Agenda of Assets and Services Committee Meeting

Assets and Services Committee Meeting Minutes 23 November 2017

MINUTES

Assets and Services Committee Meeting

23 November 2017

MINUTES OF Mackenzie District Council
Assets and Services Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 23 November 2017 AT 11:32am

PRESENT: Cr Russell Armstrong (Councillor), Cr Barwood Stuart Barwood (Councillor), Cr Chris Clarke (Councillor), Cr Paul Hannagan (Councillor), Cr James Leslie (Deputy Mayor), Cr Anne Munro (Councillor), Cr Graham Smith (Mayor)

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer) Bernie Haar (Asset Manager) Toni Morrison (Projects and Administration Manager) Scott McKenzie (Roading Manager) Geoff Horler (Utilities Manager) Angie Taylor (Solid Waste Manager) Kate Grant (Committee Administrator) Megan Sutherland (Timaru Herald Reporter) Rob Young and Bruce Mincham

1 Opening

Chair Cr Barwood welcomed everyone to the meeting.

2 Apologies

There were no apologies

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

Rob Young and agenda items 6.4 and 6.5.

5 Matters arising

Cr Munro noted that the Lake Tekapo Waste Disposal costing figures were in the previous minutes as requiring a report to this meeting, but no such report had been provided. Mr Haar added that they weren’t making progress with their consultant Beca therefore Mr Horler has ended their contract. Mr Horler is now driving the project and work is well underway. Mr Horler added that the pump purchased cost approximately $5,000.00 but there are no current costings on earthworks and pipeline at this stage. Mr Horler advised that they are working hard to keep the costs down while ensuring that the works are still fit for purpose.

The Mayor expressed concerns about time and money wasted on the consultants when we could have managed it in-house from the start.

6 Reports

6.1 Minutes of Assets and Services Committee Meeting - 3 October 2017

Committee Resolution ASC/2017/39

Moved: Cr Graham Smith

Seconded: Cr Anne Munro

1. That the Minutes of the Assets and Services Committee Meeting held on Tuesday 3 October 2017 be received and adopted a true and accurate record of the meeting.

Carried

6.2 Asset Manager's Monthly Report

Committee Resolution ASC/2017/40

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

1. That the information be noted.

Carried

Mr Haar spoke to the report.

Mr Haar stated that the submission period for the Notice of Requirement application for the Twizel Waste Water Treatment Plant upgrade had closed with one submission being received which was neutral. This should result in the decision being issued shortly which will allow for work to begin early 2018.

Cr Barwood questioned the stormwater infiltration issues. Mr Horler stated that they have completed a smoke testing survey at Lake Tekapo which revealed broken laterals and gully traps which is what is allowing storm water into the systems. Mr Horler added that a solution is yet to be decided.

Cr Clarke asked about the ongoing issues regarding the Twizel water supply. Mr Horler responded that the recent failure relating to the new equipment was unfortunate and unforeseen and that this equipment is working well otherwise. The other recent failures were due to old existing equipment failing which has been rectified and lessons have been learnt.

Cr Hannagan asked that Whitestone be thanked for their prompt response to the recent water supply interruption in Twizel. He expressed concern that there was a delay in advising people on Councils Facebook page and that Council needs to reassure people and provide prompt information.

The Mayor expressed frustration in the delay from New Zealand Transport Agency in responding to their visit and questions to them from the Mayor.

Mr McKenzie stated that they have installed five culverts along Mt Cook Station Road to prevent further erosion damage to the road.

Cr Leslie requested a summary of submissions received regarding the transport consultation which closes 1^st December 2017. Mr Haar responded advising that Abley consultants will be making a presentation on the results to the Tekapo Community Board on 13^th December 2017 and that he would provide information to Council as a part of that.

Cr Hannagan asked if there has been a change in water pressure for the Twizel scheme. Mr Horler explained that the pressure is being affected by high usage rates.

Cr Munro requested temporary signage to be displayed around the temporary walkway at Lake Tekapo to warn motorists of pedestrians.

The Mayor questioned whether or not the rotten rock trial has been completed. Mr Haar confirmed that the various rock sources are still being trialled. He added that the Aorangi Downs source is performing very well but they have had a few issues with the Clayton Station material.

Mr McKenzie indicated that they have found a possible rotten rock source up country which they are still investigating.

Ms Taylor provided an update on Solid Waste. Cr Clarke raised issues regarding inconsistent charge rates at Council waste sites. Ms Taylor confirmed that staff have been provided further training to rectify this issue.

6.3 Roading Report

Purpose of Report

Unsealed shoulders on the section of Regent Street from Main Street (State Highway 8) to Bank Street, Fairlie was raised as an issue by the Fairlie Community Board and a resolution was put to Council recommending to seal these to provide additional parking for the town as well as to limit dust nuisance for the residents along this section. The existing seal is approximately 5.6m wide.

Committee Resolution ASC/2017/41

Moved: Cr Russell Armstrong

Seconded: Cr Chris Clarke

1. That the report be received.

Carried

Committee Resolution ASC/2017/42

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

4. That the Committee decline the Community Board’s resolution and leave the road as is, but the Committee will progress angle parking on Grey Street in consultation with the Community Board and residents as a matter of urgency.

Carried

Mr McKenzie spoke to the report.

Cr Clarke stated that Council need to decide what the long term use for parking in the Fairlie township will be used for and how it should look but stated that the community is getting frustrated that nothing is being done about addressing the lack of parking.

Cr Munro felt that the Committee should acknowledge the Community Boards frustration and noted that an action should come out of this Committee meeting.

6.4 Alps to Ocean East Pukaki Presentation

Committee Resolution ASC/2017/43

Moved: Cr Paul Hannagan

Seconded: Cr Anne Munro

1. That the report be received.

Carried

Mr Young spoke to and provided a presentation on the Eastern Section of the Alps to Ocean cycle trail.

6.5 Lake Alexandrina Management Plan Options

Purpose of Report

For Council to consider how to progress matters surrounding the future management planning around Lake Alexandrina.

Committee Resolution ASC/2017/44

Moved: Cr Russell Armstrong

Seconded: Cr Chris Clarke

1. That the report be received.

Carried

Committee Resolution ASC/2017/45

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

2. That the Committee proceed with Option 3 – A Summary of Issues and an Action Plan – Limited Consultation for Information Gathering only.

Carried

Mr Young and Mr Nixon spoke to the report.

Mr Young suggested Option 3 would be the best way forward. He stated that a management plan isn’t necessarily required and will take time and money due to consultation and it may not produce a different result to what will come out of Option 3.

Mr Young was asked about timing for delivering the report. He indicated due to other workload it may be the middle of 2018.

4 Adjournments

5 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution ASC/2017/46

Moved: Cr Russell Armstrong

Seconded: Cr Anne Munro

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
8.1 - Twizel Water Main Renewal 2017/18	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
8.2 - Fairlie Water Main Renewal 2017/18	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

Carried

Committee Resolution ASC/2017/47

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 1:25pm.

The minutes of this meeting were confirmed at the Assets and Services Committee Meeting held on 16 January 2018.

...................................................

CHAIRPERSON

Assets and Services Committee Meeting Agenda 25 January 2018

6.2 Asset Manager's Monthly Report

File Reference: WAS 1/1

Author: Bernie Haar, Asset Manager

Authoriser: Suzette van Aswegen, Chief Executive Officer

Attachments: Nil

Staff Recommendations

1. That the report be received.

2. That the information be noted.

Background

This report is to update the Assets and Services Committee on the progress on various projects and also the normal operation of the department for the past month.

Utilities

Project Updates

Twizel Water Upgrade

All three bore pumps are now connected to the generator and are also supplied with power from the treatment plant. This will mean one less power meter and line charges. Bore three pump was back in operation before the summer season and allowed all three to operate during the two week period of high demand over Christmas.

Bore three is also now covered by a shed and has a new power control unit. New power cables were laid to bores one and three. Alpine energy supplied the cable and Council installed them.

Twizel Water Main Replacement

The contract for pipe renewal in Twizel on Rata and Ohau Roads was won by Whitestone Contracting it is planned that this will begin in late February or early March.

Twizel Waste Water Disposal Upgrade

Now that Council has the land around the sewer ponds a power cable will be installed so that a start can be made on the upgrade, which will be a mille screen and inflow measuring device.

Tekapo Waste Water

Work on the new disposal fields has been progressing. A small section has already been put into use during the canoeing events that took place over the summer period. There is still more work to be done here. The cost to date is $55,100.81, with the full cost estimate being around $110,000.

Fairlie Water

Pipe renewal is scheduled for Fairlie on Kirk and Doon streets. Whitestone Contracting were the successful contractor and they plan to start this work in March.

Fairlie Sewer

The new aerator has arrived and will be installed next month.

Albury Water Supply

The first meeting was held recently with the Albury Water Supply Committee. This was a positive meeting with many issues discussed. A chlorinator has been bought and will be installed shortly.

The various consents held were discussed and it was thought that it was possible to combine some of them. On review this is not possible.

Work is progressing on completing the Water Safety Plan and Council staff are available to assist with this if required.

It was agreed that Council would develop a list of the issues and objectives that would form the basis for a new operating agreement. This will be discussed at the next meeting.

Budget Breakdown

Water:

At the end of December, 2017, the electricity cost ($43,954) is under budget by $23,522 for the year. Contractors ($159,314) is over budget by $23,918. This is due to the amount of unplanned work that has been required and after-hour call outs due to the Twizel bore 3 submersible pump failure. Water quality monitoring ($12,333) is under budget by $969. Consent monitoring cost ($2,031) is under budget by $2,349.

Wastewater:

At the end of December, 2017, the electricity cost ($9,591) is under budget by $4,887. Contractor ($97,743) is over budget by $27,537. This was due to after-hour call outs, dealing with storm water infiltration and carrying out smoke testing. Consent monitoring ($7,051) is under budget by $2,069. There has been no CCTV carried out to this point, but there will some done this year.

Storm water:

At the end of December, 2017, the contractor budget ($9,356) is under budget by $3,412. Consent monitoring ($305) is under budget by $979.

Allandale:

At the end of December, 2017, the operation budget for contractors ($15,195) is under budget by $14,793. Electricity cost ($182) is under budget by $370. Water quality monitoring ($2,397) is over budget by $399. Spur Rd pump shed electricity ($1755) is over budget by $561.

ROADING

School Road Box Culverts

The first of the School Road culvert replacements (no.9 top culvert) has now been installed and is in commission.

The second of the two culverts is onsite and is in the process of being installed. This should be completed in the next week.

These culverts should deal with the majority of flood events into the future as they have been designed for the 1 in 100 year event peak discharge.

Reseals

Resealing began in the district at the end of last year with the majority of Twizel now complete. The remainder of the district will continue to be worked on over the coming months. There have been a couple of minor issues with the contract so far with hot weather at the end of last year livening up the bitumen causing some chip to roll. This was discussed with Fulton Hogan and treated before damage occurred. The other issue has been the sweeping of chip onto the footpaths which has also been discussed with Fulton Hogan.

Lupins

During this season there have been a number of traffic issues caused by lupin fields. The worst areas this season were at the top of the hill on the approach to Lake Tekapo (from Fairlie) and on the right hand side prior to the Tekapo Canal fly over. Last year there was also a site out on the foreshore of Tekapo opposite Hamilton Drive. This is a recurring issue which worsens each year (in the lupin season) as tourism increases. These cause major traffic and pedestrian safety issues at these sites with a number of vehicles parking and pedestrians crossing the road in the 100km/h zone. The majority of the pedestrians are not looking or waiting for the road to clear, milling around/ standing in the live lane or not taking into account the speed factor resulting in a number of near misses. There are also a number of dangerous manoeuvres completed, where there isn’t sufficient sight distance or sufficient room/ space/ time to complete the turning manoeuvre, as the driver has passed the lupin field and then wishes to take a photo. A number of them are driving campervans. This is causing motorists to stop or take evasive action to avoid a serious or fatal accident putting themselves at risk in the 100km/h zone and potentially causing more near miss issues especially in a line of traffic.

NZTA, prior to Christmas, erected gated pedestrian crossing temporary signage at both ends of these sites after a number of discussions. At our NZTA liaison meeting at the end of last year this issue was discussed and the question was asked if Councils policy on lupins could be amended now they are established in the basin.

It was agreed that Council staff and NZTA along with the Chair of the Assets and Services Committee would meet to discuss a strategy to address the safety issues around these sites and hopefully make them better.

Christmas Break Traffic

Tekapo was busy again over the Christmas period with a number of people using the range of car parking on offer. There was still an issue with long vehicles entering the carpark choosing to use the bus parks in the absence of any other suitable space. This then caused traffic jams when line haul buses arrive as some would park correctly where possible and others were choosing to just block this traffic in. There were a number of campervans, caravans, boats using the western carpark and Rapuwai Lane.

Both Fairlie and Twizel were also very busy with the holiday traffic. Most carparks were busy and the majority of them full over this time.

Traffic counts have been carried out across the district over this time with some large traffic counts recorded. This data was collected to see the peak traffic over this time and to monitor growth to strengthen our business case going forward.

Procedural Audit

NZTA are currently undertaking a procedural audit looking at our activity coding, claims, tender process, etc. This is typically done on a three to four year basis and in this case has followed our technical audit from last year.

Glen Lyon Road Slip

The four slips on Glen Lyon Road were cleaned up last year prior to Christmas. A 20T digger and loader was used to clear the material from the roadway with a grader used to tidy the surface at the completion of the works. The cost of this project did not meet the requirements to claim emergency works so this will therefore be funded out of environmental maintenance. The repairs took 10 days to complete with an emergency vehicle access route established to Glen Lyon Station within the first 4 days.

Transportation Strategy

The Tekapo Transportation consultation on the review of the concepts closed early December. The consultation could be submitted on via web based application or a written alternative to try and cater for everyone. There were two drop in sessions held outside the Four Square in Tekapo. There was great public engagement at these sessions which were attended by a representative of Abley Consultants, Council and Community Board members. We had 78 submissions plus an additional 3 from community groups resulting in 81 in total with over 900 individual comments made. The public were very happy with the way the consultation went from some of the responses below.

“Really like the range of proposals. Thank you for letting us comment and not just making decisions for us.”

“Great that this is being looked at”

“Some sensible ideas…..[additional comments removed] ….Thank you for taking the time to consult and listen.”

We plan to begin developing the plans over the coming months with the consultation findings and working through the finer points of the consultation.

We will look to start working on the preliminary works for Twizel and Fairlie as well with initial discussions with the community boards.

Subdivision Development

Riverside – Tekapo

Riverside subdivision is in the process of the roading being constructed with the majority of the services being completed. It creates 32 sections along with associated infrastructure.

Mackenzie Park Stage 2

Mackenzie Park Stage 2 subdivision is nearing completion. This project creates 32 sections along with associated infrastructure.

Merino Downs

Mackenzie Park Stage 2 subdivision is nearing completion. This project creates 32 sections along with associated infrastructure.

Old Glen Lyon Road

This project is about to get underway in Twizel. It creates 15 sections along with associated infrastructure.

The Drive – Stage 4

This project is about to get underway in Twizel. It creates 17 sections along with associated infrastructure.

Tussock Bend – Stage 3

This project is about to get underway in Twizel. It creates 45 sections along with associated infrastructure. The subdivision requires approximately 285m²of the Twizel Recovery Park to allow the Temple Drive intersection with Ostler Road to be more safely aligned. At the moment there has been no agreed price for this parcel of land. Also part of this subdivision takes the stormwater off Ostler Road and redirects it along the common boundary with the Resource Recovery Park. That is part of the swale will be on the RRP land and the balance on the Tussock Bend site.

As both Council and the developer benefit from this drain, a cost share for the construction will have to be agreed. This is an un-budgeted item that can be funded from the stormwater reserve account. I would suggest that the Asset Manager and the Chair of the Assets and Services Committee negotiate the cost share for this work

Parcel of land required for Intersection Re-alignment.

SOLID WASTE

Operations

Overall, solid waste services during the busy Christmas period ran smoothly, with strong patronage of all Resource Recovery Parks (RRP) and kerbside services. The Twizel RRP in particular had a high volume of customers bringing in mixed recycling and glass and it appears the pressure on the glass township bins in Twizel has eased following the introduction of free recycling drop off and new signage on the township bins regarding bulk dumping.

December residual waste totals are tracking lower than the previous two years, although January and February have the potential to contribute higher waste volumes and alter the overall waste for the summer period.

An operational mishap occurred during a Fairlie kerbside collection in January with a number of wheelie bins falling into the rubbish truck as they were emptied. An extra truck from Ashburton was being used in the Mackenzie over Christmas to manage the additional holiday waste. This truck is designed primarily for lifting 240 litre wheelie bins, rather than the 120 litre red lidded bins on this particular collection. Collections by this truck had run smoothly over the Christmas period until this collection day, which experienced heavy rain. The wet conditions, combined with the smaller bin size, lead to bins bouncing off into the truck as they were emptied.

EnviroWaste provided the Council with a list of addresses on the collection day and Council staff hand delivered letters to affected properties. There were some addresses missed on the day, as well as cases of neighbours collecting the wrong bin, leading to additional enquiries of missing bins. All bins have now been replaced by EnviroWaste.

Lake Ohau waste

An agreement has been in place with the Waitaki District Council (WDC) for a number of years for accepting waste from Lake Ohau Village. Under this agreement, Lake Ohau residents purchased pre-paid rubbish and recycling bags from the Mackenzie and disposed of these into bins located in the Ohau Village. This waste was transported into the Twizel RRP and accepted at no charge, due to the use of pre-paid bags. In addition to residents purchasing bags, WDC paid an annual fee to contribute to handling of waste and administration costs.

WDC have recently introduced a wheelie bin service to the Ohau Village and therefore the existing arrangement with Mackenzie is no longer required.

Education

The online digital campaign focusing on how to recycle correctly was run from mid-December for one month. This is the second time the campaign has been used to promote recycling. The campaign includes specially designed adverts that appear to a targeted audience on FaceBook and as Google ad leads from a variety of websites that are directed at people from a set geographical area.

The re-designed tag that is left on yellow wheelie bins contaminated with rubbish is now in use. The new tag provides a clearer message to residents on why their yellow bin has not been collected and information on the types of recycling that can be accepted in the yellow bin.

The Paper 4 Trees programme has reported on the diversion of paper and cardboard achieved by participating schools and preschools for 2017. This programme works with schools to promote recycling and rewards schools with trees. There was one additional preschool who joined the programme last year, with a total of 11 Mackenzie preschools and schools now involved. During 2017, these Mackenzie schools recycled 7 tonnes of paper and cardboard, which equates to saving 53m³of landfill space and avoiding 36 tonnes of carbon dioxide being produced in landfill. For their efforts, Makenzie schools have been given 39 native trees.

Health and Safety

Envirowaste have no recent serious health and safety incidents to report associated with the Council waste services contract.

Conclusion

To update the Assets and Services Committee on the progress on various projects and also the normal operation of the department for the past month.

Suzette van Aswegen

Chief Executive Officer