Doc No.RDC-613602 1 Rotorua Project Steering Committee Meeting 26 February 2016 85-08-503 MINUTES OF ROTORUA PROJECT STEERING COMMITTEE MEETING HELD FRIDAY, 26 FEBRUARY 2016 AT 1.30pm THE ROTORUA LAKES COUNCIL COMMITTEE ROOM 1 PRESENT: Warren Webber (Chair) – Lakes Water Quality Society Inc. Peter Staite – Ngati Te Kahu/Ngati Hurunga Te Rangi Andrew Te Amo – Ngati Whakaue/CNI Geoff Palmer _ Rotorua Lakes Community Board Fred Whata _ Ngati Pikiao Tamara Mutu – Ngati Hurunga Te Rangi Manu Pene _ Ngati Whakaue Marama Meikle _ Ngati Hurunga Te Rangi Wally Lee _ Tuhourangi/Ngai Wahiao Joe Tahana _ Ngati Hinekura Dave Donaldson _ RLC, Deputy Mayor Jimi Mclean _ Ngati Makino IN ATTENDANCE: Antoine Coffin _ Te Onewa Consultants STAFF PRESENT: Greg Manzano _ Manager Water Planning, Water Solutions Alison Lowe _ Environmental Scientist, Water Solutions Andy Bell _ Director Water Solutions Isabel Brell _ Governance Support Officer APOLOGIES: Gina Mohi _ Ngati Rangiwewehi Geoff Rice _ Tapuika Iwi Authority Alamoti Te Pou _ CNI Land Management Ltd Jim Bradley _ TAG Chairperson Dave Donaldson _ RLC, Deputy Mayor (for lateness) Pia Bennett _ Ngati Makino Dave Foster _ RLC, Chief Operating Officer (for lateness) 1. MIHI AND OPENING KARAKIA Fred Whata opened the meeting with a karakia
MINUTES OF ROTORUA PROJECT STEERING COMMITTEE MEETING HELD FRIDAY, 26 FEBRUARY 2016 AT 1.30pm
THE ROTORUA LAKES COUNCIL COMMITTEE ROOM 1
PRESENT: Warren Webber (Chair) – Lakes Water Quality Society Inc. Peter Staite – Ngati Te Kahu/Ngati Hurunga Te Rangi Andrew Te Amo – Ngati Whakaue/CNI Geoff Palmer _ Rotorua Lakes Community Board Fred Whata _ Ngati Pikiao Tamara Mutu – Ngati Hurunga Te Rangi Manu Pene _ Ngati Whakaue Marama Meikle _ Ngati Hurunga Te Rangi Wally Lee _ Tuhourangi/Ngai Wahiao Joe Tahana _ Ngati Hinekura Dave Donaldson _ RLC, Deputy Mayor Jimi Mclean _ Ngati Makino
IN ATTENDANCE: Antoine Coffin _ Te Onewa Consultants
STAFF PRESENT: Greg Manzano _ Manager Water Planning, Water Solutions Alison Lowe _ Environmental Scientist, Water Solutions Andy Bell _ Director Water Solutions Isabel Brell _ Governance Support Officer
APOLOGIES:
Gina Mohi _ Ngati Rangiwewehi Geoff Rice _ Tapuika Iwi Authority Alamoti Te Pou _ CNI Land Management Ltd Jim Bradley _ TAG Chairperson Dave Donaldson _ RLC, Deputy Mayor (for lateness) Pia Bennett _ Ngati Makino Dave Foster _ RLC, Chief Operating Officer (for lateness)
1. MIHI AND OPENING KARAKIA Fred Whata opened the meeting with a karakia
Apologies noted above Warren Webber - Deputy Mayor Dave Donaldson is attending a meeting with Ministers Todd McLay and Simon Bridges where an announcement would be made about the eastern corridor. Deputy Mayor Donaldson will provide a brief update to the RSPC Committee. This meeting, delayed from 17 February 2016, has been called to clarify action going forward and specifically the public consultation process. There is a deadline to meet of December 2019 and this process cannot be slowed down.
Resolved
That the apologies be received
Warren Webber/Fred Whata CARRIED
3. REVIEW AND APPROVAL OF PREVIOUS MINUTES FROM 16 DECEMBER 2016 A request has been received from Jim Bradley to correct his comment on page 6 to “With a
project like this, in terms of the RMA, it would be imperative to consult”.
Resolved
That the review and approval of the previous minutes dated 16 December 2015 be adopted
as true and correct with the following correction: “With a project like this, in terms of the RMA, it would be imperative to consult”.
Warren Webber/Fred Whata
CARRIED 4. ACTIONS FROM PREVIOUS MINUTES/MATTERS ARISING
Agenda Item No
Action Assignee
11 Page 5
Arama Pirika asked for a clear definition of public consultation Andy Bell Andy Bell – a verbal response was given at the time, however this
continuing action from RSPC minutes held 20th September 2015
Committee asked Professor David Hamilton to talk to the geo chemists at Waikato University for information about the discolouration of the water.
Professor Hamilton
Warren Webber - This proposal is parked pending decision about discharge location.
5. NOTIFICATION OF GENERAL BUSINESS ITEMS
a. Technical meeting 16 February 2016 – attended by Warren Webber, Antoine Coffin, Wally Lee, Peter Staite. The RSPC members were asked what some of the guiding parameters of the redesign of the treatment plant. Key issues –
flow balancing and the capacity required – currently 2 storage ponds at the plant.
what are the contingencies for power failure; plant breakdown; emergency storage capacity.
potential use of the existing forest storage ponds and surrounding infrastructure for emergency purposes only and to be pumped back to the plant when it becomes operational. This has been raised with Alamoti Te Pou, but it would require formal consultation.
impact of growth on consenting limits.
impact of Terax on the project.
b. NZ Land Treatment Collective Conference 16-18 March 2016, Gisborne Alison Lowe will attend and will report back to the committee.
c. Eastern corridor announcement – Deputy Mayor Donaldson reported -
a package of $23million for Rotorua roading with a potential to increase to $41million based on further business cases.
NZTA to provide a case to government regarding the lifting of the eastern arterial designation.
Mayor Chadwick said that RLC and the Rotorua community position is that the designation needs to be removed as it causes uncertainty and places restrictions on eastside development – need to focus on the eastern corridor.
6. REPORT FROM RLC STRATEGY POLICY & FINANCE COMMITTEE AND OTHER RLC ACTIONS
a. Stage 2 Public Draft Consultation Plan – Andy Bell spoke to reports attachment 1, 2 & 3.
work is to be undertaken to consider a more flexible consent around the 30 tonnes of nitrogen, to future proof population growth and plant operational variations.
the consent will need to have review conditions.
work is underway to revisit cash projections e.g. the inclusion of pumping costs to the forest of $700,000; the effect of improvements in technologies.
slide showing relative comparison of options 3a and 6, in a traffic light format, as difference between the two is slight; the red in option 6 could be shown more accurately as amber.
the public and CIA consultation processes should be aligned to ensure that the information is about the one project.
concerns around the timing of the consultation as there is no decision in principle from RLC.
there is an opportunity to get real feedback from the consultation process as the decision is not final.
if there is no decision about the proposal public uncertainty could be created.
RLC understand that the RSPC gave a unanimous decision to support MBR and UV treatment. The proceeding discussion is to finalise this decision and what the discharge will be.
RSPC to meet on the 18 March 2016 after the RLC decision on the 17 March 2016, to discuss the consultation process, tentatively due to commence on the 21 March 2016. Proposed dates/venues of the planned meetings to be available for the RSPC to discuss at this meeting.
define the mechanism of the interaction between the RSPC, Cultural Subcommittee and RLC with reference to the public consultation process.
expand the key messages within a cultural/historical context e.g. public health consideration; continuing improvements for more than 120 years. Emphasis to be placed on the work of the cultural subcommittee. Include a continuum of progress – where have we been where are we going. More detail required by the 18 March 2016.
The public consultation process needs the support/partnership of the RSPC. This process needs to ensure that RLC and RSPC are working transparently together.
RLC provide guidance to enable the RSPC to provide an update to the board on the project.
Action – Warren Webber and Greg Manzano to update the board at their next meeting. c. Future consent requirement for WWTP discharge – discussed in point a.
7. UPDATE ON PROGRESS WITH CULTURAL IMPACT ASSESSMENT (CIA) AND PLANS FOR CULTURAL IMPACT AND REPORTING IN EARLY 2016. (ANTOINE COFFIN)
three workshops are being planned for March. Advertising for these workshops will need to be consistent with the public consultation process to ensure that the same message is being told.
the cultural impact assessment should be finalised by the end of March to April.
if a site is found for the alternative land discharge this could hold up the process. Comments: Warren Webber – the RSPC has operated on the basis of clear communication, transparency and openness. The committee needs to be aware if there are any land proposals on the table. Dave Foster – there are no proposals. Peter Staite – there is a designated area of land for discharge – Sanatorium Reserve. Our tipuna sacrificed that land –we should not undo and undermine sovereign agreements. The impact of discharge and its flow will determine who is consulted. The consultation should not exclude people who have the right to consider what their tipuna did. Warren Webber – could the committee be made aware of any alternative proposals for discharge on the 18 March 2016. Tamara Mutu – from earlier committee meetings, RIB was going to be an option for public consultation and to see if there was any land available. If other groups have options for land, they will be following their own internal processes of due diligence before they inform this committee. This will not hinder our process – our role is to inform the community and seek their feedback. Andrew te Amo – the committee will be informed if there are alternatives. Andy Bell – there are no proposals to be considered – we were advised of one but that did not come to fruition. Tamara Mutu – in terms of the cultural impact consultation and the need to include Pukeroa Oruawhata Trust–the consultation process needs to be as broad and as inclusive as possible. It should be not only for Ngati Hurunga te Rangi but for Ngati Whakaue whanui. Pukeroa Oruawhata Trust could be advised of the workshops and have the ability to share their views.
Engagement Plan ‘Out of the Forest 2019’ Programme
Background The Rotorua Project Steering Committee (RPSC) in conjunction with the supporting advisory panels (Technical Advisory Group and Cultural Assessment Group) along with Councils own project management and engineering advisors (Water Solutions), have now agreed on a preferred option for the Wastewater Treatment Plant upgrade. This was a unanimous decision. At the same time, the RPSC have investigated and considered various discharge options and locations. The treatment plant upgrade options and most of the discharge type and location options were reported to Council at the meeting of 14 October 2015. The preferred option for treatment is a full Membrane Bioreactor (MBR) treatment plant, followed by ultraviolet disinfection and including chemical dosing to remove phosphorous. This will provide a very high level of nutrient removal and a double health barrier against bacteria and virus due to the MBR micro filtration and the ultraviolet disinfection. The treated effluent will be of a very, very high standard. However, at this stage, the RPSC is not unanimous in support for a discharge type and location. After many options were considered and refined to just one discharge (via cultural earth contact beds and a waterfall structure) to the lake at Sulphur Bay ( Arikiroa), concern was raised by some local iwi regarding this proposal. An alternative of discharge via Rapid Infiltration Beds (RIB) somewhere within the lake catchment has been considered along with other alternatives. This alternative is approximately $27M more expensive than the discharge at Sulphur Bay. These Rapid Infiltration Beds, and any other alternatives, would require significant further investigation to determine technical, cultural, practical and financial acceptability. Discussions are underway with the parties that have raised concerns over the Sulphur Bay discharge and investigations are being carried out into the potential for the alternatives they have raised.
The engagement programme is designed to concisely inform the public about a
very complex issue and to also inform them of the extremely significant work already carried out on their behalf by the Steering Committee.
Goals/outcome Inform the community and seek feedback about the preferred option for treatment,
the proposed disposal site (ie Arikiroa) and an alternative discharge via RIBs as an
alternative to the Whakarewarewa Land Treatment System. .
Critical Success Criteria
The engagement will be carried out via multiple avenues of media and direct contact, to give as much information as possible over a short period.
Rotorua community are involved in the engagement process and fully support the preferred option. There are no appeals when the resource consent application is lodged.
Project team Water Solutions team, Partnership and PR Advisors. Andy Bell and Greg Manzano will be the spokespeople for the programme.
Audiences/stake-holders
Internal:
Mayor and Councillors
Executive
Sustainable Living Portfolio Group
All Council staff
Associated groups: Lakes Community Board; Sustainable Living Steering Group, Youth
Council, Positive Aging Rotorua
External:
Rotorua Project Steering Committee (RPSC)
Eastside hapū: Hurunga Te Rangi and Te Roro o Te Rangi have expressed
concerns about the disposal site, and Hinemihi
All hapū and iwi
Te Tatau o Te Arawa (Te Arawa Partnership Board)
Te Arawa Lakes Trust
Resident and Ratepayer Associations and Community Associations
Eastside Environmental Group (coordinated by Mokoia Community
Association)
Environmental orgs and groups: Rotorua Lakes Protection Society ,DOC,
Forest and Bird, Fish and Game, Regional Council Rotorua Youth Environment
Forum
Rotorua lakeside stakeholders, businesses, eg. Polynesian Spa; Businesses at
1. Reasons for moving from the forest and the background to nutrient removal
targets and Lakes Water Quality. Information about the preferred option and
the proposed disposal sites. That is:
That treatment Option 6 is a full MBR plant augmented by extra phosphorous removal
and ultraviolet treatment prior to discharge.
That discharge be to one of two locations taking cultural considerations into account : - a land based bed on Te Arikiroa thence to the waters of Puarenga Bay - a rapid infiltration bed – site, concept and design to be confirmed
Information needs to de provided on:
Review of final options
Detail regarding preferred option
Reasons for the preferred option
Detail regarding the discharge options
Costs
2. Opportunities to provide feedback, eg. attend a public information session, a
marae hui, go to council website etc.
What are they being asked to do?
Agree to the preferred option and the proposed disposal site.
What is your commitment to them?
We will listen to their feedback and incorporate it into the final option for approval
Tactics and tools This is about how you will execute your plan – the tactics you will employ and the tools you will use to do that. Refer to “a guide to good engagement”.
eg. handouts, information booklet, fliers, in English and te reo.
Electronic interactive graphic, poster graphic
Create information package and distribute
ASAP Water Solutions team, PR team, Partnership Advisors
Eastside hapū Hui with Hurunga Te Rangi and Te Roro o Te Rangi Marae hui
Request hui with hapū Request a slot on the agenda of existing marae committee hui
March March/April
Water Solutions team
All Rotorua district residents
Public Information Sessions and site visit to WWTP and Arikiroa
Whakaue Marae, Maketu Te Ao Marama Hall, Ohinemutu with an open day of the Rotorua WWTP and site visit to Arikiroa Sir Howard Morrison Performing Arts Centre
