Time: 9.00am Date: Tuesday 15 May 2018 Venue: Cambridge Committee Room, Waipa District Council Offices, 23 Wilson Street, Cambridge

Transcription

1 Time: 9.00am Date: Tuesday 15 May 2018 Venue: Cambridge Committee Room, Waipa District Council Offices, 23 Wilson Street, Cambridge INDEX PAGE NO. Agenda 15 May Minutes of Previous Meeting 17 April am Presentation by Cambridge Historical Society 9.45am Presentation by Waipa Community Facilities Trust (WCFT) Water Services Quarterly Report Contracts Signed under Delegation Cambridge Pool Grant Funding from Gaming Trust Cambridge Historical Society Annual Operational Grant Road Closure Hamilton Car Club Group Manager Update Lake Te Ko Utu update on investigations 3 (9-16) 4 (no papers) 4 (17-42) 4 (43-60) 5 (61) 5 (62-63) 6-7 (64-75) 7 (76-79) 7 (no papers)

2 Resolution to Exclude the Public Contract Award Hicks Road Mains Installation 8 (no papers) 8 (circulated separately) Page 2 of 8 15 May 2018

3 3 AGENDA ITEMS 1 MEMBERS Chairperson GRP Webber Members His Worship the Mayor JB Mylchreest, EM Andree-Wiltens, EH Barnes, JM Bannon, AW Brown, M Gower, SC O Regan, SDC Milner, EM Stolwyk, CS St Pierre, BS Thomas, VT Wilson 2 APOLOGIES 3 DISCLOSURE OF MEMBERS INTERESTS 4 VISITORS 5 MINUTES OF PREVIOUS MEETING Pages 9 16 Recommendation That the minutes of the Service Delivery Committee meeting held on 17 April 2018 be taken as read and confirmed as a true and correct record. 6 LATE ITEMS 7 CONFIRMATION OF ORDER OF MEETING Recommendation That the order of the meeting be confirmed. 15 May 2018 Page 3 of 8

4 4 8 PRESENTATION BY CAMBRIDGE HISTORICAL SOCIETY No papers Representatives of the Cambridge Historical Society will be present at the meeting to provide an overview of their business plan. Recommendation That the information provided by the Cambridge Historical Society be received. 9 PRESENTATION BY WAIPA COMMUNITY FACILITIES TRUST Pages: Matt Horne from Waipa Community Facilities Trust (WCFT) will be in attendance to talk to his presentation (copy attached). Recommendation That the information contained in the Waipa Community Facilities Trust presentation be received. 10 WATER SERVICES QUARTERLY REPORT Pages: The purpose of the staff report is to provide information on the activities pertaining to the Water Services Team s Activities for January 2018 to March The staff report contains matters that are of a purely administrative nature or information that does not require a decision from Council. As such, the staff report does not address any matters that are significant in terms of Council s obligations as set out in the Local Government Act Recommendation That the information contained in the report of Tony Hale, Manager Water Services, (Document Number ) be received. Page 4 of 8 15 May 2018

5 5 11 CONTRACTS SIGNED UNDER DELEGATION Page: 61 Council policy and delegated authority provides for tender and contract documents to be signed by Council staff on behalf of Council, subject to financial limits. Recommendation That the information contained in the Monthly Schedule of Contracts Signed under Delegated Authority (Document Number ) be received. 12 CAMBRIDGE POOL GRANT FUNDING FROM GAMING RUST Page: Council is continuing its fundraising strategy for the new Cambridge pool. To date approximately $1.5M has been raised via a grant from Trust Waikato, Brian Perry Charitable Trust, Cambridge Lions, Lotteries grants and other contributors. It is hoped to raise a significant proportion of the remaining funds required from grants from Gaming Trusts. In general, most Gaming Trusts require evidence of a resolution to request funds of the Gaming Trust from the committee or other governance body of the organisation making the application. This is purely an audit measure to ensure the intention to request funds is minuted and the full committee is aware of the intended application. Similar resolutions were passed in June 2016, however Council was not eligible for grants from these organisations because a resource consent had not been obtained at that point. Resolutions were also passed in November 2017, but applications were held back while further progress was made on the project. Staff now intend to reapply in late May 2018 to Grassroots Trust, for funding for the Cambridge Pool project. Gaming Trusts generally require that these resolutions of intent to apply for funds be no older than three months from the date of application, hence the need for new resolutions. There has also been a change in the amount requested. The adopted resolutions will form part of any application. Approval is sought to proceed with an application to Grassroots Trust. Recommendation That a) The report of Gary Knighton, Manager Strategic Partnerships be received; and b) The Committee resolves to apply to the Grassroots Trust Limited for $50,000 grant funding, towards the cost of the Cambridge Pool development. 15 May 2018 Page 5 of 8

6 6 13 CAMBRIDGE HISTORICAL SOCIETY ANNUAL OPERATIONAL GRANT Page: In March 2016 Council resolved to pass the management and operation of the Cambridge Museum back to the Cambridge Historical Society (the Society) and to assist with operational costs by way of an annual grant. The Society has now managed and operated the Museum for two years. The budget for the 2016/17 financial year, as submitted by the Society, is attached as Appendix 1 to the staff report (up to date financials not provided). During that time the Society has initiated changes, increased the profile of the Museum through social media and extended the opening hours. This has led to increased visitation, more research requests and a greater focus on adequately storing and conserving their collection. The Society has submitted a submissions/business Plan for the period (three years) and have provided background information and targets in support of their Plan. The Society has also requested an increase of $87,062 to their Council provided operational funding, which will take the sum from $158,850 to $245,912. This increase is intended to pay for better storage for their collection, the employment of an additional staff member and miscellaneous increases. The Society will present their case for additional operational funds to Council as part of the Long Term Plan public submission process. Based on the performance of the Museum over the past year as provided by the Society, staff recommend the continued payment of the current operational grant, which is line with Council s investment in implementing the Heritage Spoke and Hub delivery model. The Society has also formed a new organisation, the Cambridge Heritage Charitable Trust. The purpose of this Trust is to promote and resource an extension to the existing Museum building. This extension, estimated to cost $2.4M, would increase the area of the Museum to around 540 square metres. The primary focus of this extension is to increase the area to exhibit the Museum collection and to undertake research, plus to provide a dedicated work room and offices for staff. The Trust has lodged a submission to the LTP requesting funding of $800,000 towards this extension, and they have estimated that operational costs will increase by around $85,000 as a consequence of this expansion and increased levels of service. Page 6 of 8 15 May 2018

7 7 Recommendation That: a) The report of Tony Roxburgh, Manager Heritage and Museums be received; b) The Committee approves an annual grant to the Cambridge Historical Society of ONE HUNDRED AND FIFTY EIGHT THOUSAND FIVE HUNDRED AND EIGHTY DOLLARS ($158,580.00) exclusive of GST, for the 2018/2019 financial year; and, c) The grant will be paid on a quarterly basis, at such time to be agreed by Council s Finance Manager and the Cambridge Historical Society. 14 ROAD CLOSURE HAMILTON CAR CLUB Pages: The event organiser has applied to Council to temporarily close the following roads in Waipa District under the Local Government Act 1974 for the Hamilton Car Club Hillclimb event on Sunday 10 June 2018 from 9.00am until 5.00pm: Head Road from a point on Head Road north of Maungatautari Road to Stokes Road. Stokes Road from Head Road to Maungatautari Road. Recommendation That a) The information from Callum Wilson, Transportation Engineer be received; and b) In accordance with sections 319(h) and 342, and section 11 of Schedule 10 of the Local Government Act 1974, Council APPROVE the temporary road closures for the events detailed as follows: i) Head Road from a point on Head Road north of Maungatautari Road to Stokes Road. ii) Stokes Road from Head Road to Maungatautari Road. on Sunday 10 June 2018 from 9.00am until 5.00pm for the purpose of the Hamilton Car Club Hillclimb Event. c) Notice of the road closures be publicly notified in accordance with the provisions of the Local Government Act GROUP MANAGER UPDATE (No papers) a) Lake Te Ko Utu Update on investigations 15 May 2018 Page 7 of 8

8 8 16 RESOLUTON TO EXCLUDE THE PUBLIC File: No papers (Section 48, Local Government Official Information and Meetings Act 1987) Recommendation That the public be excluded from the following part of the proceedings of this meeting: The general subject of the matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: Item No. Minutes/ of: Report 17 Manager Project Delivery L Kendrick General subject of each matter to be considered Contract Award Hicks Road Mains Installation Reason for passing this resolution in relation to each matter Good reason to withhold exists under section 7 Ground(s) under section 48(1) for the passing of this resolution Section 48(1) This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public are as follows: 17 Enable the local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). 17 CONTRACT HICKS ROAD MAIN INSTALLATION Circulated separately This item will be taken with the public excluded. Section 7(2)(i) Page 8 of 8 15 May 2018

9 9 Time: 9.00am Date: Tuesday 17 April 2018 Venue: 1 PRESENT Chairperson GRP Webber Members Council Chambers, Waipa District Council Offices, 101 Bank Street, Te Awamutu His Worship the Mayor JB Mylchreest, EM Andree-Wiltens, E H Barnes (arrived at 9.10am), AW Brown, JM Bannon, M Gower, SC O Regan (departed 9.30am), SDC Milner, EM Stolwyk, CS St Pierre, VT Wilson In attendance Jeanette Tyrell, Media Consultant, Barry Bergin, Group Manager - Service Delivery, Tony Roxburgh, Manager Waipa Heritage and Museums, Bryan Hudson, Manager Road Corridor, Xinghao Chen Transport Planning Engineer 2 APOLOGIES RESOLVED 15/18/17 That the apology from His Worship the Mayor be received. Cr St Pierre / Cr Thomas 3 DISCLOSURE OF MEMBERS INTERESTS There were no new disclosures. 4 VISITORS There were no visitors

10 10 5 MINUTES OF PREVIOUS MEETING RESOLVED 15/18/18 That the minutes of the Service Delivery Committee meeting held on 20 March 2018 be taken as read and confirmed as a true and correct record subject to the correction in Item 8 to update the sentence in the 6 th paragraph to read stop producing products packaged in plastic materials and to correct the spelling of received in Item 12. Cr Bannon /Cr Andree-Wiltens 6 LATE ITEMS There were no late items. 7 CONFIRMATION OF ORDER OF MEETING RESOLVED 15/18/19 That the order of the meeting be confirmed with item 11 to be brought forward to item 8 and item 10 to be brought forward to item 9. Cr Thomas / Cr Brown 8 COMMUNITY FACILITIES QUARTERLY REPORT File: /2 The quarterly report was received and questions raised by Councillors. Concern was expressed over the increased graffiti and vandalism at the new Bike Park and particularly the childs play area and that more needed to be done to deter further offending. Mr Bergin advised staff were certainly looking at the robustness of the fences and signs currently installed. CommSafe undertake a patrol and staff are looking at other ideas which will be reported to the Committee in due course. There was an expression of interest in utilising the resource of Waikeria prisoners for community work. Mr Bergin agreed that it was certainly a resource that could be looked into and staff were currently discussing the idea of partnering with Waikeria and using their labour to plant showcase sites i.e. Lake Ngaroto etc. 17 April 2018 Page 2 of

11 11 There was a request for more information about staffing and how resources are going to tidy up the appearance of the Cambridge area. Mr Bergin said there would be opportunities to deliberate the subject further during LTP discussions, however staff were confident that the additional services identified in the LTP would be sufficient to meet growth and levels of service. A question was raised as to when the Kihikihi Hall ramp would be built. Mr Bergin said budget sources may still need to be confirmed as well as finalising the procurement process. RESOLVED 15/18/20 That the information contained in the report of Bruce Airey, Manager Community Facilities be received. Cr St Pierre /Cr Bannon 9 CAMBRIDGE THIRD BRIDGE STUDY File: /1 The Cambridge northwest urban growth structure planning project (C1,C2,C3) included an assessment of whether a third bridge crossing the Waikato River was needed in the road network. Assessment of existing bridges Traffic volumes crossing the river in Cambridge have grown 17% in the last 10 years. Levels of service are relatively good with congestion arising for a short time during the evening commuter peak on Victoria Street. The current conservative forecast for traffic growth suggests the existing two bridges will provide enough traffic capacity for the next 20 years. Making network changes to encourage more traffic to use the Shakespeare Street bridge where there is additional capacity would be a very efficient way to manage levels of service. Encouraging other modes like walking, cycling and bus use would also reduce reliance on private vehicles which are the current dominant user. The Victoria Street bridge is 110 years old, has load limitations and potential resilience issues. At some point in time the costs to keep the bridge open to traffic or the disruption caused by maintenance closures may necessitate bridge retirement. Work is underway with Beca Consultants to evaluate resilience and future maintenance needs. 17 April 2018 Page 3 of

12 12 Additional bridge capacity options Assuming additional capacity will be required long term, four new bridge locations were assessed at a broad concept level between Hanlin Road and Hall Street. All locations have impacts on property and the environment and could potentially be challenging to build due to big level differences across the river. A fifth option for increasing capacity and resilience could be the construction of a new bridge beside the Victoria Street bridge and duplication of the Shakespeare Street and Achillies Avenue bridges. As a heritage structure the Victoria bridge could then be retired for walking and cycling use only. Council s draft Infrastructure Strategy anticipates a third bridge or Victoria Street bridge replacement before 2048 at a rough order cost of $60-65M. There was a query as to whether there are other funding options available from NZTA that provide subsidies for major bridge costs and under current government policy is there any funding available for local works. Mr Hudson advised if a new or replacement bridge was required a good business case demonstrating benefits and cost ratios would be necessary and he would expect at least a good subsidy rate being awarded if that was provided. Mr Hudson advised bridge traffic numbers will soon be monitored for a period of time and the monitoring equipment has been built into the CCTV contract which is currently out to tender and closes within a week. RESOLVED 15/18/21 That a) The information contained in the report of Bryan Hudson, Manager Road Corridor, be received; b) Council receives the Beca report Cambridge Town Centre Road Bridges Capacity and Demand Study, January 2018 and acknowledges conclusions and staff recommendations which include: Current traffic growth projections suggest the two existing bridges crossing the Waikato River will have adequate traffic carrying capacity for the next 20 years. Road network improvements and travel demand management should be capable of maintaining demand below capacity while providing a reasonable level of service. Council may need to consider replacing the Victoria Street bridge in future if the structure becomes compromised. Assessment of the current bridge 17 April 2018 Page 4 of

13 13 resilience is planned for If a replacement bridge was required then a bridge on a similar alignment may be necessary. Council should engage with the community on the study findings and work to implement travel demand measures and network improvements. Cr Milner / Cr Brown Meeting adjourned for morning tea at 10.26am. Meeting recommenced at 10.42am 10 CONTRACTS SIGNED UNDER DELEGATION File: /1/1 Council policy and delegated authority provides for tender and contract documents to be signed by Council staff on behalf of Council, subject to financial limits. RESOLVED 15/18/22 That the information contained in the Monthly Schedule of Contracts Signed under Delegated Authority (Document Number ) be received. Cr Webber / Cr Wilson 11 GROUP MANAGER UPDATE Waipa Heritage & Museums Lake Ngaroto Capital works to be completed before 30 June this year includes: Retaining the lake foreshore at the end of Bank Road. This is an extension of the work completed two to three years ago and will complete the work required between the two existing boat ramps. Lake users, particularly rowing and sailing, will benefit from this work, as will the general public who camp overnight and fish from this location. Further work will be completed to extend the board walk on the circuit track where flooding regularly occurs. The sections of the diversion channel, which diverts Ngaroto-iti inflows away from Lake Ngaroto will be stabilised to ensure hydraulic efficiency and reduce overflowing into Lake Ngaroto. This overflowing compounds flooding of the adjoining land during times of intense rain. Water treatment ponds have been excavated on the eastern margins of the lake, partially on private land and partially on the lake reserve. These excavated ponds are now being planted with suitable stabilising and filtering plants, using the volunteer workforce from ANZ and Dairy NZ. 17 April 2018 Page 5 of

14 14 Discussions are continuing with both the sailing and rowing club members to agree a proposal to provide additional and more appropriate facilities. Ultimately, the intention is to remove the sailing club rooms from the Swamp Paa and restore this Paa for cultural and educational purposes. Once a proposal is agreed between the clubs, this will then be presented to Ngati Apakuru and Ngati Hikairo for their consideration. Lake Mangakaware The discussions are continuing between Council and Ngati Apakuru and Ngati Hikairo regarding the cultural assessment of Lake Ngaroto and it surrounds. Council is looking to engage Iwi to prepare this assessment. The lake sits on several Iwi/hapu boundaries and further consultation will be required with Iwi to the North. It is intended that this assessment be completed between April and November of this year. Heritage Bus Tours The tours continue to be well patronised, and more tours are planned after mid April, across both sides of the district. Maungatautari The concession application lodged by MEIT to continue with their tourism business has been advertised, calling for submissions, and already several submissions have been received. Staff will be working with the Maungatautari Reserves Committee to consider these submissions, and ultimately those submitters who have been asked to be heard, will attend a hearing with a Commissioner. There continues to be difficulties in addressing some longstanding access issues from Tari Road. It is hoped that these will be largely overcome with the construction of an alternative access way. Museum Tony Roxburgh, Manager Waipa Heritage and Museums was in attendance at the meeting to provide a presentation covering the Heritage work programme. Update on Mystery Creek Gully Restoration Pine tree logging / harvesting Site visits have been undertaken with a prospective logging / harvesting contractor to provide a quote for pine tree removal, defining the extent of work, access and standard of finish. We await the quote. 17 April 2018 Page 6 of

15 15 Long-tailed bats o During site visits, bat monitoring equipment was discovered on site within the stand of pine trees. The company involved (Wildlands Consultants Ltd) was contacted. The spokesperson confirmed the presence of long-tailed bats in the area. Council was advised: pine trees and willows are likely to be a favoured roost habitat by the longtailed bats present in the area; removal of the roost habitat would require authorisation under the Wildlife Act, with specific provisions for protocols around removing the roost habitat; Council has requested a price and timing from Wildlands Consultants to undertake a bat roost habitat assessment to determine the extent of use of the pine trees and the pest-plants / scrub as roosts by the bats. Mr Bergin advised that University of Waikato & Wildlands Consultants Limited have discovered bats roosting in the pine trees at Mystery Creek. Wildlands Consultants Limited have been engaged to investigate the bats and identify which parts of the area are occupied. Mr Bergin advised the logging company had provided a quote to remove the pine trees at $60K. The recommendation from staff is not to remove the pines as they are relatively immature and they have years of life in them. They are also providing bank stability. Mr Bergin said the plan is to continue with the roading works associated with improving the road edge in the near future and depending on outcomes from the bat survey weeds will be cleared from the south side of the road. Mr Roxburgh advised that the Long Tail bats are very rare and the pines are providing an important cavity for roost sites. RESOLVED 15/18/23 That the Group Manager Update be received. Cr Gower / Cr Stolwyk 12 RESOLUTION TO EXCLUDE THE PUBLIC File: (Section 48, Local Government Official Information and Meetings Act 1987) 17 April 2018 Page 7 of

16 16 RESOLVED 15/18/24 That the public be excluded from the following part of the proceedings of this meeting: The general subject of the matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: Item No. Minutes/Report of: General subject of each matter to be considered 13 G McRae Increase to approved Contract Sum Karapiro WTP Capacity upgrade 14 Robin Walker Increase to Approved Contract sum TA WWTP Overflow Pond *& Dewatering to Facility Upgrade 15 Manager Project Delivery L Kendrick Contract Award Williamson Street Three Waters Upgrade Reason for passing this resolution in relation to each matter Good reason to withhold exists under section 7 Good reason to withhold exists under Section 7 Good reason to withhold exists under Section 7 Ground(s) under section 48(1) for the passing of this resolution Section 48(1) Section 48(1) Section 48(1) This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public are as follows: 13,14, 15 Enable the local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). CONFIRMED AS A TRUE AND CORRECT RECORD Section 7(2)(i) Cr St Pierre /Cr Thomas CHAIRPERSON: DATE: 17 April 2018 Page 8 of

17 17 WAIPA COMMUNITY FACILITIES TRUST PROGRESS REPORT JULY 17 MAR 18

18 18 EXECUTIVE SUMMARY Non- Financial Report Financial Report Annual Customer Satisfaction Survey

19 19 WCFT TOTAL VISITORS WCFT YTD Visitor July - March 2017/ /17 210, , ,000 Variation +17,007 visits or +9% 200,000 Visitors 195, , , , , , , , , , , , / / / / Variation +26,350 visits or 14.8%

20 20 TAEC VISITOR NUMBERS 2017/ /17 TAEC YTD July 17 - March , , , , , , ,919 Visitors 120, ,000 80,000 60,000 40,000 20, / /17 Variance +24,089 visits or 15% Variance +35,525 visits or 24% 140, /15 184, , /18

21 21 CAMBRIDGE VISITOR NUMBERS 2017/ /17 CAMBRIDGE YTD Oct-April 35,000 32,684 32,189 29,698 30,000 Variance -8,226 or -29% 28,369 25,000 20,143 20,000 15,000 10,000 5, / / / / /18 20,143* 28,369 *Pool only open for 4 months

22 22 CLUB WAIPA VISITOR NUMBERS 2017/ /17 CLUB WAIPA YTD July 17 - March 18 45,000 39,989 40,000 35,000 35,184 34,535 31,767 Variance +5,454 or +15.8% Variance +8,222 or 26% Group Fitness Classes 2017/18 6, /17 4,891 Variance +1,866 or +27.6% 30,000 Visitors 39,989 34,535 25,000 20, CW Members From 419 to or +90% 15,000 10,000 5, / / / /18

23 SWIM WAIPA VISITOR NUMBERS SWIM WAIPA YTD July 17 - March 18 20, Variance +8,535 visits or 96% 16,000 14,000 Attendance 2017/18 17, /17 13,181 Variance +4,239 or +32% 17,420 18,000 13,181 12,000 10, ,181 8,885 8, /18 YTD SW LTS 13,485 +1,979 SW Club 1,237 +1,237 (16-63) S4L Lessons 2,382 +,1,075 HP Participants /17 SW Lessons 11,506 SW Club 0 S4L Lessons 1,307 HP Participants 368 6,000 4,000 2, / / / /18

24 24 HEALTH & SAFETY 2017/18 YTD Serious Harm 0 Accidents 56 Contaminations 59 Near Miss 12 Trespass/Ban HEALTH & SAFETY YTD July - March Total Serious Harm From 0 to 0 Accidents From 63 to 56-11% Contaminations From 85 to 59-30% Trespass/Ban From 4 to 2-50% /15 Serious Harm 2015/16 Accidents Contamination 2016/17 Near Miss 2017/18 Trespassed/Banned

25 25 POOL WATER QUALITY POOL WATER Average Quality YTD July - March /18 98% 2016/17 98% 100 Average % NZRA Benchmark 85% average 2014/ /16 Average 2016/17 Benchmark 2017/18

26 26 CUSTOMER FEEDBACK Feedback Compliments YTD July - March Variations Compliments From 24 to Complaints Valid From 29 to Complaints Not Valid From 38 to 8 20 Suggestions From 58 to YTD C CV CNV S /15 Compliments 2015/16 Complaint Valid 2016/17 Complaint Not Valid 2017/18 Suggestions

27 CAPITAL PROJECTS COMPLETED TAEC New Facility Main Switch $7,142 +GST TAEC New Power Factor Correction Unit - $20,285 +GST UPCOMING TAEC Filter Replacement June - July $295,800 +GST TAEC New UV Unit installation June - July $133,996 +GST TAEC Flooring Upgrade Livingstone Aquatics June July 2018 $140,000 +GST TAEC Hot Water Cylinder Replacement June July 2018 $30,000 +GST 27

28 KEY EVENTS YTD - Sprialz Rhythmics Gymnastic competition - Sport Waikato King Country SS Badminton Tournament - TA YMI National Wrestling Champs (Comm games qualifier) - LJ Hooker Home Expo - Waipa schools Kapa Haka Festival - TWOA Kapa Haka Festival Country wide - Sport Waikato District Sports Awards - Open Country Dairy Suppliers Dinner - 34x School Swimming Sports - 6x Swimming Meetings/Carnivals - Waikato Intermediate Schools Volleyball Tournament - North Island Indoor Bowls Tournament - Parafed National Wheelchair Rugby Tournament - Waikato Secondary Schools Swimming Sports 28

29 29 YTD FINANCIAL REPORT REVENUE 31 MAR MAR 17 WAIPA DC FUNDING $ 942,478 $ 940,612 TRADING & OTHER REVENUE $1,006,703 $ 886,705 $ 1,949,181 $ 1,827,317 OPERATING EXPENSES $ 1,603,119 $ 1,702,555-99,436* or -5.8% SURPLUS (Deficit) Before Tax $ $ TOTAL REVENUE +119,998 or +13.5% EXPENDITURE 346, ,762 (Against annual operating budget) Funding Tracking WCFT 51.7% WDC 48.3% *Please note - operational expenditure is underspent due to most of the budget being used for the upcoming 2 month maintenance closure. Key income increases are Café, Club Waipa and Swim Waipa

30 30 GOWAIPA FINANCIAL TRACKING REPORT July-March Financial Progress YTD July - March Excl WDC operational funding 1,800,000 Income From 729,153 to 1,006, ,550 or +38% 1,600,000 1,400,000 1,200,000 Expenditure From 1,440,132 to 1,603, ,987 or +11% 1,000, ,000 Net improvement From -710,979 to -596, ,563 or +16% 600, , , / /16 Income 2016/17 Expenditure 2017/18

31 31 CLUB WAIPA FINANCIAL TRACKING REPORT Club Waipa Financial Progress YTD July March Income From 226,681 to 314,691 88,010 or +39% 350, , ,000 Expenditure From 245,840 to 199,064-46,776 or +19% 200, ,000 Net improvement From -19,159 to 115, ,786 or +703% 100,000 50, July-March 2014/ /16 Income 2016/17 Expenditure 2017/18

32 32 SWIM WAIPA FINANCIAL TRACKING REPORT July-March Financial Progress YTD July - March 250,000 Income From 117,369 to 211,411 94,042 or +80% 200,000 Expenditure From 96,982 to 139,005 42,023 or +43% 150, ,000 Net improvement From 20,387 to 72,406 52,019 or +255% 50, / /16 Income 2016/17 Expenditure 2017/18

33 33 WAIPA COMMUNITY FACILITIES TRUST ANNUAL CUSTOMER SATISFACTION SURVEY

34 ANNUAL CUSTOMER SATISFACTION SURVEY WCFT CSS RESPONSE RESULTS participants electronic based only average 396 participants Electronic Database % response rate / / / /18

35 ANNUAL CUSTOMER SATISFACTION SURVEY Customer Satisfaction Index (CSI) Weighted Scores based on responses 84 or Higher Exceptional performance Excellent performance Very good performance Good performance - with potential for improvement Fair Needs improvement 66 or lower Needs significant improvement

36 ANNUAL CUSTOMER SATISFACTION SURVEY GENDER RESPONSE 90% 80% 77% 76% 79% 75% average Male 23% Female 77% 70% 60% 50% 40% 30% 24% 25% 23% 21% 20% 10% 0% Male 21% Female 79% 2014/ / /17 Male Female 2017/18

37 ANNUAL CUSTOMER SATISFACTION SURVEY Majority in the from the 25-54yr age groups AGE 45% 40% 35% Least response from the younger age groups 14-24yrs 30% 25% 20% 15% 10% 5% 0% / / / /

38 ANNUAL CUSTOMER SATISFACTION SURVEY WHERE DO THEY COME FROM Te Awamutu 56% Cambridge 11% Pirongia 9% Karapiro 1% Kihikihi 6% Ohaupo 1% Waipa District 8% Outside District 8% Outside District Waipa District Ohaupo Kihikihi Karapiro Pirongia Cambridge Te Awamutu 0% 10% 20% 2017/18 30% 2016/17 40% 2015/ /15 50% 60% 70%

39 ANNUAL CUSTOMER SATISFACTION SURVEY WCFT OVERALL CSI RESULTS % Very good performance -1% on Average 78% Very good performance / / / /18

40 ANNUAL CUSTOMER SATISFACTION SURVEY TAEC 77% Good Perf CB 69% Fair CW 85% Except SW 84% Except DEPARTMENT RESULTS Averages TAEC 77% GP CB 72% GP CW 82% Except SW 82% Except TAEC Cambridge 2014/ /16 Club Waipa 2016/ /18 Swim Waipa

41 ANNUAL CUSTOMER SATISFACTION SURVEY TAEC CB Pool CW SW HIGHEST AND LOWEST RATED RESPONSES High Overall how satisfied were you with your visit to our facility 93% ( % +2%) Low How would you rate our lifeguard staff on providing accurate information 59% ( % -30%) High How satisfied were you with the customer service you received 89% ( % 1%) Low If you made a booking at the facility, how would rate the overall service 23% ( % -18%) High How satisfied are you with the gym equipment 94% ( % +4%) Low How satisfied were you with the Group Fitness Classes provided 73% ( % +5%) High Please rate how satisfied overall you are with Swim Waipa 87% ( % +1%) Low How would you rate your instructor s ability to establish a rapport with you and/or your child 83% ( % -6%)

42 42 WHAT DO WE DO WITH THE INFORMATION Collated information (high level) is passed on to our Board of Trustees where key projects may become a result. Operationally business units are presented overall results and departmental results. Common trend themes are discussed at all levels where staff are asked provide tangible solutions. Identified areas for improvement are introduced into annual department business plans and become focus KPI s or a prioritised project (if warranted) These KPI s also become part of staff member s individual performance plans and results from the following annual Customer Satisfaction Survey help provide evidence for Personal Performance Reviews

43 43 INFORMATION ONLY To: The Chairperson and Members of the Service Delivery Committee From: Manager Water Services Subject: Water Services Quarterly Report Meeting Date 15 May 2018 File Reference: /1 1 Executive Summary The purpose of this report is to provide information on the activities pertaining to the Water Services Team s Activities for January 2018 to March This report contains matters that are of a purely administrative nature or information that does not require a decision from Council. As such, this report does not address any matters that are significant in terms of Council s obligations as set out in the Local Government Act Recommendation That a) The information contained in the report of Tony Hale, Manager Water Services, be received. 3 Financials Reported to Council separately through the Finance and Corporate Committee. Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 1 of

44 44 4 Demand 4.1 Current Demand Water Production Other Demand Management Activities 4.1 Demand Management Water Management Plans (WMP) The Cambridge WMP review has now commenced and is on track. WMP Te Awamutu Cambridge Pukerimu Kihikihi Status May 2016 Update completed May 2013 Review underway on track May 2013 Review and update now due June 2017 Update completed Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 2 of

45 Demand Management Education Campaign Water meters: Water Audit service now exists under the Shared Services (jointly funded by Waikato District and Waipa District). o Programme development is underway through contractors Ecomatters Environmental Trust. o New Water Advisor has been appointed and commenced on 9 April Chris Parker will be present at the meeting to introduce himself and provide a brief overview of his role. o Water Advisor training commencing was carried out in April. o Audits are to commence from late April/beginning of May onwards. Mock billing periods commenced o Te Awamutu and Cambridge - first mock bills have now been sent. o Second mock bills are to be sent at the beginning of May and June for Te Awamutu and Cambridge respectively. High water users identified o Mock billing over $500 has been identified and had targeted communications with property owners, sent alongside their initial mock bills. o Mock billing over $1000 has been identified and had either a site visit, phone call (or both), and letter sent alongside their initial mock billing. o 74 Queries have been received regarding accounts and water usage since 1 February. Themes include: High usage and checking/identifying leakage Wanting meters checked (potential faulty) Shared meter issues and complex property queries Education/Tours: Number of engagements for 2017/18 year to date Total engagements for tours 20 Total engagements for talks/events 115 Overall Total Engagements (no duplication) 135 Summer Campaign Summary Following a reduction in demand and reduced pressures, Water Alert Level 2 commenced as of 25 January The Water Alert Level 3 campaign was successful in reducing demand when required until weather patterns changed. Following a reduction in demand, reduced pressures, and regular rainfall, all Water Alerts were lifted as of 26 February This is the earliest Waipa have ever lifted water restrictions. Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 3 of

46 46 Other education Development of a New Builds guide: Will feature informative information on how to save water within new homes including information on WELS star ratings, landscaping tips, conservation ideas. Development will incorporate key techniques learnt during recent Fostering Sustainable Behaviour workshop harnessing environmental psychology methodology to generate sustainable change management. 4.3 Demand Management Water End Use Study District Wide Water Meters study o 20 properties each in Te Awamutu and Cambridge continue to be monitored each month. o Seasonal changes in demand being seen. o Monthly monitoring continues to cover mock billing phases. o Analysis to identify any long term change, and impact of mock billing has begun. BRANZ National Water Study o 25 random properties within Waipa have been selected and surveyed by BRANZ. An additional 10 properties were surveyed to engage the required number of properties for meter monitoring. o Still pending backorder shipment of high-resolution meters ready for installation and monitoring. Difficulty in contacting supplier. o BRANZ has updated and extended the project timeframes due to new staff taking over the project, and also meter availability and delivery to Councils. o Monitoring of meters now has a target for commencement in May 2018, and project completion date late 2019 following 12 months data collection. Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 4 of

47 47 5 Levels of Service & Performance Measures The CRM based measures shown below are part of the Department of Internal Affairs (DIA) Non-Financial Performance Measures. CRMs Water Supply

48 48 Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 6 of

49 CRMs Wastewater Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 7 of

50 CRMs Stormwater Flooding PM1 - Number of Flooding Events and Habitable Floors Flooded No Events to date. Flooding PM2 - Median Response Time to Attend a Flooding Event No Events to date. Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 8 of

51 Compliance Drinking Water Standards July is the start of the Compliance year Water Supply Drinking Water Standards (KPI Measures) Treatment Plants Water Supply Drinking Water Standards (KPI Measures) Reticulation Zones Wastewater Consent Compliance (KPI Measures) Target YTD Abatement Notices 0 0 Infringement Notices 0 0 Enforcement Orders 0 0 Convictions 0 0 Commentary: Cambridge Wastewater Treatment Plant (WTP) Consent Compliance is still a serious and worsening issue particularly around the levels of faecal coliforms in the Treated Effluent. A trial is beginning early May to use Sodium Hypochloride to treat these before the final effluent is discharged to the Rapid Infiltration Beds. Also the NIWA EPS trial is not taking any inflow so the full amount is being treated through our system. Te Awamutu Wastewater Treatment Plant (WTP) With the major operations to build the new sludge removal plant and the draining of the old oxidation pond, the plant has been under increased pressure and running at full capacity. This resulted in exceeding consent limits on a number of occasions. The UV system does not appear to be working at full capacity and the non compliant results reflect this. As part of the WWTP upgrade the bypass pond is not ready to receive any effluent until some time in May and therefore the plant cannot be stopped to carry out a full service on the UV system. The networks team is consulting with the suppliers for advice on any possible improvement measures. Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 9 of

52 52 Stormwater Consent Compliance (KPI Measures) Target YTD Abatement Notices 0 0 Infringement Notices 0 0 Enforcement Orders 0 0 Convictions 0 0 Commentary: No notices, orders or convictions related to Stormwater consent compliance. 6 Risk Management 6.1 Health & Safety Assessments and Events Commentary: still transitioning reporting of site assessments via TRAX; above are those directly recorded in the new database Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 10 of

53 53 Commentary: Improved traffic management compliance All equipment and safety devices, that is, fire extinguishers are certified and tested Contractors or visitors are signed onto site Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 11 of

54 54 Commentary: Events are a combination of near miss, minor and moderate Driving incident Fire at Cambridge Wastewater Treatment Plant (mowing contractor s tractor) Cable strike Manual handling injuries 6.2 Health & Safety initiatives Planning and Compliance is working with the Asset Management team on a permit to work system. Audit carried out on Network team and various sites by external consultant Issues raised by Health and Safety representatives: o Stress management o Lone worker Policy o Annex evacuation 7 Activity Management 7.1 Asset Planning Renewals The team has been working hard developing the 3 Water Renewals over the last couple of months. We have been making some great advances in the renewals space in how we decide what we renew. In the past a pipe would be renewed by its age and known network issues. This time around we have developed the renewal process based on pipe condition assessments, critically, risk (pipe material) and other key criteria. This has permitted us for the first time to have our renewals planned in advance for the next three years, and to prepare a three year renewals contract which will enable efficiencies in procurement. Stormwater Developments Waikato Regional Council has developed their own version of the Auckland derived TP10 which are the stormwater guidelines used to provide guidance to engineers, planners, developers and contractors in selecting, designing, constructing and maintaining stormwater management systems. The guidelines are very important with more of a focus on prevention as opposed to mitigation. These guidelines are going to significantly change how developers design and lay out future developments and, for us, the challenge of adopting and maintaining these stormwater assets. Above Ground Assets (AGA) Whilst the renewal process is well developed for our below ground assets, our above ground assets (AGA) are to have improved planned processes put in place. Over the last few months, Beca Consultants have surveyed the majority of our major plants and undertaken condition assessments on every single AGA (pump, valve, motor etc). Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 12 of

55 55 The next step of the process is to assign criticality scores to all of our AGA. Once completed we will be able to plan our AGA renewals. Modelling Over the last quarter our water model has had a much needed update by Opus Consultants. Our Asset Team has been working alongside Opus in providing network operating limits and trends. The result is that we have a very robust water model that truly reflects the performance of our water network. The next stage is to calibrate the water model by installing instrumentation and logging equipment on the water network. Another win in the modelling space is that our team has spent time with the Opus modelling team and have undergone basic training simulations. This means that we now have the capability to run our own models in house which obviously has efficiencies and will result in savings. 7.2 Maintenance & Service Contracts Stormwater Maintenance Contract ( ) Stormwater Operations and Maintenance The Stormwater Maintenance contract ( ) has been in operation for two years and 9 months out of a possible four years. We are currently discussing with Hydrotech about taking the final one year option in the contract to cover the period of 2018/19, this would come into effect in August Scheduled maintenance over the three month period between January and March has included inspections, mowing and brush cutting of urban drains and swales. Te Awamutu stream inspections, rural drainage maintenance inspections and spraying, as well as programmed maintenance of structures and devices such as the CDS Unit in Cambridge, pre-treatment devices at Lake Te Ko Utu. Some reactive works have been required through the same period including CCTV of pipes, additional weed control around drains, replacing manhole lid covers and Watkins swale works. 102km of rural drainage inspections and spraying was completed in this three month period. A second round of spraying of the entire drainage network was approved to begin at the end of March and is progressing. Some of the inspections of the drains resulted in instructions to remove large obstructions, which once completed, will improve drainage within the rural network. Contractors are continuing to build a positive working relationship between all parties. Water Meter Reading Contract ( ) Since August 2015, Waipa s water meters have been read by Datacol, who are now part of A D Riley Ltd. This is part of a sub-regional arrangement in conjunction with Hamilton City Council, Waikato District Council and South Waikato District Council. Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 13 of

56 56 Meters currently read are all commercial/industrial and residential customers across the Waipa District. There are regular monthly progress meetings, which are formally recorded. Recent issues raised include: Resourcing Timing of complied routes Property access Ignored reads Change in company ownership To date 17 Notices to the Contractor have been issued. 7.3 Projects Renewals Water District Wide Main Replacement and Upgrade Criticality 1. The revised scope includes upsizing/renewal of aged AC mains on Piquet Hill to improve flows to the Te Aranui subdivision, Factory Road to improve flows to the Taylor s Hill reservoir and Armstrong and Douglas Avenue to improve flows to Fairview Road. The tender was awarded to Waipa Civil and physical works are 100% complete and in the defects period, ending 22 November District Wide Watermain Renewals measure and value contract awarded to HEB Construction for renewal of trunk mains on Cox and West Roads within the Ohaupo Water Supply Scheme. A variation to the contract was issued to increase the scope to include renewal of 100mm diameter AC watermain on Whitmore Street, Kihikihi. Physical works have commenced on all sites and were suspended in the latter part of 2017 due to a high water table. Works were recommenced and completed prior to the end of year and are now in the defects liability period, ending 19 December District Wide Ridermain Installation 17/18 - Physical works, measure and value contract, including sites at Balance Street, Kihikihi, and, Bank Street, Te Awamutu. The tender was awarded to Waipa Civil Ltd. Physical works are 100% complete and in the defects liability period, ending 31 January District Wide Main Replacement 17/18 Joint procurement undertaken with Waikato District Council. Shortlist of tenderers selected from an ROI process to submit on a measure and value contract. Following second stage submissions the contract was awarded to Allens United Drainage and Earthworks Ltd for renewal of trunk mains on Parallel Road in the Pukerimu Water Supply Scheme, and Pirongia Road, within the Te Awamutu Water Supply Scheme. Physical works have been completed on both sites and practical completion will be issued upon receipt of asbuilt drawings from the Contractor. Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 14 of

57 District Wide Ridermain Installation 18/19/20 Proposed three year (1+1+1) measure and value contract tendered under lowest price conforming method to carry out installation of ridermains, as a form of lateral renewals, across the district until 30 June This is anticipated to be in excess of $1M in contract value. The current programme aims to report a preferred supplier to Council at their July 2018 meeting District Wide Watermain Renewals 18/19/20 - Proposed three year (1+1+1) measure and value contract procured by way of two stage REOI/RFT with price/quality format, for the renewal of watermains, trunk or otherwise, across the district until 30 June At an estimated contract value nearing $6M, the current programme aims to report a preferred supplier to Council at their December 2018 meeting. Wastewater Te Rahu Road Wastewater Pipe Upgrades Settlement with Smythes Contracting has been reached and the contract terminated. Currently an Instruction for Service is being prepared for Beca Hamilton to provide an options assessment and complete a design solution for accommodating the Te Aranui wastewater flows which the new, but incomplete pipework, was to cater for District Wide Wastewater CCTV 17/18 Measure and value contract, similar extended contract period format as Tender awarded to Insight CCTV, with pre-commencement meeting held in September Physical works are progressing as per Contractor s programme and is due for completion in May District Wide Sewer Pipe Replacement 17/18 Physical works, measure and value contract for renewal of wastewater pipes in Alpha Street Cambridge. A publicly advertised tender closed on 16 February Waipa Civil Ltd was awarded the contract, and physical works have commenced on site, and are due for completion in July District Wide Wastewater CCTV 18/19/20 - Proposed three year (1+1+1) measure and value contract tendered under lowest price conforming method to carry out CCTV pipe inspections across the district until 30 June Stormwater District Wide Stormwater Renewals 17/18 Measure and value contract currently scoped for Byron Street Cambridge. A publicly advertised tender was released on 22 February Cambridge Excavators Ltd was awarded the contract and works are due to commence on site the first week in May. Mangaohoi Stream Erosion Protection Works Sites 1 and 2 Netball Courts Site and Squash Courts Site Agreement reached with Waikato Regional Council (WRC) for erosion protection works to be undertaken under the Waikato Regional Council 3 Zones Discretionary & Wetland Deposition Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 15 of

58 58 Proposed Annual Works Program 2017/18 (3 Zones AWP). This allowed a reduced timeline for Regional Council internal consenting approval and consultation. As the proposed method of remediation was rock revetment, quotes were sought from two suitably experienced contractors with specialist machinery (long-reach excavators) from WRC s As Required supplier panel. A Procurement Exception Memorandum was required to effect the above engagement. Paul Steiner Contracting Ltd was awarded the works for $227,599.00, while the Engineer s Estimate was $224, An additional $22, has been budgeted as contingencies. Enabling works commenced at Site 1 on 16 April. Rock revetment construction commenced 20th April. Works expected to be completed 4th May. Site 2 commencement date is yet to be confirmed. Waikato Regional Council is to advise. Oliver Street Stormwater Outfall Structure Agreement has been reached with Waikato Regional Council for erosion protection works to be carried out under Section of the Waikato Regional Plan, within the Permitted Activity ruling. To that end, rock revetment solution was proposed and physical works undertaken by R & L Drainage Ltd, being one of WRC s As Required contractors on their supplier panel. A Procurement Exception Memorandum was required to effect the above engagement. As the Karapiro Stream is classified as both a trout fishery and indigenous fishery, works are limited to between 1 January and 30 April. Works commenced on 4 April and were completed by 13 April. 7.4 Project delivery update Cambridge Pipe Bridge Upgrade The contract for physical works has been awarded and the contractor is currently working with the design team in preparation for the commencement of bridge works. Site establishment has occurred, diversion of the Te Awa cycle path around the work site has been implemented and pipe installation around the Gaslight Theatre is progressing. The main bridge structure is to commence in September. TA Wastewater Treatment Plant Consent & Upgrade Physical works for oxidation pond earthworks and realignment, new sludge dewatering plant and solids disposal is nearing completion. The consent has been notified with six submissions received. The next stage will be working with the submitters to address the concerns that they have raised. A decision of whether a hearing will be required will be confirmed in May. Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 16 of

59 59 Te Awamutu Additional Water Supply Designs and land acquisition for the Parallel Road water treatment plant upgrade/ Waikato River raw water intake and pipeline across to Te Awamutu are being progressed at present. Physical works associated with the raw water intake and pipe will commence towards the end of Tony Hale, Manager Water Services, will provide a brief presentation on this project at the meeting. Hicks Road Domestic Watermain Installation Consultation is continuing with rural water supply users on options for their future standalone water supply for rural uses. Contract has been tendered with works scheduled to commence in May and completed by December Karapiro Water Treatment Plant 7ML/day Upgrade and Rising Main The majority of works are completed and commissioning of the plant is underway, due to be completed in May. Karapiro rising main physical works have been completed with minor defects currently being addressed. PR1496 Cambridge Wastewater Treatment Plant Upgrade & NIWA Demonstration EPS The consent remains on hold whilst investigation takes place in relation to the best practicable option for the long term treatment of wastewater from the sub-region, which includes South Hamilton, Peacockes, Hamilton Airport and Cambridge, as Peacockes growth cell is scheduled to be fast tracked. PR2111 Waikeria Prison Sewer Installation An updated contract between Waipa District Council and Department of Corrections (DoC) is currently being drafted alongside a discharge agreement to reflect the outcomes of the preliminary design and works being accommodated in the detailed design. A Project Control Group has been set up between Waipa and DoC to manage the delivery of the project. Cambridge North Activity Western Cambridge North Residential Area Permanent Stormwater Solution We are in negotiation with landowners / developers along Laurent Road with regard to land acquisition for the proposed future stormwater swale and pond. Physical works may start in the middle of 2018 with the relocation of services in Laurent Road. Subsequent swale and pond construction will follow, initially at the expressway / Victoria junction and working back towards Taylor Street, depending on land acquisition and developer needs. Dedicated Pressure Water Main Leamington to Cambridge North We have commenced the design of a dedicated main from Leamington to Cambridge North to further alleviate pressure fluctuations in the present residential areas and to future proof for future growth to the north of town. Construction will commence towards the end of Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 17 of

60 60 C1, C2, C3 and Hautapu Industrial Growth Areas Submissions on Structure Plans are being considered at present. Detailed planning will commence next financial year. 8 Shared Services Waipa District Council has been working with Hamilton City Council and Waikato District Council for a number of years, developing and enhancing the shared service provisions between the partner Councils. There are currently 17 people employed within the Shared Services Team, undertaking activities of Tradewaste, Sampling and Analysis and the Smart Water programme. Areas of focus: Trade Waste 344 active customers in Waipa, including 188 Controlled, 19 Conditional and eight tankered customers. 223 audits undertaken during Quarter 3 of 2017/18 across the sub-region. The team has identified all the tankered companies currently operating in the Waipa district and is in the process of getting all of these customers consented. The team has recruited for a replacement Technical Support Officer. Sampling and Analysis Due to urgent earthquake strengthening works being required at the Hamilton Wastewater Treatment Plant, required laboratory equipment was moved out of the administration building in early December into four portacom buildings and two shipping containers placed on site at the Pukete Treatment Plant. The works have now been completed and the team moved back in late April The annual IANZ accreditation audit is scheduled for the middle of May. Transfer of all Sampling and Analysis processes into ProMapp (a database) is on-going. Smart Water Update under Demand Management Tony Hale Manager Water Services Approved by: Barry Bergin GROUP MANAGER SERVICE DELIVERY Report to Service Delivery Committee 15 May 2018 Water Services Quarterly Report Page 18 of

61 61 Service Delivery Contracts Monthly Schedule of Contracts Signed Date: 15 May 2018 File Reference: /1/1 CONTRACTS SIGNED UNDER DELEGATED AUTHORITY Council policy and delegated authority provides for tender and contract documents to be signed by Council staff on behalf of Council, subject to financial limits. Monthly Schedule of Service Delivery Contracts Awarded Contract No. Contract Name Contract Awarded to: Date Contract Awarded Lake Ngaroto Retaining Wall Replacement 2018 Activity Type Accepted Tender Sum Approved Contract Sum Difference between Sums Kingan Landscaping Ltd 17/04/18 Heritage $94, $119, Contingency Barry Bergin GROUP MANAGER SERVICE DELIVERY

62 62 To: From: Subject: Meeting Date: 15 May 2018 File Reference: /8 The Chairperson and Members of the Service Delivery Committee Manager Strategic Partnerships Cambridge Pool Grant Funding from Gaming Trusts 1 EXECUTIVE SUMMARY Council is continuing its fundraising strategy for the new Cambridge pool. To date approximately $1.5M has been raised via a grant from Trust Waikato, Brian Perry Charitable Trust, Cambridge Lions, Lotteries grants and other contributors. It is hoped to raise a significant proportion of the remaining funds required from grants from Gaming Trusts. In general, most Gaming Trusts require evidence of a resolution to request funds of the Gaming Trust from the committee or other governance body of the organisation making the application. This is purely an audit measure to ensure the intention to request funds is minuted and the full committee is aware of the intended application. Similar resolutions were passed in June 2016, however Council was not eligible for grants from these organisations because a resource consent had not been obtained at that point. Resolutions were also passed in November 2017, but applications were held back while further progress was made on the project. Staff now intend to reapply in late May 2018 to Grassroots Trust, for funding for the Cambridge Pool project. Gaming Trusts generally require that these resolutions of intent to apply for funds be no older than three months from the date of application, hence the need for new resolutions. There has also been a change in the amount requested. The adopted resolutions will form part of any application. Approval is sought to proceed with an application to Grassroots Trust

63 63 2 RECOMMENDATION That a) The report of Gary Knighton Manager Strategic Partnerships be received; and b) The Committee resolves to apply to the Grassroots Trust Limited for $50,000 grant funding, towards the cost of the Cambridge Pool development. 3 OPTIONS AND ASSESSMENT Building a new 25 metre indoor pool to provide year-round swimming was confirmed in the 10-Year Plan ( ), and subsequently with an extended scope at an Extra-ordinary Council meeting on 13 June 2017, scheduled for use in the 2019/20 year. The new Cambridge Pool project is reliant on attracting external funding. The Plan requires $2.1M to be fundraised in order to secure the 10 lane pool option. Pro-ject Management has been engaged by Council to assist with this fundraising effort. This will involve applying to funding trusts, a number of which require a formal resolution to legitimise applications. Gary Knighton Manager - Strategic Partnerships Approved by Barry Bergin GROUP MANAGER SERVICE DELIVERY Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Pool grant funding from gaming trusts Page 2 of

64 64 To: The Chairperson and Members of the Service Delivery Committee From: Manager Waipa Heritage & Museums Subject: Cambridge Historical Society Annual Operational Grant Meeting Date: 15 May 2018 File Reference: EXECUTIVE SUMMARY In March 2016 Council resolved to pass the management and operation of the Cambridge Museum back to the Cambridge Historical Society (the Society) and to assist with operational costs by way of an annual grant. The Society has now managed and operated the Museum for two years. The budget for the 2016/17 financial year, as submitted by the Society, is attached as Appendix 1 (up to date financials not provided). During that time the Society has initiated changes, increased the profile of the Museum through social media and extended the opening hours. This has led to increased visitation, more research requests and a greater focus on adequately storing and conserving their collection. The Society has submitted a submissions/business Plan for the period (three years) and have provided background information and targets in support of their Plan. The Society has also requested an increase of $87,062 to their Council provided operational funding, which will take the sum from $158,850 to $245,912. This increase is intended to pay for better storage for their collection, the employment of an additional staff member and miscellaneous increases. The Society will present their case for additional operational funds to Council as part of the Long Term Plan public submission process. Based on the performance of the Museum over the past year as provided by the Society, staff recommend the continued payment of the current operational grant, which is line with Council s investment in implementing the Heritage Spoke and Hub delivery model

65 65 The Society has also formed a new organisation, the Cambridge Heritage Charitable Trust. The purpose of this Trust is to promote and resource an extension to the existing Museum building. This extension, estimated to cost $2.4M, would increase the area of the Museum to around 540 square metres. The primary focus of this extension is to increase the area to exhibit the Museum collection and to undertake research, plus to provide a dedicated work room and offices for staff. The Trust has lodged a submission to the LTP requesting funding of $800,000 towards this extension, and they have estimated that operational costs will increase by around $85,000 as a consequence of this expansion and increased levels of service. 2 RECOMMENDATION That: a) The report of Tony Roxburgh, Manager Heritage and Museums be received; b) The Committee approves an annual grant to the Cambridge Historical Society of ONE HUNDRED AND FIFTY EIGHT THOUSAND FIVE HUNDRED AND EIGHTY DOLLARS ($158,580.00) exclusive of GST, for the 2018/2019 financial year; and, c) The grant will be paid on a quarterly basis, at such time to be agreed by Council s Finance Manager and the Cambridge Historical Society. 3 OPTIONS AND ASSESSMENT The Society took over the management and operation of the Museum in March The first year of operation was understandably a settling in period, which enabled the Society to understand the strengths and weaknesses of the Museum, to identify key issues that needed to be addressed and to develop realistic and achievable goals. In February 2017, the Society provided their first substantive Business Plan. This Plan, together with staff comment, was reported to Council on 1 March Council resolved to provide an annual operational grant of $158,580, exclusive of GST, but required further work between the Society and Council staff to develop performance measures and performance targets for the next (2018 financial year) application for the operational grant. The 2017 Business Plan also drew attention to the Society s vision and future plans to develop a new building and a dedicated archival centre on the current site. In August 2016 the Cambridge Heritage Charitable Trust (the Trust) was formed to advance these plans on behalf of the Society. This new facility was deemed necessary to provide much needed storage for the Museum collection, to respond to increasing research requests and to provide dedicated space for Museum staff and volunteers. By November 2017 the Trust had invested considerable resource to develop and Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 2 of

66 66 advance concept plans and these were presented to the Cambridge Community Board on 7 February 2018, and to Council on 7 March Between March 2017 and today, dialogue around the Museum operations and the new facility has continued between the Society and staff. While the Society has been advancing their new facility, Council has also advanced its plans for the conservation and management of heritage Waipa wide, based on the Spoke and Hub heritage delivery model. Both agencies have been actively promoting their plans in advance of the Long Term Plan deliberations. 3.1 Summary The submission/business Plan provides evidence of increased patronage and growth within the Cambridge Museum and this is pleasing. The Society is clearly working hard to promote their Museum and build community participation. Insufficient operational funding is identified as the primary constraint in enabling the Society to respond to this increasing popularity and growth in visitation, providing the level of service particularly around exhibiting their collection, responding to research requests, and addressing long standing issues of poor storage for their collection. The Society has rightly identified the need to appropriately conserve toanga and other precious artefacts in their collection. The solution suggested is an increase in the annual operational budget of $87,062, which will provide rental storage for their collection over next three years, resource an additional FTE, and cover inflation and other costs. A more detailed summary of their performance and some comparisons with other Small Museums elsewhere in New Zealand is provided under the Supporting Information area of this report. Information has also been provided from the most recent Museums Aotearoa (2014) Sector Survey Report. This report provides additional contextual background on Small Museums nationally. Comment is also provided on the comparison between the Cambridge and Te Awamutu Museums; this is often raised by those championing more resources for the Cambridge Museum. The operational issues facing Small Museums nationally are much the same as those identified for the Cambridge Museum. The bodies managing these facilities, together with their staff and volunteers, are very passionate about their heritage and the role they play in advocating for, and conserving, those items that have been entrusted into their care by local individuals and communities. For the Cambridge Museum the question is not about what the Society is trying to accomplish, it is about how affordable their operations are given the many other heritage initiatives Council is promoting throughout the district. The Section 17A review of Museum Services highlighted, amongst other things, the need for Council to consider a new approach to delivering heritage services and outcomes in order to meet stakeholder and community expectations. The review resulted in: Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 3 of

67 67 Returning the operation of the Cambridge Museum to the Cambridge Historical Society; A review to better align Museum services in the Te Awamutu Museum with Council policies and strategies, and in particular Council s stewardship role for toanga in the collection; and The adoption of the Spoke and Hub delivery model to showcase and offer a more rewarding heritage experience to residents and visitors Collectively these changes focus on those heritage services and attributes within the district that are unique to Waipa and will showcase and offer a more rewarding heritage experience to residents and visitors. The Cambridge Museum will continue to be a very important spoke of the heritage delivery model and resourcing the operation of the Museum is appropriate. The Museum focuses on the pioneer life and times in the town of Cambridge and the surrounding district, and has some key items in its collection. There would be no intention to duplicate the focus of this Museum or the services they provide. There would be opportunity however, for the Cambridge Museum to contribute to exhibitions and visa versa for items from the Te Awamutu Museum collection to be exhibited in Cambridge. Staff therefore support the continued payment of the current annual operational grant amount. Tony Roxburgh Manager - Waipa Heritage & Museum Approved by Barry Bergin GROUP MANAGER SERVICE DELIVERY Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 4 of

68 68 SUPPORTING INFORMATION: ASSESSMENT OF PROPOSAL 1 Statutory and policy requirements The overriding purpose of Council is to meet its statutory obligations concerning the sustainable management of the district s heritage. Within that purpose the focus is to identify and implement heritage activities that contribute to the social and economic wellbeing of the district, by contributing to Waipa s attractiveness as a place to live, to work and to visit. Local Government Act 2002/2012 Amendment Heritage Service The Local Government Act and recent amendments include reference to the local authority, having particular regard to the contribution of core services it makes to its communities. Museums, reserves, recreational facilities, and other community infrastructure are listed as core services. The Reserves Act 1977 Where Council has been appointed the administrator and manager of reserve land, it must ensure that land is managed in accordance with the reserve classification. Recognising heritage and ensuring heritage is conserved and appropriately managed is required by the legislation. Other Legislation Heritage Service The following legislation also impacts directly upon the Heritage Service: Conservation Act 1987 Heritage New Zealand Pouhere Taonga Act 2014 Resource Management Act 1991 Waikato-Tainui Raupatu Claims (Waikato River) Settlement Act 2010 Ngati Tuwharetoa, Raukawa, and Te Arawa River Iwi Waikato River Act 2010 Nga Wai o Maniapoto (Waipa River) Act 2012 Raukawa Claims Settlement Act 2014 Ngati Koroki Kahukura Claims Settlement Act 2014 Ngati Haua Claims Settlement Act 2014 Building (Earthquake-prone Buildings) Amendment Act 2016 Protected Objects Act Background 2.1 Performance of the Cambridge Museum Key information provided in the Business Plan includes: Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 5 of

69 69 An analysis of funding, including the rationale for increasing the level of operational funding Summary of visitation Promotion of the Museum Research services The contribution from volunteers and the Society Targets for The submission/business Plan presents data on key performance including visitor numbers and trends, the cost per visitor and visitor satisfaction and general operations Visitation: Visitor numbers show an increase over the period April 2017 to March 2018, which is very encouraging. The previous Business Plan forecast was 4,300. The Museum elected to introduce Saturday openings and this has accounted for 13% of total visitor numbers Cost per Visitor: When visitation is matched to pure operational costs, the cost per visitor for the past three years has sat around $ Visitor Satisfaction: Once again some encouraging feedback has been received and this is presented in the Business Plan Response to Research Requests: The Museum reported receiving 262 research enquiries. The dominant research categories were: People 39% Historic buildings 18% Organisations 16% Artefacts 9% Maori 6% Military 4% New Library Service: A new research library has been established using the Dewey system. There are now 472 items which include 120 donated books Society s Contribution to Operating: The Society continues to support operations through the use of volunteers with an estimated contribution of 4,850 hours for the past year, working on a range of tasks from research, filing, indexing, restoration projects and working bees. The Plan also indicates direct and indirect financial injections of $25,850. This includes service charges, fund aising, public donations and grants. The most significant of these was Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 6 of

70 70 grants towards the digitisation of the Waikato Independent Newspaper, which will in turn be available on Papers Past, which amounted to $23, Community Engagement: The Plan notes a stakeholder engagement plan is in preparation and key stakeholders have been identified. The Society is working on a relationship plan General The Plan regularly makes reference to insufficient operational funds and the difficulties the Society is having maintaining current service levels given growth in visitation and public interaction with the Museum. 3.2 Financial Position The Society has presented a budget of $245,912 for the next three years and has justified the increase on: Item Amount A projected inflation increase of 2% $3,172 The staff cost for opening on Saturdays, $4,160 which was not budgeted in the initial grant Improved storage of the collection $30,000 Additional staff member $50, Storage of collection: The Society has sought external advice on the storage and care of their collection and that advice highlighted a number of concerns. The remedy suggested is to rent space (100 square metres) of appropriate storage until such time as the proposed new facility is built. The rental cost is estimated at $30,000 per annum Additional Full Time Staff Member: Current staffing levels for the Museum are: Museum Manager Part time (.75) Administrator 0.2 staff for weekends and public holidays The Society is seeking additional staff in order to respond to a growth in public interest and enquiries. It is claimed that staff are stretched to carry our much of the important work that remains to be done to conserve the Collection. Examples provided to support this assertion include: 1. The Cambridge Museum houses an assortment of historic paper records. These records must be converted to electronic format to ensure their survivability. 2. The cataloguing of the collection is not complete. Some items have not been formally accessioned or have incomplete records. Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 7 of

71 71 3. An updated inventory of the collection is required. 4. An assessment of individual collection items in relation to their condition, storage requirements and suitability to be part of the collection must be undertaken. 5. The substantial collection of early Cambridge-related photos includes the Buckingham and Cambridge Edition photograph collections. These have been catalogued in categories, not specific subjects. Many research enquiries relate to pictures and searching for specific subjects across categories is time-consuming and inefficient. This urgent task cannot be adequately addressed with current staff resources. Staff Response to the Performance and the Financial Request from the Society To provide some context on Museums nationally and to avoid being accused of being parochial in terms of favouring one Museum over the other, use has been made of the Museums Aotearoa 2014 Sector Survey Report. This report presents the findings from the 2014 Museum Sector Survey commissioned by Museums Aotearoa. The purpose of the sector survey is to build a profile of museums and galleries in New Zealand to inform decision making and planning, and support advocacy for the sector. This survey builds on earlier work / surveys undertaken by Museums Aotearoa and others. This report is available online, but only selected information around the issue being raised, is presented in this report. Of interest 10 Small Museums from the Waikato Regional responded. 3.4 Characteristics Both the Te Awamutu and Cambridge Museums are categorised as Small Museums having one to five paid full time (PFT) employees. Cambridge has two PTEs and Te Awamutu has five PFTs, plus part time administration staff. Small Museums made up 80% of the respondents to the survey. The next category is the Medium Museum that has six to 20 PFT. Small Museums generally: Deal primarily with history /social history/and are considered community Museums They have average exhibition floor space of 473 square meters. o (Cambridge has approximately 90 square metresm and Te Awamutu has 248 square metres, both well below the average) Average number of objects in their collection is 29,332. o Cambridge has approximately 14,000 o Te Awamutu has approximately 20,000 Most have between 50% and 90% of their collection in a stable condition. For Small Museums the most pressing issues for their collections were: o Unsuitable storage o Lack of staff o Cataloguing o Collection display Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 8 of

72 72 o Accession and deaccession policy The origin of visitors varies, but most are from towns, cities or the region in which the Museum is located. This is made up of: o Local 75% o Elsewhere in NZ 17% o Overseas 19% Average visitation for small Museums is 12,485, these ranged from 1,000 to 50,000. (Cambridge average for past two years is 4,434 (note 2017 figure 5,885) (Te Awamutu average for past two years is 13,277) Operating costs vary : o 36% range from $50,000 $100,000 o 36% range from $100,000 to $250,000 (Cambridge $158,850) o 21% range from $250,000 $1m (Te Awamutu $636,911) Break down of key financial costs and concerns are shown in Tables below. Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 9 of

73 73 Council currently provides an operational budget to the Society of $158,580. This is within the 0 - $250,000 that 72% of small Museums nationally receive. The Council s contribution covers the majority of the operational costs, including maintenance of the building, whereas nationally the local Council contributes 44.7% of costs (Table 66). A breakdown of operational costs in the Society s 2017 Business Plan (refer Appendix Two) is similar to Small Museums nationally. We assume the Cambridge Museum budgets will be similar, although no specific budget figures had been provided at the time of writing this report. Similarly the issues facing Small Museums nationally are much the same as those identified for the Cambridge Museum. The Societies and Trusts managing these facilities, together with their staff and volunteers, are very passionate about their heritage and the role they play in advocating for, and conserving, those items that have been entrusted into their care by local residents and communities. Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 10 of

74 74 Comparison between the Cambridge and Te Awamutu Museums Further, there is often comparisons made between the Cambridge Museum and the Te Awamutu Museum, and comment voiced around why the operational budget for the Te Awamutu Museum is larger. The key differences between Cambridge and Te Awamutu Museums are: Size: Te Awamutu is a much larger and more complicated operation Breadth of the collection: Te Awamutu is the oldest Museum in the Waikato region and has been an approved archival repository under the Public Records Act since 195, allowing it to hold records instead of Archives New Zealand. Its collection is over 83 years old and contains a variety of objects from the wider Waikato and many are considered regionally, nationally and some internationally significant. Staffing: The Museum has had the benefit gained from employing professional Museum staff for over 30 years since employing its first professional Museum Director in Staff numbers have increased over the years to the current five full time and four part time positions, which includes the LEOTC (Learning Experiences Outside the Classroom) appointment. The Museum operates a vibrant schedule of exhibitions, public and outreach programmes. District Focus: Te Awamutu Museum staff are also required to assist and contribute to district wide heritage initiatives, like the management of heritage sites and features within Reserves that Council administers, developing heritage strategies and policy, advocating for Waipa heritage through planning and resource management statutes and undertaking activities to promote heritage. Staff also manage the administration and allocation of the Heritage Fund, service the Heritage Working Group and manage Council s Art Collection. Education: The Te Awamutu Museum has held an LEOTC contract with the Ministry of Education to deliver Learning Experiences Outside the Classroom since 1997, and has had approximately 92,000 students come through the Museum over the 21 years. Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 11 of

75 75 Appendix Operational Budget Report to Service Delivery Committee 15 May May Report to Service Delivery Committee re Cambridge Historical Society Operational Grant Page 12 of

76 76 To: The Chairperson and Members of the Service Delivery Committee From: Subject: Transportation Engineer Meeting Date: 15 May 2018 File Reference: /9/8/6 Approval of temporary road closure for the Hamilton Car Club Hillclimb event. 1 EXECUTIVE SUMMARY The event organiser has applied to Council to temporarily close the following roads in Waipa District under the Local Government Act 1974 for the Hamilton Car Club Hillclimb event on Sunday 10 June 2018 from 9.00am until 5.00pm: Head Road from a point on Head Road north of Maungatautari Road to Stokes Road. Stokes Road from Head Road to Maungatautari Road. 2 RECOMMENDATION That a) The information from Callum Wilson, Transportation Engineer be received; and b) In accordance with sections 319(h) and 342, and section 11 of Schedule 10 of the Local Government Act 1974, Council APPROVE the temporary road closures for the events detailed as follows: i) Head Road from a point on Head Road north of Maungatautari Road to Stokes Road. ii) Stokes Road from Head Road to Maungatautari Road. on Sunday 10 June 2018 from 9.00am until 5.00pm for the purpose of the Hamilton Car Club Hillclimb Event

77 77 c) Notice of the road closures be publicly notified in accordance with the provisions of the Local Government Act OPTIONS AND ASSESSMENT The event organiser has applied to Council to temporarily close the following roads in Waipa District under the Local Government Act 1974 for the purpose of the Hamilton Car Club Hillclimb event on Sunday 10 June 2018 from 9.00am until 5.00pm: Head Road from a point on Head Road north of Maungatautari Road to Stokes Road. Stokes Road from Head Road to Maungatautari Road. The Hamilton Car Club Climb event has been held in the past and has not caused any notified problems or unreasonable inconvenience to traffic. Council s intention to temporarily close the road requested was publicly notified as follows: On 13 April 2018 in Cambridge News with objections required to be received by Council no later than 3.00 pm on Friday, 27 April No objections were made to Council. Notice has also been given as required to the Police and the Ministry of Transport, who have not advised Council of any concerns. The roads which have been requested to be closed are shown on the map below. The Hamilton Car Club Hillclimb Event 2018 Report to Service Delivery Committee 15 May 2018 Hamilton Car Club Hill Climb Page 2 of