Agenda of Engineering and Services Committee Meeting

Engineering and Services Committee Meeting Agenda 15 December 2020

5.2 Asset Manager's Report

Author: Bernie Haar, Engineering Manager

Authoriser: Tim Harty, General Manager Operations

Attachments: 1. Report on Compliance with the Drinking Water Standards ⇩

Purpose of Report

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

Staff Recommendations

1. That the report be received.

GENERAL

Audit New Zealand

The Audit team from Audit NZ have completed their audit on site. This year the focus was the three-yearly revaluation of Council’s infrastructural assets. This was a much more in-depth than has been experienced in the past and as a consequence also required a lot more staff resource to provide information and the evidence to support the process. The focus was not on the quality of Council’s data contained within the asset management systems but more on the actual costs to replace those assets as compared to other local authorities.

Resource Consents

Resource consents continue to be lodged that require input from the engineering team prior to being granted. Eleven have progressed to lodging plans and specification for the physical work associated with the subdivision. Approval has been provided for all eleven of these.

Three Waters Request for Information (RFI)

As part of the Governments 3 Waters Reform, all Local Authorities are being asked to complete a comprehensive questionnaire on those assets and demand. The RFI contains around 1250 detailed questions of Council 3 waters assets and is overseen by the DIA and Scottish Water Regulator. It requires a significant amount of financial data to be provided, some 50% of all the questions.

In order to complete this in the required timeframe (1 February 2012) the 3 Waters Manager has had to step away from his normal role an dedicate the time solely to completing this questionnaire. This has put a significant strain on the remaining team.

As at the 30^th November good progress was being made, but still has a long way to go.

The information below shows progress with completing this questionnaire.

Reference Section Est % Complete

Section AA Qualitative 50%

Section A Base information 100%

Section B Levels of service 100%

Section C Quality and environment 60%

Section E Operating costs and efficiencies 0%

Section F Current and forecast financial information 0%

Section G Investment delivery plan 0%

Section J Asset replacement 75%

Total completion 30%

Fairlie Skate Park

The project management of the new Fairlie Skate Park is being managed by the Engineering Team.

The project is due for completion by the 16^th December 2020.


Ramp Preparation	Bowl Preparation

Asset Management Plans and Infrastructure Strategy

Staff have been working with Waugh Consulting to update the Transportation, Water Supply, Wastewater and Stormwater Activity Management Plans. These are well through the update process with only financial information to be completed. The uncertainty around the future of 3 waters has created some challenges in updating these plans, but staff have had to write them on the basis of the status quo so that Council can plan to retain these services and allow to manage them into the future.

Council’s 30 Year Infrastructure Plan is also well through the updating process, but staff have had the same issues around the 3 waters to contend with as well.

Twizel Office Fit Out

The team has also a role in managing the completed Office fit out in Twizel. The project is progressing well, is on budget, but has slipped a week. This has resulted in the works now being scheduled for completion in mid January 2021.

The impacts of that on the Twizel event centre are being assessed.

Site Inspection Audits

Staff have increased the frequency of site auditing on Councils main maintenance contracts, with the recent results outlined below:

Roading	Location	Any issues	Corrective Action	Comments
Whitestone Contracting	Lakeside Drive, Tekapo	N/A	N/A	Staff all wearing High vis, Traffic management as per TMP, Safe site
Whitestone Contracting	Argyle Street, Fairlie	N/A	N/A	Unattended site awaiting sealing, Signs all clear and correct,

3 Waters	Location	Any issues	Corrective Action	Comments
Whitestone Contracting	Eversly Reserve, Fairlie	1 damaged cone at end of road		told to dispose of cone when worksite packed up, all staff in High vis, safe site, Traffic management really good
Whitestone Contracting	Eversly Reserve, Fairlie	Grass in front of one road sign, not obscuring it	sign to be moved forward a little/grass to be dealt to	Tidy site, Traffic management as per TMP. All staff in correct attire, all vehicles parked safely if not in use

Community Facilties	Location	Any issues	Corrective Action	Comments
Whitestone Contracting	Man Street, Fairlie	N/A	N/A	High vis/ear plugs/safety glasses/cones/Safety footwear/safely parked -very good tidy set up

Other	Location	Any issues	Corrective Action	Comments
Paul Smith	Lakeside Drive, Tekapo	one staff member reminded to wear highvis	Highvis added and extra cones added to site	Cones and taper added to assist with traffic flow
	Fairlie Skake Park	N/A	N/A	Secure Site (large fence/gates) unattended site, hazard board in place, safe tidy site.
High Country Earthworks	Riverview Tec, Fairlie	N/A	N/A	A un-attended worksite awaiting sealing - Traffic management was tidy, correct, new clean signs,

UTILITIES

Project updates:

Twizel – Pukaki Airport

As noted last report all the pipework was complete with only the pump station to be completed. The 3mx3m pumphouse is now complete with new pump set to pressurise the water supply in the network. SCADA has also been installed for both water and wastewater. This provides real time information and alarms in the Fairlie Office. The original pump and bore site has been disconnected and tidied up.

Watemain Upgrades.

Staff kept three projects out of the main tender process so that work could be completed ahead of pre-programmed roading projects or as a result of a need to improve levels of service. Those projects were Burkes Pass trunk watermain, extra storage at Burkes Pass and the final upgrade of the small watermains in the Eversley Reserve. These projects were direct appointed to Whitestone as allowed for within their new contract.

Burkes Pass Pipe Renewal

Whitestone Contracting Ltd almost completed the work but had to stop due to lambing season. Once access is allowed, they will continue the works to connect to the new water tanks. The next stage is the upgrade of treatment plant to install new cartridge filter, UV treatment system and new chlorine dosing pump.

Reserve Fairlie Pipe Renewal

Whitestone Contracting Ltd have installed the new pipes crossing SH8 to Opihi Street, Arthur Street and Railway Street. Two more joints to be welded with a 45 degree bend at corner of Railway St. There are four more service connections to be installed to complete the works. It will be chlorinated and pressure tested before connected to the watermain.

This will not only improve the service to that area but also provide a fire fighting in that area.

Drinking Water Compliance

The South Island Drinking Water Assessment Unit from the Ministry of Health have released the “Report on Compliance with the Drinking-water Standards for New Zealand 2005(2018) and duties under Health Act 1956” for the public waters supplies in Mackenzie District. That report is appended to this report for Council’s information and the compliance table is below.

Plant Name and DWO code	Bacterial Compliance	Protozoa Compliance	Chemical Compliance	Cyanotoxin Compliance	Radiological Compliance
Albury Rural (TP04015)	ü	X	N/A	N/A	N/A
Allandale (TP01506)	X	X	N/A	N/A	N/A
Fairlie (TP00373)	ü	X	ü	N/A	N/A
Tekapo (TP00369)	ü	X	N/A	N/A	N/A
Twizel (TP00368)	ü	X	ü	N/A	N/A

Table 1: Treatment Plant Compliance

Distribution zone name and DWO code	Bacterial Compliance	Chemical Compliance	Cyanotoxin Compliance
Albury Rural (ALB001AL)	ü	N/A	N/A
Allandale (ALL001AL)	X	N/A	N/A
Fairlie (FAI002FA)	ü	N/A	N/A
Kimbell (FAI002KI)	ü	N/A	N/A
Tekapo (TEK005TE)	ü	N/A	N/A
Twizel (TWI001TI)	ü	N/A	N/A

Table 2: Distribution Zone Compliance

Budget Breakdown

Water:

Operation and maintenance expenditures as at the end of October 2020.

· Electricity cost of $28,443 is under budget by $11,537. This has been achieved by operating Twizel treatment plant better.

· Contractors cost of $174,280 is over budget by $119,952. Original budgets were based on rates under the previous contract. The new contract has increased reporting requirements along with KPI targets.

Some of the extra ordinary issues that contributed to this cost were:

· Burkes Pass Wave Band – Required concrete work to fill cracks and holes.

· Twizel Treatment Plant Gantry Crane – Rust protection, paint, fit new pully and block for compliance certificate

· Pukaki Airport upgrade works in conjunction with Lakes Construction and new line and connection

· Leak detection Roto place and Aorangi Cres

· Fairlie Chlorine analyser install

· Siegerts Road install new water meter

· Xylem - Servicing Twizel WTP

· Various water leaks

Water quality monitoring cost of $16,626 is over budget by $5,062. This has been due to carrying out an increased number of samples to ensure bacterial compliance.

Consent monitoring cost of $216 is under budget by $2,903.

Wastewater:

Operation and maintenance expenditures as at the end of October 2020.

· Electricity cost of $10,395 is under budget by $161.

· Contractors cost of $96,168 is over budget by $21,292. Budget was based on rates under the old contract.

Some of the extra ordinary issues that contributed to this cost were:

· Burkes Pass Wave Band – Required concrete work to fill cracks and holes.

· Reinstate Aerator into Twizel oxidation ponds

· Pukaki Airport new pump

· Tekapo sewer pump repair at Oxidation Ponds

· CCTV investigation Taylor St Fairlie

· Various sewer blockages.

Consent monitoring cost of $5,138 is under budget by $1,918.

Storm water:

Operation and maintenance expenditures as at the end of October 2020.

· Contractors cost of $3,447 is under budget by $4,549.

· Consent monitoring cost of $873 is under budget by $51.

Allandale:

Operation and maintenance expenditures as at the end of October 2020.

· Electricity cost of $1,814 is over budget by $418.

· Contractors cost of $24,178 is under budget by $5,478.

· Water quality monitoring cost of $3,433 is over budget by $1,189. This is due to carrying out an increased number of samples to ensure bacterial compliance.

ROADING

Street Lighting Contract

The Street lighting Contract with Netcon has been signed. The contractor has started replacing the lights that are not working throughout the district with the new 2200 LED fittings.

This contract seeks to procure and replace all its streetlights with modern LED fittings that comply with the District Plan requirements and requirement of the Dark Sky Gold Standard reserve status (that being 2200k).

The district wide replacement of these fittings is expected to be completed by the 30^th June 2021.

Lakeside Drive

The sealed road rehabilitation work at the far end of Lakeside Drive has been completed. Work recommenced after being put on hold prior to winter due to the Covid-19 lockdown. Kerb and channel has been installed to manage stormwater on the site. It is good to have this work completed prior to the busy Christmas period.

Work is also being undertaken adjacent to the Campground on Lakeside drive, this is a combined project between the developer and the Council to reinstate the road. The developer has dug up quite a large portion of Lakeside Drive in Tekapo to install services. Council is taking the opportunity to share the reinstatement and complete a rebuild of Lakeside Drive in that area as it had been showing signs of stress for some time with a lot of cracking in the seal coat.

Council are funding a share of the upgrade while the developer is completing the reinstatement and subdivision entrance work. These works are being undertaken concurrently to ensure a uniformly finished project and to limit the disruption in the future for residents and members of the public. This work is programmed to be completed prior to Christmas.

Gravel Program – Unsealed Roads

Roads within the district have been identified for gravel application/renewal, this work has been programmed with our Contractors. They are currently sourcing consent for gravel supply to allow crushing and manufacturer of the maintenance and wearing coarse aggregate. Gravel crushing is planned to start prior to Christmas with laying of the maintenance gravel programmed to start early in new year.

Haldon Road 3 days after grading, Base of road reflecting through – Programmed for Wear Course renewal treatment

Resealing Work

Reseal work was identified earlier in the year. Whitestone has virtually completed the pre seal repairs. The reseals will begin in early December this work is being undertaken by Fulton Hogan as part of their second year of the bi-annual resurfacing contract between Timaru, Waimate and Mackenzie. Works will start in Twizel and they will work their way down the district. Parts of the original programme were altered due to watermain renewals being brought forward as part of the 3 waters/Mackenzie Economic development/Recovery package. These works will be incorporated into the 2020/2021 programmes once works are complete.

Post Covid Footpath/Shared path Projects – Recovery Package

With assistance from Beca consultants the contract for the footpath/Shared pathway contact has been advertised on GETS through an Expression of Interest (EOI) closing prior to Christmas with hope that the works can start early in the new year. A total of 1 million will be spent district wide on footpaths/shared pathway. The works have been broken up across the district. The majority of the spend will be in Twizel. Engagement on proposed pathways and the community’s future priorities were undertaken on Councils new ‘’Let’s Talk’’ engagement platform. There has been positive feedback from our communities as well as some other suggestions and solutions to problems faced in our communities.

North Street Sealing

As part of the Council’s non-sub seal extension program North Street has been constructed and sealed, the balance of this project – which is the remainder of Opihi Street, has been delayed allowing for the watermain upgrade, but will be undertaken this financial year. The remaining streets in the Eversley Reserve to be sealed are Arthur Street, Railway Street and the remainder of North St. The Seal extension programme has been really beneficial to seal the remaining unsealed streets within our townships. The long-term plan preparation has included these remaining streets for co funding by Waka Kotahi (NZTA) at our FAR rate of 51%. The streets remaining are Beauchamp Place, Siegerts Road, Stanton Road, Perambulator Lane in Kimbell and Queen Street in Albury.

Auditing

As part of the preparation for our new maintenance contract, also as a result of non-conformances and to lift the bar on Health and Safety. Staff are undertaking a more formal auditing process of our maintenance contracts and other works being undertaken in the District. To date there have completed 10 formal audits. There have been some issues around PPE and Traffic management which have been addressed. These audits will continue into the foreseeable future.

Twizel Long Vehicle Carpark, Tekapo Pub Carpark and Tekapo School footpath

A contract has been drawn up for this project and should be finalised prior to Christmas and put on the market for tender with construction to begin in the New Year. Surveying was required to sort the levels to allow for the design of the drainage to manage the stormwater run off in the area.

AMPs/LTP

Staff have been busy preparing our 2020/21 National Land Transport Fund (NLTF) bid for Waka Kotahi (NZTA) as well as for Councils Long Term Plan (LTP) process. With the reduction in international tourism staff have adjusted our programme somewhat to more evenly spread across the district to acknowledge this given some of the pressures in our high tourism areas had reduced. Staff have aligned our projects with the Government Policy Statement (GPS) for Land Transport which ties in with the Regional Land Transport Plan (RLTP). The Problem Statements are as follows

- Unforgiving network provision, deficiencies in design and vehicle quality, and poor decision making by transport users, challenge the road to zero vision

- Infrastructure is currently inadequate to support a range of road user across the network with an absence of alternative options for modal shift.

- Land developments and intensification in rural areas have increased heavy vehicle traffic demands on rural roads, accelerating deterioration of infrastructural assets.

- Climate change effects are challenging network resilience and sustainability, requiring practice adaptations, particularly rainfall and drainage.

Budgets have been prepared and will be brought to Council as part of the LTP process over the coming months.

A focus has also been put on appropriately resourcing the transportation area and sustainability of the infrastructure asset. Staff have incorporated areas and comments received from the spatial plan works engagement and consultation to date which staff understand this is ongoing and may need to be revised on the final outcomes. The increase proposed are in the Unsealed Road Renewal, Drainage Maintenance, Seal Extension and Improvements. Staff have allocated improvement spend across the various funding categories.

Staff are also looking at further appropriate data collection to strengthen our case for data collection going forward & analysing to ensure that effective evidence is maintained and managed to support our funding case for future LTP’s. Moving forward and preparing our infrastructure assets for the future is key to our district’s sustainability and growth.

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.

Engineering and Services Committee Meeting Agenda 15 December 2020

5.4 Community Facilities Report

Author: Tim Harty, General Manager Operations

Authoriser: Suzette van Aswegen, Chief Executive Officer

Attachments: 1. Township Maintenance Audits ⇩

2. Landscape Plan Fairlie Skate Park and Green ⇩

3. Barbara Hay Concept Plan ⇩

4. DÁrchiac Reserv Concept Plan ⇩

5. CLM Monthly Report ⇩

6. CLM Swimming Pool Survey results ⇩

7. Fairlie Pool H&S Report ⇩

Staff Recommendations

That the information be noted.

Background

The report gives Council an overview of activities within the Community Facilities area, with specific focus on Township Maintenance works.

Health and Safety

Township Maintenance works are inherently high risk and involve work outside, with machinery and exposure to multiple hazards.

Staff have been working closely with Council maintenance contractor Whitestone Contracting Limited (WCL) over the last months to address any identified Health and Safety matters.

Random audits are now in place with Council team working closely with WSL and reviewing Standard Operating Procedures and adherence with these by field staff.

General observations are that the contract is progressing well.

Community Leisure Management Limited (CLM) have commenced pool operations in both Fairlie and Twizel with no major Health and Safety issues have been reported in the opening weeks (see attached report).

An external assessment of the Hydro slide at the Twizel pool has recommended removal of this piece of equipment and staff are working with CLM to determine next steps. The slide is currently closed whilst this work is underway.

Assessments of the District play equipment has been undertaken and a small number of matters that need attention have been identified. Work is progressing to address these matters.

Softfall (the surface under play areas) has independently been identified as a matter that needs immediate attention and a cost of purchasing complaint wood chip from Christchurch is in the order of $7,000. This has been actioned.

A number of trees around the district have been assessed over recent weeks following concerns being raised by customers. No one tree posed a significant health and safety risk that needed immediate attention; however, it is clear there is a backlog of tree maintenance matters that need attention. This matter is addressed later in this report.

Township Maintenance Contract

The new township maintenance contract commenced this quarter with the arrival of the spring flush. The contract covers all works related to Township maintenance, including lawn, garden and open spaces maintenance, public toilet cleaning, cemetery maintenance, effluent dump stations management, litter collection and removal and playground maintenance.

Works have progressed well and staff have set up an audit system for regular site auditing and reporting, which commenced in November and will be fully operational from December. A selection of site audit information is attached to the report, for the Committees information.

Some concerns with garden maintenance, particularly in Tekapo were noted in November, and this has now been addressed.

Issues raised with regards to the cleanliness of Council public toilets have highlighted the need for consideration of an increase in frequency of cleans (currently 1 per month at all sites moving to 2 per month at high profile sites from December - February each year). Data is being collected to underpin a decision to move to two cleans per day year-round at the high profile sites and the consequential budget impact of doing so.

The contract has a set of KPI’s that need to be managed and reported and work is in progress to set these up. These will be reported through to the committee on a monthly basis.

Staff are focusing on ensuring all issues related to this contract are managed through the Service Request System. This allows much better tracking of matters raised by the public and community, and also ensures responses can be managed.

Figure 1: Open Service Request by Area

The graph above shows that a significant amount of service requests received by Council are in this area, making close management of these critical.

A selection of site audit information is attached to the report, for the Committees information. A more concise summary reporting tool is being developed.

Pool Management

As noted previously, CLM have commenced operations at both Council pools in Fairlie and Twizel. Opening weekends at both sites were well attended and the CLM Penguin has proved popular with schools and the communities in both towns.

CLM’s monthly report and customer satisfaction surveys are attached.

The CLM team have highlighted a small number of areas of improvement with both pools, which staff are considering.

Tree Maintenance

As noted, there is a large backlog of tree maintenance issues throughout the district.

Over the last 3 weeks Councils arborist has assessed and has requested pricing, for works on large number of trees across the district. A list of these trees is outlined below.

Town	Tree/s location	Tree type
Twizel	272 Mackenzie Drive (adjoining)	Poplar
Twizel	266 Mackenzie Drive (adjoining)	Picea x 2
Twizel	Pukaki Place Reserve	English Oak x 2
Twizel	Pukaki Place Plunket Rooms	English Elm 3 x Alders 2 x Acer 2 x Cypress
Twizel	178 Mackenzie Drive (adjoining)	Poplar Sorbus x 2
Twizel	Nuns Veil Road intersection	25 trees approx
Fairlie	Fairlie Domain	Horse Chestnut 2 x tree stumps
Fairlie	Fairlie Domain	5 x Lawson Cypress
Lake Alexandrina	Outlet area	Willows +
Alps to Ocean Cycle Trail	South of Hayman Road	Poplars

Once the quotes have been received staff will assess against available budget and undertake work as funding allows. At this stage it is assessed that the works will outweigh budget allowance, meaning staff will need to report back to Council requesting further funds.

The above list is not exhaustive, but represents a start in terms of addressing the backlog of tree maintenance. A Tree Management Plan is a critical item for development, and will be discussed in the New Year.

The Peace Tree assessment is scheduled to commence the week 7^th December. The contractor is still waiting for Waka Kotahi sign off of the Traffic Management plan to allow the trees alongside the State Highway to be assessed. On a positive note, Waka Kotahi has agreed to fund 50% of the assessment. Once completed a report will be shared with Council and the waka Kotahi requesting funding.

Work is also commencing on assessment of the trees surrounding the Districts cemeteries. This is critical work as left unattended tree roots can impact on plots.

Alps 2 Ocean (A2O)

Staff continue to work with the wider A2O team and provide support as and when required. There are significant opportunities within this area for Council and more focus and support is recommend for Council appointees on the Steering Group and well as the Project Team.

Operationally the trail continues to be maintained by Recreation Construction contractors with regular (6 weekly) inspections and routine maintenance work as required. Other recent work has included clearance of fallen poplars due to high winds around the Lake Pukaki section of the trail.

Projects

A number of projects are also underway within the Open Spaces area. A brief update on some key projects is listed below:

1. Fairlie Skate Park

Works are progressing well (as noted in the Engineering report). Landscape works are a part of the wider project and will be completed in parallel with the skate park. Given the time of year, an increased focus on maintenance of new plantings will be needed to ensure survival. The approved landscape plan is attached.

2. Barbara Hay Reserve Tekapo

The following work has gone out to tender, and it is expected that work will begin in the new year: construction of steps, tree removal, boundary bollard barriers. Tree and tussock planting will be tendered soon for planting in Autumn. A footpath will be constructed as part of Council’s footpath works early in 2021. The concept plan is attached.

3. D’Archiac Reserve Tekapo

Further to feedback, an amended landscape plan has been prepared and is attached.

Currently on the market are four key strategic documents in the Parks and Open Spaces area, these being the Parks Strategy, Playground, Toilet and Trails Plans and Wayfinding Policy. All four of these tenders close pre-Christmas and will be assessed as soon as possible following.

Budget

At this stage of the year, budgets for operational matters are tracking below expectation (on a simple 1/12^th tracking basis). This is expected due to the lack on activity in the first 3 months (winter). As spring growth comes on, costs will increase.

The increased demand and backlog of tree maintenance works will impact on the budgets, to what level needs to be assessed.

Pressure will increase on the maintenance budgets and careful management and reporting is required as the year progresses.

Tracking of Capital works is still in development and will be reported back to the committee when available.

Conclusion

There is significant activity occurring in the area of Open Spaces and Township Maintenance. With the new contract coming on line and an increase in focus on the assets in this area, pressure on staff and funding needs to be managed accordingly.

Staff focus on reporting and auditing of works has increased this quarter and will continue moving forward. Preliminary reports and information are included within this report and work will continue focusing on these matters.