Performance and Monitoring

Komiti Whakahaere

 

 

 

 

 

 

 

 

 


PM21-3

Tuesday, 27 April 2021

Council Chambers

Barkes Corner, Tauranga

9.30am

 

 

 

 


Performance and Monitoring Meeting Agenda

27 April 2021

 

Performance and Monitoring Committee

 

Membership

Chairperson

Cr Don Thwaites

Deputy Chairperson

Cr Murray Grainger

Members

Mayor Garry Webber

Cr Grant Dally

Cr Mark Dean

Cr James Denyer

Cr Monique Gray

Cr Anne Henry

Cr Kevin Marsh

Cr Margaret Murray-Benge

Deputy Mayor John Scrimgeour

Quorum

6

Frequency

Six weekly

 

Role:

 

·           To monitor and review the progress of the Council’s activities, projects and services.

 

Scope:

 

·           To monitor the operational performance of Council’s activities and services against approved levels of service.

·           To monitor the effectiveness of Council, community and agency service agreements / contracts.

·           To monitor the implementation of Council’s strategies, plans, policies and projects as contained in the Long-Term Plan or Annual Plan.

·           To monitor Community Service Contract performance, set service delivery requirements and receive annual reports from service delivery contractors.

·           To review and monitor agreements between Tauranga City Council and Western Bay of Plenty District Council and recommend to the respective Councils any changes to agreements, as appropriate.

·           To monitor performance against the Priority One approved contract.

·           To monitor performance of Council Controlled Organisations (CCO’s) against their Statement of Intent, including Tourism Bay of Plenty’s Statement of Intent and make recommendations to Council on matters relating to CCO’s.

·           To monitor the on-going effectiveness of implemented joint projects, plans, strategies and policies with Tauranga City Council.

·           To monitor performance against any Council approved joint contracts with Tauranga City Council and/or other entities.

·           To monitor performance and outcomes relating to:

-       seal extensions and unsealed road maintenance

-       community halls and facilities.

·           To report to Council financial outcomes and recommend any changes or variations to allocated budgets.

 

 

 

 

Power to Act:

 

·           Subject to agreed budgets and approved levels of service, to make decisions to enable and enhance service delivery performance.

 

Power to Recommend:

 

·           To make recommendations to Council and/or any Committee as it deems appropriate.

 

Power to sub-delegate:

 

The Committee may delegate any of its functions, duties or powers to a subcommittee, working group or other subordinate decision-making body, subject to the restrictions on its delegations and provided that any sub-delegation includes a statement of purpose and specification of task.

 

 


Performance and Monitoring Meeting Agenda

27 April 2021

 

Notice is hereby given that an Performance and Monitoring Meeting will be held in the Council Chambers, Barkes Corner, Tauranga on:
Tuesday, 27 April 2021 at 9.30am

 

Order Of Business

1          Present 5

2          In Attendance. 5

3          Apologies. 5

4          Consideration of Late Items. 5

5          Declarations of Interest 5

6          Public Excluded Items. 5

7          Public Forum.. 5

8          Presentations. 5

9          Reports. 6

9.1            Kerbside Collection Implementation. 6

9.2            Group Manager Finance and Technology Services Report 7

9.3            Schedule of Payments for the Months of February and March 2021. 95

9.4            People and Customer Services Group Status Report 96

9.5            Draft Seal Extension Priority List 2021. 99

9.6            Te Puna Marae Connection to Ōmokoroa Pipeline. 105

9.7            Ōmokoroa No.1 School - Request to Connect to the Omokoroa Wastewater Transfer Pipeline. 112

9.8            Operational Risk Report April 2021. 118

10       Information for Receipt 121

11       Resolution to Exclude the Public. 121

11.1          Tauriko Project and Takitimu North  Presentation. 121

11.2          Council Contracts Awarded Or Renegotiated For The Months Of February and March 2021. 121

11.3          Operational Risk Report April 2021 Confidential 121

11.4          Waka Kotahi Presentation. 122

 

 


1            Present

2            In Attendance

3            Apologies

4            Consideration of Late Items

5            Declarations of Interest

Members are reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.

6            Public Excluded Items

7            Public Forum

A period of up to 30 minutes is set aside for a public forum. Members of the public may attend to address the Board for up to five minutes on items that fall within the delegations of the Board provided the matters are not subject to legal proceedings, or to a process providing for the hearing of submissions. Speakers may be questioned through the Chairperson by members, but questions must be confined to obtaining information or clarification on matters raised by the speaker. The Chairperson has discretion in regard to time extensions.

Such presentations do not form part of the formal business of the meeting, a brief record will be kept of matters raised during any public forum section of the meeting with matters for action to be referred through the customer contact centre request system, while those requiring further investigation will be referred to the Chief Executive.

8            Presentations


Performance and Monitoring Meeting Agenda

27 April 2021

 

9            Reports

9.1         Kerbside Collection Implementation

File Number:           A4040700

Author:                    Kelvin Hill, Utilities Manager

Authoriser:             Gary Allis, Deputy Chief Executive

 

Executive Summary

The purpose of this report is to provide the Performance and Monitoring Committee with an update on the ‘Kerbside Collection Implementation’ and for the Committee to then provide direction on some implementation issues including:

·     Key customer queries;

·     Statistics of properties: urban / rural / no collection;

·     Messaging on implementation;

·     Website updates;

·     Contractor implementation logistics;

·     Multi Unit Dwelling (MUD) properties;

·     Collection routes and days;

·     Assisted service, type and charging; and

·     Bin ‘put back’ service area and charging.

 

This will be provided in a presentation and discussion format at the meeting.

 

Recommendation

That the Utilities Manager’s report dated 27 April 2021 titled ‘Kerbside Collection Implementation’ be received.

 

 

 

 

 

 

 

 


Performance and Monitoring Meeting Agenda

27 April 2021

 

9.2         Group Manager Finance and Technology Services Report

File Number:           A4028415

Author:                    Kumaren Perumal, Group Manager Finance and Technology Services

Authoriser:             Miriam Taris, Chief Executive Officer

 

Executive Summary

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

 

Recommendation

That the Group Manager Finance and Technology Services report dated 27 April 2021 titled ‘Group Manager Finance and Technology Services Report’, be received.

 

KEY FINANCIAL PERFORMANCE INDICATORS FOR THE NINE MONTHS ENDED                         31 MARCH 2021 (ATTACHMENT 1)

2.       Debt

Total external debt balance at 31 March 2021 was $110.0m, unchanged from January 2021. Council’s net debt balance was $51.2m as at 31 March 2021, which represents a $14.4m decrease from the February 2021 balance of $65.6m as Council’s second rates instalment fell due in March 2021. Council had a positive cash position of $58.8m at 31 March 2021.

3.       Interest Rate Swaps

Council’s total debt covered by interest rate swaps at 31 March 2021 was 55%, unchanged from February 2021. This level of coverage is within the required policy range of 50%-95%. At 31 March 2021, Council held interest rate swaps totalling $91.5m. Council was in compliance with all of its key financial ratios at the end of the reporting period.

 

KEY FINANCIAL ISSUES FOR THE NINE MONTHS ENDED 31 MARCH 2021 (ATTACHMENT 2)

4.       Operating Income

Total income for the nine months ended 31 March 2021 was $108.76m. This was $30.53m higher than the year to date year budget of $78.23m. This increase is due to variances arising from the timing of receipts from, Other Income, Service Charges, Sundry Income, User Fees, Subsidies and Grants and Vested and Found Assets. These were offset by variances from Financial Contributions, External Interest and Rate Income revenue streams compared to budget.

5.       Operating Expenditure

Total expenditure of $66.39m was $2.37m lower than the year to date budget of $68.76m. The expenditure variance is due to lower than year to date budget for additional level of service projects and depreciation offset by a higher than year to date budget variance for operating costs and interest expense.

6.       Capital Expenditure

Capital expenditure of $18.52m was $5.2m lower than the year to date budget of $23.72m. The expenditure variance is largely attributable to lower than budgeted spends in the Transportation Activity offset by higher than year to date budgeted spend in the Corporate Assets Activity.

 

 

7.       Financial Contributions

Financial contributions income of $4.23m is $3.35m lower than the year to date budget of $7.57m. This is a result of lower than year to date budget variances across most activities and regions of the District, including water supply, wastewater, storm water, roading, reserves and facilities and ecological. These are offset by higher than year to date budget variances for Waihi Beach wastewater and roading, rural and strategic roading.

 

8.       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 January to March 2021 quarter for dwelling consents issued, additional lots created and additional lots proposed.

There were 44 new lots created for the three months to 31 March 2021 (2020:86).

The total number of residential and rural dwelling consents issued at 31 March 2021 was 375, against a full year forecast of 465, which is on track at this stage of the year. Waihi Beach-Bowentown and Ōmokoroa have exceeded the projections in the last 9 months of the year with 18 and 44 more dwelling consents issued respectively while Aongatete, Te Puna, Minden, Waiorohi and Te Puke indicate these areas are on track to meet projected targets at this stage.

 

TECHNOLOGY UPDATE

9.       CIO Technology Update

 

Kerbside Waste Collection Service

Web services are being developed to provide integration and automation between the customer facing website (kerbsidecollective.co.nz) and the contractor’s database.

Three Waters Joint Maintenance Contract

 

The 3 Waters Collaboration Project is a collaboration between Tauranga City Council, Watercare and Western Bay of Plenty District Council to deliver Watercare's work order management platform to support the joint 3 Waters Maintenance Contract with Downer.  The agile project is in the discovery and planning phase with sprint 1 of Cycle 1 of the project to start 21 April 2021.

E-District Plan Implementation

Council has procured Isovist, an e-plan solution, with testing in progress before the solution is available to the public from the Council website.

LTP Submission Process

New web functionality to allow updating of staff comments to LTP submissions is complete.

Insight Reporting

Minor modifications have been made to Insight Reporting including the ability for projects with geographic locations to be displayed spatially.

ERP CRM Project

The procurement plan and Statement of Work for the Datascape Customer Relationship Management (CRM) project has been signed.  The recruitment of a fixed term project manager to manage the IT customer facing projects is in progress and the project is expected to get underway in the next month.

 

 

quarterly scorecard update (attachment 4)

10.     The quarterly scorecard performance report for the March 2021 quarter is attached (Attachment 4).

Attachments

1.       Key Financial Performance Indicators Report - 31 March 2021

2.       Key Financial Indicators Report - 31 March 2021

3.       Growth Monitoring Statistics Report as at 31 March 2021

4.       Quarterly Scorecard Performance Report - March 2021  

 

 

 


Performance and Monitoring Meeting Agenda

27 April 2021

 




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Performance and Monitoring Meeting Agenda

27 April 2021

 

9.3         Schedule of Payments for the Months of February and March 2021

File Number:           A4041972

Author:                    Maria Palmer, Acting - Finance Manager

Authoriser:             Kumaren Perumal, Group Manager Finance and Technology Services

 

Executive Summary

1.       The purpose of this report is for the Elected Members to receive information on payments from ANZ Bank for the month of February and March 2021.

 

Recommendation

That the Acting - Finance Manager’s report dated 27 April 2021 titled ‘Schedule of Payments for the Months of February and March 2021’ be received.

 

Background

2.       In accordance with the provisions of the legislation, the following payments were made during the months of February and March 2021. Computer printouts listing all the vouchers issued over the period will be available for inspection if required.

 

Payment Summary – February 2021

 

Payment of Accounts

 

Direct Credits and Cheques

$4,762,769.12

Direct Debits (salary payments)

$1,249,268.33

Investments

$10,000.,000.00

Direct Debits (other accounts)

$1,436,516.52

TOTAL

$17,448,553.97

 

 

 

 

Payment Summary – March 2021

 

 

 

Payment of Accounts

 

Direct Credits and Cheques

$9,972,077.90

Direct Debits (salary payments)

$1,251,383.76

Investments

$25,000,000.00

Direct Debits (other accounts)

$41,016.22

TOTAL

$36,264,477.88

 

 

 

 

 

 

 


Performance and Monitoring Meeting Agenda

27 April 2021

 

9.4         People and Customer Services Group Status Report

File Number:           A4047062

Author:                    Paige Marshall, Executive Assistant People & Customer Group

Authoriser:             Jan Pedersen, Group Manager People And Customer Services

 

Executive Summary

The purpose of this report is to provide the Performance and Monitoring Committee with a quarterly update of the key activities within the People and Customer Services Group, with the exception of Health and Safety, which is reported on in Audit and Risk Committee. The following report provides a status update as at 31 March 2021.

 

Recommendation

  That the Group Manager People and Customer Service’s report dated 27 April 2021 titled ‘People and Customer Services Group Status Report’ be received.

 

 

Background

1.       Customer and Library Services

a)   Customer Services Third Quarter:

·    Customer contacts (phones, counter, Customer Contact Requests (CCRs), digital and electronic emails, web and Antenno) increased overall by +4.9%, comparative to the third quarter of 2019-2020 (43,065 vs 41,066).

·    The customer contact increases were:

-    +32.8% in Digital Online Services Contacts (2200 versus 1657); and

-    +24.8% (9283 versus 7438) emails, web and Antenno traffic.

·    There was a decrease in front counter (face-to-face) activity, however this was offset by an increase in online services and associated Council activities.

·    Of the 6,124 CCR’s raised in the third quarter:

-    -1,945 (32%) were Digital/Online (Property Files, Building Consents, Direct Debits, Compliance Inspections, LIM’s and Resource Consents).

·    We took a total of 29,684 calls. Those handled by the after-hours service decreased from 2,440 to 2,345 (-3.9%).

·    CCR’s raised after-hours decreased from 826 to 806 (-2.4%).

·    1,127 devices are now connected to Antenno (95 more than the second quarter). We continue to post frequently, and regularly receive reports (CCR’s).

·    The current key project for the Customer Services Team is the Customer Relationship Management system (CRM).  A key goal of the project is to realise a ‘single view of the customer’, which will enable Council to understand the customer journey and associated back office and workflows, including CCRs. A customer portal is also being investigated for customers to view their own transactions and records.

b)   Library Services

·    District wide libraries continue to be popular with our communities and have had a slight increase for the third quarter in foot traffic (+1%) following a previous decrease that appears to correlate with an increase in online Council services.

·    There has been a similar increase in membership (now 17,558) and a 4.5% increase in physical issues. The collections have increased by 2% with 83,462 physical items and 26,962 electronic resources available.

·    In the six months that Omokoroa has been open at Western Avenue, membership has increased by 30% and issues by 37%.  However, there has been a drop in programme attendance, which includes programmed school visits.

·    The third quarter statistics for Waihi Beach are reflective of the extended hours now in place, with an increase of 2.5% in issues and a 18% increase in foot traffic

·    The use of Pātuki Manawa Digital Hub is increasing steadily with regular weekly and monthly bookings now in place, with 1,119 users for the third quarter.

 

The following graph represent Council’s Customer Service statistics for period ending                         31 March 2021.

 

Western Bay 12 Month Rolling Period Service Request Performance Demand

 Overview as at 31 March 2021

 


 

 

 

 

 

Service Request Demands by Location (12 Month Rolling Period):

From 19 April 2020 to 19 April 2021, Western Bay received a total of 21,866 service requests. The following are the top three areas with the highest service request demands over this twelve month period:

1.    Katikati – 1,982 service requests.

2.    Waihi Beach – Bowentown -  1,811 service requests.

3.    Te Puke East  - 1,658 service requests.

 

2.       Governance Services

a)  Katikati-Waihi Beach By-Election:

·    The daily voting returns are uploaded daily to Council’s website.

·    Voting closes 30 April.

·    The successful candidate will be announced early May.

 

b)  Council’s Meetings Schedule:

·    Is located within the agenda and minutes section of Council’s website. 

·    Council meetings are advertised in line with Local Government Official Information and Meeting Act 1987.

 

3.       Human Resources

a)   Chief Executive Officer Recruitment:

·    Is currently being undertaken by Sheffield Search in conjunction with Council’s Elected Members.

·    It is anticipated that the new Chief Executive Officer will commence in July 2021.

 

b)   Staffing Numbers:

·    Council’s current approved Full Time Equivalents (FTEs) is currently 260 as at 31 March.

·    Staff turnover is currently 13%, which is consistent with Local Government statistics.

·    Council continues to receive strong interest and high calibre applications for vacancies.

·    Council’s workforce is made up of 55% female and 45% male.

·    Council’s managers are currently undertaking workforce planning to meet the future resource requirements for the organisation. These include and are not limited to anticipated legislative changes relating to Three Waters and Resource Management Act legislation.

 

 

   

 


Performance and Monitoring Meeting Agenda

27 April 2021

 

9.5         Draft Seal Extension Priority List 2021

File Number:           A4040065

Author:                    Jim Paterson, Transportation Manager

Authoriser:             Gary Allis, Deputy Chief Executive

 

Executive Summary

The purpose of this report is to provide the Performance and Monitoring Committee with the Draft Seal Extension Priority List 2021 for consideration of issues such as the policy weighting criteria, segmenting some longer carriageways into shorter lengths, and including some of these sites into the additional two years of the One Network Maintenance Contract (ONMC).

It is requested that the Committee provide feedback, which will inform the next report to the Committee. 

Note that a decision on the Tirohanga Road Seal Extension could have implications for the priority order.

Recommendation

1.    That the Transportation Manager’s report dated 27 April 2021 titled ‘Draft Seal Extension Priority List 2021’ 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 Draft Seal Extension Priority List 2021 totalling 70.8km, as determined by the selection criteria weighting, be received.

4.    That clarification and / or further information be provided on the following points raised by the Committee:

·   

·   

·   

·   

·   

 

Background

The most recent priority list for seal extensions is nearing completion with the following sections remaining to be completed during the 2021/2022 year: Mountain Road, Tirohanga Road, Valley View Road and Williams Road North. The Committee is now in a position to set the next priority list in accordance with the policy.

Seal extension improvements would generally comply with the Council’s Development Code, with the carriageway widths determined using the current traffic for each individual road section. This assumes any future growth on these roads is expected to be low, based on the current District Plan rural subdivision limitations. Traffic data is counted at the busiest end of each road section, generally at the same location each year, but at variable times throughout the year. The annual averaged data, based on this methodology, attempts to provide relativity between roads but does not count individual roads at the busiest month or week of the year. 

Traffic volumes on these roads range from 50 to 122 ‘Vehicles Per Day’ (VPD). Therefore, all sites would be constructed with a minimum sealed carriageway width of either 5.0m or 5.5m for longer lengths.

The three attachments with this report include:

1.   A list of qualifying prioritised unsealed roads with longer lengths broken at pragmatic locations, such as dwelling clusters or land use changes and traffic generators.

2.   A list of prioritised qualifying unsealed road carriageways (not broken into shorter sections).

3.   A list of non-qualifying unsealed roads that have less than 50 vehicle movements per day.

The segmented carriageway approach in List 1 will allow a greater distribution of investment across the network, better targeting the benefits of the seal extension improvements to more roads. This is the method that has been used for a number of years.   

Munro Road East has not been prioritised in the draft lists because of the proposed realignment of Ainsworth Road to accommodate the State Highway 2 Takitumu North alignment.

The lists do not include the private Māori Roads, which the Council has chosen to maintain in the past but not to undertake improvements. There will be a discussion paper on a potential change to this approach at the next meeting.

The indicative cost for the seal extension ranges between $400,000 to $600,000 per kilometre.

A rough order estimated cost for 70 kilometre of qualifying seal extension is around $36 million. 

The Councils draft long-term plan includes an annual seal extension budget of $1,029,000 per year. The co-funding by Waka Kotahi for future road improvements associated with seal extension work, at the Councils financial assistance rate of 51%, remains uncertain.  

The seal extension construction timeframe is dependent on the cost for section, consenting and contractor resources.  The approach is generally to construct in priority order. A three-year programme is 6 to 10 kilometres, depending on the site specific issues and funding.

Seal Extension Priority with 50% Private Contribution

Council has previously agreed to seal roads out of priority order where the adjoining owners contribute 50% of the cost.  This has been implemented on several occasions approximately 15 years ago.  There is a current approach to apply that policy to a road section.

The next report will include a recommendation to formalise the policy.

The three priority lists have not taken this into account.

Significance and Engagement

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 making this formal assessment there is no intention to assess the importance of this item to individuals, groups, or agencies within the community and it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

In terms of the Significance and Engagement Policy this decision is considered to be of low significance because although it will contribute to future decision making by Council, at this stage it has a low financial and community impact.

Statutory Compliance

The reports recommendations are consistent with Council policies and procedures.

 

 

 

 

Funding/Budget Implications

The activity is included in the Long Term Plan and Draft Long Term Plan.

Budget Funding Information

Relevant Detail

Job 28-3408-002

$1,029,000 rates per year.

 

 

Attachments

1.       Attachment 1: A list of qualifying prioritised unsealed roads with longer lengths broken at pragmatic locations such as dwelling clusters or land use changes and traffic generators.

2.       Attachment 2: A list of prioritised qualifying unsealed road carriageways (not broken into shorter sections).

3.       Attachment 3: A list of non-qualifying unsealed roads that have less than 50 vehicle movements per day.  

 


Performance and Monitoring Meeting Agenda

27 April 2021

 


Performance and Monitoring Meeting Agenda

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Performance and Monitoring Meeting Agenda

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Performance and Monitoring Meeting Agenda

27 April 2021

 

9.6         Te Puna Marae Connection to Ōmokoroa Pipeline

File Number:           A4022988

Author:                    Coral-Lee Ertel, Asset and Capital Manager

Authoriser:             Gary Allis, Deputy Chief Executive

 

Executive Summary

The purpose of this report is to inform Elected Members that Tūtereinga Marae and Poutūterangi Marae may seek approval for connection into the Ōmokoroa transfer pipeline. 

Recommendation TO COUNCIL

1.    That the Asset and Capital Manager’s report dated 27 April 2021 titled ‘Te Puna Marae Connection to the Ōmokoroa Pipeline’ 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 Council approve the connection of Tūtereinga and Poutūterangi Marae to the Ōmokoroa transfer pipeline.

 

Background

Tūtereinga, Paparoa and Poutūterangi Marae require an upgrade to their existing Onsite Effluent Treatment (OSET) system and disposal field.  All three Marae are near Council’s Ōmokoroa transfer pipeline (refer Attachment 1 for the location of these Marae).

The Ōmokoroa transfer pipeline has been installed to service the Ōmokoroa community.  Western Bay of Plenty District Council’s (WBOPDC) agreement with Tauranga City Council (TCC) limits the total daily volume of wastewater that can be discharged to their wastewater treatment plant.  Extensive modelling undertaken on the pipeline and future flows from Ōmokoroa indicate that there is some spare capacity to allow additional connections. However, connections into the pipeline should be limited to ensure additional flows do not restrict growth at Ōmokoroa. 

Council has recently approved the connection of the Te Puna Village to the transfer pipeline due to existing space constraints and health and safety risks posed by poor performing systems in this community.  Council has subsequently declined an application from the Newham Road Business Park to connect to the pipeline as they had sufficient onsite space to manage their wastewater.

Additional connections to the pipeline require specific Council approval.

Modelling indicates the Marae will add a total of 9m3/day into the pipeline (the capacity limit is 2,200m3/day).  There is sufficient capacity for Council to approve connection of the Marae into the pipeline. 

 

Paparoa Marae

Paparoa Marae’s wastewater needs can be met with a minor upgrade to their existing OSET system. Therefore, at this stage, we are not seeking approval for this Marae to connect to the transfer pipeline.  If the Paparoa Marae wishes to connect at a later date, a separate application will be made to Council.  The onsite upgrade is more cost effective than connection to the pipeline.

 

Tūtereinga marae

Over the past few years, the Tūtereinga Marae Committee has been investigating OSET treatment and associated soakage disposal areas for their Marae.  The Marae land parcels should be large enough to have space for a treatment plant and disposal field to service the Marae flows and Kohanga Reo (if desired). This would, however, sacrifice the current open grassed area used for amenity and Marae event parking.  It would also limit the total number of day and overnight visitors to the Marae (refer Attachment 2 for the OSET layout for this Marae). 

The Tūtereinga Marae Committee have indicated their current preferred method for wastewater disposal is by connecting into the Ōmokoroa transfer pipeline.

 

Poutūterangi Marae

An OSET system for Poutūterangi Marae would require a disposal field of approximately 200m2.  There is sufficient space at the front of the Marae for a disposal field of this size under the existing carpark.  However, a disposal system here would permanently limit access to the site for heavy vehicles (i.e. no buses, trucks or heavy vehicles). 

 

Due to insufficient space for an appropriately sized disposal field, any OSET system for this Marae is unlikely to have the capacity to treat and dispose of any wastewater from Kaumatua housing (refer Attachment 3 for disposal field site for Poutūterangi Marae).

The Poutūterangi Marae Committee have not yet indicated their preferred method for wastewater disposal.

 

Costs and Funding

Council has received funding from Crown Infrastructure Partners (CIP) to support improving wastewater management at Marae.  The CIP funding can fund OSET or reticulation options.

 

The CIP funding enables the low-pressure sewer extension and the onsite pump system.

 

Significance and Engagement

In terms of the Significance and Engagement Policy, this decision is considered to be of low significance because the level of community interest is limited to those that would like to connect to the Ōmokoroa pipeline, financial implications are low and the decision aligns with Councils policies and procedures.

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned
Engagement/Consultation/Communication

 

Name of interested parties/groups

Bay of Plenty Regional Council (BOPRC) have been kept informed throughout the process. 

Planned

Completed

Tangata Whenua

Engagement with Tangata Whenua is underway.  Council is working directly with Marae on their preferred method for wastewater disposal.  Pirirakau Society Inc. have an alternative view to the Marae and do not want a pressure sewer pipeline built towards the Marae areas to the north of the railway lines (the pipeline is not for general public use) as they consider it could lead to urbanisation.

General Public

N/A

 


 

Issues and Options Assessment

Option A

That Council approves the connection of Tūtereinga and Poutūterangi Marae to the Ōmokoroa transfer pipeline.

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

·    Economic

·    Social

·    Cultural

·    Environmental

Advantages

·    Disconnects people from their waste

·    Does not limit future use of site

·    Best environmental outcome

·    Best public health outcome

·    Preferred method for Tūtereinga Marae

Disadvantages

·    Limits further connections into the Ōmokoroa transfer pipeline. 

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

Marae will be required to pay annual Uniform Targeted Rate (UTR) and pan charge.  

Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

Papakaianga housing adjacent to both Marae may make future applications to connect if capacity is available for them.

Option B

That Council does not approve connection of Tūtereinga and Poutūterangi Marae to the Ōmokoroa transfer pipeline

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

·    Economic

·    Social

·    Cultural

·    Environmental

Advantages

·    Does not limit further connections from the Ōmokoroa community to the Ōmokoroa transfer pipeline. 

·    Sets a precedent.

Disadvantages

·    Limits the future use of Marae sites

·    Poor environmental outcome

·    Requires Marae to manage onsite system going forward – higher operational costs incurred by the Marae

·    Poor health and safety outcomes if OSET not maintained

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

Increased costs for management and servicing OSET system for Marae. 

Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

Marae raised grievance that they were promised connection to the Ōmokoroa transfer pipeline at the time of consultation for that pipeline.

Statutory Compliance

The recommendations meet:

·        Legislative requirements/legal requirements;

·        Current Council plans/policies/bylaws; and

·        Regional/national policies/plans.

Funding/Budget Implications

There are no funding or budget implications.

 

Attachments

1.       Attachment 1 - Te Puna Marae Location Map

2.       Attachment 2 - Proposed OSET System & Disposal Field for Tutereinga Marae

3.       Attachment 3 - Proposed Disposal Field Location for Poututerangi Marae  

 


Performance and Monitoring Meeting Agenda

27 April 2021

 


Performance and Monitoring Meeting Agenda

27 April 2021

 

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Performance and Monitoring Meeting Agenda

27 April 2021

 

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Performance and Monitoring Meeting Agenda

27 April 2021

 

9.7         Ōmokoroa No.1 School - Request to Connect to the Omokoroa Wastewater Transfer Pipeline

File Number:           A4000431

Author:                    Coral-Lee Ertel, Asset and Capital Manager

Authoriser:             Gary Allis, Deputy Chief Executive

 

Executive Summary

The purpose of this report is to request a connection to the Ōmokoroa wastewater transfer main for Ōmokoroa No 1 School.

The school is not currently complying with their Regional Council Discharge Consent and are required to either upgrade their system or connect to a Council reticulation network.  An assessment of options has been undertaken by the school and Bay of Plenty Regional Council (BOPRC).  BOPRC has recommended connection into the Council wastewater network, which would be the best environmental and social outcome for the school. 

 

Recommendation

1.    That the Asset and Capital Works Manager’s report dated 27 April 2021 titled ‘Ōmokoroa No.1 School - Request to Connect to the Omokoroa Wastewater Transfer Pipeline’ 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.

3a.  That Council approves the connection of the Ōmokoroa No.1 School into the Ōmokoroa transfer pipeline;

       And:

3b.  That the school be charged a volumetric capital connection charge of $3,658 per household equivalent.

       Or

4.   That Council does not approve the connection of the Ōmokoroa No.1 School into the Ōmokoroa transfer pipeline.

 

Background

Bay of Plenty Regional Council (BOPRC) is requiring Ōmokoroa No.1 School to either upgrade their onsite wastewater system or connect to a Council scheme.  BOPRC recommended that connection to Council’s wastewater scheme would be the best overall outcome.  The existing Ōmokoroa pipeline runs directly past Ōmokoroa  No 1 School (refer Attachment 1).

The Ōmokoroa transfer pipeline has been installed to service the Ōmokoroa community.  Western Bay of Plenty District Council’s (WBOPDC) agreement with Tauranga City Council (TCC) limits the total daily volume of wastewater that can be discharged to their wastewater treatment plant.  Extensive modelling undertaken on the pipeline and future flows from Ōmokoroa indicate that there is some spare capacity to allow additional connections.  However, connections into the pipeline should be limited to ensure additional flows do not restrict growth at Ōmokoroa. 

Council has recently approved the connection of the Te Puna Village to the transfer pipeline due to existing space constraints and health and safety risks posed by poor performing systems in this community.  Council has subsequently declined an application from the Newham Road Business Park to connect to the pipeline as they had sufficient onsite space to manage their wastewater.

Additional connections to the pipeline require specific Council approval.

Modelling indicates the school will add a total of 14.5m3/day (based on the school roll) into the pipeline (the capacity limit is 2,200m3/day).  There is sufficient capacity for Council to approve connection of the school into the pipeline. 

 

Ōmokoroa No.1 School currently holds consent for the discharge of 7.5 cubic meters of septic tank treated waste to land, on site and within the school grounds.  This consent required extensive upgrades to be carried out to the system by 2015.  To date these upgrades have not been carried out and since this time, the site has been in non-compliance with the consent.  Discussions regarding connection to reticulation versus an upgrade have stalled the progress of either of these options being carried out.

Bay of Plenty Regional Council highly recommends that Ōmokoroa No.1 School connect to reticulated sewerage to avoid the need for these upgrades. It is always Regional Council’s preference that a site connects to reticulated sewerage where possible. This is the best environmental and public health outcome. On-site wastewater systems require significant maintenance and servicing needs, even with upgrades carried out. As well as this, on-site land application areas and effluent treatment systems can be a great risk to the health of members of the public (and in this case children) in the event of failure or lack of service, or in many cases aging infrastructure.

Attachment 2 shows the location of existing disposal fields.  These disposal fields will need to be upgraded with an OSET upgrade however, the actual size and location of the disposal fields have not yet been determined. 

Any upgrades carried out on the school wastewater system would require design by a suitably qualified professional and approval from the Bay of Plenty Regional Council.

The school’s current consent is due to expire within three years and they would not be granted a replacement consent with its current system.

The school has evaluated both options and would like to proceed with the option of connecting to Council’s scheme. 

Significance and Engagement

In terms of the Significance and Engagement Policy, this decision is considered to be of low significance because it has no impact on the wider community or the long-term viability of the wastewater scheme and has no additional costs to Council. 

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned
Engagement/Consultation/Communication

Name of interested parties/groups

Ōmokoroa No.1 School – request made from the school.

Bay of Plenty Regional Council has been working with the school on this project.   

 

Completed

Tangata Whenua

N/A

General Public

N/A

 


 

Issues and Options Assessment

Option A

That Council approves the connection of the Ōmokoroa No.1 School into the Ōmokoroa transfer pipeline.

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

·     Economic

·     Social

·     Cultural

·     Environmental

Advantages;

·     Best public health outcome (removes potential for interaction of wastewater with the school).

·     Best environmental outcome.

Disadvantages;

·     Takes capacity from the Ōmokoroa transfer pipeline. However, modelling has indicated there is sufficient capacity in the network to accept the waste from the school

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

·     Costs for connection to be funded by the school. 

·     School to pay a capital contribution for connection.

·     Specifically calculated School Uniform Targeted Rate to be charged to the school per annum.

Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

 

N/A

 

 

Option B

That Council does not approve the connection of the Ōmokoroa No.1 School into the Ōmokoroa transfer pipeline.

 

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

·     Economic

·     Social

·     Cultural

·     Environmental

Advantages;

·     School to manage own wastewater onsite

·     Increases capacity within the pipeline for further growth at Ōmokoroa

Disadvantages

·     Poor public health outcome (potential for interaction of wastewater with the school).

·     Poor environmental outcome.

 

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

Costs for upgrade to onsite system to be managed by the school.  No cost implications to Council.

Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

N/A

Statutory Compliance

The recommendation(s) meet:

·        Legislative requirements/legal requirements;

·        Current council plans/policies/bylaws; and

·        Regional/national policies/plans.

Funding/Budget Implications

Budget Funding Information

Relevant Detail

N/A

 

There are no funding or budget implications for Council.

 

The estimated flows for Ōmokoroa No 1 School is 14.5m3 per day therefore their connection charge would be $53,041.

 

These flows are estimates only and would need to be further refined (likely to be over estimated).

 

Attachments

1.       Location of Omokoroa No.1 School

2.       Approximate Disposal Field Locations  

 


Performance and Monitoring Meeting Agenda

27 April 2021

 


Performance and Monitoring Meeting Agenda

27 April 2021

 

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Performance and Monitoring Meeting Agenda

27 April 2021

 

9.8         Operational Risk Report April 2021

File Number:           A4033651

Author:                    Gary Allis, Deputy Chief Executive

Authoriser:             Miriam Taris, Chief Executive Officer

 

Executive Summary

The purpose of this report is to advise the Performance and Monitoring Committee about current items of operational risk, covering capital projects and operations.

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

Recommendation

That the Deputy Chief Executive’s Report, dated 27 April 2021 titled ‘Operational Risk Report April 2021’ be received.

 

Background

This report has been developed to provide a focus on operational risk and is separate to the risk items identified in reports to the Audit and Risk Committee.

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

•        Traffic light system:

Green:       Operational item, for information;

Orange:     Potential to escalate, Council needs to be aware; and

Red:          High risk, Council direction may be required.

Where items are significant or require further explanation, a PowerPoint presentation will be undertaken at the meeting.  An update will be provided on current projects at the meeting.

 

 

 

 

 

 

 

 

 

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 desludging the settlement ponds and shifting the aerators and stirrers.

Constructing an additional storage pond and installing temporary pipework and electrical cabling are needed so that the wastewater can continue 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 is $1M plus.  Insurance claim being lodged. The insurance assessor has been appointed and meetings held. Further information is being provided.

The plant has transitioned to the temporary ponds and has been operating at a satisfactory level over the months of December, January and February 2021. Staff are currently looking at refinements to the treatment process to ensure we meet our compliance obligations for discharge. This may involve adding extra mechanical processing equipment.

The SAS Lagoon has been drained and the insurance assessor has visited the site and acknowledged that a claim now exists, however, there have been no discussions at this point around the quantum of claim to be paid out.

Further information flow on costs has been requested and submitted to the insurance assessors. Late March is the expected feedback time frame to our claim.

An options assessment of reinstatement design is underway with consideration of a 2-stage winter/summer population treatment process.

 

Environmental breach of consent conditions.

Financial.

 

 

 

Transportation – LCLR Work Category

The Council strategy has been to utilise the Waka Kotahi (NZTA) ‘Low Cost Low Risk Work Improvements’ (LCLR) 3-year allocation over 2 years and seek an additional allocation for year 3 (2020/2021).  The application is currently under review by Waka Kotahi.  At this late stage of the year, no further funding is expected.

 

Financial

Timing

 

 

 

Ōmokoroa 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.

The initial improvements are in the design phase.

 

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.

Correspondence has been sent to Mr R Rolleston advising him of the Council decision to proceed as planned with the Tirohanga Road Seal Extension. Some Island residents have delivered a petition requesting a Hui to consider seal extension works on the island. A Hui is to be arranged.  The project can potentially be winter work.

The Mountain Road seal extension design and vegetation clearing methodology has been reviewed due to concerns raised by the Iwi representatives who have expressed an interest in the project. The project has commenced but will be impacted by the end of the construction season.

The current seal extension programme is not now expected to be completed this financial year.

A new programme has been developed with a draft presented at the 27 April 2021 meeting.  This cannot be finalised until the Tirohanga Seal Extension is resolved.

 

Tangata Whenua Feedback

Timing

Capex expenditure not being met.

 

CIP and Three Waters Reform Projects

There are 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

 

Te Puke Wastewater Treatment Plant

The plant requires upgrading to meet the consent conditions and to increase capacity for Rangiuru Business Park and local growth.  This is the first stage of a 2-stage project.  Stage 1 is around $20M and will be delivered over three years. A Request for Proposal (RFP) for design work is has been issued.

 

Design Cost

Upgrade Cost

Physical Works Timing

 

Kerbside Collection

The kerbside collection implementation commenced in February 2021. 

The gaps in the collection database have been resolved.

A briefing will be provided in the meeting to outline the process, customer queries, statistics and answer questions, it will cover the issues of assisted service, put back service etc.

 

Population

Timing

 

 

 

 

 

 


Performance and Monitoring Meeting Agenda

27 April 2021

 

10          Information for Receipt

11          Resolution to Exclude the Public

Recommendation

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter 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 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

11.1 - Tauriko Project and Takitimu North  Presentation

s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

11.2 - Council Contracts Awarded Or Renegotiated For The Months Of February and March 2021

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

11.3 - Operational Risk Report April 2021 Confidential

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

11.4 - Waka Kotahi Presentation

s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7