Agenda of Performance and Monitoring Meeting

Performance and Monitoring Meeting Agenda

24 November 2020

9 Reports

9.1 Group Manager Finance and Technology Services Report September 2020

File Number: A3909587

Author: Kumaren Perumal, Group Manager Finance and Technology Services

Authoriser: Kumaren Perumal, Group Manager Finance and Technology Services

Executive Summary

This report is to inform Councillors on important issues relating to Council’s finances.

Recommendation

1. That the report dated 24 November 2020 titled ‘Group Manager Finance and Technology Services Report September 2020’ be received.

Key Financial Performance Indicators for the three months ended 30 september 2020 (Attachment 1)

1. Debt

Total external debt balance at 30 September 2020 was $110.0m, unchanged from August 2020. Council’s net debt balance was $62.8m as at 30 September 2020 which represents a $13.6m reduction from the August 2020 balance of $76.4m. Council had a positive cash position of $47.2m at 30 September 2020.

2. Interest Rate Swaps

Council’s total debt covered by interest rate swaps at 30 September 2020 was 60%, unchanged from August 2020. This level of coverage is within the required policy range of 50%-95%. At 30 September 2020 Council held interest rate swaps totalling $96.5m. Council was in compliance with all of its key financial ratios at the end of the reporting period.

Key Financial Issues for the three months ended 30 september 2020 (attachment 2)

3. Operating Income

Total income for the three months ended 30 September 2020 was $24.21m. This was $2.34m lower than the year to date year budget of $26.55m. This decrease is due to variances arising from rates and service charges ($808k), Financial Contributions ($1.35m), external interest income ($93k) and Subsidies & Grants ($1.02m) revenue streams being lower than budget. These are offset by favourable variances arising from the timing of receipts from User Fees ($681k), Other Income ($154k) and Sundry Income ($92k) revenue streams.

4. Operating Expenditure

Total expenditure of $21.06m was $1.51m lower than the year to date budget of $22.57m. The expenditure variance is due to lower than budgeted spend for operating costs, additional level of service projects and depreciation offset by higher than budgeted spend for interest.

5. Capital Expenditure

Capital expenditure of $4.58m was $4.80m lower than the year to date budget of $9.38m. The expenditure variance is attributable in part to budget managers waiting on confirmation of 2019/20 projects that have not been completed or commenced prior to progressing with the work programme and lower than budgeted spends in the transportation, recreation and leisure, water and stormwater activities.

6. Financial Contributions

Financial contributions income of $1.18m is $1.34m lower than the full year budget of $2.52m. Council currently has a steady pipeline of subdivision applications through to the end of the calendar year, however achievement of the full year budget will depend on the readiness of developers to progress their applications in 2021, particularly in the Omokoroa and Minden areas.

7. Ward and Development Trends Statistics (Attachment 3)

The Ward and Development Trends Statistics report highlights the level of subdivision activity within the District. The report also tables each statistical area and zone, the comparison of the last three financial years between July 2018 and June 2020 and a comparison of the July to September 2020 quarters for dwelling consents issued, additional lots created and additional lots proposed.

There were 32 new lots created for the three months to 30 September 2020 (2019:32).

The total number of residential and rural dwelling consents issued at 30 September 2020 is 117 against a full year forecast of 465 (or 25% of the projected consents for this quarter), which is on track at this stage of the year. Actual consents issued for Omokoroa (54) and Waihi Beach-Bowentown (8) at the end of the quarter indicate these areas are on track to meet their annual projection targets.

technology update

8. CIO Technology update

An overview of the project work the information technology and business solutions teams are working on is as follows:

Project	Status Update
Kerbside waste collection service	Providing technical advice and assistance to deliver data to the contractor and meet customer information requirements.
Three Waters joint maintenance contract	Providing technical input to the system requirements.
E-District Plan implementation	Providing technical advice for the procurement of a digital district plan solution. Conversion of the existing Operative Plan to html to meet National Planning Standard complete.
LTP submission process	Preparation of requirements for managing staff comments for LTP submissions.
IT Desktop asset renewals	Council laptop deployments are nearing completion. Desktop Management (Standardisation) Toolset has been selected and is being piloted.
IT core infrastructure renewals	Disaster Recovery Storage Systems have been upgraded.
Accounts payable invoice automation	Testing in progress to capture and file all invoices using automation into Council’s accounts payable system.

quarterly scorecard update (attachment 4)

The quarterly scorecard report for the September 2020 quarter is included as Attachment 4. The Scorecard provides a high level summary of Council’s financial and non-financial results for the 3 months ending 30 September 2020.

Attachments

1. Key Financial Performance Indicators for the Three Months Ending September 2020 ⇩

2. Key Financial Issues Report For Three Months Ended 30 September 2020 ⇩

3. Growth Monitoring Statistics Report - As at 30 September 2020 ⇩

4. September 2020 Scorecard Report ⇩

Performance and Monitoring Meeting Agenda

24 November 2020

9.3 Approval to Amend Road Name - Ohauiti Rd to Upper Ohauiti Rd

File Number: A3911042

Author: Jody Schuurman, Resource Management Technical Advisor

Authoriser: Emily Watton, Policy and Planning Manager

Executive Summary

1. The purpose of this report is for the Performance and Monitoring Committee to approve the renaming of the existing Ohauiti Road to be named Upper Ohauiti Road.

Recommendation

1. That the Resource Management Technical Advisor’s report dated 9 November 2020 titled ‘Approval to Amend Road Name – Ohauiti Road to Upper Ohauiti Road’ be received.

2. That the report relates to an issue that is considered to be of low significance in terms of Council’s Significance and Engagement Policy.

3. That pursuant to sections 319 and 319A of the Local Government Act 1974, the Committee approves the renaming of Ohauiti Road to Upper Ohauiti Road, in relation to the section of Ohauiti Road southwards from the Boscabel and Adler Drive intersections, noting that Tauranga City Council (TCC) will address numbering changes.

4. That the Committee notes that the date of implementation for the road name change will be in agreement with TCC, and dependent on TCC agreeing to change the road name and numbering in a manner generally consistent with resolution 3 of this report.

background

2. Duplicated and non-sequential property numbers on Ohauiti Road have recently been flagged as a problem, and therefore make it more difficult to locate the correct property on this road. This can be a particularly significant problem for emergency services needing to find an address quickly. However, it is also a regular problem for mail delivery services, utility providers, tradespeople and visitors. Property owners themselves are frustrated at having their goods delivered to the wrong property.

3. The lower, urban part of Ohauiti Road has had address numbers in use since at least the late 1970’s, with location addressing later implemented to the rural (upper) part of the road being implemented in the early 1990’s, by the introduction of Rural Access Property Identification (RAPID) addressing.

4. Part of the road within the TCC boundary, where these addressing issues currently exist, is confined to a length of approximately 870 metres and some 19 different sets of property owners.

5. The RAPID numbering was done in conjunction with Western Bay of Plenty District Council (WBOPDC), whereby TCC contributed an amount to WBOPDC to cover the same contractors implementing numbers into both authority areas at the same time. This contract was initiated and run by the WBOPDC.

6. The issues arising from the current road numbering and naming has recently been brought to the attention of both TCC and WBOPDC by the Surveyor-General, with a suggestion that the upper section of Ohauiti Road (from the intersection with Boscabel and Adler Drive generally southwards) be renamed Upper Ohauiti Road.

7. About 225 properties will be affected in the Western Bay area, and 20 in the TCC area. Western Bay properties would require a road name change only, and TCC properties would be allocated new addresses without the prefix ‘R’ (for Rural).

8. This change does need to be approved by WBOPDC as the road in question continues generally southwards from the TCC area, into the WBOPDC area. A similar report will go to a Tauranga City Council meeting on 17 November with recommendations about these changes.

Significance and Engagement

9. The Local Government Act 2002 requires a formal assessment of the significance of matters and decision in this report against Council’s Significance and Engagement Policy in order to guide decision on approaches of engagement and degree of options analysis. In making this formal assessment it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

10. In terms of the Significance and Engagement Policy this decision is considered to be of low significance because the renaming exercise is limited to several properties and carries no financial implications. Consultation has already been undertaken with affected property owners.

Engagement, Consultation and Communication

11. Staff have consulted with the relevant property owners and are working in conjunction with TCC, and consider that there is clear benefit for the roads to be renamed. The reason for renaming the roads is for clarification for emergency services, mapping, postal services and other agencies.

12. National road-naming standards require a maximum name length of 13 characters. In addition, there is a need to avoid potential for confusion with similar road names in nearby Districts.

13. As part of the road renaming process, the proposed road names were checked for any conflict or duplication with TCC.

Interested/Affected Parties

Completed Engagement

Name of interested parties/groups

· Ohauiti Road ratepayers

· Tauranga City Council

Issues and Options Assessment

14. Under the Local Government Act 1974, Councils are required to comply with requests from the Surveyor General, therefore, there is only one practicable option for Council to consider.

Option A

That the Committee approves the renaming of Ohauiti Road to Upper Ohauiti Road in relation to the section of Ohauiti Road southwards from the Boscabel and Adler Drive intersections. This is in compliance with a directive from the Surveyor General, and noting that TCC will address numbering changes

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

In conjunction with this name change TCC will issue changes to those land parcels within their portion of roadway, for the purpose that TCC property location addresses align with the existing sequencing of address numbers that exist within the WBOPDC area.

Also, allowance would be made for further intensification of those lands so that extra numbering would be reserved into the addressing layout schema used.

Advantages

· Gives effect to directive from Surveyor General.

· Resolves an issue that is of concern and frustration within the community.

· Better emergency response times.

· The existing numbering schema used is currently a mix of odds and even numbers, changing from side to side around this section road, This change would remove that confusion and align with current addressing standards of having the even numbers on the right and odd numbers on the left of the road when travelling in an ascending numbering direction

· This option means that WBOPDC properties, would retain their existing numbering, but must be notified of the road name change

Disadvantages

· Minor costs to Councils and an increase in workload that had not been considered with Drafting Annual Plan budgets.

· Would require road signage and in-house systems data changes.

Costs (including present and future costs, direct, indirect and contingent costs).

WBOPDC will be responsible for all road signage within their authority area and TCC will be responsible for the erection and subsequent maintenance of new road name signage at the Boscabel / Adler Roads change point.

Statutory Compliance

15. The naming of the proposed road and the regulatory process meets the legislative requirements of the Local Government Act 1974.

16. Roadway naming, and any alterations to such names, along with the issuing and amendments to property location addresses, are Council functions as per s319B (3) Local Government Act 1974.

17. The Road Naming Policy 2018 sets out decision criteria to guide road naming and re-naming decisions, which are not inconsistent with the name recommended by the Surveyor General.

18. The newly adopted TCC naming policy 2020 - MCO8/20/20, requires that renaming decisions be made by Council, as per section 5.3.2, and that changes may be made to avoid confusion, duplication or ambiguity.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
Road signage budget	The signs are to be erected by WBOPDC. The replacement signs costing for supply and installation has been sourced from Westlink, which is sufficient for the approximately 9 signs.

Next Steps

19. Following Council approval, a detailed work plan will be put in place and shared with the Surveyor General and the wider community with timelines for progressing and implementation.

20. Individual property owners would be responsible for their own address changes. Both Councils will provide links to free online resource tools to assist them.

Attachments

1. Map location of Area to be renamed - Upper Ohauiti Rd ⇩

Performance and Monitoring Meeting Agenda

24 November 2020

9.4 Lease Site for Katikati Avocado Food and Wine Festival Shipping Containers on Uretara Domain

File Number: A3907313

Author: Peter Watson, Reserves and Facilities Manager

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

The purpose of the report is to consider any public submissions or objections received in response to the Performance and Monitoring Committee’s resolution (PM20-5 1 September 2020) of its approval in principle to grant Katikati Funfest Charitable Trust Board (KKFCT) a lease to establish a storage facility (2 shipping containers) on Uretara Domain, Katikati for the annual Katikati Avocado Food and Wine Festival.

This report seeks the required resolution of the Committee to then recommend to Council the granting of the lease as described above.

Recommendation TO COUNCIL

1. That the Legal Property Officer Reserves and Facilities report dated 24 November 2020 and titled Lease Site for Katikati Avocado Food and Wine Festival Shipping Containers on Uretara Domain be received.

2. That the report relates to an issue that is considered to be of low significance in terms of Council’s Significance and Engagement Policy.

3. That the Performance and Monitoring Committee recommends to Council to exercise its powers conferred on it as the administrating body of the reserve by delegation from the Minister of Conservation under the Reserves Act 1977 and grant Katikati Funfest Charitable Trust Board the right to lease for up to 25 years for 142m² of land being part of Lot 1 DP15488 to allow for the a storage facility situated on Uretara Domain.

4. If approval is given, such approval must not be construed by the applicant, as a guarantee that all other consents required by any policy, by-law, regulation or statute, will be forthcoming. The applicant is responsible for obtaining all required consents at its own cost.

Background

The Performance and Monitoring Committee (PM20-5), met on 1 September 2020, and considered an item relating to KKFCT to establish a storage facility at Uretara Domain, Katikati for the annual Katikati Avocado Food and Wine Festival.

Prior to a lease being granted, Council are required to consult with the public as per Sections 119 and 120 of the Reserves Act 1977.

The Committee resolved the following:

Resolution PM20-5.5

Moved: Cr M Grainger

Seconded: Cr J Denyer

1. That the report dated 1 September 2020 titled ‘Lease Site for Katikati Avocado Food and Wine Festival Shipping Containers on Uretara Domain’ be received.

2. That the report relates to an issue that is considered to be of low significance in terms of Council’s Significance and Engagement Policy.

3. That the Performance & Monitoring Committee approves in principle to entering into a lease with the Katikati Funfest Charitable Trust Board for an area of reserve of up to 142m² being part of Lot 1 DP15488.

4. If approval in principle is given, such approval must not be construed by the applicant, as a guarantee that all other consents required by any policy, by-law, regulation or statute, will be forthcoming. The applicant is responsible for obtaining all required consents at its own cost.

AND

If approval in principle is given, that staff be directed to publicly notify the proposal in terms of Section 119 of the Reserves Act 1977.

A public notice was placed in the newspaper on 25 September 2020 Attachment 1.

Public consultation was required under Section 119 of the Reserves Act 1977, and this closed on 27 October 2020. There were no objections received from the public and one submission in favour of the proposal from The Legion of Frontiersmen Attachment 2.

The term of the lease will be 15 years with a further renewal period of 10 years.

Significance and Engagement

In terms of the Significance and Engagement Policy this decision is considered to be of low because of the public’s use of the corner of Uretara Domain is low therefore unlikely to be affected by the use of that area by way of a lease. Additionally there have not been any objections to the proposal.

Engagement, Consultation and Communication

Interested/Affected Parties	Completed/Planned Engagement/Consultation/Communication
Name of interested parties/groups	Ben Warren Chairperson of the Katikati Community Board had been contacted by the KKFCT who have stated there are no concerns with the proposal.	Completed
Tangata Whenua	Tiki Bluegum on behalf of Ngai Tamawhariua has been contacted and has given approval to the lease.
General Public	Katikati Axemens Club, Katikati A and P Society, Katikati Pony Club and The Legion of Frontiersmen have been contacted for comment and their approval has been given to the lease.

Issues and Options Assessment

Option A 3. That the Performance and Monitoring Committee recommends to Council to exercise its powers conferred on it as the administrating body of the reserve by delegation from the Minister of Conservation under the Reserves Act 1977 and grant Katikati Funfest Charitable Trust Board the right to lease for up to 25 years for 142m² of land being part of Lot 1 DP15488 to allow for the a storage facility situated on Uretara Domain.
Assessment of advantages and disadvantages including impact on each of the four well-beings · Economic · Social · Cultural · Environmental	The Trust will have its own facility and is not subject to potential commercial lease arrangement and high rental costs.
Costs (including present and future costs, direct, indirect and contingent costs).	All costs relating to the proposal will be met by the Trust.
Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

Statutory Compliance

Reserves Act 1977 - Public consultation as required under Section 119 of the Reserves Act 1977 was completed.

Uretara Domain is included in the Katikati Ward Reserve Management Plan. The Reserve Management Policy states:

6.71.1 Continue to develop Uretara Domain as the Town’s Domain and venue for community events.

Funding/Budget Implications

Budget Funding Information

Relevant Detail

Costs associated with the lease process and shipping container are to be borne by the Trust.

A small amount of rental would be received under Council’s Rental Policy for clubs.

Attachments

1. Advertisement Katikati Advertiser 25 September 2020 ⇩

2. Submission - The Legion of Frontiersmen ⇩

Performance and Monitoring Meeting Agenda

24 November 2020

9.5 Matakana Island - Tirohanga Road Extension

File Number: A3911823

Author: Jim Paterson, Transportation Manager

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

The Council expects Matakana Point Road along with the rest of the District’s unsealed roads to be reviewed again for their potential inclusion in the Council’s next seal extension programme. This review is planned to be undertaken once the current programme has been completed next year.

Recommendation

1. That the Transportation Manager’s report dated 24 November 2020, titled Matakana Island – Tirohanga Road be received.

2. That the report relates to an issue that is considered to be of low significance in terms of Council’s Significance and Engagement Policy.

3. That the seal extension on Tirohanga Road proceeds as planned.

And

4. That Matakana Point Road be assessed against the seal extension criteria in the next seal extension programme setting report in the first quarter of 2021.

5. Change the priority order and seal part of Tirohanga Road and part of Matakana Point Road.

Background

At the recent affected residents’ pre-construction roadside site meeting, held on 9 October 2020, Mr Bob Rolleston, a resident on Matakana Point Road, asked the Council to change the seal extension programme by reducing the length constructed on Tirohanga Road and relocating it to Matakana Point Road. He intimated that if this did not occur there would be protest action if the Tirohanga seal extension went ahead as planned. This is a risk to the project and the delivery of seal extension this summer.

The Tirohanga Road seal extension length is 1.61km.

Matakana Point Road from Matakana Road to Opuhi Road is 1.14km.

The Council’s seal extension programme, adopted in 2016, includes multiple unsealed roads throughout the District having more than an average 50 vehicle movements per day.

The criteria for the unsealed road prioritisation are:

· The volume of traffic the road carries - 40%

· The dust exposure to residents living on the road - 25%

· The degree of benefit gained relative to the cost of sealing the road - 20%

· The impact on earnings any dust may have (such as dust on crops like kiwifruit) - 15%

The selection criteria and resulting seal extension programme are included on the Council’s website.

The combined criteria for the unsealed length of Tirohanga Road have scored higher than Matakana Point Road due to its higher daily traffic volume and the impact on earnings because of some adjoining kiwifruit production.

The current traffic volumes for the local roads are:

· Tirohanga Road - 102 average vehicles per day

· Matakana Point Road - 70 average vehicles per day

DISCUSSION

The review has determined that the seal extension of Tirohanga Road meets Council’s seal extension policy and priority. Matakana Point Road did not meet the priority for inclusion in the 2016 seal extension programme approval.

Council has committed to the advertised seal extension programme and land owners on Tirohanga Road are expecting it to proceed.

There is a risk that if the project proceeds as planned that there maybe protest action.

Significance and Engagement

In terms of the Significance and Engagement Policy this decision is considered to be of low significance.

Engagement, Consultation and Communication

Interested/Affected Parties	Completed Communication
Name of interested parties/groups	Affected residents and adjoining land users	Completed
Tangata Whenua	Via Council’s Website
General Public	Via Council’s Website

Issues and Options Assessment

Option A

3. That the seal extension on Tirohanga Road proceeds as planned.

And

4. That Matakana Point Road be assessed against the seal extension criteria in the next seal extension programme setting report in the first quarter of 2021.

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Advantages:

- Reduction of dust on road users, affected residents and adjoining land users

Costs (including present and future costs, direct, indirect and contingent costs).

Project Budget

Option B

5. Change the priority order and seal part of Tirohanga Road and part of Matakana Point Road.

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Disadvantages:

- Does not comply with Council Policy

- Would accelerate Matakana Point Road ahead of other District roads and wold have a short section of Tirohanga Roading requiring ongoing unsealed maintenance

- Opposition would be voiced from residents on Tirohanga Road.

Costs (including present and future costs, direct, indirect and contingent costs).

Disadvantages:

- Additional costs would be required for design with uncertainty around archaeology and relocation of services.

Statutory Compliance

The recommendation(s) meets:

· Legislative requirements/legal requirements

· Current council plans/policies/bylaws

· Regional/national policies/plans.

Performance and Monitoring Meeting Agenda

24 November 2020

9.6 Operational Risk Report November 2020

File Number: A3908718

Author: Gary Allis, Deputy Chief Executive

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

To advise the Performance and Monitoring Committee about current items of operational risk, covering capital projects and operations.

If the risk outcome requires Council direction or approval, there will be a separate decision report for that item.

Recommendation

That the Deputy Chief Executive’s Report dated 24 November 2020 and titled Operational Risk Report November 2020 be received.

Background

Mayor Webber has requested that the Committee have a focus on operational risk in addition to its performance and monitoring responsibilities.

This report has been developed in response to that direction and the format is expected to be modified after feedback from the Committee.

The report does not cover the strategic and litigation risk that is reported to the Risk and Audit Committee.

The operational risk table has been developed to show:

• Project or activity

• Brief description of the risk and why it has arisen

• Type of risk (e.g. timing, financial, service delivery)

• Traffic light system

Green: Operational item, for information

Orange: Potential to escalate, Council needs to be aware

Red: High risk, Council direction may be required

Topic and Description

Risk Type

Risk Level

Waihi Beach Wastewater

The SAS treatment pond liner has failed due to damage caused by a mechanical failure. The liner had to be removed and needs to be replaced.

Replacement of the liner requires de-sludging the settlement ponds and shifting the aerators and stirrers.

Constructing an additional storage pond and installing some temporary pipework and electrical cabling so that the wastewater can be continued to be treated in this temporary location. This will allow the main SAS Lagoon to be drained and repairs carried out.

The plant has been operating without a liner. Indicative cost $1M plus. Insurance claim being lodged. The insurance assessor has been appointed and meetings held.

The plant will transition to the temporary ponds in November 2020.

Environmental breach of consent conditions.

Financial.

Increased risk of waste water pond bund failure

2 Mile Creek Bank Protection

The Tender will be issued to the contractors for pricing on 27 July with an eight week tender period. An approximate start date will be in the 4^th quarter of 2020.

Separate letters have been sent to property owners seeking sign off on landowner entry forms, to allow construction to start.

Completion of works is reliant on landowner entry agreements and on the successful tenderer being able to complete works around the resource conditions, which limit access to the creek during September to November. The design is under review.

Timing

Cost

Land Entry

Omokoroa Industrial Road

The timing of the industrial road is subject to landowner agreement, which has now been reached. Construction is planned to occur in the 2020/21/22 construction seasons as one of the CIP projects. The storm water component is subject to land acquisition and coordination with NZTA.

Timing

Transportation – LCLR Work Category

The Council strategy has been to utilise the NZ Transport Agency LCLR 3-year allocation over 2 years and seek an additional allocation for year 3 (2020/2021). The application is currently under review by NZ Transport Agency. If the application is unsuccessful, the 2020/21 roading programme will be reduced and a larger portion unsubsidised.

Financial

Timing

Omokoroa to Tauranga Cycle trail

The issue of pedestrian / cyclist conflicts and cyclist / vehicles at the entranceways on Borell Road and Snodgrass Road has been raised. A safety audit has been completed and remedial options being planned. User numbers on the trail are increasing.

Public Reaction

Safety

Cost

Seal Extension Programme

There is a risk to the timing and delivery of the seal extension programme due to the Tangata Whenua feedback. This has the potential to affect Mountain Road and Tirohanga Road.

Tangata Whenua Feedback

Timing

Omokoroa Projects

Council is undertaking a significant number of projects in Omokoroa over the next two years. It is important that the community is kept informed and engaged on specific projects.

Community Concern

Planning

Timing

CIP and Three Waters Reform Projects

There is a significant number of new projects for delivery over the next two years. Resourcing and consenting is a risk to delivery.

Contractor, consultant and staff resources

Consenting

Performance and Monitoring Meeting Agenda

24 November 2020

9.7 Infrastructure Services Performance & Monitoring Report November 2020

File Number: A3908728

Author: Gary Allis, Deputy Chief Executive

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

To monitor and provide updates to the Performance & Monitoring Committee on current projects, contracts and works programmes.

Recommendation

1. That the Deputy Chief Executives Report dated 24 November 2020 and titled Infrastructure Services Report Performance & Monitoring Committee November 2020 be received.

roading

Transportation - Road Improvements LED Lighting

Description: Council owns and operates 2,500 streetlights on local roads. Close to 100 of these are LED. Installation of LED lights reduces power consumption by 60%. Cost reduction is on the energy charges as line charges are a fixed fee. NZTA are offering an 85% subsidy to invest in the streetlight conversion, conditional upon it being completed by June 2021. Council has decided to participate in this.

What's Happened

The LED lighting conversion commenced in Omokoroa in August 2020 with work progressing to Katikati and Waihi Beach.

WestLink have commenced the installation of the replacement LED lighting attached to the standard streetlight poles or on outreach arms attached to power poles.

The work involves removing the old luminaires and replacing them with the new LED units.

It is anticipated that some existing poles replacements will be required due to their age and condition.

What's Next

WestLink expect to have much of the LED upgrading in Omokoroa, Katikati and Waihi Beach completed by January 2021.

Te Puke work is planned for February/March and Maketu/Pukehina/Paengaroa planned to commence in the April/May timeframe.

Transportation – Omokoroa

Transportation – Omokoroa community roading

Description: Develop and implement the community roading plan approved by the Omokoroa Community Board.

What's Happened

The Esplanade hard surface carpark design has now been completed and is yet to be accepted by Council.

There is also a requirement for dust suppression within the foreshore area. Kikuyu has now been planted and is being monitored and maintained accordingly. Landscape planting has also been undertaken in a number of adjacent areas.

What's Next

Council are currently working with the consultant for design acceptance and consequent completion of works. The Kikuyu areas will be open for car parking prior to Labour Weekend.

Transportation – TE PUKE/Maketu

Station Road Footpath

Description: New pedestrian footpath from the corner of Jocelyn Street to George Street.

What's Happened

Footpath has been designed in conjunction with Station Road carriageway rehabilitation. Works on Station Road have been delayed by WestLink due to design changes and high workload. WestLink will attempt to construct Station Road footpath and road rehabilitation by Autumn 2020.

What's Next

The project was delayed due to design works in conjunction with road rehabilitation. The project is now programmed to begin in late 2020.

Maketu Road Cycleway

Description: New construction of 2.5m wide concrete cycleway from Kaituna Road to Maketu town centre

What’s Happened

The route has been designed and a safety audit undertaken.

What’s Next

The safety audit considerations have been completed

The pricing review is now underway.

Construction is expected to commence in the New Year.

Transportation – KATIKATI

Transportation – Katikati – SH2 Main Street Investigation

Associated with the Town Centre Review, Council and the Board are working with Waka Kotahi on potential improvements to the form and function of SH2 through the town.

The purpose is to improve access, accessibility, reduce speed and improve safety.

ASSET & CAPITAL

Stormwater - Waihi Beach - Pio Shores

Description: Investigate options to reduce flooding in Pio Shores in consultation with the Pio Shores Association. Obtain Resource Consent if required and implement the solution.

What's Happened

GHD has undertaken onsite infiltration testing of the sand dunes.

A spot survey has been undertaken of key stormwater points including the sand dune basins to assist GHD with modelling of the sand dune capacities.

What's Next

GHD are undertaking analysis of the infiltration testing to understand storage and infiltration capacity to determine whether flows can be increased to the sand dunes and also relate this to recent ground water monitoring.

Tonkin & Taylor are to upgrade the existing modelling of Pio shores and undertake further modelling scenarios that will feed into GHD's investigation of the sand dunes.

Stormwater - Comprehensive Stormwater Consents

Description: Obtain comprehensive Stormwater Consents for the District.

What's Happened

The Western Comprehensive Stormwater Consent (CSC) has been appealed. Katikati is located in the Western area of BOPRC and is included in the Western Comprehensive Stormwater Consent.

What's Next

The appeal will be heard at the Environment Court for a decision. Pending the nature of the decision, the CSC will become active after complying with the decision.

Katikati Wastewater Treatment Plant Renewals of Resource Consent

Description: Katikati Wastewater Treatment Plant renewals of resource consent.

What's Happened

The options have been assessed for the emergency storage pond and is not feasible for the wastewater treatment plant.

What’s Next

The project is now looking at alternatives to managing the emergency overflows.

Wastewater - Te Puke Alternative Discharge Options

What’s Happened

The wastewater advisory group has not meet since late last year. The reasons for the delays have been due to a number of things.

1. Non availability of individuals to attend a meeting in Feb / March.

2. The Covid-19 outbreak in March and subsequent levels imposed around public meetings.

3. Change in the representation of Tapuika and the voting process not happening until July.

4. On-going competing work fronts at Council and in the community. Waiari being one of these projects.

What’s Next

A start up meeting is planned for 30 November 2020 to get things underway again. This meeting will address the new membership and bring attendees up to speed on what’s been happening in the way of work fronts, i.e. sampling, engineering investigations. Invitations for this meeting will be sent the week of 9 November 2020.

Water - Western Reticulation Capital Improvements

Description: Plan, design and construct reticulation capital works in accordance with the Asset Management Plan and agreed programme.

What's Happened

Busby Road Cross Country Trunk Water Main: The design of the pipe bridge has been completed.

What's Next

Busby Road Cross Country Trunk Water Main: The next steps include confirmation of budgets, tendering and award for construction.

Water - Central Additional Bore

Description: Plan, design and construct additional bore.

What's Happened

The desktop groundwater assessment has been completed highlighting a number of areas to explore further. Currently, the team are engaging with property owners on the next stages of exploration.

What's Next

A staged investigation approach is planned that includes an initial geophysical study of the target area followed by a number of rapid probe holes.

Wastewater - Te Puke Renewals and Capital Upgrades

Description: Asset renewals and capital upgrades for the Te Puke Wastewater Treatment Plant and water reticulation network.

What's Happened

Te Puke WWTP: The procurement of a consultant for the design of the upgrades will follow detailed flow measurements and analysis of the inflow characteristics of the wastewater. The water sampling meter has been ordered. Measurements will take place from December 2020 to May 2021.

Te Puke Wastewater Pump Station Renewals and Access: The agreement on access has not progressed.

What's Next

Te Puke WWTP: The strategy for the procurement of a consultant for the design of the upgrades will be finalised as there are several factors to be considered, e.g. internal resourcing, need for specialist support, and the procurement strategy for construction (Early contractor involvement vs design - build, etc.).

Te Puke Wastewater Pump Station Renewals and Access: The agreement on access to the Pump Station over private land.

Highfields Stormwater Pond Development Trial

Description: Trial to convert the Highfields Stormwater Pond from a dry pond to a permanent wet pond/lake

What's Happened

The pond has been filled to RL 2.0m. Monitoring for changes in ground water levels and stop bank is on going and n o issues are noted to date.

Concerns expressed by BOP Regional Council were addressed and the Outcome is that the pond level remains within the existing consent.

Monitoring of the trial is continuing, with ground water levels trending down with the level of the pond. Essentially the pond is compliant with the consent and the recorded levels of the ground water are not an issue. The monthly monitoring report has been presented to Regional Council compliance staff.

A potential issue is the rapid growth of rushes due to the shallow nature of the pond (RL 2.0) and a soft silty bed.

What's Next

A report will be provided to Council for the future maintenance of the lake; including how to maintain the pond properly, silt removal, vegetation removal, and alternative water input.

This proposal will require a variation to the consent.

Utilities

Kerbside Rubbish & Recycling Collection

Description: Regular update to Community Boards & Operations & Monitoring Committee for the District's Kerbside Rubbish & Recycling Collection.

What's Happened

Council has considered the decision for the following:

· To continue with the procurement of contracted kerbside services for the District for:

- Pay-per-pick-up scheme for rubbish;

- targeted-rate funded glass collection;

- targeted-rate funded recycling collection;

- targeted-rate funded food scraps collection (urban areas only).

· To work through kerbside service design elements, raised by submitters, with industry as part of the procurement process.

· To not investigate a Council contracted kerbside garden waste service.

· To trial a rural recycling drop-off point over the next two years, in the Eastern area of the District.

· To explore the establishment of a community-led reuse facility with interested parties.

· To increase the opening hours of Athenree Community Recycle Centre to cover long-weekends.

What's Next

Contract has been prepared for signing. The kerbside rubbish and recycling services are on target to become operational in July 2021.

Waihi Beach - Two Mile Creek West Bank

Description: Construct creek bank protection structure to facilitate stormwater flows.

What's Happened

Resource consent granted by WBOPDC after hearings process. Implementation plan prepared by staff with planned progress in 2020.

What's Next

The tender process has closed. On-site consultations have taken place with some property owners, and group meetings are planned for October. Consent for Construction of Works on Private Land forms have been signed and returned by a number of property owners to date.

A review of the design is being undertaken.

Reserves

Reserves - Cycleways & Walkways

Description: Allocation of additional funding for the Reserves Cycleway development and upgrades.

What's Happened

Procurement and planning processes underway for cycleway additions at Waihi Beach (Island View Reserve), Omokoroa Sports ground (Western Avenue) and Omokoroa (Bert Wall Drive to cycleway).

Improvements have been made to the alignment and gradient of the cycleway section beside the railway at Lynley Park.

What's Next

Construct the Island View Reserve and Omokoroa sportsground paths before Christmas. Continue planning (archaeological) processes for the Omokoroa - Bert Wall Drive and Mangawhai Pa routes future cycleway connections.

Procure and install bike racks at Omokoroa Domain. Continue to implement improvements identified during the cycleway safety audit.

Reserves - Omokoroa Domain

Description: Implement the approved Domain Concept Plan including the destination playground.

What's Happened

Council has approved the playground final concept plan and funding. Procurement of play equipment pricing, selection & supply is now underway. The old playground tractor has been retired and returned to its original owner.

What's Next

Once the specific play equipment is selected then detailed design can be completed and the works tendered. Note physical works won't be starting until approximately March 2021.

Waihi Beach Dam Carpark and Toilet

Description: Waihi Beach Dam Car Park and Toilet.

What's Happened

Waihi Beach Dam carpark driveway (up to the water tank reservoir) has had storm water infrastructure installed to help reduce driveway scour from storm events. Carpark extension works are programmed to proceed before Christmas subject to contractor availability.  

Interpretation sign progress is dependent on resolving the design format proposed for Pohutukawa Park - which may also suit the Dam trail-head site.

What's Next

Subject to contractor availability, the Waihi Beach Dam carpark extension works completed before Christmas.

Interpretation signage design & procurement subject to the outcome of the Pohutukawa Park sign design content approval and implementation.  

NOTE: The sign design template may also be suitable to use throughout the Waihi Beach, Bowentown and Athenree area to suit location and local content/history.

Cemetery Land Purchase & Development - West

Description: Acquire and develop additional land for cemetery/urupa.

What’s Happened

The next phase is underway for the selection of a consultant to complete the Design and Project Development phase. This phase will be based on the investigation work as reported to date.

What’s Next

Tender documents are under preparation. Awaiting input from local Hapu for inclusion in the document.

Gilfillan Drive and Accessway, Walkway New High .5km

Description: Gilfillan Drive & Accessway, walkway new high .5km

What's Happened

This project has been completed.

What's Next

No further action.

Haiku Park - Develop Leased Area between Haiku Reserve, Donegal Place and Henry Road Cycle Trail

Description: Develop leased area previously used for grazing horses.

What's Happened

Council have completed a basic concept plan for discussion with the surrounding property owners.

What's Next

Advise adjoining property owners and then program works.

Katikati Foreshore Reserves Walkway Extension

Description: Walkway extension.

What's Happened

The orange mesh handrail has been replaced with a permanent structure during the installation of geotextile filter cloth and rocks on top of the cloth to complete the edge.

What's Next

This project is now complete.

Park Road, Beach Road, Katikati Reserve Upgrade

Description: Engagement, prepare concept and construction

What’s Happened

All physical works completed and the reserve naming process is to be carried out later in 2020. Katikati College created the small garden plot by students.

What’s Next

The reserve naming process to be worked through. The artworks process (to add a mural design to the power box) is being lead by Katch Katikati now seeking mural submissions.

Yeoman Walkway / Culvert / Erosion Protection

Description: Yeoman Walkway / Culvert / Erosion Protection Works

What's Happened

The Resource Consent application submitted to the Regional Council is still under review and are waiting on their approval.

What's Next

Once the Regional Council has approved the consent then works will be priced to meet the current market.

Reserves - Katikati Moore Park Development

Description: Completion of field development and associated infrastructure.

What's Happened

The new sports field couch turf is establishing itself and the contractor continues to monitor / maintain turf until maturity.

The Katikati Cricket Club has constructed and sown the new grass (wicket use subject to turf establishment).

The southern end of Moore Park has now been fully cleared of all remaining refuse, levelled, drainage completed and grass sown. Now that the grass has established, the area is being mowed.

What's Next

The sports field contractor will continue to monitor / maintain the turf until maintenance warranty period which expires at Christmas, when hand-over to Council's Reserves maintenance contractor resumes.

Katikati Cricket Club are in discussions with the Reserves Maintenance Contractor over a grass mowing agreement.

Omokoroa Sports Ground

Description: Council funded development of sports ground.

What's Happened

The landscaping and pathway connection have been added to the new pavilion building.

What's Next

Procurement for construction of a new shared path (complimentary to the planned Western Avenue Urbanisation project) is being prepared. The new path connects Omokoroa Road, the playground, public toilet and pavilion via Western Avenue to the existing cycleway at the end of Western Avenue.

Reserves - Omokoroa Domain Funding

Description: Funding for the implementation of the Domain Concept Plan including the destination playground.

What's Happened

Council has adopted the playground concept plan and funding is approved. The old playground tractor has been retired and returned to its original owner.

What's Next

Council will complete procurement and construct the new playground.

Reserves - Pools Te Puke Repairs and Maintenance

Description: Undertake repairs and maintenance.

What’s Happened

Facility stormwater drains have been water-jetted. Some quick-fix items from the condition inspection report have been completed. The pool is currently experiencing water loss issues again. Investigations are underway.

An assessment of the repainting requirements scheduled for 2020/21 has determined that only the toddlers pool needs repainting - the main and dive pools paint remains in good condition - repainting can be deferred for another 1-2 years.

What’s Next

A status report to the Performance and Monitoring committee has not yet been prepared.

Waihi Beach Adela Stewart Drive Hardcourt Funding

Description: Funding for the installation of tennis hardcourts.

What's Happened

Tennis court surfacing and fence replacement works have been procured.

What's Next

Complete tennis court surfacing and fence replacement works in time for the Christmas holiday season.

Waihi Beach Island View

Description: Development and approval of Concept Plan for Island Review reserve BBQ and Playground and construction. This will be completed in 2021.

What's Happened

Island View reserve playground / BBQ: Policy Committee approved the draft concept plan for public consultation. Feedback received indicates design refinement is needed to address some concerns.

Albacore Avenue Toilet and playground renewal: Both are complete and in use. The formal opening event is now planned for November - date to be advised.

What's Next

BBQ: Playground concept plan design is currently being reviewed and staff are attending the next Policy Committee workshop 5 November to get direction on the next steps.

The procurement process is underway to identify a preferred playground construction contractor.

Reserves - Pools Te Puke Aquatic Centre

Description: Undertake painting as well as the replacement and upgrade of equipment.

What's Happened

Winter off-season plant system repairs have been carried out, including replacement of the filter sand media and the variable valve actuator. The toddlers pool and all of the upper concrete surrounds have been repainted (the main pool and dive pool did not need repainting and funding has been deferred for two years).

The pool service delivery contract was tendered and has now been awarded to a new contractor, Tony & Cathy Shaw.

What's Next

Council staff will liaise and assist the new pool contractor to establish and prepare for the new swim season commencing 19 October (previously 12 October, but delayed due to new contract start-up).

ENGINEERING / SPECIAL PROJECTS

Omokoroa Roading Structure Plan – Catchment & Southern Industrial Area

Description: Funding of Omokoroa Structure Plan through catchment - including Prole Road investigation and design.

Prole Road Urbanisation

What’s Happened

The design of Prole Road urbanisation from Omokoroa Road to the Waipapa River is being finalised. Prole Road is part of the Crown Infrastructure Partnership programme and partly funded by the Government. Public engagement session is planned for Thursday 12 November 2020 at 7pm at the Omokoroa Sports Pavilion for the Council staff to outline the scope of the project and to ask for public feedback.

What’s Next

Continue finalising the design of the project and discuss with the adjacent landowners where the road design is impacting on their land. Secure the necessary consents and develop contract documents for inviting tenders for the physical construction work. Construction work is anticipated to commence in early part of 2021.

Western Avenue Urbanisation – Omokoroa Road to North of Gane Place

What’s Happened

Scope for project is currently being defined and tenders are currently being prepared for engaging consultants to undertake the investigation and design. Western Avenue urbanisation is part of the Crown Infrastructure Partnership programme and partly funded by the Government. Design of the project is expected to be completed by September 2021 and construction completed by early 2022.

What’s Next

Select a preferred consultant to undertake the investigation, design and manage the construction of the project.

New Southern Industrial Road

What’s Happened

The design for the Southern Industrial Road is complete. Tender documents are being prepared for engaging a suitable contractor to undertake the construction work. The construction is expected to commence in early 2021.

What’s Next

Prepare tender documents for engaging a contractor to undertake the construction work.

Omokoroa Road Urbanisation Stage 1 - Western to Tralee St

What’s Happened

Tender for this project has been awarded to J Swap Contractors for the sum of $5.76M. Public Engagement meeting was held on Thursday, 28 October at the Settlers Hall to outline the programme for the construction work. Public were given the opportunity to ask questions about the details of the project. Omokoroa Urbanisation Stage 1 is part of the Crown Infrastructure Partnership programme and partly funded by the Government. The construction is expected to commence on 9 November and be completed in 18 months’ time.

What’s Next

Construction work commenced on 9 November 2020.

Omokoroa Road Urbanisation Stage 2 - Prole Road to Railway Track

What’s Happened

The design for this section is progressing and expected to be completed in early 2021. Construction of the project will commence in early 2021 and expected to be completed by the end of 2021 financial year. Omokoroa Urbanisation Stage 2 is part of the Crown Infrastructure Partnership programme and partly funded by the Government.

What’s Next

Complete the design of this project and arrange for the construction of the project.

Review of Te Puke Main Street

Description: Regular update on the Review of the Te Puke Main Street to the Te Puke and Maketu Community Boards and the Operations & Monitoring Committee.

What's Happened

Preliminary Traffic modelling findings have been presented to Council.

What's Next

Further traffic modelling is required for traffic through Te Puke Township with options for improving traffic flow through town.

Te Puke Highways - Pah Road Slip Reinstatement

Description: Update on Te Puke Highways - Pah Road Slip Reinstatement to Community Boards and Operations & Monitoring Committee.

What's Happened

NZTA has now awarded a contract for commencing the reinstatement of Pah Road slip work.

Chairperson	Cr Thwaites
Deputy Chairperson	Cr Murray Grainger
Members	Mayor Garry Webber Cr Grant Dally Cr Mark Dean Cr James Denyer Cr Anne Henry Cr Christina Humphreys Cr Monique Lints Cr Kevin Marsh Cr Margaret Murray-Benge Cr John Scrimgeour
Quorum	6
Frequency	Six weekly

Payment Summary – September 2020
	$
Payment of Accounts
Direct Credits and Cheques	8,523,132,90
Direct Debits (salary payments)	1,193,753.42
Investments	10,000,000.00
Direct Debits (other accounts)	10,114,873.51
TOTAL	29,831,759.83