatua. The project team for this event consists of representatives from Sport Manawatu, and Pahiatua, St Anthony’s and Ruahine Schools.

Blair King Chief Executive

Report Date : 23 August 2012 To : Mayor and Councillors Tararua District Council From : Raj Suppiah Chief Financial Officer Subject : Financial report for the year ended 30 June 2012 Contents

1. Financial overview

2. Summary of Non financial performance and significant results

3. Summary Cost of Service Statements and significant results

4. Capital expenditure Report

5. Treasury report

6. Other reviews/work of significance

7. Compliance report

Appendices

Appendix 1 : Tararua District Council Interest Rate Benchmark

Appendix 2 : Draft Annual Report 2011/12

Year end financial report Page 2

1. Financial overview This report summarises the key financial highlights for the financial year ended 30 June 2012. Highlights for the year:

1.1. The key achievements and challenge

The key achievements and challenges for the year are detailed in the “Introduction from the Mayor and Chief Executive” and “Highlights of the year” sections on pages 7 to 10 and 17 to 23 of the Draft Annual Report.

1.2. Operating surplus/(deficit)

2010/11 Actual 000’s

2011/12 Actual 000’s

2011/12 Budget 000’s

Variance to Budget 000’s

Revenue 29,006 30,810 29,883 927 Operating Expenditure 29,887 32,355 29,398 (2,957) Operating Surplus/(Deficit)

(871) (1,545) 485 (2,030)

The results were due to the following:

Grants and subsidies were higher than budget by $1 million. The increase in subsidy is due to increase in road and emergency reinstatement works. This is to take advantage of the higher subsidy level this year (subsidy is reduced to 59% for the 3 years, 2013 to 2015). The amended NZTA programme of works meant Council received an additional $1.34 million in subsidy for the additional works. Council has applied for subsidy of $381,000 for the Eketahuna water treatment plant upgrade. Central government changed the timing and how subsidy will be paid (subsidies are now paid once project is completed). Council has commenced work on the plant and will request reimbursement for subsidised amount once project is completed.

Depreciation and amortisation was over budget by $1.1 million due valuation increases in asset values. Significant increases are in roading ($7.3 million against budget of $6.7 million) and solid waste depreciation ($173,000 over budget due to the Dannevirke Transfer station). These increases were offset slight by lower footpath depreciation of $128,000 due to delays in the Woodville Town Centre upgrade project.

Finance costs is lower than budget by $153,000. The finance cost of $900,000 comprises of

unrealised loss from the fair value movement of interest rate swaps of $343,000, interest


cost from term debt of $614,000 and the unwinding of landfill interest cost of $57,000. Interest cost on term debt is $439,000 lower than budget due to uncompleted capital works (meant to be funded from debt), low interest rates and interest rate strategies implemented by Council.

Operating expenses were higher than budget by 1.8 million. Significant variances are in

roading ($1.1 million) and solid waste (0.8 million) activities. The detail variances for operating expenditures are explained in paragraph 3 below at an activity level.

1.3. Cash and cash investment balance

2010/11 Actual 000’s

2011/12 Actual 000’s

2011/12 Budget 000’s


Cash at Bank 8,236 8,785 947 7,838

Financial Assets (cash investment)

4,515 1,547 9,339 (7,792)

Other Financial Assets (equity investments)

5,209 5,248 5,148 100

Total 17,958 15,580 15,434 146

Cash at bank is tracking against budget. Due to low interest rates, Council has implemented a strategy to place investments on short term deposits ranging from 1 to 3 months. This meant a reclassification of cash investments from financial assets to cash at bank. This strategy has helped Council better manager it cash flow requirements and obtain higher returns on investments. The increase in Other Financial Assets is due to purchase of further shares in NZ Local Government Insurance through the rights issues offer and loan to Bush Multisport.

1.4. Revaluation

Investment properties Council owns properties that it leases for commercial rent. These properties are classified as investment properties and are revalued annually in accordance with accounting standards.


This year Council’s investment properties were valued at $15,786 lower than last year. The movement in the valuation is taken directly to the Income Statement. Included in the 2011/12 valuation of investments are Dannevirke Aerodrome and Rural Bus Depot that was previously classified as land and buildings.

Investment properties 2010/11 Value

2011/12 Value

Variance

Existing properties 399,000 431,000 32,000 Reclassified properties 1,398,286 1,350,500 -47,786 Total value of investment properties 1,797,286 1,781,500 -15,786 Infrastructure assets and Land & Buildings This year Council revalued its Land & Buildings class of assets in addition to the annual revaluation of its infrastructure assets. The Land & Building revaluation was performed by Darrock. The Infrastructure valuation is performed internally and peer reviewed by Opus International Consultants Ltd. We are yet to complete the revaluation of these assets and will update the results of the revaluation at the next Council meeting. Assets held for sale Council had indicated its intention to sell the Thyra Street depot and accordingly this asset is reclassified as non current asset held for sale. The accounting standards states that “An entity shall classify a non-current asset as held for sale if its carrying amount will be recovered principally through a sale transaction rather than through continuing use” The value of this asset was measured at the lower of its carrying amount and fair value less costs to sell. The difference between the carrying amount and fair value less cost of sale ($394) was taken to the Income Statement.

1.5. Changes to Group Structure

Council reviewed its company structures as part of its long-term plan. In June 2012, Council simplified the reporting lines from Council to Tararua Forests and Infracon by approving the liquidation of TDC Holdings through a special resolution and the transfer of all assets to Council. This meant that the two subsidiary companies would sit directly under Council.


The decision followed the resignation of TDC Holding’s directors effective from 1 July 2012. A new committee was formed to represent Council’s interests as Shareholders, with Mayor Roly Ellis, Deputy Mayor Bill Keltie and Councillor Chris Southgate being appointed. The key impact the liquidation will have on Council: 1. TDC Holdings Limited is not a going concern

It is not appropriate for the financial statements of TDC Holdings Limited to be prepared on a going concern basis. Instead, the financial statements of the company will be prepared on a disestablishment basis. The measurement for the assets and liabilities is net realisable value.

2. Valuation of investment

TDC Holdings Limited and Council account for their investments in their subsidiaries at cost and these investments are assessed for impairment annually. With the liquidation of TDC Holdings Limited, the company has to value its assets and liabilities (which include the investments in Infracon Limited and Tararua Forest Limited) on net realisable basis. Net Realisable vale as defined by standards is “the amount for which an asset can be sold less the cost of selling it”. As a result, the group is currently valuing its investments in Tararua Forest limited and Infracon Limited:

Tararua Forest limited – the group is valuing both the forestry assets and land. The land (Birch north and Mangone) with a book value of $142,545 has been valued at $622,000. The valuation of the forest will be completed by mid September 2012.

Infracon Limited – A review of the company as a business and it value to its shareholders is currently underway. Once this review is completed, the group will be able to assess whether its investment in Infracon Limited is impaired.

We will update Council at the next Council meeting on any developments/results of our assessments.

2. Service performance and significant results

This year council achieved 75% of non financial performance measures compared to 70% in prior year and 77% in 2009/10. Refer to the table below.


It should be noted that 23 measures were not applicable this year and not included in the percentage achieved calculation above. Of these, 19 measures related to the community survey, which is done once three yearly. The next survey will be in 2014.

Total number of measures 2009/10 2010/11 2011/12

Achieved 51 58 47

Not achieved 15 26 16

Not applicable 21 3 23

TOTAL 87 87 86

Main reasons for not achieving service performance targets are:

Promptly updating the service request as completed - Council had to report several measures as “Not Achieved” due to service request in the system not updated as “closed” when remedial actions were promptly taken to address the issue.

Significant weather events - resulted in an increase in service request, major slips that affected the quality of our water and increased the occurrence of flooding.

Funding for capital development expenditure – some projects were delayed due to lack of central government funding (funding for sewerage and water upgrades) which had an impact on levels of service and performance measures

Management has the following action plan in place to address these issues:

Implemented procedures to improve the process around managing service

request to ensure the timely action and closure of customer service request as well as reporting procedures in our systems.

Continue to lobby and request funding from central government. Council has been successful in obtaining funding for the sewerage systems upgrades.

Have included capital projects in the Long Term Plan to address the issues and increase the level of service in some activities.

Refer to page 17 to page 23 of the Annual Report for highlights of the year.

3. Cost of Service Statements and significant variances

The table below highlights the activities with significant variances. Refer to the Section on “Statements of Service Performance” under the Statement of Cost of Service of the Draft Annual Report for variance for each activity.


Activity Actual (‘000)

Budget (‘000)

Variance Fav/(Unfav) (‘000)

Income Animal Control 253 202 51

Roading 15,879 14,540 1,339

Solid Waste Management 964 1,285 (321)

Water Supplies 1,926 2,146 (220)

Expenses Community Buildings 701 817 116

Footpath 590 696 107

Housing 610 696 86

Resource Management 254 315 61

Roading 16,547 14,302 (2,246)

Sewerage 1,750 2,146 396

Solid Waste Management 2,278 1,287 (991)

Water Supplies 2,181 2,232 51

Explanation of Significant Variances:

Income:

Animal Control – Fees & charges are higher by $51,000 mainly due to due increase in infringements as the dog module was operational this year.

Roading – Subsidy revenue is higher than budget by $1.4 million due to subsidised operating and capital renewal expenditure higher than budget. This activity has caught up with the work schedule and is making the most of the higher subsidy rate as approved by Council. Solid Waste – revenue from Fees and Charges is under budget by $3206,000. Pahiatua landfill was closed in Dec 2010 but the dumping fees were still included in the budget. Water Supplies - We are yet to receive subsidy for the Eketahuna water treatment plant upgrade. Central government changed the timing and how subsidy will be paid (subsidies are now paid once project is completed via reimbursement). Expenses: Community Buildings – Overall expenditure is below budget. The repainting of the Sport Centre of $30,000 will go ahead in July 2012 and $27,000 budgeted for the repainting of the Carnegie Centre has been put on hold pending the results of the earthquake assessment.


Footpath – Overall expenditure for footpath was under budget mainly due to lower depreciation (delay in the Woodville Town Centre upgrade project). Maintenance Urban is $57,000 over budget due to additional extra-ordinary expenditure to promote the district over the World Cup period involving the purchase of Tararua Flags and spraying of Lichen on footpaths. Housing – Maintenance expenses are $40,000 under budget due to lower maintenance during the year. Depreciation is also under $46,000 under budget due to the sale of the Norsewood and Ormondville flats last year. This has also shown up as a reduction in the Fees & Charges (rental income) income received. Resource management – Cost for District Plan review is under budget by $119,000 as the plan is near completion. Finance has used $25,000 from this budget to complete the Tax review and voluntary disclosures for IRD. Coastal hazards assessment was under budget by $35,000. This project is planned to start next financial year. Roading – operating expenditure for emergency reinstatement, sealed pavement and routine drainage maintenance have increased by $409,000, $466,000 and $197,000 over budget respectively. This is due to increased level of work. Management is looking to use the budget and have no carry forwards to make most of the 60% subsidy from NZTA. Unsealed road metalling is lower than budget due to performance of contractor and poor weather conditions. Roading depreciation was $763,000 over budget due to valuation increases in roading assets. Sewerage – Overall expenditure for sewerage was under budget due mainly to use of internal staff instead of consultants. Depreciation is higher than budgeted due to revaluation increases in wastewater assets last year. Solid Waste - Cost for recycling bin was higher than budget by $108,000. Budget was based on Dannevirke Transfer Station opening sooner and “red bins” contract terminating earlier. Transfer station cost was higher than budget by $709,000. The budget was based on the new Dannevirke and Pahiatua transfer station open all year. The Pahiatua transfer station had operated all year under existing contract conditions with a resulting $258,000 overspend. The Dannevirke Transfer Station opened in April 2012, the delay resulting in a $394,000 overspend. Depreciation is higher due to depreciation of transfer station and write-down (fully depreciate) of landfill assets due to closure. Interest cost is lower by $56,000 due to a combination of lower interest rates and internal borrowing.


Refuse collection was under budget by $74,000 due to Central Hawkes Bay landfill charges being correctly allocated to transfer stations rather than the kerbside collection. Water supplies – Insurance for this activity has increased by $62,000 due to increases in LAPP and material damage insurances. Depreciation is higher than budget by $51,000 due to increase in capital expenditure and increase in valuation. These increases are offset by lower consultants cost (use of internal staff) and contract cost for treatment and reticulation of $15,000 and $95,000 respectively. Interest cost is below budget due delay in completion of major capital projects. 4. Capital expenditure Report

Carry forwards

Budget for 2011/12

Total Budget (A)

Actual to June 12 (B)

Percentage (B)/(A)

Renewal 2,752,876 6,957,063 9,529,939 7,285,061 76%

Development 8,382,531 2,892,846 11,275,377 5,013,865 45%

Total 10,955,407 9,849,909 20,805,317 12,298,926 59%

When we compare the progress to previous quarter and last financial year:

As at 31 Mar 2012

As at 30 Jun 2012

As at 30 Jun 2011

Renewal 56% 76% 76%

Development 31% 45% 25%

Total 42% 59% 43%

Capital development expenditure has increased significantly from 31 March 2012 and is higher than last year. Refer to the Financial Overview section pages 26 and 27, and Capital expenditure Report section pages 38 to 55 of the Annual Report for details.


5. Treasury report

5.1. Cash and investment management

Council cash and investment position at year end was:

2010/11 Actual 000’s

2011/12 Actual 000’s

2011/12 Budget 000’s


Cash at Bank 8,236 8,785 947 7,838

Financial Assets (cash investment)

4,515 1,547 9,339 (7,792)

Other Financial Assets (equity investments)

5,209 5,248 5,148 100

Total 17,958 15,580 15,434 146

Cash at bank is tracking against budget. Due to low interest rates, Council has implemented a strategy to place investment on short term deposits ranging from 1 to 3 months. This meant a reclassification of cash investments from financial assets to cash at bank. This strategy has helped Council better manager it cash flow requirements and obtain higher returns on investments. An increase in Other Financial Assts is due to purchase of further shares in NZ Local Government Insurance through the rights issues offer and the Bush Multisport loan. The weighted average return Council received for the year from cash investments of $9.946 million was 3.81% (3.62% last year).

Compliance with Policy The following report details the specific requirements of the Investment Policy. No breaches were noted. Liquidity Council’s portfolio will be arranged to provide sufficient funds for planned expenditures and to allow for the payment of obligations as they fall due:

Limit Actual

Minimum level of available liquidity (committed bank facilities and/or liquid target assets) will be not less than $1.32

$1.32 m $10.31M


million in addition to the amount required to be held against special funds.

Counterparty and investment spread Tararua District Council Investment profile Counterparty Credit Risk

Banks Credit Rating

Policy Limits

Actual value($m)

Actual Investment

Policy Compliance

ANZ A1+ 40% $0.45 4.53% Y BNZ A1+ 40% $6.05 59.85% N Citibank A1 20% $0.01 0.1% Y Domain Boards A1 20% $0.13 1.28% Y Kiwibank A1+ 40% $0.00 0% Y Westpac A1+ 40% $3.47 34.3% Y TOTAL $10.10 100.0%

Credit Risk by Tier

Credit Rating

Policy Limits

Actual value($m)

Actual Investment

Policy Compliance

Tier 1 A1+ 100% $9.97 98.6% Y Tier 2 A1 50% $0.14 1.4% Y Tier 3 A2 20% $0.00 0.0% Y TOTAL $10.10 100.0%

Investment Limits by Time Band

Period to Maturity Policy (Max

$m) Policy

(Max %) Actual

value($m) Actual

Investment Policy

Compliance On Call No Limit 100% $3.35 33.2% Y 2 - 7 Days 2 50% $1.08 10.7% Y 8 - 30 Days 1 50% $0.00 0.0% Y 31 - 90 Days No Limit 50% $5.67 56.1% N 91 - 365 Days No Limit 50% $0.00 0.0% Y >12 Months No Limit 0% $0.00 0.0% N/A TOTAL $10.10 100.0%

The breach is due to placing more funds with one bank. Bank of New Zealand had offered much higher rates compared to other banks. Hence, we invested more money with Bank of New Zealand on one to three month deposits to obtain better returns.


5.2. Interest and Debt position

2010/11 Actual 000’s

2011/12 Actual 000’s

2011/12 Budget 000’s

Finance Cost 768 900 1,053

Secured Loans Current – Less than 12 months

5,000 5,000 2,000

Secured Loans Non Current – Greater than 12 months

5,000 5,000 7,967

Derivative 53 396 -

Total Secured Loans 10,000 10,000 10,000

There is no change to Council’s overall debt. Council core debt still remains at $10 million and is tracking close to budget. Finance costs is lower than budget by $153,000. The finance cost of $900,000 comprises of unrealised loss from the fair value movement of interest rate swaps of $343,000, interest cost from term debt of $614,000 and the unwinding of landfill interest cost of $57,000. Interest cost on term debt is $439,000 lower than budget due to uncompleted capital works (meant to be funded from debt), low interest rates and interest rate strategies implemented by Council. Management utilises the services of Asia Pacific Risk Management (APRM) to provide advice on structuring and managing Council liabilities and investments. As part of this advice, Management has put in place strategies to manage risk in relation to interest rates and cash flow by spreading the maturity of loans and putting in place fixed rate swaps. As at 30 June, Management had swaps in place to manage future interest rate risk out to 2019 and 2020 on $3.5 million of term loan. Putting in place fixed interest rate swaps for longer terms allows Council to hedge the rise of the interest rates in the future. Management continues to monitor and report on the effectiveness of using swaps to manage interest rate risk. The next thing that we will be focusing on is the $5 million fixed rate loan that is maturing in March 2014 locked in at an average interest rate of 5.84%. We have started looking at this now as to what strategy is best in dealing with the loan and how it should be structured to provide Council with more flexibility to manage interest rate risk. We are exploring placement with LGFA where Council is able to obtain an average of 4% for a medium term loan.


5.3. Debenture Trust Deed

To borrow from the Local Government Funding Agency (LGFA) Council needs to put in place a debenture trust deed. Costs include the initial set up cost and on going cost of maintaining the resister and trustees fees. The related estimated costs are: Establish the Debenture Trust Deed $12,000 Annual cost Trustee Annual Fee $3,500 Registrar Annual Fee $3,000 Council on average is able to obtain interest rates from LGFA that are 40-50 basis points below bank rates. The ongoing cost for maintaining the Debenture Trust Deed based on a $3 million debt adds 22 basis points to the interest rates. This means Council interest rates through the LGFA will still be lower then market interest rates. Refer to Appendix 1 for information on the LGFA.

5.4. Effectiveness of Interest Rates SWAPs

The table below outlines the eight swaps (total value of debt hedged is $5 million) that are currently in place as of 30 June 2012. The last two swaps are forward start swaps:

Amount Frequency Start Maturity Interest rate 1,000,000 quarterly 14-Jan-11 14-Oct-19 5.32% 500,000 quarterly 14-Jan-11 14-Oct-20 5.45% 500,000 quarterly 22-Sep-11 22-Jun-18 4.95% 500,000 quarterly 22-Mar-12 22-Mar-16 4.70% 500,000 quarterly 22-Sep-11 22-Jun-18 4.95% 500,000 quarterly 22-Mar-12 22-Mar-16 4.70% 1,500,000 quarterly 31-Mar-14 30-Jun-17 4.50% 1,500,000 quarterly 31-Mar-14 29-Mar-18 4.28%

Putting in place fixed interest rate swaps for a long term allows Council to hedge the rise of the interest rates in the future. However, there is a downside, and that is that Council is currently paying more than what the floating rate is on the swaps that are in place now. The upside is that market evidence suggests that interest rates will increase to more than 5.45% over medium to long term. The forward start strategies add an extra level of flexibility and certainty. The two swaps do not start until March 14 at the earliest. This allows Council a spread of interest rate risk and to possible low floating rates.


The weighted average cost of debt was 5.01% (6.1% last year) on $10m as at 30 June 2012. Appendix 1 shows the benchmark rate (Council’s wholesale market interest rate) and actual rate (rates obtained through use of interest rates strategies). Council’s interest rates at year end are 25 basis points below market rates. Valuation of swaps Because interest rates swaps are a derivative, we need to obtain market/fair valuations of these at year end for reporting. A table showing the value of the two swaps in place at balance date is shown below:

Date Total Amount

Fair Value as at 30 June 2012

Upwards Shift of (100 bp)

Downward Shift (100 bp)

30 June 2012 $6,500,000 -$396,087 -$128,298 -$550,903

The swaps are currently valued negatively (a book loss) as the fixed rate is currently higher than the floating rate. The unrealised loss of $396,087 is taken directly to the income statement. Compliance with Policy The following is the report detailing the specific requirements of the Liability Management Policy. Debt Ratios Debt is to be managed within the following limits subject to the Council continuing to control and maintain its share of the roading network requirements in the event of civil emergencies:

Limit Actual

Gross cost of debt (interest and principal payments) in any financial year must not exceed as a percentage of Council is operating revenue.

12% 2.1%

Gross cost of debt (interest and principal payments) in any financial year must not exceed as a percentage of rate revenue.

20% 3.4%

Debt must not exceed as a percentage of total public equity and accumulated funds.

5% 1.2%


Total debt per head of population will not exceed. $1,356 $567

Overdraft facilities with Council’s bank to a maximum of $1,324,575.

$1.325M NIL

Committed bank facility up to a maximum of $6,622,877 that may only be used for disaster recovery purposes.

$6.623M $5M

Debts limits, mix and spread Council has complied with the liability management.

Tararua District Council Debt Profile 12 month core debt: $10m Policy Limits 50%-100% Overall Fixed:Floating Mix 85% Y Liquidity Ratio: 110% Actual 201% Policy Compliance Y Fixed Rate Maturity Profile: Years 1 - 3 years 3 - 5 years 5 - 10 years Policy Limits 15%-60% 15%-60% 0%-60% Actual Dollar value (in million) 2.5 2.5 5.0

Actual Hedging 29% 29% 41% Policy Compliance Y Y Y Compliance with best practice Y Y Y Funding Maturity Profile: Years 0 - 3 years 3 - 5 years 5 - 10 years Policy Limits 20%-60% 20%-60% 0%-60% Actual Dollar value (in million) 5.00 5.00 0.00 Actual 50% 50% 0% Policy Compliance Y Y Y Compliance with best practice Y Y Y


6. Other review/ work of importance

6.1. Fraud risk assessment

Audit New Zealand recommended in their management report that “Council undertakes a robust review of transactions, activities or locations which could be susceptible to fraud and ensure that adequate controls are in place, as a matter of priority”. The risk of fraud can be reduced through a combination of preventive, deterrence and detective measures. It is important to place a strong emphasis on fraud prevention, which may reduce opportunities for fraud to take place and fraud detection which could persuade individuals that they should not commit fraud because of the likelihood of detection. Moreover, prevention and deterrence measures are much less costly than the time and expense required for fraud detection and investigation. Research suggests that the most effective way to implement measures to reduce wrongdoing is to base them on set of core values that is embraced by Council and management. The Auditors refer this to the “management control environment” and “tone at the top”. These values are spelled out in our Staff Handbook. Management places high priority on ethical behaviour and promotes our value system across all staff at Council. Management has completed the fraud risk assessment review and the findings are: 1. Overall risk of fraud at Council is low 2. Improvements to policies is required:

a. Procurement policies b. Staff Handbook c. Delegation policy

3. Staff training and education – to promote fraud awareness and prevention across Council.

4. Security of some Council building needs review 5. Explore the implementation of electronic purchase order system 6. Improved controls for cash handling is recommended The results of this review will influence our process and policy development reviews, and assist the management in enhancing operations and managing risks. Management will look to address the above issues as we undertake our policy and business process reviews.


6.2. Subsidiary audits

The Directors of Tararua Forest resolved that a valuation that included a detailed tree crop inventory of Tararua Forest’s entire forestry assets be commissioned to provide a sound basis for projecting growth and assessing yields by log grade. This valuation will also include a 15 Year Forestry Management Plan (cashflow projections).

We invited quotes from PF Olsen, CFK and Woodnet regards this work and the valuation is expected to be completed mid September. The Board on reviewing the proposals and recommendation from Management accepted the offer from PF Olsen. The revaluation will have a significant impact on Tararua Forest and TDC Holdings’ Annual Report timelines. There is a high possibility that the financial statements for both these companies will not be adopted by the end September; the statutory deadline for these companies. Management is also aware that the delay in TDC Holding’s Annual Report will have an impact on Council’s consolidated Annual Report. We are working closely with Audit New Zealand and bringing forward as much work as we can eg Audit New Zealand has agreed to audit both Tararua Forest (without valuation changes) and TDC Holdings accounts (parent only) next week. We will update Council in the September Council meeting on the progress of the subsidiary audits.

7. Compliance exception report

7.1. Investment policy

Council had deviated from it investment policy by investing more than 40% of total available cash investments with Bank of New Zealand. This is because Bank of New Zealand had offered much higher rates compared to other banks. Management decided to invest more money with Bank of New Zealand on 1 to 3 months deposits to obtain better returns. The Treasury Management Policy effective 1 July 2012 (adopted as part of the 2012-22 Long Term Plan) is policy driven and does not set such strict limits on Council. It is more enabling and gives Council the flexibility to respond to the market forces.

7.2. Investment management policy

Council has complied with the liability management policy.


7.3. Accounting standards

There were no significant changes to the accounting polices nor new standards introduced that were effective for financial year 2010/11. No non-compliance noted. Council has included in its accounting policy that it is not appropriate for the financial statements of TDC Holdings Limited to be prepared on a going concern basis. Instead, the financial statements of the company will be prepared on a disestablishment basis. The measurement for the assets and liabilities is net realisable value.

7.4. Rating remissions policy

All remission provided were compliant with policy.

7.5. Specific Policy on Giving of Securities

Council may act as guarantor to financial institutions on loans or enter into incidental arrangements for Organisations, Clubs, Trusts or Business Units, when the purposes of the loans are in line with Council’s strategic objectives. Council has not provided any guarantees as of 30 June 2011.

7.6. Local Government Act (LGA)

No non-compliance noted:

The Annual Plan 2011/12 was adopted compliant with the requirements of LGA and an unqualified audit opinion was issued.

The 2012-22 Long Term Plan adopted compliant with the requirements of LGA and an unqualified audit opinion was issued.

Six monthly financial reports were presented to Council and compliant with LGA.

The 2011/12 Annual Report process is well under way and it is expected to be

adopted within the statutory deadline of 30 October 2012.

The Draft Annual Report attached does not include the notes to the financial statements as we are yet to complete the valuation of Council’s infrastructure and Land & Buildings assets. We will provide Council a Full Annual Report incorporating changes from revaluation and final internal reviews at the Council meeting next month.


Recommendations

1. That the Financial Report and Draft Annual Report for the year ended 30 June 2012 be received.

2. That the Council authorise the Chief executive to execute the Debenture Trust Deed to enable Council to use the Local Government Funding Agency as a borrowing facility.


Appendix 1

What is the LGFA

The company

The LGFA was enacted under the Local Government Borrowing Act 2011. It is a council-controlled organisation (CCO) for the purposes of the Local Government Act 2002 by virtue of the participating Councils’ right to appoint the Board of Directors. It is a limited liability company owned by 18 Councils. LGFA was assigned an AA+ credit rating by Standard & Poor’s and Fitch Ratings - putting it on a par with the New Zealand Government rating. Standard & Poor’s rating is premised on the view that there is an “extremely high likelihood of extraordinary support from the New Zealand Government” but also reflects the LGFA’s strong standalone profile." As a "borrowing agent" rather than a bank, the LGFA will use the back office expertise of the New Zealand Debt Management Office, which arranges debt for the Government. The LGFA will borrow in bulk, allocating debt to councils on a sliding rate based on scale and credit rating. A small margin will be withheld to cover operating costs and pay a dividend to shareholder councils, which provided seed funding. Nature and scope of activities

LGFA will raise debt funding either domestically and/or offshore in either NZ dollars or foreign currency and provide debt funding to New Zealand local authorities, and may undertake any other activities considered by the Board of LGFA to be reasonably related or incidentally to, or in connection with, that business. The LGFA will only lend to local authorities that enter into all the relevant arrangements with it (Participating Local Authorities) and comply with the LGFA's lending policies. Primary objective

LGFA will operate with the primary objective of optimising the debt funding terms and conditions for participating Local Authorities. Among other things, this includes:

• Providing debt to Participating Local Authorities at the lowest possible interest rates • commensurate with the relevant maturity • Making longer-term borrowings available to Participating Local Authorities • Enhancing the certainty of access to debt markets for Participating Local Authorities

subject always to operating in accordance with sound business practice


SAVING FOR UNRATED COUNCILS*

Margins on 15 December 2017 bond 30 June 2012 (bps)

Unrated councils margin to swap 137

LGFA margin to swap 57

LGFA Funding Advantage

Less Margin

80

(50)

LGFA Net Funding Advantage

“LGFA Effect”

30

10

Total saving for unrated councils 40

*Tararua District Council is an unrated Council.

Arranging Bank/Broker/LGFA Market Share

Chart showing the breakdown of organising bank/broker of new Local Government debt issuance year to date 2012:


Chart showing the breakdown of organising bank/broker of new Local Government debt issues over 2011:

Chart showing the total issuance amount per designated tranche size during Q1 2012 ($292 million):

Sources:

LGFA presentation for new borrowers on 31 July 2012 at Wellington Statement of Intent New Zealand Local Government Debt Report from APRM

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1 agenda 29 august 2012 final - tararua district · 8/29/2012 · 2012 concerning the grant...

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