AGENDA - · PDF fileCr Thelma Bell Ashburton Ward Cr Leen Braam ... Finance Manager, ... That...

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ASHBURTON DISTRICT COUNCIL

AGENDA

For the Council meeting to be held on

Thursday 14 December 2017 Commencing at 1pm

In the Council Chamber 2 Baring Square East, Ashburton

Council Membership

Donna Favel Mayor Cr Thelma Bell Ashburton Ward Cr Leen Braam Ashburton Ward Cr Neil Brown Ashburton Ward Cr Russell Ellis Ashburton Ward Cr Lynette Lovett Eastern Ward Cr Mark Malcolm Eastern Ward Cr Liz McMillan Western Ward Cr Selwyn Price Ashburton Ward Cr Diane Rawlinson Ashburton Ward Cr Peter Reveley Western Ward Cr Alasdair Urquhart Ashburton Ward Cr Stuart Wilson Eastern Ward

Quorum – no less than seven (7) members

The purpose of local government: (1) The purpose of local government is –

(a) to enable democratic local decision-making and action by,and on behalf of, communities; and

(b) to meet the current and future needs of communities forgood-quality local infrastructure, local public services, andperformance of regulatory functions in a way that is mostcost-effective for households and businesses.

(2) In this Act, good-quality, in relation to local infrastructure, localpublic services, and performance of regulatory functions, meansinfrastructure, services, and performance that are –(a) efficient; and(b) effective; and(c) appropriate to present and anticipated future

circumstances.

(Local Government Act 2002 – Amendment Act 2012)

Ashburton District Council

Council Meeting – Thursday 14 December 2017

Timetable Time Item

11am

1pm

1.05pm

2.30pm

2.45pm

2.55pm

3pm

4pm

Item 7.11 – Council to convene in-committee.

Council Meeting commences - Opening Prayer – Rev David Brown, St Andrew’s Church

Public Forum - Alan Andrews (Ashburton i-Site and Roading)

“Ashburton: Our Place” Update

Welcome to new and long-serving staff

Presentation of Photograph from Emmily Harmer

Afternoon tea

Environment Canterbury Update - Crs David Caygill and John Sunckill

ORDER OF BUSINESS 1 Apologies

2 Extraordinary Business

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

4 Confirmation of Previous Minutes 4.1 Council Meeting – 26/10/17 1

5 Forward Programme 6

6 Reports

6.1 Service Delivery Committee 23/11/17 Recommendation Receive minutes of meeting Recommendation Maronan Reserve Board Transfer

7

6.2 Finance & Business Support Committee – 30/11/17 Recommendation Receive minutes of meeting

11

6.3 Bylaw and Policy Subcommittee – 30/11/17 Recommendations

14

6.4 Audit & Risk Subcommittee – 4/12/17 18

6.5 Economic Development Review 20

Cont’d

6.6 CBD Parking – Results of Free Parking Trial 26

6.7 Catholic Church Request for Funding 31

6.8 Representation Review 35

6.9 Mayor’s Report 41

6.10 Chief Executive’s Report 49

6.11 Ashburton Water Zone Committee 59 7 Business Transacted with the Public Excluded 7.1 Council – 26/10/17

- EA Networks Shareholding Section 7(2)(h) Commercial activities - Administration & Library Facility Land Purchase Section 7(2)(h) Commercial activities - Zone Water Management Committee Refresh Section 7(2)(a) Privacy of persons - CE 12 Month Performance Review Section 7(2)(a) Privacy of persons [Now in open meeting] - Award of C562 – Reseal & Preseal Repairs, Ashburton 17/18

61

7.2 Service Delivery Committee – 23/11/17 - Ocean Farm Grass Contract Section 7(2)(h) Commercial activities - Land purchase Section 7(2)(h) Commercial activities

63

7.3 Finance & Business Support Committee – 30/11/17 - Ruralco Agreement Section 7(2)(h) Commercial activities

64

7.4 Audit & Risk Subcommittee – 4/12/17 - Audit Management Report Section 7(2)(h) Commercial activities - Risk Register Section 7(2)(h) Commercial activities

65

7.5 Bylaw & Policy Subcommittee – 30/11/17 - Use of Sports Fields Policy Section 7(2)(h) Commercial activities

66

7.6 RDR Bridges Section 7(2)(h) Commercial activities

68

7.7 Domain Oval Pavilion – Future Management Section 7(2)(h) Commercial activities

80

7.8

Freeholding of Glasgow Lease Section 7(2)(h) Commercial activities

100

7.9 Experience Mid Canterbury Board Appointment Section 7(2)(a) Protection of privacy of natural persons

105

7.10 Rural Canterbury Primary Health Organisation Appointment Section 7(2)(a) Protection of privacy of natural persons

106

7.11 CE Employment Contract Matters Section 7(2)(a) Protection of privacy of natural persons

110

8 December 2017

Council 26 October 2017

Council Minutes

4.1 Council 26/10/17 Minutes of the Council meeting held on Thursday 26 October 2017, commencing at 1pm, in the Council Chamber, 2 Baring Square East, Ashburton.

Present Her Worship the Mayor, Donna Favel; Councillors Neil Brown, Thelma Bell, Leen Braam, Russell Ellis, Lynette Lovett, Mark Malcolm, Liz McMillan, Selwyn Price, Diane Rawlinson, Peter Reveley, Alasdair Urquhart and Stuart Wilson.

In attendance Chief Executive, Group Manager Business Support, Group Manager Environmental Services, Manager People & Capability, Community Relations Manager, Commercial Manager, Roading Manager and Committee Secretary.

Officers in attendance for the duration of their reports: Finance Manager, Research & Monitoring Advisor.

Six members of the public attended throughout the meeting.

Presentations Bruce Moffat – 2.30pm-3.14pm. Andrew Falloon MP – 3.35pm-3.55pm.

The Council prayer was offered by Dellwyn Moylan representing St Andrew’s Church (1.25pm).

1 Apologies Nil.

2 Extraordinary Business The Mayor gave notice that Rangitata MP Andrew Falloon will be introduced to Council today.

3 Declarations of Interest Nil.

4.1 Confirmation of Minutes – 21/09/17

That the minutes of the Council meeting held on 21 September 2017, be taken as read and confirmed.

Mayor/Bell Carried

5 Forward Programme December 14 Council meeting - YMCA Youth Survey. [This presentation will now be made in February]

6.1 Environmental Services Committee – 5/10/17

That the minutes of the Environmental Services Committee meeting held on 5 October 2017, be received.

Rawlinson/Price Carried

6.2 Service Delivery Committee – 5/10/17

Cr Braam asked that the minutes be amended to reflect his concerns with the types of plants proposed in the Lakes Camp & Clearwater landscape plan.

That the minutes of the Service Delivery Committee meeting, as amended, held on 5 October 2017, be received.

Wilson/Brown Carried

1


6.3 Finance & Business Support Committee – 10/10/17

That the minutes of the Finance & Business Support Committee meeting held on 10 October 2017, be received.

Brown/Braam Carried

6.4 Adoption of the 2017 Annual Report

That Council adopts the 2017 Annual Report.

Brown/Braam Carried

6.5 Petition on Ashburton i-Site Closure

That Council receives the report and acknowledges the concerns expressed by the petition submitter about the Ashburton i-SITE closure.

Braam/Price Carried

6.6 Council Meeting Schedule 2018

That Council adopts the 2018 Meeting Schedule for Council, Standing Committee and Methven Community Board meetings.

Ellis/Rawlinson Carried

6.8 Mayor’s Report

That the Mayor’s report be received. Mayor/Brown Carried

• Sister Cities Working Group

That Council accepts the resignation of Cr Liz McMillan as the Chair of the Sister Cities Working Groupand appoints the Mayor to that role.

Brown/Bell Carried

• Community Grants and Funding Subcommittee

That Council appoints Cr Malcolm as the deputy chair of the Community Grants and FundingSubcommittee.

Brown/Reveley Carried

• Mt Hutt Memorial Hall & Heritage Centre Board

That Council appoints Ron Smith as the Methven Community Board representative on the Mt HuttMemorial Hall & Heritage Centre Board.

McMillan/Lovett Carried

• LGNZ Leaders’ Water Declaration

The recommendation wasn’t fully supported and it was suggested that, before Council makes a decision, the Declaration should be discussed with the LGNZ Roadshow representatives on 11 December.

Councillors opposing the Declaration agreed that the implications are far reaching and need more thought. They commented on the work already being done in this district by the Water Zone Committee.

That the item of business under discussion be adjourned until the 14 December Council meeting.

Braam/Rawlinson Carried

2


• Mayoral Appointments on External Organisations That Council receives the information and ratifies the Mayor’s appointments to external organisations.

Mayor/Bell Carried • GMA Filipinos Television – Investigating Documentaries The Mayor reported that an investigative television crew from GMA News TV in the Philippines will visit

Ashburton from 6 to 8 December where they will film local Filipino people as part of a documentary.

Council’s approval was sought for funding towards their costs, on the basis that Ashburton will benefit from being screened in this documentary.

Cr Wilson questioned whether this relates to economic development and suggested that it instead be funded from the EMC discretionary fund.

That Council approves $2,000 from the Economic Development budget to fund the GMA TV crew from 6-8 December 2017. Ellis/Urquhart carried

Cr Wilson recorded his vote against the motion.

6.9 Chief Executive’s Report That the Chief Executive’s report be received.

Mayor/Brown Carried

6.10 Ashburton Water Zone Committee That the report be received.

Wilson/Reveley Carried It was noted that the Regional Water Zone Committee has been asked to provide Council with meeting updates. Reporting will commence in the new year.

6.7 Ashburton “It’s Our Place” A summary of results from Round 1 of the survey was presented (660 responses received). Council received

information on the second survey which is being released tomorrow, closing on 10 November. The outcome will be reported back to Council in December.

Council adjourned from 2.14pm to 2.30pm.

6.11 Experience Mid Canterbury Quarterly Report EMC Manager Bruce Moffat was welcomed to the meeting along with EMC Board Members Sally Rhodes and

Gary Lee.

Mr Moffat reported that following the EMC Board decision to close the local i-Sites a restructure of services has been carried out in Methven resulting in an information service that will be overseen by one full time staff member and two part time staff. Hours of operation have been revised for the summer period but the service is otherwise unchanged. The Ashburton i-Site closure will see information on local tourist operators and the official visitor guide placed at the Ashburton Library as an interim solution. The travel bookings service previously offered by the Ashburton i-Site is available through the Ashburton House of Travel.

Sally Rhodes and Gary Lee observed that the way in which people book travel and accommodation has changed significantly with increased use of technology; this was reflected in the numbers coming through the Ashburton and Methven i-Sites and was a factor in the Board’s review.

3


The EMC Board and Management acknowledged the community opposition to the i-Site closures and the

protest rally that took place on East Street today. The presentation concluded at 3.14pm.

New and Long Serving Staff The Manager People & Capability introduced new staff – Simon Hore (Gardener), Britney Johansen (Museum Assistant), Prakash Mani (Business Project Specialist) and Aimee Pennell (Business Support Assistant).

Council adjourned for afternoon tea from 3.16pm to 3.35pm.

Andrew Falloon Andrew Falloon was welcomed to meeting. He responded to questions and reported that he will be following up with NZTA two issues of particular concern to Council– the second bridge project and the need for traffic signals in Tinwald.

Mr Falloon was thanked for his attendance and will be invited to meet with Council again in the new year.

7 Business transacted with the public excluded (3.55pm) That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject 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 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item no

General subject of each matter to be considered:

In accordance with Section 48(1) of the Act, the reason for passing this resolution in relation to each matter:

7.1

Council Minutes 26/10/17 • RDR Management Ltd AGM Resolutions • EA Networks Shareholding • Administration & Library Facility Land

Purchase • Zone Water Committee Membership • Executive Committee – CE 12 mth report

[Now in open meeting] • Award of C652 – Reseal & Pre-Seal Repairs

Section 7(2)(h) Section 7(2)(h) Section 7(2)(h) Section 7(2)(a) Section 7(2)(a)

Commercial activities Commercial activities Commercial activities Protection privacy natural persons Protection privacy natural persons

7.2 Service Delivery 23/11/17 • Land purchase

Section 7(2)(h)

Commercial activities

7.3 Finance & Business Support 30/11/17 • Commercial Property Update

Section 7(2)(h)

Commercial activities

7.4 Audit & Risk Subcommittee 4/12/17 Section 7(2)(h) Commercial activities

7.5 Bylaw & Policy Subcommittee 30/11/17 Section 7(2)(h) Commercial activities

7.6 RDR Bridges Section 7(2)(h) Commercial activities

7.7 Domain Oval Pavilion Future Management

Section 7(2)(h) Commercial activities

7.8 Freeholding Glasgow Lease Section 7(2)(h) Commercial activities

7.9 Experience Mid Canterbury Board Appointment

Section 7(2)(a)

Protection of privacy of natural persons

4


7.10 Rural Canterbury PHO Board Appointment

Section 7(2)(a)

Protection of privacy of natural persons

7.11 CE Employment Contract

Section 7(2)(a) Protection of privacy of natural persons

Brown/Malcolm Carried

Business transacted with the public excluded now in open meeting

• Award of Contract C652 - Reseal and Pre-seal Repairs

That Council awards the contract for Reseal and Pre-seal Repairs Ashburton District 2017/18, C652, to Ashburton Contracting Limited in the sum of $2,448,879.97.

Wilson/Brown Carried

The meeting concluded at 5.22pm.

Confirmed 22 February 2017 ____________________________ MAYOR

5

Council 14 December 2017

5 Forward Programme – Council

Meeting Date Report / Other Responsibility February 22 April 5 CBD Streetscape Renewal Project GM Environmental Services

6

Service Delivery Committee 23 November 2017

Committee Minutes

6.1 Service Delivery Committee Minutes of the Service Delivery Committee meeting held on Thursday 23 November 2017, commencing at 1.30pm in the Council Chamber, 2 Baring Square East, Ashburton.

Present Councillors Stuart Wilson (Chair), Thelma Bell, Leen Braam, Neil Brown, Russell Ellis, Lynette Lovett, Mark Malcolm, Liz McMillan, Selwyn Price, Diane Rawlinson, Peter Reveley and Alasdair Urquhart.

In attendance Group Manager Service Delivery, Assets Manager, Roading Manager, Community Relations Manager and Committee Secretary.

Staff present for the duration of their reports: Open Spaces Manager, Projects & Operations Manager, Open Spaces Planner, District Forester, Museum Director, Sports Facility Manager and Waste Recovery Manager.

Presentations Briscoes Group – 1.35pm to 1.43pm. MAR Governance Group – 2.30pm to 2.55pm.

1 Apologies Mayor Donna Favel (absent on Council business) Sustained

2 Extraordinary Business That pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987 the following item be introduced as extraordinary business as item 6.4:

• Road Closure – Light Up the Night Event, Baring Square East

Brown/Ellis Carried

3 Declarations of Interest Cr Brown declared a pecuniary interest in item 8.2 and gave notice he would withdraw from the meeting during debate and decision.

4 Confirmation of Minutes • Lakes Camp & Clearwater Landscape Plan

The minutes were amended to record Cr Braam’s concerns with the types of plants proposed.

That the minutes of the Service Delivery Committee meeting held on 5 October 2017, as amended, be taken as read and confirmed.

Ellis/Bell Carried

5 Forward Programme No additional items.

7.12.2 Briscoes Group – Cass Street Loading Zone Briscoes Group Property Manager Grant Duncan and General Manager Store Development Nick Turner were welcomed to the meeting.

Their presentation sought Council’s consideration of designating a permanent loading zone by removing one car park space and lifting the current 6am to 9am time restrictions.

The company has endeavoured to find solutions and work within the time restrictions but has found this to be impractical because of the varying delivery times.

7


Briscoes see approval of a permanent loading zone being critical to their business operation and to maintain a safe environment. They have successfully arranged for deliveries from the distribution centre before 9am through Toll Freight but are unable to influence other freight companies’ delivery schedules.

Briscoes have a traffic management plan in place and apply strict health and safety procedures when staff oversee unloading. They explained that smaller vehicles unload from the service lane but the footpath needs to be temporarily closed for larger vehicles where a forklift is used. From their observations, the usual timeframe for small deliveries is 2-5 minutes. The biggest delivery (Toll) is at 7.30am – it takes 20-25 minutes; it is being well managed with little or no impact on traffic. The company recognise there are a number of issues to be mitigated, including the impact on the neighbouring property. Briscoes will address this and have also offered to strengthen the vehicle access.

At the conclusion of discussion, officers were asked provide a report on the Briscoes request to the next Service Delivery Committee meeting (1 February 2018).

6.1 Closure of Stockwater Race – Frasers Road

It was noted that the total distance of race being closed is 4,349.35 metres and the recommendation was amended accordingly.

1 That the Committee approves the closure of the stockwater race starting at PN: 3214 on Frasers Road, through nine properties before ending at a soak hole at PN: 4250 on Longbeach Road, a total distance of 4,349.35 metres; and

2 That the closure be effective immediately.

Ellis/Bell Carried

6.2 Biodiversity Action Plan Review Clarification was sought on the available funding for implementing each of the recommendations in the Plan. The Open Spaces Planner advised that key project costs are being developed for inclusion in the draft Long Term Plan. It was further noted that some projects will receive external funding, for example $20k has been previously budgeted from the biodiversity grant for work on QEII Covenants.

The Committee heard that survey work on district roadsides will continue. With surveying completed on the high and low Plains areas, it is proposed to move into the remaining area above this.

That Council adopts the Biodiversity Action Plan 2017-2022.

Price/Bell Carried

6.3 Lakes Camp & Clearwater Landscape Working Group

That the minutes of the Lakes Camp & Clearwater Landscape Working Group meeting held on 7 November 2017 be received.

Malcolm/Price Carried

That Lakes Camp & Clearwater Landscape Working Group Terms of Reference be adopted.

Lovett/Bell Carried

6.4 Extraordinary Business – Road Closure The Committee’s approval was sought to close Baring Square East for the inaugural “Light Up the Night” event. The closure will be publicly notified on 29 November.

That the following road in the Ashburton township be closed to ordinary vehicular traffic from 4.00pm to 11.00pm on Friday, 1 December 2017 to allow Light Up the Night to be held

Baring Square East, from Havelock Street to Cameron Street


8


7 Activity Reports

That the reports be received. Reveley/Urquhart Carried

7.2 Library The Committee asked for an update on how well Library staff are managing additional requests for information following the closure of the Ashburton i-Site and the placement of brochures and associated tourist information at the Library.

The Library Manager reported that there has been minimal impact. Staff have received some training from EMC and the process is currently working well. A full report will be provided to the Committee in February.

7.3 EA Networks The Sports Facilities Manager reported that the sprinkler system pipework has been installed. The chiller unit is expected to be connected and operational in early / mid December.

7.5.2 MAR Governance Group – Update on Hinds MAR Pilot Programme

The Committee welcomed Peter Lowe (Chairman), Bob Bower (Hydrologist), Dr Brett Painter (ECan) and Sir Graham Harrison (ANZCO).

The MAR Group has released its first year results with the Hinds recharge project and is working towards a further 18 sites being operational by March 2018. Next steps include presenting a business case and testing programme to Council in June 2018. Funding requirements will be made known to Council in the new year. The presentation highlighted:

• Hinds MAR site strategically placed for Tinwald plume and opportunities to reduce nitrate levels.Tinwald plume remains a challenge. Drinking water supplies continue to be monitored and a specialinvestigation on contamination sources will be undertaken over the summer period in 2018.

• Hinds River (south branch) – opportunity to look at improvements to aquatic and terrestrial habitat. Dr Painter spoke about an area of the river channel overgrown by gorse and the survey showing itwas once high value for lizards in particular. It is proposed to clear some of the gorse and take seedsof the remaining native plants that can be “seed-bombed” back into the area – a good, low costinitiative.

• Mayfield Hinds community water supply – bore is fed by water naturally recharging from the river.It’s anticipated this will improve quality and supply to Mayfield.

• Lowland water body benefits – Hinds drains is the largest area of groundwater dependent habitat inthe district – they also have significant water supply issues and the habitat is under threat. The HindsDrains Working Party is looking at this in detail.

• Sir Graham Harrison spoke about the economic importance of water in the district and the value ofthis project being a collaboration and applying science. Agritech have developed a nitrate sensor –there are six in place, all within Mid Canterbury. He reinforced the need for Council to provide initial water flows.

• Identifying water sources and beneficiaries – farmers are the beneficiaries - they rely on increasedflows and the habitat and want nitrate reduction. Five new sites have been dug, the consentingprocess is underway and costs are expected to be known once data from the sites is available.One of the reasons for creating a number of sites around the catchment is because they havedifferent supply reliabilities and different restrictions.

• MAR site is currently dry while geotechnical surveying is carried out.

• Supplementation of Hinds is expected to extend beyond Highway 72. With the agreement ofArowhenua the intention is to increase to 200m/sec.

The presentation concluded and the Committee adjourned for afternoon tea from 2.55pm to 3.18pm.

9


7.4 Open Spaces • Domain playground

The Open Spaces Manager reported on maintenance being undertaken at the Domain playgrounds. New national standards have been released and some playground equipment won’t meet the criteria. As a consequence some equipment will be removed or made safe, this work will be completed before the Christmas holiday period.

The Committee asked that the rationale for the changes to playground equipment be made publicly known.

• Public conveniences Lake Camp toilets are being installed next week and will be operational before Christmas.

Cr McMillan left the meeting at 3.30pm. 7.6 Solid Waste

• Wheelie bin roll-out It was reported that an additional 342 wheelie bins will arrive mid December and be delivered to properties in January. The Committee heard that the bins will need ID tags and this will have to wait until the new year when the contractor has available resources.

7.10 Roading

• Fonterra road monitoring Following a presentation to Council from Fonterra representatives this morning, the Committee asked if the road monitoring model used in Southland District could be trialed in Ashburton.

The Roading Manager said it would be unlikely to change Council’s practices but agreed it could be looked at if Fonterra is willing to provide the equipment at no cost. He advised that Fonterra uses monitoring equipment in its tankers to gauge when grading of unsealed roads is required in Southland and Banks Peninsula districts.

The Committee asked officers to initiate discussion with Fonterra and report back. 7.16 Methven Community Board

Board Members will undertake a ‘drive-around’ in Methven on 5 December to identify projects for inclusion in the draft Long Term Plan. Council officers (Roading and Commercial Property) will join the trip.

8 Business transacted with the public excluded (4.08pm)

That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject 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 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item no



8.1 Confirmation of Minutes 5/10/17 Section 7(2)(h) Commercial activities

8.2 Land Purchase Section 7(2)(h) Commercial activities

Ellis/Bell Carried The Committee meeting concluded at 4.28pm.

10

Finance & Business Support 30 November 2017

Committee Minutes

6.2 Finance & Business Support Committee Minutes of the Finance & Business Support Committee meeting held on Thursday 30 November 2017, commencing at 1.33pm in the Council Chamber, 2 Baring Square East, Ashburton.

Present Mayor Donna Favel; Councillors Neil Brown (Chair), Thelma Bell, Leen Braam, Russell Ellis, Lynette Lovett, Mark Malcolm, Liz McMillan, Selwyn Price, Diane Rawlinson, Alasdair Urquhart and Stuart Wilson.

In attendance Group Manager Business Support, Group Manager Environmental Services, Group Manager Service Delivery, Community Relations Manager, Commercial Manager, Finance Manager, Research & Monitoring Advisor and Committee Secretary.

1 Apologies Cr Reveley (absence) Sustained

2 Extraordinary Business Nil.

3 Declarations of Interest Cr Ellis declared an interest in item 6.1, as a member of the Safer Ashburton Board, and gave notice he would withdraw from the debate and decision.

4 Confirmation of Minutes That the minutes of the Finance and Community Services Committee meeting held on 31 August 2017, be taken as read and confirmed.

Mayor/Braam Carried 5 Forward Programme

Reports requested - Review of Lynnford and Ealing Reserve Boards- Status of Heritage Grant (Dyas) - Unused buildings on Council land

6.1 Safer Ashburton Revised Service Level Agreement

That Council receives the amended Safer Ashburton Service Level Agreement 2017/18.

McMillan/Bell Carried

6.2 Maronan Reserves Board – Transfer

Recommendation to Council

1 That Council receives the report.

2 That Council discharges the Maronan Reserves Board, in accordance with section 30(5a) of the Local Government Act 2002.

3 That Council appoints the Hinds Reserve Board to undertake all the functions of the former Maronan Reserves Board, in accordance with section 30(1a) of the Local Government Act 2002.

4 That Council undertakes to transfer all of the Maronan Reserve Board assets, including land and monies, to the Hinds Reserves Board once all current liabilities of the Maronan Reserves Board have been settled.

Cont’d

11


5 That Council erects a sign on the Maronan Hall site to recognise the former Reserves Board and contribution of the families in the area; the wording of the sign to be approved by the Maronan Reserves Board.

Wilson/Lovett Carried

6.3 Barrhill Conservation Area Management

1 That Council enters into a formal agreement with the Barrhill Hall Society for the management of land and buildings within the Barrhill conservation area, land legally described as Lots 17 18 DP 144 comprising 7890m2; once the investigation with respect to earthquake proneness of the buildings has been ascertained.

2 That Council appoints Crs Mark Malcolm and Peter Reveley to liaise with the Barrhill Hall Society.

Mayor/Price Carried

6.4 Surface Water Strategy Working Group The Committee received the minutes of the Surface Water Strategy Working Group meeting held on 26 October.

That the Surface Water Strategy Working Group Terms of Reference be adopted.

Wilson/Braam Carried

7 Activity Reports

That the reports be received. Braam/Ellis Carried

7.1 Triannual Performance Reports Reports for the Finance & Business Support, Environmental Services and Service Delivery Activity areas were received for the period Jul-Oct 2017.

Officers were asked to include a progress report on the annual inspections of playgrounds, and to lift the LTP target for Museum visits.

7.2 Community Relations

• Festive lightingThe Community Relations Manager tabled samples of the 30 street flags to be installed along East and West Streets over the summer period as part of the festive lighting and decoration programme.

• Reserve BoardsHinds Reserve Board have asked about the individual liabilities of reserve board members. Officers willprovide Hinds, and the other reserve boards, with Health & Safety Act information to clarify theirresponsibilities.

7.3 Finance The September variance report was presented for discussion.

• RoadingIt was reported that the July rainfall event increased normal operational expenditure by $478,749 during thefirst quarter. NZTA funded the usual rate but the local share of $234,587 is outstanding. The Committeeagreed that it would be appropriate to use the disaster relief fund rather than decreasing plannedmaintenance or using the unsubsidised roading fund.

That the roading maintenance variance of $234,587 be funded from the disaster relief budget.

Wilson/Braam Carried

12


• Rakaia Community AssociationThe Finance Manager reported that the Rakaia Community Association has repaid two thirds of the loanwhich allowed them to buy equipment for use at the resource recovery park. The Committee acknowledgedthat the Association is not in the position to repay the outstanding balance.

That the Group Manager Business Support be authorised to write-off the outstanding Rakaia Community Association debt of $3,556.

Malcolm/Price Carried

• Bancorp ReportReceived for discussion.

7.4 Commercial

• Surplus land reportThe Committee asked for a report on surplus land held by Council to be included on the forward programme.

• IL4 Relocatable buildingThe Commercial Manager presented draft plans for the proposed relocatable building that will house the CivilDefence HQ and Council Chamber until the new administration building is completed.

8 Business transacted with the public excluded (3.08pm) That the public be excluded from the following parts of the proceedings of this meetin4.g, namely – the general subject 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 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item no



8.1 Confirmation of Minutes 10/10/17 Section 7(2)(h) Commercial activities

8.4 Commercial Property Update Section 7(2)(h) Commercial activities

Brown/Urquhart Carried

The Committee meeting concluded at 3.11pm.

13

Bylaw & Policy Subcommittee 30 November 2017

REPORT

Date: 30 November 2017 Report to: Council From: Bylaw and Policy Subcommittee

6.3 Bylaw and Policy Subcommittee Minutes of the Bylaw and Policy Subcommittee meeting, held on Thursday 30 November, 2017, in the Council Chamber, 2 Baring Square East, Ashburton, commencing at 11.10am.

Present Mayor Donna Favel (Chair); Councillors Leen Braam, Neil Brown, Russell Ellis, Diane Rawlinson and Stuart Wilson.

Also present Crs Thelma Bell, Lynette Lovett, Liz McMillan and Selwyn Price.

In attendance Vincie Billante (Community Relations Manager), Mel Renganathan (Senior Policy Advisor), Rachel Thomas (Policy Advisor), Andrew Guthrie (Assets Manager), David Askin (Open Spaces Manager), Colin Windleborn (Commercial Manager), Rick Catchpowle (Environmental Monitoring Manager), Jill Watson (Library Manager), and Phillipa Clark (Committee Secretary).

Presentation of Submission: Michael Farrell (11.25am)

1 Apologies

Cr Peter Reveley Sustained

2 Conflict of Interest Nil.


4.1 Confirmation of Minutes

That the minutes of the Bylaw & Policy Subcommittee meeting held on 31 August 2017, be taken as read and confirmed.

Wilson/Rawlinson Carried

4.2 Forward Programme To be updated in the new year.

6.1 Bylaw Review Update


That the Bylaw Review update be received.

Mayor/Ellis Carried

6.2 Policy Review Update The proposal from the Mayor to develop policies for International Relations and Arts & Culture was not fully supported. The Subcommittee generally agreed that more work needs to be done to determine whether these policies are required.

14


The Community Relations Manager advised that officers can progress this but will need clear direction on the purpose and content of each policy.


1 That the Policy Review update be received;

2 That the proposal to develop International Relations and Arts & Culture policies be addressed at the next meeting of the Bylaw & Policy Subcommittee.


5 Hearings and Deliberations

• Sensitive Expenditure Policy

No submissions were received and no changes have been made following consultation.

• Sugar Sweetened Beverages Policy

Submissions received: 4 in support and 7 opposed.

One submitter (Michael Farrell) presented his submission in opposition to the proposed policy.

A summary of submissions and officer comments in response to each submitter was presented.

The Policy Advisor reported that the clause relating to vending machines has been removed from the policy following internal consultation with Council employees.

In deliberations the proposed policy was not fully supported; Councillors speaking against the policy contend that restricting the availability of sugar-sweetened beverages is not core Council business. Councillors in support agree that while the policy cannot be enforced it will reflect that Council is prepared to take a lead on health issues.


1 That the hearings and deliberations report be received.

2 That Council adopts the Sensitive Expenditure Policy.

Mayor/Ellis Carried


That Council adopts the Sugar Sweetened Beverages Policy.

Mayor/Ellis Carried

A show of hands gave 3 for and 3 against and the recommendation to Council was passed on the Mayor’s casting vote.

6.3 Alcohol Control Bylaw The Policy Advisor reported that the Methven alcohol ban area will be reduced after legal advice confirmed that the existing area is unreasonable under the Local Government and Bill of Rights Acts. The Subcommittee supported this, noting that the only exception will be at Labour Weekend when the wider alcohol ban area will be reinstated for the Rodeo event.

A further change will see the Methven hours for alcohol bans brought into line with Ashburton’s – 9pm to 7am.

The proposed Bylaw will be discussed with Police before it goes out for consultation.

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1 That the proposed Alcohol Control Bylaw 2017: (a) is the most appropriate way of addressing the perceived problem (b) is the most appropriate form of bylaw; and (c) is not inconsistent with, nor give any rise to any implications under the Bill of Rights Act 1990

2 That the proposed Alcohol Control Bylaw is adopted for consultation (special consultative procedure) to begin 15 January 2017.

Wilson/Ellis Carried

6.4 Communications Policy


That Council adopts the amended Communications Policy.

Mayor/Rawlinson Carried

6.5 Conditions for Granting an Organisation Temporary Sole Use of Part of Council Managed Domain and Reserves Policy


That the Conditions for Granting an Organisation the Temporary Sole Use of Part of a Council Managed Domain and Reserves Policy is removed from Council’s Policy Register.


6.6 Library Collection Management and Public Access Computers Policies Recommendation to Council

1 That Council adopts the revised Library Collection Policy.

2 That the Public Access Computers Terms of Use Policy is removed from Council’s Policy Register.

Ellis/Braam Carried

6.7 Privacy Policy


That Council adopts the Privacy Policy.

Braam/Rawlinson Carried

6.8 Risk Management Policy


That Council adopts the Risk Management Policy.

Mayor/Braam Carried

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6.9 Small Rural Reserves Policy (Council Owned or Managed Rural Reserves)


That Council adopts the Council Owned or Managed Reserves Policy.

Brown/Ellis Carried

6.10 Stockwater Race Closures Policy

The Subcommittee noted that a standard operating procedure for stockwater races is being developed; it was suggested that the current policy should be retained until this SOP is operative.


That the Stockwater Closures Guidelines and Policy is removed from Council’s Policy Register after the stockwater closures standard operating procedure has been completed.

Brown/Braam Carried

6.11 Temporary Closure of Restricted Parking Spaces Policy


That the Temporary Closure of Restricted Parking Spaces Policy is rolled over for five years.

Wilson/Rawlinson Carried

Business transacted with the public excluded (12.24pm) That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject 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 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item no



6.12 Use of Sports Fields Policy Section 7(2)(h) Commercial activities


The Subcommittee meeting concluded at 1.12pm.

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Audit & Risk Subcommittee 4 December 2017

Subcommittee Minutes 6.4 Audit & Risk Subcommittee

Minutes of the Audit & Risk Subcommittee meeting held on Thursday 4 December 2017, commencing at 10.30am, in the Council Chamber, 2 Baring Square East, Ashburton.

Present Councillors Neil Brown (Chair), Leen Braam and Alasdair Urquhart and Mr Murray Harrington. Also present Crs Thelma Bell, Selwyn Price, Diane Rawlinson and Stuart Wilson.

In attendance Chief Executive, Group Manager Business Support, Group Manager Service Delivery, Manager People & Capability, Finance Manager and Committee Secretary.

Audit NZ Director Andy Burn

1 Apologies Mayor Donna Favel (absent on Council business) Sustained

2 Extraordinary Business

Nil. 3 Conflict of Interest

Nil. 4.1 Previous Minutes – 28/09/17

That the minutes of the Audit & Budget Subcommittee meeting held on 28 September 2017, be taken as read and confirmed.

Urquhart/Braam Carried 4.2 Forward Programme

The Subcommittee meeting dates proposed for 2018 were received and approved: Thursday 29 March, Thursday 21 June, Thursday 27 September and Thursday 6 December.

5.1 2016/17 Summary Annual Report The Group Manager Business Support advised that the Audit Opinion has now been issued and will be

included in the final Summary.

The Chief Executive noted that officers had provided Audit with the report on 3 November and questioned whether Audit’s delay in issuing the final opinion would leave Council in breach of its statutory requirement to have it published by 30 November.

Andy Burn confirmed that Council has met statutory requirements as the final opinion refers back to the original opinion date of 26 October. He agreed to check the facts of what happened after Audit received the information and report back.

That the Summary Annual Report 2016/17 be received. Braam/Urquhart Carried

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Audit & Risk Subcommittee 4 December 2017

Business transacted with the public excluded (10.44am) That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject 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 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item no



5.2 Previous Minutes 28/09/17 Section 7(2)(h) Commercial activities 5.3 Audit Management Report 2017 Section 7(2)(h) Commercial activities 5.4 Risk Register 2017 Section 7(2)(h) Commercial activities 5.5 Health & Safety Report Section 7(2)(a) Protect privacy of natural persons

Brown/Urquhart Carried

The Subcommittee meeting concluded at 11.30am.

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REPORT

Date: 14 December 2017Report to: CouncilFrom: Chief Executive Subject: Economic Development Strategy and Action Plan

6.5 Economic Development Strategy and Action Plan

6.5.1 Summary The purpose of this report is for Council to adopt the draft Economic Development Strategy and Action Plan presented by Market Economics to Council on Thursday 10 August 2017 (attached). A more detailed Summary Table of Actionable Steps is also attached. (Circulated separately)

6.5.2 Recommendation

1 That Council adopts the draft Economic Development Strategy and Action Plan.

2 That the economic development framework based on the seven pillars and the associated actions, recommended in this report, be incorporated into the Economic Development Activity section of the Council’s 2018 – 2028 Draft Long Term Plan for public consultation.

6.5.3 Background Council commissioned the independent development of a district-wide Economic Development Strategy and Action Plan in August 2016. Market Economics successfully tendered for the work. The Company have undertaken similar work for other councils. They developed the Strategy, based on information and feedback obtained in interviews with local business leaders and via three workshops held with Council (one in the previous term and two with the current term of Council). The interviews included a mix of business leaders and stakeholders within the community to help provide the context and background information for the economic situational analysis in the district.

A number of key issues, strengths and opportunities have been identified in the Market Economic’s report (Appendix 1). These include:

• The economic outlook for Ashburton District is strong, still with a heavy emphasis on theprimary and secondary sectors (farming and subsequently, manufacturing) as the mainsources of economic growth and employment.

• The population projections and labour force demand show that there will be more growthin both areas, but there will be more jobs than the population can fill, resulting in morepeople staying in the workforce past retirement age and the ongoing reliance onimmigration to fill the employment gaps.

• Retail is currently the second largest employer in the district, with the growth attributedto local population growth and tourism; however, there is the need to improve the retailspace within the township (i.e. ‘placemaking’) as well as growing the tourism market.

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5.5.3.1 Industry Engagement The key themes that emerged from the industry leader interviews included the following:

• Water and natural resources need to be managed responsibly as the quality and quantityin the district are unique resources that are critically important for our economic future.

• Labour force issues remain a constant pressure for local employers, with the migrantworkforce only addressing some of the issues presented and there is a need to supportlabour attraction and retention (‘place to live, work and play’).

• Opportunities exist around the agricultural and visitor sectors, with the private sectorbeing acknowledged as needing to take the lead on these; some believe Council should be funding these whereas others are of the view that Council should not be involved in thisarea of economic development.

• Infrastructure in the district is viewed as being of a good qualty, with rural roads, bettertelecommunications access in rural and alpine areas, and traffic congestion along SH1being identified as the key services that need to be addressed to help boost the economy.

• Technology and IT infrastructure are very important for the growth in agriculture,manufacturing, and tourism, and need ongoing investment to keep Ashburton districteconomically progressive.

• Developing Ashburton’s profile includes improving its image and developing visitorattractions through attracting investment and improving community assets and activitiesover the long-term.

The majority of the interviewees agreed that Council’s role in economic development is to work with industry and businesses to “seek solutions to make growth happen”. This is a key message for Council. Council’s role is not to be singularly responsible for the economic development actions for the district.

5.5.3.2 Development Framework Market Economics proposes an economic development framework based on seven pillars. The major work streams and emphasis for Council fall within the first three pillar groupings. The seven pillars are:

1. Signalling Council is “Open For Business” – the key focus of this pillar relates to Councilestablishing its position on economic development and delivering its services in a way thatsupports economic development. The Council needs to further define its role in economicdevelopment; develop clear policies and procedures for economic development; review itsinternal processes, approach and culture to support economic development; and monitorand track interactions with businesses and investors. The majority of this work can beundertaken using internal resources (subject to workflows and prioritisation) with someexternal help to review processes and culture.

2. Placemaking and Branding – this pillar is about creating spaces where people want to workand businesses want to be. The pillar includes Council’s tourism promotion, funded throughExperience Mid Canterbury. Other activities in this pillar relate to town centre revitalisation,district promotion, events marketing, business/retailer liaison, and the integration ofCouncil’s infrastructure assets/property holdings with private sector developments. TheCouncil’s CBD Working Group’s agenda is relevant; as is the Council’s 12 June 2016 adoptionof the Section 17A review of its tourism activity, with the recommended freeing up of iSiteresources to refocus that spending on events and promotion. A great deal of therecommended work in this pillar would require additional resourcing either through in-houseFTEs or contractors.

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3. Unlocking Latent Potential – this pillar is about Council developing a policy framework forwhat it identifies as “worthy” projects or areas for ratepayer investment, and an assessmentframework to measure proposals it receives from the private sector This would need to beoutsourced.

The intention is to enable Council to make better decisions in a more transparent fashion,with clear guidelines for potential investment partners for any future developmentopportunities and ideas.

4. Agriculture and Technology – this pillar is focused on industry-led projects that assimilatenew technology into the agricultural sector. It is identified as being one of the most importantareas that will impact on Ashburton District’s future, but it is not possible for Council to be the leader of this pillar. The key action for Council from this pillar relates to building soundworking relationships with the agricultural and technology sector, keeping up-to-date withthe progress being made in this fast-changing environment, and working in an advocacyspace to support the industry.

5. Natural Resource Management (two parts)

a. Water – this part of the pillar relates to the district’s natural capital and how to manage itin a sustainable manner whilst encouraging economic growth. While overall managementfor water consenting sits with Environment Canterbury in the regulatory sense, and theCanterbury Water Management Strategy focuses on compliance issues and targets formanaging the riverways, Council could take a more proactive approach in defining itsposition on water and investment opportunities.

b. Tourism & Events – this part of the pillar relates to developing new attractions, services,and events to attract visitors to the district. The report recommends continuing to useExperience Mid Canterbury for tourism promotion, with redirecting the i-SITE resourcingand website administration fees towards more tourism promotion and attracting majorevents. EMC presently administers a $20,000 p.a. events fund on Council’s behalf.

6. Start-ups, SMEs, and Business Support – this pillar is identified as one that should bedelivered by specialist agencies already working in this field, for example the CanterburyEmployers’ Chamber of Commerce, the IRD, MBIE, etc. Council’s role is seen as the enabler ofthese agencies’ services being offered in the district, either through co-funding or being theliaison/advocate for these agencies locally. This is an area where Council’s economicdevelopment funding was previously allocated to external agencies (Grow Mid Canterburyand Business Mid Canterbury). However, accountability and reporting back to Council on how effective its funding was became a cause of concern. Council could look at providinginformation for businesses on its own website that would link to the other agencies for thecourses and services they offer without being the direct deliverer or coordinator of thosecourses, or could fund/part fund external resource to perform this function. Collaboratingwith other Canterbury councils to develop a labour force and occupation profile also fallswithin this pillar.

7. Connecting and Supporting Infrastructure – this pillar relates to the roading network andthe rollout of rural broadband/fibre for telecommunications connectivity. Whilst Council’srole in roading is already clearly defined through existing work programmes and its ongoingrelationship with NZTA, there is the opportunity for Council to continue to lobby to have therailyards moved to the North Park Business Estate. Central government is already workingwith the telecommunications sector for the RBI and UFB rollout, and Council’s role is to helpenable progress.

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Rural connectivity is a work stream led by Timaru District Council for the Canterbury Regional Economic Development Strategy, and is not an area where this Council chose to invest additional resourcing in as part of the government’s RBI and UFB proposals.

5.5.3.3 Next Steps The Market Economics Report suggests that in order to implement the Economic Development Strategy actions need to be priroritised according to two main groups – the inward, Council-led focus, and the external outward focus led by other agencies in liaison with Council.

There are some ‘quick wins’ that Council could achieve in the inwards-focused actions, with the report identifying the pragmatic approach of developing three stages of implementation for the other Council-led activities (short, medium and long-term).

The Council’s 2017/18 budget for Economic Development is $233,329, plus $25,000 for economic data supplied by Infometrics. An additional carry forward of $100,000 was brought forward into the 2017/18 financial year of unspent economic development activity funding from the 2016/17 year. Expenditure to date from the fund this year has been $19,053 to Market Economics, $2,409 to host a Chinese delegation, $15,239 of community grants, and $22,500 to Infometrics.Total remaining unallocated funding avaliable for economic development activity is $299,028.

The Council’s 2017/18 budget for Tourism activity is $405,608, which includes the $20,000 events fund. Each year a Statement of Intent is entered into with Experience Mid Canterbury that directs the way the Council Controlled Company spends this money. With the recent decision to close one of the district’s two Council-funded i-SITES, the Council is now waiting to engage with the EMC Board on how that funding will be refocused into spending on events and promotion.

Based on the Market Economic’s recommendations, the main areas for consideration to allocate the Council’s economic development funding are:

• The ongoing provision of economic data from a supplier such as Infometrics;

• Additional contractor or staffing resource to help reprioritised existing resource carry outpolicy reviews and implementation of guidelines and the like in the different pillar areas;

• Funding or co-funding for SMEs and business support; and

• Additional events and promotion funding.

The are also some current work items that relate to economic development which Council might like to consider funding:

• Funding any CDB Working Group initiatives that have a stong economic development/ CBDviability component;

• Refunding the Parking Reserve (from the economic development activity budget) for lostrevenue resulting from the free parking trial being carried out on East Street to support the East Street retailers; and

• Increasing the Council’s $15,000 Sister City annual provision by say another $5,000 (fromthe economic development activity budget) to cater for any international relations items,which have an economic development element to them.

It is recommended at this time that Council sign-off on: • The continued purchase of economic data, which we make publically available;

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• The CEO making use of the fund in order to advance the more straightforward policyreviews and implementation of guidelines recommended in the different pillar areas,inclusive of developing a policy on water, and that any expenditure for these purposes bereported back to Council;

• That any one-off business cases for CDB Working Group initiatives that relate to economicdevelopment be signed-off through the Working Group’s normal delegated reporting line;

• That $5,000 of the fund is added to the $15,000 Sister City budget to allow for international relations activity that has an economic development element, sign-off approved by theMayor and CEO;

• That any consideration of funding or co-funding for SMEs and business support bedetermined through the 2018 – 2028 Long Term Plan deliberations process;

• That funding is transferred from the Economic Development activity area to the ParkingReserve for lost revenue resulting from the free parking trial which is being carried out onEast Street to support the East Street retailers;

• That in early 2018, after speaking to the Board of EMC, Council determines if it wishes tofurther increase its tourism promotion and events activities, and considers the appropriate mechanism for carrying out this work; and

• That the economic development framework based on the seven pillars and the associatedactions, as recommended in this report, be incorporated into the Economic DevelopmentActivity section of the Council’s 2018 – 2028 Draft Long Term Plan for public consulation.

6.5.4 Options and Risks Considered Option One: Adopt the Draft Economic Development Strategy and Action Plan With the decision to discontinue funding Grow Mid Canterbury in June 2016, the Council has moved on to develop an Economic Development Strategy and Action Plan. The focus should now be on adopting the Draft Strategy, and incorporating the recommended actions into the upcoming Long Term Plan for public consultation. If the business community and public have different views on what the Council should be doing in this space, then submissions with suggested changes can be deliberated on during the 2018 – 2028 Draft Long Term Plan process.

Option Two: Cease funding Economic Development activity Council could maintain its involvement in its other activities, many of which support economic development, and not undertake any specific economic development activity. This would reduce the funding impact on ratepayers. This is not recommended. Most councils have some form of economic development programme which they undertake for the benefit of their districts or cities. With the decision to discontinue funding Grow Mid Canterbury, the Council has developed an Economic Development Strategy and Action Plan and the focus should now be on implementing the recommended actions.

Option Three: Consult on the Draft Economic Development Strategy and Action Plan The Council could repackage the attached Draft Economic Development Strategy and Action Plan once it is approved by Council, and then carry out a special consultation exercise on it. The level of resource required to do this may not be warranted, given that Market Economics presented their work in public at the Council’s 10 August 2017 meeting (where it was received). Incorporation of the proposed approach into the Council Draft 2018 – 2028 Long Term Plan for public consultation is likely to be a better use of resource.

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6.5.5 Statutory Implications Local Government Act 2002 (Section 10, Section 17A, Section 82).

6.5.6 Significance and Engagement If Council proceeds with option one it will continue to fund the activity of economic development and consider the public’s view on its approach to economic development as part of the Draft Long Term Plan 2018 – 2028 process. If Council decided to cease funding the economic development activity, this would require public consultation. If the Council wished to specifically consult on the draft strategic document, it can do so in accordance with s82 of the Local Government Act 2002.

6.5.7 Financial Implications Financial implications are addressed within the body of the report.

PREPARED BY

VINCIE BILLANTE Community Relations Manager

APPROVED BY

PAUL BRAKE Group Manager Business Support

ATTACHMENTS: (circulated with agenda)

Appendix 1 Action Plan Appendix 2 Summary Table

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REPORT

Date: 14 December 2017Report to: CouncilFrom: Environmental Monitoring Manager Subject: Results of the Free Parking Trial

6.6 Results of the Free Parking Trial

6.6.1 Summary The purpose of this report is to provide Councillors with the findings of the one hour free parking trial which was conducted on East Street during the reporting period of 1 November 2016 to 31 October 2017.


1 That the report be received.

2 That a final decision on free parking be deferred until the review of Council’s parking strategy and traffic options for the CBD have been completed and reported back.

3 That in the meantime the free parking on East Street be continued until a final decision is made.

6.6.3 Background In July 2016 a delegation of East Street retailers presented to the Service Delivery Committee a request for free parking on East Street. That led to the formation of a working party comprising elected members, CBD retailers and Council officers to investigate parking issues in the central business area.

On 25 August 2016 the Council resolved to undertake a one year trial of free parking for the current 83 metered pay and display parks on East Street and that the method of control would be through the use of smart parking technology funded from the parking and traffic reserve account.

The smart parking technology was duly purchased and the trial began in mid- October 2016, once the sensors and base stations were installed.

During the trial period the most notable technical issue was discovered by chance when Parking Officers were alerted by their hand-helds to over-stayers, only to find that the bay in question was vacant. However, on further investigation it was noted that leaves and street debris blowing across and covering the sensor could trigger a false indication that the bay was now occupied. This was reported to the suppliers and is apparently a known issue. Arrangements were subsequently put in place to increase street cleaning to help address the issue.

Sensor Data A breakdown of the data obtained from the parking sensors is as follows:

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Full Year Monday to Sunday (00:01 to 23:59)

Total number of stays: 882,496

0-30 minutes duration: 777, 358

30 – 60 minutes: 72, 253

60 mins to 2 hours: 25, 610

2 hours to 5 hours: 5740

Over 5 hours: 1535

Average time parked: 14 minutes

Business hours Monday to Friday (09:00 to 17:00) - Public Holidays Not Included

Total number of stays: 630, 654


30-60 minutes: 55, 377


2 hours to 5 hours: 2, 932

Over 5 hours: 291


Public Holidays, Weekends and After Hours:

Total number of stays: 251, 842


30-60 minutes: 16, 876


2 hours to 5 hours: 2, 808

Over 5 hours: 1244


Additional Information Relating to the Permitted 1 Hour Maximum Stay:

Longest stay: 23 minutes (Bay 51 – adjacent to Kelly’s Bar)

Shortest stay: 5 minutes (Bay 1 – first bay off SH1 – free WiFi)

Most popular Bay: Bay 71 (toilet block - 24,270 stays)

Least popular Bay: Bay 7 (South end of East St – 3855 stays)

Retail Spending

In addition to data from the sensors, a report was commissioned from a company called Market View to analyse electronic transaction data for the trial period and the preceding two years. This research has concluded that the Ashburton District has seen a 1.3% decline in total spending since the introduction of free parking.

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The East Street precinct and the rest of the CBD both experienced decreases in spending of 4.1% and 4.3% respectively. Overall there has been more activity in the district with increased customers and transactions, but this has not led to an increase in the amount of spending.

The full report is attached. Appendix 1

6.6.4 Options and Risks Considered Option 1 - Reinstate paid parking until Council makes a decision on the future course of action. This would require the changeover of all parking signage on the street and on the pay and display meters. This would need to be changed again if Council ultimately decided to continue with free parking, or decided to reconfigure parking spaces.

Option 2 – Continue with free parking until the parking strategy and traffic options for the CBD have been reviewed and the public consulted. This option is more practical and will cause less confusion. It is the recommended option.

6.6.5 Statutory Implications Parking is controlled through the Council’s Transportation and Parking Bylaw. There are no statutory implications arising from any changes the Council makes for parking within this area.

6.6.6 Significance and Engagement The free parking trial was not considered as significant in terms of the Council’s Significance and Engagement Policy. Consultation was confined to a small group representing retailers within the CBD. Their feedback on the trial was sought for this report. One retailer, speaking on his own behalf, said that he is still receiving positive comments from the public about the free parking and that he would like to see free parking for the whole of the CBD. Comments were also received from another retail representative, and these are attached. Appendix 2

It is proposed that public consultation be undertaken on parking and traffic options next year.

6.6.7 Financial Implications In addition to the cost of purchasing and installing the smart parking technology ($35,471 plus $4,752 maintenance for 12 months), the free parking trial was initially estimated to result in a net loss of income of $58,000 per annum. The actual loss is $61,568.

The following table is a breakdown of the total income received from Parking for the entire CBD over the past three years. For the purposes of comparison the reporting period for each year is the same as the trial period, 1 November to 31 October.

1 Nov – 31 Oct yearly: 2014-2015 2015-2016 2016-2017 Infringement fees $204, 727 $175,514 $145,590 Fines $175,881 $123,147 $143,174 Meter Money Receipts $159,513 $145,609 $84,041 Parking Hood Hire $2,828 $3,197 $1,222 Total Revenue $542,949 $447,467 $374,027

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Income from infringement fees and fines over the trial period was only down 3% on the previous 12 months. However income from parking meters was down 42% on the previous 12 months. The figures in the table for 2016-2017 include revenue from infringements served on East St during the trial period, which can be further broken down as follows:

The total number of Infringements for parking in excess of 60 minutes during the trial period is 1769. Total revenue to be collected from those infringements served is $21,618.

All figures above are exclusive of GST.

PREPARED BY

RICK CATCHPOWLE Environmental Monitoring Manager

APPROVED BY

JANE DONALDSON Group Manager Environmental Services

ATTACHMENTS: Pg 30

Appendix 1 Comments from Retail Representative Appendix 2 (Market View) Impact of free parking on Ashburton (Circulated separately)

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APPENDIX 2

Hi Jane

Thanks for calling me back on Friday, and for passing on our apologies for the upcoming Council meeting. As mentioned on the phone we would definitely like to attend the meeting and have speaking rights when the council are in a position to decide on the future of free parking in Ashburton. I would appreciate it if you could please keep us abreast of the dates, etc. Regarding the free parking situation in Ashburton, please pass on the below comments at your discretion.

Recent advice indicates a reduction in parking revenue in the CBD of around $25,000, that has not been accompanied or “balanced” by an increase in retail transaction spend. Traditional retailing, as I’m sure you know and as we have discussed with the Council, is adjusting to: - exponential growth in online shopping- lifestyle changes where people see shopping as a recreational activity- improved transportation making distance less of an issue when consumers choose where to shop.

Ashburton is not immune to these effects, albeit our relatively older and traditional demographic has reduced the negative effects somewhat. Given the increase in choice available to consumers, barriers to accessing our CBD will certainly drive people to other offerings in the retail environment. Thus, the introduction of the new parking meters a few years ago (accompanied by aggressive and non-forgiving fines) had a negative impact on central retailers, increasing people’s reluctance to visit East Street and accelerating the reduction in foot traffic. We have good data confirming a significant decline in visits over this period.

On a positive note, the free parking trial on East Street has been a success and although it is difficult to reverse previous decline, the rate has slowed and our feedback from patients (e.g., those with mobility problems, who do not have to keep crossing the road to find a working meter, etc.) and customers alike has been very positive.

Ashburton’ s CBD is tired and old, with many empty shops and unattractive offerings such as second hand shops and real estate agents; against this background, anything we can do to retain and attract visitors to the town centre is vital. Our previous submissions have noted the diminishing returns available from paid parking as numbers decline (it is important to remember that the “golden days” of large parking revenues are gone, numbers of visitors to bricks and mortar business are declining regardless of council strategies). Reintroduction of parking fees would be a foolhardy measure with the potential to cause substantial further harm to the retailing infrastructure of Ashburton. The town centre would increasingly develop the appearance of an “empty restaurant”, unattractive to visitors who will vote with their feet. The important community functions and benefits of a thriving CBD would then be lost, and difficult (if not impossible) to recover.

So I urge you (the Council) to set aside your disbelief and intransigence, look at the statistics and seek feedback before deciding on this issue.

Regards, Carolyn Cameron

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REPORT

Date: 14 December 2017Report to: CouncilFrom: Community Relations Manager Subject: Catholic Church request for funding

6.7 Catholic Church Request for Funding 6.7.1 Summary

The purpose of this report is to provide the background information for Council to decide whether to grant a funding request from the Catholic Church to illuminate the tower and façade of the church on Sealy Street.


That Council declines the grant at this time, and requests the Catholic Church to submit a scope of works to consider this project as part of the Community Grants and Funding process.

6.7.3 Background The Catholic Parish of Mid Canterbury has requested the Mayor (and Council) to consider a “collaboration” to light up the church on Sealy Street as part of Council’s festive lighting project. The Church has proposed a collaboration between Council, EA Networks, and the Church to install some lights to illuminate the tower and façade, hook these into the streetlights on Havelock Street, and pay for the ongoing power. Appendix 1

The Church building is a Heritage A listed building on Council’s District Plan. It is one of two Heritage Group A churches in the district, and it is a Category One heritage building with the Historic Places Trust due to the architectural styling similar to churches in Lombardy, Italy. The proposal states the heritage aspect merits the consideration of Council to consider this as worthy of illuminating in a similar vein as Timaru District Council has done with the Basilica in Timaru.

Council has allocated $150,000 for festive lighting which is to be used as a combination of Christmas decorations and lighting/flags that could be used year-round. There is still yet a proposal to come for the lighting on the Green along East Street which EA Networks commissioned Xyst to do. The Church is proposing that the lighting of the tower and façade could be considered as part of this project.

Paul Wilson from Xyst has advised that the Church’s proposal of just one uplight to be hooked into the streetlight system and projected onto the façade is not the best lighting effect for a heritage building. He proposed to do a scope of works which would come up with the best scenario, complete with costings, but this would need to be commissioned by the Church and not Council. However, in his correspondence he indicated the following:

“There are several options available to illuminate the church in a manner that will enhance the architecture of the building and have sustainable operating costs. Direct floodlighting of the building with two high power (400W min) floodlights would cost in the order of $2,000 - $5000 depending on electrical supply constraints; however this approach would result in a very flat lighting effect.

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Preparing a lighting design using lower power but careful aimed lighting would highlight the architectural features of the building. A lighting design would cost in the order of $2,500 and would provide opportunities to emphasis the building appropriately give realistic cost estimates for installation”

Council’s Roading Team have advised that they are reluctant to start putting private lights into the streetlight system and it would need to have a meter to monitor the usage. The estimated ongoing cost to run each 400w light (which is what Paul Wilson has advised would probably not be the most suitable) every day from 7pm to midnight is around $57 per year. This is based on the current contract rates which amounts to $0.16 per weekday, or $0.14 per weekend day. Hence the ongoing cost to pay for the lighting power could amount to an annual amount of around $110-120 that effectively would be Council paying for the power to illuminate the church building. Hence, the cost to do this is not an issue, it comes down more to precedent.

In the past, Council has had a Major Community Projects fund which enabled money to be spent on community buildings which various groups could apply for. This fund was abolished more than five years ago as Council itself was spending significantly in the development of community facilities. However, community groups can still apply to the Community Grants and Funding rounds open in Jan/Feb each year for the following financial year for a specific project. The lighting of the church would fall outside of the Heritage Grant criteria so it would need to be a community development project, or out of the discretionary fund.

Father Geoff Gray has stated his Church is happy to negotiate and accept any assistance the Council could offer.

6.7.4 Options and Risks Considered Option one: Do not approve the grant and request the Catholic Church to submit to the Community Grants and Funding round in Jan/Feb 2018 with a scope of works to consider. (Recommended) The request for funding has come outside of the Council Community Grants and Funding rounds and is not eligible for a Heritage Grant. As it stands, the proposal is outside the scope of the festive lighting project which was to focus on the CBD area along East Street. It could be argued that there are distinct differences between this church building on a side street in Ashburton off the main highway, and the Basilica in Timaru which is on the main road. Additionally, Council would be setting a precedent in providing funds for lighting a private building and could be seen to favour one denomination over another. This could lead to other churches with heritage buildings, whether they are listed or not, to approach Council to do the same for them. By submitting a complete scope of works with an application for the Community Grants and Funding Subcommittee to consider as part of the 2018/19 community funding, Council will have a few options to choose if, and to what level, of support it would give to this project.

Option two: Approve the request to connect into the streetlighting system and pay for the ongoing power for the lighting. Approving the connection to Council’s streetlights and paying for the usage for a private organisation would be an inconsistent approach to Council’s roading and streetlighting system. However, Council could direct the Roading department to accept this request, and the $120 per annum could easily be absorbed into the budget to pay for the annual power costs.

Option three: Offer to pay for the scope of works and/or installation of the lights, but not the ongoing power costs. Council could offer the Church the option of paying for the appropriate scope of works by Xyst (up to $2,500) and then the subsequent installation of the lights, which could be from $5,000 to $15,000, depending on the number of lights involved and the infrastructure changes that would be

32


needed for the installation. The installation would be to the Church’s power supply, with them being liable for all ongoing power costs. Council could approach EA Networks to assist with the installation aspect, but again there would need to be a sound case as to why they would do this for the Catholic Church and not others. EA Networks could decline which would mean Council could offer to cover all the costs. This would mean it is a one-off grant that could be taken from the discretionary fund, without any ongoing annual costs for the power.

6.7.5 Statutory Implications There are no statutory implications of this proposal or as a result of the recommended option.

6.7.6 Significance and Engagement This issue is considered to be of low significance. There is a chance of reputational risk to the Council from other churches for deciding to fund to illuminate this church building over other heritage buildings, as the Church is still considered a private organisation.

6.7.7 Financial Implications There are no financial implications to reject the funding request as recommended and to ask the Church to resubmit an application with a scope of works to the Community Grants and Funding Subcommittee. The other options are to provide up to $17,500 funding to the Catholic Church for the one-off scope of works and installation costs, or to provide around $120 annually to pay for the power usage of the lighting.

PREPARED BY


APPROVED BY

PAUL BRAKE Group Manager Business Support

ATTACHMENT: Pg 34

Appendix 1 Catholic Parish of Mid Canterbury letter

33

34


REPORT

Date: 14 December 2017Report to: CouncilFrom: Community Relations Manager Subject: Representation Review

6.8 Representation Review 6.8.1 Summary

The purpose of this report is to advise Council of the representation review process and to place options before Council prior to asking the public for comment as part of a pre-review consultation process. Approval to engage in pre-review consultation with the community is requested.

The recommendations in this report have been determined by the Representation Review Working Group, following a meeting on 7 December 2017. Appendix 1



2 That Council engages the community in a pre-review consultation of representation options, with the primary option being:

a) That there be nine Councillors;

b) That there be three wards consisting of Ashburton, Eastern and Western;

c) That a minor ward boundary be made to reduce the size of the Eastern ward boundary;

d) That there be:Five Councillors representing the Ashburton ward Two Councillors representing the Eastern ward Two Councillors representing the Western ward

e) That there be no Councillors elected at large;

f) That there be one Community Board at Methven with:a membership of five elected members, and two District Councillors.

6.8.3 Background A representation review looks at – • the number of Councillors• whether those members are to be elected at large, or by ward, or by a combination of both• ward boundaries, ward names and the number of elected members for each ward; and• whether there should be Community Board(s) and if so the nature and structure of the

Community Board(s).

Council is legally obliged to conduct this review at least once every six years.

35


The Representation Review Working Group was formed to consider matters leading up to the statutory consultation process. The group was tasked to: • Agree on the options that should be detailed for community consultation• Consider the options and agree on a pre-review consultation strategy• Conduct the pre-review consultation• Consider the information received and refer an initial proposal to Council for resolution.

The pre-review consultation process will provide valuable feedback to assist Council when it drafts its formal proposals.

The Working Group met on 7 December to consider the above matters and took into account the following information: • The 2006 review was a demanding exercise and heavily influenced by Council’s 2005

Development Plan. That review led to the most significant boundary changes since 1989 anda shift in the urban rural balance in favour of the Ashburton Ward. The new names, Easternand Western, were bestowed on our rural wards and the Methven community extended thenumber of its Community Board members to five.

• The 2012 review saw no change to the status quo apart from a minor amendment to theMethven Community Board boundary.

• Ashburton District has one of the highest member to population ratios in the country, and thehighest among Canterbury councils.

• Statistics NZ Population projects for 2023 (the year when the next review will be conducted)determine that Council may not be meeting the +- 10% rule if the number of Councillorsremains unchanged. The table below shows that if the population projections are accurate,both the Eastern and Western ward would be close to exceeding the ratio limit.

Ward Population Members Population Member Ratio

Ashburton District

Western Ward 6,236 2 1:3,118

Eastern Ward 9,822 3 1:3,274

Ashburton Ward 20,274 7 1:2,896

Total 36,300 12 1:3,025

Ratio limits are determined by +-10% of the total ratio. The low limit is 1:2,723 and the high limit is 1:3,327.

• The communities of interest require a minor amendment to the Eastern and Westernboundaries. Given population growth particularly in the Lake Hood area, the Eastern ward isconsidered too large to effectively represent the community. The interests of communitiesresiding nearer to the Methven township (but outside of the Ashburton ward) would be betteraligned with the interests of the Western ward.

• The Working Group consider there to be distinct communities within the Ashburton (urban),Eastern (sea-ward facing rural) and Western (inland-facing rural) wards.

• The Methven community remains distinct with unique interests therefore justifies the need for a community board.

6.8.4 Options and Risks Considered The working group considered several options as opposed to the status quo, which are detailed below.

36


Election by ward or district The Working Group considered if there was a need for different communities of interest to be represented. The options considered were: (1) election by ward (status quo); (2) election by district; and (3) mixed model.

The Working Group recommend election by ward because the status quo arrangements are sufficient for the current and future needs of communities.

Number of Councillors The Working Group considered if the number of Councillors would represent the district effectively, and if the member-population ratio met the 10% +- ratio for now and in the future. The status quo in Ashburton compared to other councils was also considered. The options considered were: (1) status quo; (2) reduce the number Councillors; and (3) increase the number of Councillors.

The Working Group recommend the number of Councillors is reduced when considering population projections. It was determined increasing the number of Councillors was not appropriate given the high population per member.

Ward boundaries The Working Group considered if the current ward boundaries were representative of communities of interest, encouraged participation (such as voting or having enough candidates to hold an election) and the impact of ward boundaries on decision-making. The options considered were: (1) status quo, (2) minor amendments to ward boundaries (such as boundary changes); and (3)major amendments to ward boundaries (such as combining Eastern and Western into a ‘rural’ward).

The Working Group recommend minor changes are made to existing ward boundaries because the new boundaries better reflect communities of interest. The Eastern ward is predicted to grow, with the inclusion of Lake Hood, therefore the interests of communities located nearer to the Methven township would be better represented by the Western ward.

Community boards The review also needs to consider whether community boards be retained, altered or disestablished and the number of members on a board. A community board can comprise between 4 and 12 members. At least 4 of those members must be elected at the same time as the council elections and no more than half of the total number can be appointed (councillor) members.

The Working Group recommend no changes are made to existing arrangements for Methven Community Board because the status quo arrangement is sufficient to meet the current and future needs of the Methven community.

The Working Group also determined no additional community boards are required to represent additional communities of interest.

6.8.5 Statutory Implications Statutory requirements are extensive and are provided for in Local Electoral Act 2001. The review process is set out in section 19H to 19Y. Further statutory requirements are provided for under the Local Government Act 2002, in particular s.14 which requires councils to:

• make itself aware of, and have regarding to, the views of all its communities• take account of the diversity of the community’s interests• provide opportunities for Maori to contribute to decision-making processes.

37


6.8.6 Significance and Engagement This matter has been assessed against Council’s Significance and Engagement Policy. The review of representation arrangements in considered significant, given the impact on the wider community. The recommendation in this report is to undertake pre-review engagement to ensure the views of the community are considered prior to Council determining the proposal for formal consultation.

If Council accept the recommendation to undertake pre-review consultation, the process will be approximately as follows:

Date Task

14 Dec 2017 Report to Council • Working group recommendations presented• Seek approval for pre-consultation

Feb – March 2018 Pre-consultation • Survey• Public meetings (if required)

March 2018 Working group meet to consider findings from pre-review

April 2018 Report to Council – pre-consultation review findings

April 2018 Council resolution – initial proposal

Mid-April 2018 Public notice – initial proposal

May -June 2018 Formal consultation

July 2018 Working group consider submissions and amend proposal if necessary

September 2018 Public notice – final proposal

8 Sept – 10 Nov 2018 Appeal period

November 2018 Final public notice when appeal period closes (if no objections). If objections are received, forward to Commission

February 2019 Commission considers and makes determination

April 2019 Appeals to High Court lodges

12 October 2019 Local government election

6.8.7 Financial Implications The cost of this review will be met from existing consultation budgets within the Community Relations team.

PREPARED BY

RACHEL THOMAS Policy Advisor

APPROVED BY


38

APPENDIX 1


Representation Review Working Group MinutesMinutes of the Representation Review Working Group meeting held on Thursday 7 December 2017, commencing at 10.30am, in the Council Chamber, 2 Baring Square East, Ashburton.

Present Councillors Neil Brown, Peter Reveley and Stuart Wilson. Also present Crs Leen Braam, Russell Ellis, Lynette Lovett and Mark Malcolm.

In attendance Group Manager Business Support, Community Relations Manager, Policy Advisor and Committee Secretary.

1 Apologies Mayor Donna Favel.


3 Conflict of Interest Nil.

4 Representation Review Process

The Working Group was convened to receive information on the process for reviewing Council’s representation arrangements.

The Working Group’s direction was sought on ward boundaries, the number of elected members, whether they should be elected district-wide or by ward, if any additional community boards were required and if the status quo for Methven Community Board should remain. .

The Policy Advisor outlined the timeframe for the review, reporting that pre-consultation, while not required, is considered as best practice. It is proposed to undertake a survey in the new year on Council’s preferred option.

The Working Group proposed that the current ward system be retained and that the number of elected members be reduced to 10 including the Mayor. The basis of this would be five urban ward councillors and four rural ward councillors (split between the Eastern and Western wards).

The Policy Advisor confirmed that this proposal would improve the member to population ratio and the boundary adjustment required can be achieved.

The Working Group supported the status quo for the Methven Community Board.

The Policy Advisor will provide a report to Council on 14 December with the Working Group recommendation. Draft boundary maps will be circulated prior to the meeting.



2 That Council engages the community in a pre-review consultation of representation options, with the primary option being:

a) That there be nine Councillors;b) That there be three wards consisting of Ashburton, Eastern and Western;c) That a minor ward boundary be made to reduce the size of the Eastern ward boundary;

Cont’d

39


d) That there be:Five Councillors representing the Ashburton ward Two Councillors representing the Eastern ward Two Councillors representing the Western ward

f) That there be no Councillors elected at large;

e) That there be one Community Board at Methven with:a membership of five elected members, and two District Councillors.

Wilson/Reveley Carried

The Working Group meeting concluded at 3.12pm.

40

Council 41 14 December 2017

REPORT

Date: 14 December 2017

Report to: Council

From: Mayor

6.9 Mayor’s Report

6.9.1 Mayor’s Update

6.9.1.1 Australia International Trade Association – Chinese Enterprises Outbound Investment

Conference

This was an informative and inspiring opportunity to meet many local government officials in China

(the cost the Ashburton District ratepayer, was NZ Internal travel only). The delegation included:-

Michael Guo – CEO of AITA – Australia International Trade Association & Associates

Anae Arthur Anae – Former Auckland City Councillor

Phillip Wratten – CEO Executive Director - Dreamtime Nursery

Samuel Lewinson – Director JAR Aerospace

Michael Kauter – Founder and CEO – Strategic Political Counsel

Les Szancer – Director – Avalon Pacific

Steven G. Moon – Sydney Local Government Committee Senior Vice President

Mayor Tracy Hicks – Mayor of Gore District

Mayor Donna Favel – Mayor of Ashburton District

We had a very full and varied programme attending many events and presenting on our respective

areas. On average, I presented once, if not twice a day on the Ashburton District. Mayor Tracy Hicks met with representatives from a Beijing company investing in the Gore District, who took the

opportunity to advise they were potentially investing in a secondary business in his district.

The trip arrived in Changsha, Xianning, Wuhan, Hubei and Beijing and included:

Changsha

16/11 – Presented to a group of approximately 20 business representatives

17/11 – Attended - 2017 Chinese Enterprises Outbound Investment Conference

17/11 - Presented to Vice Chairman Wang Jinzhen – CCPIT and delegation

Xianning

18/11 – Planted three trees to commemorate the NZ / Australia visit

- One each planted by Arthur Anae, Mayor Tracy Hicks and myself

- Mayor Hicks and I, were the first South Island Mayors to visit Xianning 19/11 – Rest and travel day

Wuhan

20/11 – Presented to a Group of 20 interested Investors

20/11 - Presented to CCPIT – Wuhan

- note that Wuhan is Sister City of Christchurch

- An agreement was signed between AITA and Wuhan CCPIT

Hubei Province

21/11/ – Department of Commerce, delegates included: - Deputy Director-Governor – Department of Commerce

- Director - Division of Investment Promotion of Department of Commerce - Director – Division of Foreign Economic Relations and Trade of Department of Commerce

- Director – Division of Institution, Innovation of Work Office of China

- Director – Division of Foreign Trade of Department of Commerce


- Deputy Director – Division of Service Trade of Department of Commerce

- Deputy Director – Division of Foreign Investment of Department of Commerce

- Deputy Director – Division of Investment Promotion of Department of Commerce

Beijing

22/11/17 - Visited the Australian Embassy – to discuss Trade and Processes

- Matthew Brent – Trade Commissioner – Counsellor (Commercial)

- Medina Hajdarevic – Second Secretary (Economic)

- Chuck Yang – Senior Business Development Manager 22/11/17 - Presented at Feitian Hotel to approximately 60 delegates

23/11/17 – Attended the AITA debrief and wrap up

With connecting flights and layovers, the travel home took approximately 32 hours. In summary, it

was an amazing opportunity and a great chance to further understand the obstacles and

opportunities when working with China.

There were many opportunities and connections made that need to be teased out.

I received a gift, on behalf of Ashburton District Council, from Vice Chairman Wang Jinzhen – CCPIT –

Chamber of International Commerce (on display at afternoon tea)

6.9.1.2 Chinese Consul Celebration in Christchurch

Chinese Consul General H.E. Wang Zhijian and Madame Mao Qi, hosted a reception at Chateau on the Park, to commemorate the 45th Anniversary of the Establishment of Diplomatic Relationship between

China and New Zealand and the 120th Birth Anniversary of Rewi Alley.

I received a gift, on behalf of Ashburton District Council, from artist Jingmouning, of two laminated postcard size illustrations, of Rewi Alley (on display at afternoon tea).

When I attended the Sister City Conference in May 2017, I personally purchased a copy of “Rewi Alley – from Canterbury to China” by Philippa Reynolds. I wish to gift this to the Ashburton District Council.

6.9.1.3 Canterbury Mayoral Forum

The Canterbury Mayoral Forum was held in Christchurch 30 November/1 December. At the working dinner on the Thursday evening, Mayor Lianne Dalziel did a presentation on Christchurch, Gateway

to the South Island. On Friday morning, Mayor Damon Odey led a working breakfast with Mike Smith (WISP) and Chris O’Connell (Digital Developments Associates) regarding Rural Broadband.

I was delighted to learn that EA Networks and the Ashburton District are seen as the Centre of

Excellence for Rural Fibre networks and Hinds is seen as the Centre of Excellence for Rural Farm

networks.

Other items covered included:

Christchurch NZ – direction, priorities

Engaging with new Government

CWMS Update

CREDS funding update Environment Canterbury Community Outcomes 2018-28

Church Property Trustees request for support for Lotteries

Chief Executives Forum report – 3 year work programme 2017-19 Schedule of meetings for 2018

6.9.1.4 Civil Defence Emergency Management

Another informative meeting, highlights were: Selwyn District Community Response Model

Tsunami Threat Faced by Canterbury Links

Group Budget and Long Term Plan


New Zealand Response team Development

Local Controller Appointments

Tracy Tierney – Timaru District Council

Jim Henderson – Ashburton District Council

A copy of the agenda can be found here: CDEM Group Joint Committee meeting – 1 Dec 2017

LGNZ Webinar – Civil Defence – Your Role in Emergency Management

Sarah Stuart-Black from the Ministry of Civil Defence and Emergency Management is to host a 45

minute webinar at 11:00am on Tuesday 12 December.

6.9.1.5 Canterbury Regional Transport

At the Canterbury Regional Transport meeting is was agreed rather than having Transport meetings

at the end of the Mayoral Forum, they would be moved to take place before the Forum. Therefore, in

future, they will be on the Thursday afternoon.

Agenda items at the meeting included:

Potential changes to the Government Policy Statement on land transport

Implementation of regional transport scorecard

Opportunity for freight model shift

CREDS update

South Island Regional Transport Committee submission on low emissions economy

6.9.1.6 International Visit – Chengdu, China

This visit was connected to us through the Ministry of Foreign Affairs. A delegation of six from Chengdu, China visited on Thursday 9 November. The delegates were:

Ms Yang Hui – Vice Governor Mr Ma Tinggui – Xichang City / Mayor

Mr Deng Tianyou – CPC Yanuan County / Secretary

Mr Ma Xiaohe – Agricultural and Animal Husbandry Bureau of Liangshan / Director Mr Yu Mingliang – Housing and Urban-Rural Construction / Director

Ms Zhao Ming – Foreign and Overseas Chinese Affairs Office of Liangshan / Vice Director

Liangshan has an area of 60,423km2 and over 4.5 million inhabitants (2010).

As this visit was organized by Ministry of Foreign Affairs, we had little detail nor control on when it

occurred. Unfortunately, it coincided with a day that Councillors were in a workshop. It was therefore

left to Experience Mid Canterbury General Manager Bruce Moffat and myself to showcase the

Ashburton District via a power point presentation with a cultural, tourism and economic overview.

The visitors then reciprocated with an overview of their district. Principal Ross Preece hosted the

delegation at the Ashburton College showcasing technical studies, sewing, cooking and graphic

design classes. The group had lunch at Miyabi Restaurant. One of the delegates was Agricultural and

Animal Husbandry focused, so thank you to Federated Farmers Chair Mike Salveson, who joined us to

speak specifically on farming. Bruce Moffat then escorted the delegation to Leaderbrands. The cost to Council for hosting this group was $225.

The delegation extended an invitation to all they met to visit their prefecture in China.

I was presented with a gift, on behalf of Ashburton District Council, from Vice Governor, Ms Yang Hui of a handcrafted rice wine set, on behalf of the Yi people (on display at afternoon tea).

6.9.1.7 New Zealand China Mayoral Forum

I attended the New Zealand China Mayoral Forum which was held at Te Papa, Wellington on 3-4

December 2017.

This mechanism, launched on 21 November 2014, provides a platform for peer-to-peer exchanges for

New Zealand and China mayors to discuss issues of mutual interests, strengthen practical co-

operation and enhance friendships.

https://www.ecan.govt.nz/get-involved/council-and-committee-meetings/view/2017/12


The 2017 forum theme was “Sustainable economies – balancing economic development with the

environment”.

It was 2014 that LGNZ hosted the first background: http://www.lgnz.co.nz/new-zealand-china-mayoral-forum/

Forum Programme:

http://www.lgnz.co.nz/new-zealand-china-mayoral-forum/programme/

Business Matching Meetings:

http://www.lgnz.co.nz/new-zealand-china-mayoral-forum/business-forum-and-matching-meeting/

In 1974 bilateral trade between China and New Zealand was valued at $700 million, in 2016 $23 billion.

The target for 2020 bilateral trade between China and New Zealand is $30 billion.

Overall it was a very positive and well attended conference, Chinese delegations listed:- Zhuan Jiahan – Mayor of Xiamen -> land 1,699 km2 -> population 3,531,347

Chen Zhiying – Executive Vice Mayor of Guangzhou -> land 7,434 km2 -> population 14,000,000

Bian Xianghui – Vice Mayor of Qingdao -> land 11,067 km2 -> population 9,046,200

Gao Zimin – Vice Mayor of Shenzhen -> land 2,050 km2 -> population 11,908,400

Feng Yuzhen – Mayor of Hohhot -> land 17,200 km2 -> population 3,060,000

Pei Weidong – Mayor of Liaoyang -> land 4,743 km2 -> population 1,835,000

Dai Qiyuan – Mayor of Huaibei -> land 2,741 km2 -> population 2,200,000

Guo Feng – Mayor of Qingyuan -> land 19,200 km2 -> population 4,100,000

Xi Jincai – Mayor of Baoji (Shaanxi) -> land 18,172 km2 -> population 3,775,000

Li Mingyuan – Mayor of Weinan -> land 13,134 km2 -> population 5,359,900

Zhao Qichao – Vice Mayor of Heihe -> land 54,390 km2 -> population 211,313

Jia Taibin – Mayor of Dunhuang -> land 31,200 km2 -> population 200,000

There were many learnings at the forum and as I get an opportunity to investigate further, will share in upcoming reports. One I’d like to share now, is Chinese President Xi Jinping has announced that

2019 will be the Chinese Year of Travel. Combine that with an announcement from Ali Baba, who are seeing increasing interest in Winter Sport Apparel and sporting gear due to the upcoming Beijing

Winter Olympics, it all bodes well for Ashburton District and Mt Hutt ski Field (recently voted NZs best

ski field – for the third consecutive year).

Along with the other mayors and deputy mayors, from China and NZ I signed the Wellington Declaration (a copy is attached). In summary:

We both agree that the communications between our businesses and local governments play a crucial

part in the bilateral relationship of New Zealand and China. For our cooperation, the basis shall be identification of opportunities; the core is economic development; and the purpose is to bring tangible

benefits to our people.

Under the framework of the Mechanism, we propose to strengthen our mutual trust, enhance the

communication in various areas, push forward pragmatic projects, realise information sharing and

deepen our friendship.

To summarise what has been achieved and advise for the future of our cooperation between business

and local governments of the two countries, we propose to take turns for hosting mayoral forums

between New Zealand and China.

We agree to host the 3rd New Zealand China Mayoral Forum in China.

6.9.1.8 GMA Filipinos Television – Investigating Documentaries

Thank you to EMC GM Bruce Moffat and Ashburton District Councillors Bell and Price, for organizing

and hosting the GMA Life TV documentary crew. Thanks also to Councillor Lynette Lovett for hosting

the crew at her Bed and Breakfast accommodation. Also to the many locations and tourism venues that enabled the documentary crew to showcase our beautiful Ashburton District. The crew focused

on our landscape, our industry, expatriate Filipinos who have settled in the Ashburton District and

also on New Zealand’s first Filipino born Councillor – our very own Councillor Bell.

http://www.lgnz.co.nz/new-zealand-china-mayoral-forum/

http://www.lgnz.co.nz/new-zealand-china-mayoral-forum/programme/

http://www.lgnz.co.nz/new-zealand-china-mayoral-forum/business-forum-and-matching-meeting/


The show is scheduled to air on Philippines TV on both 21 and 28 December and the Ashburton District

Council will be provided with a copy of the video.

The crew did call into a Council workshop to film Cr Bell at the table. They took that opportunity to convey a message from the Filipino community that they are very happy with their new lives in the

Ashburton District. I replied, that we are very happy to have them here.

I received a gift, on behalf of Ashburton District Council, from the GMA TV Crew, an ocean themed

clock (on display at afternoon tea)

We agreed a budget of $2,000. I have seen receipts for fuel ($352.56) and meals ($565.64). I am hoping kilometres travelled with ADC vehicles will come in under $1,000.

6.9.1.9 Regional Water Management Committee

At the Ashburton District Council meeting held 21 September 2017 it was resolved to appoint Selwyn

District Councillor Nicole Reid to the Regional Water Management Committee. Cr Reid attended the Regional Water Management Committee on 10 October 2017 and the next meeting is to be held on

Tuesday 12 December 2017.

https://www.ecan.govt.nz/data/document-

library/?Search=regional+water+management+committee%2C+agenda&documentTypes=-

1&pageSize=12&start=1&sortDir=desc

6.9.1.10 Sister City / International Guidelines

At the Policy & Bylaw meeting, 30/11/17, direction was given to staff to prepare a paper on Sister Cities

and International Relations Policy. Initial costings / timing advised to the Group Manager Finance and Business Support, have come in at $15,000 and several months.

Over the last 14 months, with little direction from Council in these areas, the absence of an Economic Development team and as your Mayor, I have been attempting to fill a void, which other councils are

strongly resourcing. In the interim I seek your endorsement on the following guidelines.

Sister City Relationship Guidelines

Working with Officer - Paul Brake – Manager Finance and Business Support

Purpose - To guide Mayoral actions and decision making in relation to council’s sister city relationship

Guidelines

Ashburton District Council has four sister cities: Pulaski – United States of America, Ashburton –

United Kingdom, Shiozawa – Japan and Puyang – China. That the first and second relationships, are

considered inactive and little to no contact is to be made. That the third and fourth are considered

active and work towards the civic level agreements of Civic co-operation.

Ashburton District Council also agreed to a friendship city with Xianyang, Shaanxi Province in the People’s Republic of China. Friendship City, apparently means Ashburton District Council are working

toward a Sister City relationship. This agreement was made August 2016, just before the 2016

election.

Preference is no further Sister Cities for Ashburton. Any requests to full Council (via subcommittee)

Unless a matter of urgency, the matter should be referred to our Sister City / International

Committee

Proposed travel that relates to a Sister city relationship needs to be supported by a business case

that outlines the benefits of the travel against the following criteria:

The travel / activity must support Council’s vision, business objectives and aspirations for the future as encapsulated in the Long Term Plan, or

The travel / activity must support Council’s current priorities and / or flagship projects

The business case to be approved by a recommendation from the CEO to Council

https://www.ecan.govt.nz/data/document-library/?Search=regional+water+management+committee%2C+agenda&documentTypes=-1&pageSize=12&start=1&sortDir=desc




Generally travel costs of accompanying persons will not be paid for

At the conclusion of the travel the elected representative / staff member is required to provide

a written report to Council

This guideline, does not include travel by elected representatives that has been undertaken

at the request of and paid for by other international, national or local organisations. Such travel may be undertaken at the discretion of the elected representative.

International Relationship Guidelines

Working with Office: Paul Brake – Manager Finance and Business Support

Purpose: To guide Mayoral actions and decision making in relation to International Relationships

Guidelines:

Reflecting on the first 12 months of the 2016-19 Council term, there have been several groups of

International guests ranging from USA Service Club, School Groups (Germany, Japan and Thailand)

and several civic delegations from the People’s Republic of China. Then there have been several corporate visits – Fineboon and GMA TV, Philippines.

Unless a matter of urgency, the matter should be referred to Sister City / International Committee

In all situations, we are attempting to :-

get our guests to sign a Visitors Book – located at Council Chambers

Further to signing the book, School Groups and Service Clubs are :-

provided a small pin with Ashburton District Logo

shown a power point presentation of our district

may host event in conjunction with a morning or afternoon tea

Further to signing the book Civic / Economic Development / Education Delegations are :-

provided a small pin with Ashburton District Logo


may host event in conjunction with lunch / dinner

provided with location visits of industries of interest

If hosting budget is less than $1,000 – no need for Council to approve

Further to signing the book, Corporate Delegations are :-


may host event in conjunction with lunch / dinner

If hosting budget is less than $1,000 – no need for Council to approve

There sometimes may be delegations where the lines are blurred and definition of Corporate vs Civic rationale, is to be determined by Group Manager – Finance and Business Support

For all of the above, while it is recognised the groups do want time and photographs with the Mayor, other Councils do have other elected members lead these presentations.

The expenditure in this area to date has been closely monitored and has come in less than the budget

agreed.

Recommendation

That Council endorse the Guidelines for Sister City and International Relations.

With two delegations early in 2018, I am seeking your endorsement of the Guidelines.

Geraldine Ling from Fineboon has advised Madam Wei Hua, Secretary General of Xianyang, from our

Friendship City may be visiting Ashburton January 2018 (with a delegation of approximately 6), for 2 days.


Fineboon executives have invited Deputy Mayor Neil Brown and myself, to attend the opening of their

newest factory in Hulunbuir Mongolia. The trip would include stop overs in Xianyang, Hulunbuir,

Hangzhou and possibly our Sister City Puyang. Realising that the Ashburton District Council is a small

Council, with limited resources, Fineboon have kindly offered to pay for our visit.

6.9.1.11 Chorus Cabinets

In 2014, New-York based Kiwi artist Bruce Greig illustrated three of the district’s most prominent

cabinets a refreshing new look (1) under-the-sea themed mural outside the Tinwald Tavern (2) Van-

Gogh inspired landscape nearby on Manchester Street and (3) portrait on Harrison Street at the

Allenton Shops.

Chorus generally commission murals on cabinets that are regularly hit by graffiti, although they were more than happy to work with us, despite our low rates of graffiti. So, in early 2018, two new Chorus

cabinets will be given an artistic treatment. After some discussion with visual arts professionals, two

artists were identified and asked whether they would be prepared to work on a cabinet each. Young

artist Ben Lysaght has taken inspiration from the beautiful lupin fields around the district and will

decorate the cabinet box outside Rosebank Rest home on Walnut Avenue. Award winning artist Sarah Harper will paint an aerial view of an agricultural crop on a cabinet near the intersection of Oak Grove

and Alford Forest Road.

Thanks to Councillor Price who assisted in co-ordinating the artists and their applications.

6.9.1.12 Bereavement of Alan Reith

It is with a heavy heart, I wish to invite Councillor Stuart Wilson, to acknowledge the passing of retired County Councillor Alan Reith.

6.9.1.13 Additional Gifts

In future I will endeavor to report gifts to Council in the period they occur I do have a couple of others

that have been omitted.

I wrote to congratulate Alan Trott on his Queens Service Medal, in the 2017 New Years Honors list.

Alan responded and kindly gifted Ashburton District Council a copy of “Paradise Through the Seasons

– A Year in the Life of Trotts Garden” (on display at afternoon tea)

Mount Hutt College have a long standing relationship with Yumegaoka Junior High School. Groups from the high school visit annually and many civic gifts, for the people of the Ashburton District, have

originated from Yumegaoka Junior High School. It was 14/8/17, a group visited and kindly delivered an ornamental miniature helmet (on display at afternoon tea)

6.9.1.14 Ministry of Social Development As a result of the interview on the AM Show interview with Duncan Garner on 3 October 2017, I was

contacted by the Ministry of Social Development (MSD) requesting details of the employers needing

staff to try and facilitate employment for those registered as jobseekers.

On Monday 6 November MSD Regional Commissioner for Social Development, John Henderson

accompanied by MSD staff Jo Aldridge and Wendy Koster came to Ashburton District Council to meet

the Mayor. Joining her was Deputy Mayor Neil Brown and Ashburton District Councillors Leen Braam

and Russell Ellis. As this was an exceptional opportunity for local employers to share their concerns

directly with the MSD, other invited guests were – Malcolm Wallace (Talleys), Jonathan Ward (Wilsons

Bulk Transport), Gary Casey (ACL), Nathan Currie (Federated Farmers – Dairy Section), Bernie Marra

and Jane Harnett (Ashburton Hospital) and Ashburton College Principal Ross Preece.

The employers told MSD about the difficulties they were experiencing in finding and retaining staff. The difficulty of perspective employees to obtain a drivers licence was one of the key issues discussed,

along with the lack of public transport, which made it difficult for employees without drivers licences

to get to workplaces. MSD were able to inform the employers about some of their initiatives, including LSV – Limited Service

Volunteers, Sector Work Programme and Workbridge.

Council 48a 14 December 2017

Economic Development is on the next Council agenda for 14 December 2017. Ashburton College

intend to investigate possible initiatives for assisting youth drivers to get their licences.

As at 19 October there were 257 people registered in Ashburton as jobseekers. The unemployment

rate was 2.1% in the Ashburton District as at 30 June, 3.6% in the Canterbury Region and 4.6% in New

Zealand as at 30 September.

6.9.1.15 Ashburton I-Site

CEO Andrew Dalziel, Deputy Mayor Neil Brown and I, are scheduled to meet with Tony Todd and Peter

McQuarters on Wednesday 13 December. An update will be provided to Council.

6.9.1.16 Christmas Break – Refreshed for 2018

As 2017 comes to close, I wish to thank Councillors, for your ongoing commitment to strive for the betterment of the Ashburton District and her residents. Councillors, we’re back on deck, Wednesday

16 January 2018. This is earlier than other years, but for many of you facing your first Long Term Plan,

will prove most useful.

I’d also like to thank Chief Executive Andrew Dalziel and Council staff, for your commitment in 2017.

Wishing everyone a safe and happy holidays – see you all refreshed in 2018.

6.8.2 Meetings / Events

Recent meetings / events of note have included:

October

16 October: Ashburton Art Gallery – Christmas Card Judging

16 October: Met with ACL Gary Casey, John Tavendale and ADC CEO Andrew Dalziel

16 October: Met with Peter Lowe and Cr Stuart Wilson re: MAR Update

17 October: Attended meeting of the Reserve Pool Committees

17 October: Forest & Bird Meeting for Wakanui Beach Project

18 October: Political Decision Making

18 October: International Cleaners Day – thanked on behalf of ADC

18 October: Ashburton HYPE Youth Health Trust AGM

20 October: Reserve Board and Hall Workshop

20 October: Met with Melanie Brooks CE of Mayfield Hinds Valetta

20 October: Met with Poppy Cooper Vear - YMCA

20 October: Met with Elaine Busby – McDonald Street resident

20 October: Speaking at the Weber Bros. Circus

22 October: Official Opening of the Hakatere Marae Wharenui 5am and 9am

24 October: Ashburton Zone Water Management meeting

24 October: Business Mid Canterbury Breakfast @ Reflections Café

24 October: Sister City Teleconference

25 October: Mt Hutt College – Thai Students

. . . (26 Thai Students / 1 Thai Teacher / 1 Mt Hutt College Teacher)

26 October: Surface Water Strategy Working Group and ACL Quarterly Report

26 October: ADC Council Meeting

27 October: Ashburton Newcomers Network AGM

27 & 28 October: Ashburton A & P Show

29 October: Ashburton Historical Society AGM

30 October: District Licensing Committee Hearing

30 October: Post Winter Air Debrief – ECAN Presentation

31 October: Interviewing for 2018 Head Boy & Head Girl at Ashburton College

31 October: Christmas Card Competition Presentation

Council 48b 14 December 2017

November 1 November: Attended Ashburton Youth Council

1 November: Met with Geraldine Ling (wrap up of recent Chinese Visits)

2 November: Advanced Reading

2 November: Met with Arowhenua representative to discuss protocol

2 November: Advance Ashburton Annual Celebration – Speaker Sir Stephen Tindall

3 November: Breakfast with Sir Stephen Tindall

3 November: Meeting with Kerry Maw-Smith re: RCPHO

3 November: Mid Canterbury Rugby Awards

5 November: Festival of Bands – Ashburton Domain

6 November: Met with Ministry of Social Development

7 November: Met with Gary Leech and Jo Taylor

7 November: Mt Hutt College Senior Prize Giving

8 November: ADC Workshop – Visit to Arowhenua Marae

9 November: Hosted a delegation from Chengdu organized by MFAT

9 November: ADC Council Workshop

10 November: Attended the Experience Mid Canterbury AGM

14 November: Hakatere Marae Komiti Hui

15 November – 23 November:

Thursday 16-22 November – Main Conference – Wuhan – Beijing

27 November: Meet and Greet – MP Andrew Falloon with ADC Staff

28 November: Attended the ACADS Community Alcohol Action Project

29 November: Mayors Professional Advisory Group Teleconference

30 November / 1 December: Canterbury Mayoral Forum

December 1 December: Mayoral Forum – CREDS / Civil Defence / Regional Transport

1 December: Chinese Consul General Wang Zhijan – Chateau on the Park

1 December: Light up the Night

2 December: Hyundai Mid Canterbury Santa Parade

2- 4 December: New Zealand China Mayoral Forum – Wellington

6 – 8 December: Filipino Film Crew in Ashburton District

6 December: Mt Hutt College Prizegiving – Years 7, 8, 9 and 10

7 December: Ashburton College Prize giving – Year 10

7 December: District Council - Ashburton Cadet Unit Final Parade

8 December: ADC Citizenship Ceremony – Rangitata MP Andrew Falloon in attendance

8 December: Met with Geraldine Ling and Fineboon Executives

8 December: Attended Rangitata MP Andrew Falloon’s afternoon tea

9 December: UNIFIL Filipino Christmas Party

10 December: Teleconference with Sister Cities NZ

11 December: ADC Infrastructure Strategy & Financial Contributions

11 December: LGNZ Roadshow

11 December: Met with Jan Cochrane (Sport Mid Canterbury) and Paul Brake

11 December: Hakatere Maori Marae Komiti Hui

12 December: ADC Residents Christmas Morning Tea

12 December: LGNZ Equip Webinar – Civil Defence

12 December: Japanese Ambassador celebration of Emperor’s Birthday

Deputation 10 November: Mid Canterbury Rural Women NZ - Cr Rawlinson

11 November: Armistice Remembrance Day – Deputy Mayor Neil Brown

24 November: Railway Footbridge Heritage Plaque unveiling - Cr Lovett

DONNA FAVEL

Mayor


REPORT

Date: 14 December 2017 Report to: Council From: Chief Executive

6.10 Chief Executive’s Report 6.10.1 Corporate Work Items 6.10.1.1 New Government Changes

With the formation of the new coalition Government there is a new Local Government Minister, the Hon Nanaia Mahuta. She is listed number 12 in Cabinet. She was the Minister of Local Government back in 2007 and 2008 when Labour was in power. Outside Cabinet Meka Whaitiri is Associate Minister Local Government and Kris Faafoi is Minister of Civil Defence. Other Cabinet appointments with strong local government relationships are: • Hon David Parker: Minister for the Environment and Minister for Economic Development;• Hon Phil Twyford: Minister for Transport and Minister for Housing and Urban Development;• Hon Damien O’Connor: Minister for Rural Communities;• Hon Shane Jones: Minister for Regional Economic Development, Minister for Infrastructure,

and Minister of Tourism;• Hon James Shaw: Minister for Climate Change; and• Hon Dr Megan Woods: Minister for Energy and Resources and Minister for Greater

Christchurch Regeneration.

There are 20 ministers in Cabinet, but only one Canterbury minister, Dr Megan Woods (Cabinet ranking 6th). Outside of Cabinet, former ECan Councillor and Green MP Eugenie Sage is the only other Cantabrian to pick up a portfolio – She is Minister of Conservation, Minister of Land Information, and Associate Minister for the Environment.

Canterbury has 17 MPs in total. There are four MPs whose representation covers or extends into the Ashburton district. Jo Luxton for Labour, Andrew Falloon and Amy Adams for National, and Rino Tirikatene, who is the Labour Maori member for the Te Tai Tonga South electorate.

A full list of Ministerial portfolios can be found at https://www.beehive.govt.nz/ministers.

The new coalition Government’s agenda may deliver a number of opportunities for the Ashburton district. For example: • An intension to invest in regional economic development, including forestry, infrastructure

and broadband;• Support for multi-modal transport planning and investment, including rail and coastal

freight, and a re-balancing of spending from the National Land Transport Fund;• Relocating government functions into the regions;• Increased resourcing for biodiversity and the Department of Conservation;• Increased spending on youth transitions and tertiary education;• Increased spending on health and policing; and• A public inquiry ‘a decade after the Shand inquiry’ to investigate the drivers of local

government cost and its revenue base.

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However, there are also risks and uncertainties for the Ashburton district. For example: • The Government’s understanding of and support for the multi-dimensional benefits of

irrigation (existing Crown Irrigation investment commitments are to be honoured);• Restrictions on immigration and international education;• Tougher standards, regulatory instruments, enforcement of freshwater management, and

potential compliance costs for the Council if called upon to contribute data to ‘acomprehensive set of environmental, social and economic sustainability indicators’; and

• The role of local government in implementing agreements on reducing emissions oradapting to climate change (Minimising waste to landfill with significant reduction in allwaste classes by 2020).

6.10.1.2 LGNZ Rural and Provincial Sector Meeting The Local Government Minister, Nanaia Mahuta and the Minister for Transport and for Housing and Urban Development, Phil Twyford attended and made presentations at the two day meeting (16 and 17 November 2017) in Wellington.

The Local Government Minister’s top priority for our sector is the Department of Internal Affairs led review of the Three Waters. She looked forward to working much more collaboratively with councils and reengaging with the community. She acknowledged the pressures councils are under to fund services and noted that the Government would again look at funding models for local government. She was concerned about the trend of declining civic and democratic engagement and is an advocate for electronic voting as a means to increase young people’s participation. She confirmed that legislative reform to reintroduce the ‘Four Wellbeing’s’ into the purpose of local government would be early and high on her agenda.

The Minister for Transport and for Housing and Urban Development urged councils to take a role in providing affordable housing to help address New Zealand’s housing crisis. He also outlined the reforms the Government intended to make in the transport area to a more ‘mode neutral approach’. A new draft National Policy Statement for Transport would be out in the New Year. He noted the importance of continuing to support ‘regional roading’ as the reform occurs.

6.10.1.3 Havelock North Government Drinking Water Inquiry The Stage Two report is expected to be released around 6 December. The recommendations are likely to call for a number of substantial improvements and stricter controls for drinking water suppliers like ourselves. We will be developing a communications response for the public about the standard and safety of Ashburton District Council’s drinking water supplies. The Government is likely to respond quickly to the recommendations. The Council will factor in the cost of any new legislative or regulatory requirements into its budgeting as soon as the Government’s direction is settled.

6.10.1.4 Minimum Wage Increase The Government recently announced that the minimum wage will increase from $15.75 to $16.50 in April 2018, and then progressively increase up to $20 by 2021. Approximately seven of Council’s 269 (full time, part time, and casual) employees will be affected by the April 2018 change. The employees are either after-school employees or trainees. The required total increase in payment over the course of a year for the seven employees will amount to slightly over $1,500. If the Council was to move to a $20 minimum wage at April 2018, 85 employees would be affected. The cost would be an additional $142,000. The Council would then need to address relativity issues and wage matrix rates for other employees. (Flow on costs have not been calculated).

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The cost of the progressive increases and relativity issues will be factored into the Council’s annual employment budget (when Government direction is given), which presently sits at $13.8m (out of a budgeted income of $62.2m).

6.10.1.5 Te Runanga o Arowhenua Hui The Mayor and Councillors, Leadership Team and other Council officers visited Arowhenua Marae in Temuka on Wednesday 8 November. We were accompanied by representatives from Hakatere Marae. The Mayor and a number of Councillors have previously visited the Marae for a variety of Council related business, but this was the first formal visit by the October 2016 newly elected Council.

The visit was arranged to assist the Council with its statutory obligation to maintain processes to provide opportunities for Maori to contribute to the decision-making processes of the Council; to consider ways in which it may foster the development of Maori capacity to contribute to the decision-making processes of the Council; and to provide relevant information to Maori for these purposes.

The hui included a Powhiri, morning tea, a health and safety briefing, a presentation and question and answer session about the history of the Marae and family affiliations; a briefing about the progress being made by Arowhenua’s new Aoraki Environment Consultancy company (which has been supported with seed-funding by Council); an open forum for questions and answers; lunch; a Poroporoaki; and a walk around the Marae area.

A ‘check-in’ at the end of the open forum on the current working relationship between Council and Arowhenua confirmed this as very good, with a lot of goodwill being evident.

6.10.1.6 Canterbury Economic Development Company Limited CEDC Ltd has now been wound up and removed from the Companies Register. CEDC Ltd was formed in October 2008 by ten Canterbury councils including Ashburton District Council, as a result of a national regional development funding programme that was instigated by the Government at that time. Funding from the NZTE Regional Strategy Fund was only accessible as a single application made by the entire region, via a regional entity. The Company has been inactive for the last six plus years. The Canterbury Mayoral Forum and all shareholding councils have previously formalised the decision to disestablish the Company.

6.10.1.7 Transwaste Canterbury Limited The Company held its annual general meeting on Thursday 27 November 2017. Ashburton District Council holds 600,000 shares in the Company.

An overview of current operations at Kate Valley landfill and Burwood resource recovery park was given. For the first four months of the 2017/18 financial year Kate Valley was 7% ahead of budgeted volumes for commercial waste; receipt of general waste was on budget. There were no lost time injuries or medical treatment incidents. Burwood Park received 11,000 tonnes of material during the four month period against a budget of 10,500 tonnes. The original estimate for Burwood was that it would receive 500,000 tonnes of material. As at 30 November it has received 789,000 tonnes. It is in its wind down phase, but another 50,000 to 100,000 tonnes of material is expected. There were no lost time injuries or medical treatment incidents at Burwood Park.

Kate Valley landfill gas now produces electricity which is powering 2,000 Canterbury homes (2 Megawatts). As the landfill continues to receive material it is expected that it will eventually power 7,000 homes.

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Transwaste Directors fees are reviewed and set on a three yearly cycle. A review has just occurred. It was resolved that fees be increased to $333,000 for the 2017/18 year, with a 2% adjustment annually until the next review.

Interim and final dividends paid earlier to shareholders, such as Ashburton District Council, were endorsed.

The Annual Report for the 2016/17 year was received. The Auditor General was appointed as the Company’s auditor.

An early indication of charges for the 2018/19 year was given. The general waste gate charge at Kate Valley is expected to increase by 1.9% to $101.88 (excluding waste levy and GST). Transportation charges will increase by 2.7%. The charges will be confirmed or amended in May 2018. The Council will factor the indicative movements into its budgeting processes. Professor David Norton of Canterbury University gave a presentation on the Tiromoana Bush Restoration Management Plan which highlighted the noticeable amount of regeneration that is now evident at the 400 hectare QE 11 covenanted area at Kate Valley.

6.10.1.8 Elected Member and Corporate Training In October 2017 elected members were able to undertake a day’s training on ‘Political Decision Making’, a course run by Sue Wells for Local Government New Zealand Equip that looked at decision making processes under the Local Government Act 2002. Some members also attended a course in August run by Sue on Resource Management Act Good Decision Making.

In November Brite Spark Learning and Development ran an Advanced Reading and Comprehension Programme course for elected members. All ten elected members who participated in the course improved their measured individual reading speeds and levels of comprehension. Brite Spark will come back in the New Year and run a similar course for a group of Council officers.

Meeting and Governance Solutions ran a course last week for Council officers focusing on understanding the political environment of Council and presenting effectively to meetings. They will also take a half day workshop for elected members on ‘Chairing Effective Meetings’ in the New Year.

Sue Wells will return in the New Year to run a workshop for the Council looking at progress made to date and what elected members hope to achieve before the October 2019 election.

6.10.1.9 Senior Management Appointments One of the suggestions made in the August 2017 McGredy Winder & Co Section 17A Review of Community Safety was that the Council nominate a senior manager as a Community Safety Champion. Jane Donaldson, General Manager Environmental Services has agreed to act in that role. The role will involve Jane taking an organisational-wide view on the provision of Council activities that have a safety component.

Section 11 of The Protected Disclosures Act 2000 requires public sector organisations to establish internal procedures for dealing with information about serious wrongdoing in or by that organisation, which among other things, must identify the persons in the organisation to whom a disclosure may be made. Jane Donaldson, General Manager Environmental Services and Cindy Meadows, Acting Manager People and Capability are the Council’s two appointments.

The Privacy Act 1993 requires agencies to ensure that there are, within that agency, one or more individuals whose responsibilities include among other things the encouragement of compliance, by the agency, with the Act and its information privacy principles. Jane Donaldson, General Manager Environmental Services acts as our Privacy Officer.

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In 2016 the Chief Archivist Marilyn Little issued a new mandatory Information and Records Management Standard under the Public Records Act 2005. A key change was the seeking of a nomination of an Executive Sponsor for our organisation. Paul Brake, the Council’s Group Manager Business Support is our Information and Records Management Executive Sponsor, providing executive level oversight to manage information and records management maturity and accountability throughout the organisation.

In 2014 the Chair of the Government’s Open Data Chief Executives Governance Group, Peter Mersi wrote to all local authorities inviting them to appoint Data Champions. We nominated Gordon Tupper, our Information Services Manager as our Data Champion, to help enable the Council to connect with the Government’s Better Property Services programme to help simplify property transactions for all New Zealanders.

In August and September this year Steve McDowell from Meeting and Governance Solutions looked at our protocols, processes and systems for supporting the political arm of the Council. One of his recommendations was that we improve the administrative support we give Council working groups. The Leadership Team has agreed to assign a member to all Council working groups. The relevant Leadership Team member is: • Administration and Library Facilities Project Control Group – Paul Brake, General Manager

Business Support;• Biodiversity Working Group – Neil McCann, General Manager Service Delivery;• Lakes Camp and Clearwater Landscape Working Group – Paul Brake, General Manager

Business Support;• Chinese Settlement Working Group – Paul Brake, General Manager Business Support;• Community Road Reference Groups – Neil McCann, General Manager Service Delivery;• Remuneration Working Group – Paul Brake, General Manager Business Support;• Sister Cities Working Group – Paul Brake, General Manager Business Support;• Stockwater Working Group - Neil McCann, General Manager Service Delivery;• Surface Water Strategy Working Group – Neil McCann, General Manager Service Delivery;

and• Town Centre Working Group - Jane Donaldson, General Manager, Environmental Services.

6.10.1.10 Organisational Structure The last major review of the Council’s organisational structure was back in 2013, shortly before I joined the Council. At the time it was decided to create a Service Delivery directorate. With the subsequent addition of EA Networks and the Museum into the group (with over 100 new employees), the directorate now ‘houses’ approximately 170 of our employees. The Executive Committee (Mayor, Deputy Mayor, Chair Service Delivery Committee and Chair Environmental Services Committee) have asked me to look at our organisational model again with a view to addressing some of the pressure points that have been occurring. Specifically, I want to have a look at the idea of splitting Service Delivery into two groups - Infrastructure and Community Services.

Strategic Pay who were involved in our 2013 reorganisation will be back here in the week beginning 18 December to canvas thoughts from the Executive Committee, Leadership Team and all of Neil McCann’s (General Manager Service Delivery) direct reports. They will have a look at the options and provide me with advice in the New Year about any change they/we think might be desirable, and depending on the extent of change, the level of consultation required with Council employees.

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6.10.1.11 Union Negotiations The Council settled scheduled negotiations with the Amalgamated Workers Union in July 2017. Collective bargaining negotiations got underway with the Public Services Association in November, and continue in December.

6.10.1.12 On-line Payments A review of the last four financial years shows the continuing growth of on-line payments as a preferred method of payment for our customers.

Customers paying their Rates (six instalments p.a.):

Year Paying at the Council’s Customer Services Counter*

Paying On-line, by Bank Transfer, or by Direct Debit

2013/14 53% 47% 2014/15 47% 53% 2015/16 45% 55% 2016/17 42% 58%

*Includes customers posting cheques and cash.

Customers paying their Parking, Litter and Animal infringements:

Year Paying at the Council’s Customer Services Counter

Paying On-line, or by Bank Transfer

2013/14 72% 28% 2014/15 62% 38% 2015/16 57% 43% 2016/17 49% 51%

Customers paying their Animal Renewals and Registrations:



2013/14 84% 16% 2014/15 78% 22% 2015/16 77% 23% 2016/17 72% 28%

Customers paying Building Applications:



2013/14 77% 23% 2014/15 62% 38% 2015/16 57% 43% 2016/17 52% 48%

The Council’s Customer Services Team is located at the ground floor entrance to the Administration Building at 5 Baring Square West. The Team currently comprises ten employees (six full time; two part time; and two casual). Inclusive of the Council’s after-hours contact centre contract and apportioned overheads, the cost to run the service is currently $718,000 p.a.

The Association of Local Government Information Management recently ranked Ashburton District Council as 12th out of 78 New Zealand Council’s for ‘Best Customer Experience Rankings’.

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Australasian Performance Excellence research that we participate in with PwC benchmarks the number of Customer Service staff employed by 99 Australian councils and 34 New Zealand councils. The 2017 report revealed that of the 34 New Zealand councils the average was 6.2 Customer Service staff per 100 employees. Ashburton District Council scored far lower with 3.8 Customer Service staff per 100 employees. The overall median number of Customer Service Full Time Equivalent staff members per 10,000 residents was 2.4 FTEs. Ashburton was 2.2.

The PwC research showed a clear linkage between larger and medium sized councils who offered on-line services requiring less Customer Services staff, and smaller councils with less on-line presence needing more Customer Service staff. Ashburton District Council is continuing to prioritise the development of on-line service offerings.

6.10.1.13 Total Energy Cost and CO2e Production The Council’s total energy expenditure for July to September for the last three years is set out below:

Monthly $ 2017 2016 2015 July $157,783 $180,358 $219,613

August $172,349 $179,927 $207,407 September $153,038 $157,065 $173,327

The Council’s CO2e production for July to September for the last three years is set out below:

Monthly kg CO2e

2017 2016 2015

July 108,117 139,738 164,522 August 122,167 145,414 154,145

September 113,746 112,683 130,793

Data supplied by Energy and Technical Services Ltd September 2017 e-Bench Complimentary Report.

6.10.1.14 Methven Electric Vehicle Charging Station I met with Gordon Guthrie, Chief Executive Electricity Ashburton in November to resolve how to connect power to the Council site that Electricity Ashburton are putting the charging station on in Methven. A proposed route through Council land had been declined by our Property Department due to the negative impact on our land. The land in question is fee simple. Provided the Council complies with the District Plan it can develop the site as it wishes in future. To allow cables on the land has the effect that in the future Council would have to get EA consent to use its own land; and the potential value and use of the land is compromised. A proposed route through the footpath had been rejected by the Council’s Roading Department due to the presence of other services and there being no available corridor in places for the cabling/ducting due to the minimum separation distances required to be met. The footpath route was also undesirable because of the decorative Methven Town Centre paving which would be difficult to reinstate once disturbed.

An alternative route suggested by the Roading Department was to locate the cabling in the road shoulder immediately adjacent to the channel. The Roading Department had facilitated a discussion with NZTA (their road in this particular case) and obtained agreement in principle subject to the normal road access requirements. However, if EA used this route they estimated it would cost them an additional $30,000 over and above the cost of the route through Council land.

I agreed that in order to resolve the matter quickly the Council would take a hit and grant them an easement over our land. I would expect a similar show of goodwill on EA’s behalf in future.

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6.10.1.15 Library Building Repairs In January 2017 the Ashburton library building was reassessed by engineers and was approved for a final five year extension of use before strengthening work is required.

Each year the temporary timber structure and supports are required to be inspected. This inspection was recently completed and some minor replacement of the timber supports were required (see attached example). This work has now been completed. Appendix 1

6.10.2 Staff Movements For the period: 26 October – 14 December New Starts • Jamie Smitheram, P&C Summer student- fixed term- full time(FT)• Laura Muckle, lifeguard- part time(PT)• Murray McFaull, Mower Operator/ Gardener- FT• Linda Speck, Customer service- PT• Barbara Adam, P&C Officer – Payroll -Fixed Term –FT• James Lamb, Emergency Management Officer / Safety Advisor- FT• Clare Boyles, EA Receptionist- PT• Ryan Hampton, Commercial Property Summer student – full time- FT• Connor Lysaght, Museum – Summer Student Full time- FT

Departing Staff • Gaston Velez, Aquatic Supervisor- FT• Maree Hunter, EANC Cleaner- FT• Grace Wills, Lifeguard- PT• John Morgan, Museum Assistant-PT

6.9.3 Meetings and Events Recent meetings and events of note that I have attended include:

October • 30 October: attended the Chief Executives Forum, followed by the Civil Defence Emergency

Management Coordinating Executive Group at Selwyn District Council.• 31 October: phone meeting with Annalisa Haskell, CEO Local Government Professionals,

NSW, regarding the PwC Local Government Australian Excellence Programme.

November • 1 November: attended a working lunch with Coen Lammers, Director & Communications

Advisor of Lammers Consulting, re the professional services he provides.• 3 November: met with Sue Wells, LGNZ Equip Associate, to discuss a workshop for Council

to review progress to date and future direction.• 6 November: met with Carolyn O’Brien, East Street Pharmacy and Bob McGregor, Health

2000 to discuss CBD revitalisation.• 7 November: met with the Leadership Team to review the Organisational Risk Register.• 8 November: visited Arowhenua Marae with Mayor and Councillors, Leadership Team and

other staff members.• 10 November: site visit to EA Networks Centre to view a leak in the entrance, caused by the

air handling units.• 10 November: met with Gordon Guthrie, General Manager of EA Networks, to discuss the

Methven electric vehicle charging site.• 13 November: phone meeting with Wiremu Matthews of Bright Spark, to discuss

professional development options for management and staff.

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• 15 November: met with Colin Ansell of New Zealand Institute of Economic Research, to discuss Council’s economic direction.

• 15 November: met with Malcolm Morrison, Associate of Morrison Low, to discuss road maintenance planning and asset renewal expenditure.

• 16-17 November: attended LGNZ Rural and Provincial Sector meeting in Wellington. • 22 November: attended a luncheon and presentation in Christchurch on ‘Sharing Digital &

Market Intelligence’ by Jacquie Barker, Chief Executive of Quotable Value. • 23 November: attended a Council workshop on Climate Change, followed by a

presentation by James Caygill, Fonterra’s Manager for Regional Engagement - SI. • 24 November: attended a Local Authority Protection Programme Board Meeting in

Wellington. • 27 November: meet and greet meeting with Andrew Falloon, National MP, with the Mayor. • 29 November: attended a presentation on Cyber Security by Canterbury Employers

Chamber of Commerce in Christchurch. • 30 November: attended the Transwaste Canterbury Ltd Annual General Meeting in

Christchurch. • 30 November: attended the Canterbury Mayoral Forum dinner.

December • 1 December: attended the Canterbury Mayor Forum, followed by the Civil Defence

Emergency Management Group Joint Committee in Christchurch. • 4 December: chaired the Information Systems Steering Group meeting. • 4 December: attended the Council’s Audit and Risk Subcommittee meeting. • 4 December: attended the Lake Hood Extension Project Stakeholder meeting. • 5 December: met with Graham Kennedy regarding a range of matters • 6 December: participated in an ‘Understanding the political environment of

Council/presenting effectively to meetings’ workshop with Council staff. • 8 December: attended a Regional Forum: ‘What the new Government means for the

regions and for Canterbury’ arranged by ECan in Christchurch. • 11 December: attended the Council’s Infrastructure Strategy & Financial Contributions

Policy workshop. • 11 December: attended the LGNZ Roadshow meeting with our Leadership Team, Mayor

and Councillors.

ANDREW DALZIEL Chief Executive Officer

ATTACHMENT: Pg 58

Appendix 1 Library building

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Appendix 1

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REPORT Date: 14 December 2017 Report to: Council From: Ashburton Zone Facilitator Subject: Ashburton Water Zone Committee

6.10 Ashburton Water Zone Committee 6.10.1 Summary

The purpose of this report is to provide the Ashburton District Council with an update from the Ashburton Zone Committee.

6.10.2 Advance Ashburton Foundation

Representatives from the Advance Ashburton Foundation attended the recent zone committee meeting to discuss the work of the foundation. In late 2016 the committee worked with the foundation to identify and fund a Canterbury University student to undertake a research project on groundwater and surface water interactions on the Ashburton River. The results of this study, will be presented at the zone committee meeting in January.

The committee and the foundation are motivated to work together in 2018 to identify other worthwhile projects that could help deliver the Canterbury Water Management Strategy in the Ashburton District.

6.10.3 Recreation and Amenity Ideas

Members of the committee prioritised the ideas that members of the public shared at the recent community planting day. Several of these projects ideas have been provided to ADC as they are most relevant to Council. In the New Year, the committee will consider how they can support actioning some of the other project ideas.

6.10.4 Land Use Consents

A huge effort has been made by Environment Canterbury to check that landowners in the district are on track to meet their environmental requirements. One on one contact has been made with over 400 landowners in the district to ensure they are on track to complete their nutrient budget and farm environment plan. Results indicate that majority of the landowners are on track and compliance action will be taken with the few landowners who are not.

6.10.5 Anzco Visit

Committee members, along with several ADC Councillors, attended a short fieldtrip to the ANZCO processing plant. The purpose of the fieldtrip was to understand some of the changes that ANZCO have made to improve the performance of their water management and effluent systems. These changes, along with improved monitoring, have successfully reduced ANZCO’s environmental footprint.

The next meeting of the Zone Committee is scheduled for Tuesday 30 January 2018.

OLIVIA SMITH Facilitator, Ashburton Zone

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