Agenda of Works and Services Committee Meeting

Works and Services Committee

Fields of Activity

The development of operational policy and the oversight of operations in the area of infrastructure works, tenders, procurement, including (but not limited to) the following activities:

· Three-Waters Infrastructure (Water, Wastewater, Stormwater)

· Property ownership, management, renewals, upgrades and developments

· CBD upgrades physical works

· Roading and transport operations (including Capital infrastructure development for bridges, roads and footpaths including cycleways)

· Solid waste operations (including refuse and recycling disposal and recycled materials)

· Water, wastewater and stormwater (including public drainage and watercourses)

· Infrastructure service provision

· Emergency Management

· Tenders

· Transport Strategy (including, public transport, cycling, cars, walking and other modes)

· Overview of the implementation of major projects including:-

- Model Communities Project

- Havelock North Streams

· And other projects as delegated by Council from time to time

Membership

Chairman appointed by the Council

Deputy Chairman appointed by the Council

The Mayor

All Councillors

Quorum – 8 members

DELEGATED POWERS

General Delegations

1. Authority to exercise all of Council powers, functions and authorities (except where delegation is prohibited by law or the matter is delegated to another committee) in relation to all matters detailed in the Fields of Activity.

2. Authority to re-allocate funding already approved by the Council as part of the Long Term Plan/Annual Plan process, for matters within the Fields of Activity provided that the re-allocation of funds does not increase the overall amount of money committed to the Fields of Activity in the Long Term Plan/Annual Plan.

3. Responsibility to develop policies, and provide financial oversight, for matters within the Fields of Activity to provide assurance that funds are managed efficiently, effectively and with due regard to risk.

4. Responsibility to monitor Long Term Plan/Annual Plan implementation within the Fields of Activity set out above.

Public Drainage and Watercourses

5 Authority to exercise the functions, duties and powers of the Council under Sections 446, 447, 451, 461, 467, and 468 of the Local Government Act 1974 (Sewerage and Storm Water Drainage).

6. Authority to exercise the functions, duties and powers of the Council under Part 29 (Land Drainage and Rivers Clearance) and Part 29A (Divestment of Land drainage schemes and water race schemes) of the Local Government Act 1974.

7. Authority to hear and determine submissions concerning the Council’s requirements for owners of private land to do works associated with private drains (Section 459 Local Government Act 1974).

8. Authority to hear and determine objections to the construction, by Council, of a private drain (Section 460 Local Government Act 1974).

9. Authority to make declarations of private drains to be public drains (Section 462 Local Government Act 1974).

10. Authority to exercise the functions, duties and powers of the Council under Sections 195 and 196 of the Local Government Act 2002 (Discharge of sewage and trade wastes).

Water Supply

11. Authority to exercise the functions, duties and powers of the Council under Subpart 1 (assessments of water and sanitary services) and Subpart 2 (obligations and restrictions relating to provision of water services) of Part 7 of the Local Government Act 2002.

Waste Management

12. Authority to exercise the functions, duties and powers of the Council in relation to waste management, including power to adopt waste management and waste minimisation plans under the Waste Minimisation Act 2008.

Roading

13. Authority to exercise all of the Council’s powers under the Local Government Act 1974 the Transport Act 1962, the Land Transport Act 1998 and the Land Transport Management Act 2003 in relation to roads.

14. Authority to approve policy guidelines for the initial naming of roads, and for the alteration of the name of any road, within the District.

15. Authority to recommend to the Council, after consultation with the Hastings District Rural Community Board (where appropriate), that the name of a road or part of a road be changed.

16. Authority to exercise the functions, duties and powers of construction, maintenance and control of roads delegated to the Council under Sections 62 and 63 of the Government Roading Powers Act 1989.

17. Power to resolve that land held as a road reserve be dedicated as road (Section 111 Reserves Act 1977).

Bylaws

18. Authority to monitor any Council bylaws relating to matters within the Fields of Activity and to recommend any amendments or additions to those bylaws to the Planning and Regulatory Committee for review and consideration.

File Ref: 18/714

REPORT TO: Works and Services Committee

MEETING DATE: Tuesday 20 November 2018

FROM: Parks Planning and Development Manager

Rachel Stuart

SUBJECT: Adoption of Draft Cornwall Park Management Plan for Consultation Purposes

1.0 SUMMARY

1.1 The purpose of this report is to request the Committee to adopt the Draft Cornwall Park Management Plan for public consultation purposes.

1.2 This requirement comes from the obligation of the Hastings District Council, as an administering body under the Reserves Act 1977, to prepare Reserve Management Plans for the reserves under its management.

1.3 The Council is required to give effect to the purpose of local government as prescribed by Section 10 of the Local Government Act 2002. That purpose is to meet the current and future needs of communities for good quality local infrastructure in a way that is most cost–effective for households and businesses. Good quality means infrastructure that is efficient and effective and appropriate to present and anticipated future circumstances.

1.4 The objective of this decision relevant to the purpose of Local Government is the delivery of good quality local infrastructure that creates places and spaces for recreation and arts and culture for the benefit of the whole community.

1.5 This report concludes by recommending that the Draft Cornwall Park Management Plan is adopted for public consultation.

2.0 BACKGROUND

2.1 As an administering body under the Reserves Act 1977 (the Act), the Hastings District Council is required to prepare Reserve Management Plans for the reserves under its management. The Plans identify issues, objectives and policies for the use, development, management and protection of the reserves within the District. Further, they seek to balance the protection of the natural resources on them, against the recreational needs of the community.

2.2 The Act requires a set process to be followed in the preparation of a Reserve Management Plan. Council has adopted the following process based on these requirements.

· Notification of intention to prepare Reserve Management Plan

· Receive comments from public for inclusion in Draft Plan

· Prepare Draft Plan

· Workshop with Council to consider Draft Plan

· Council adopts Draft Plan for consultation purposes

· Public notification of Draft Plan (60 day submission process)

· Hearing of submissions and make any required amendments

· Obtain Minister of Conservation approval

· Adopt Final Reserve Management Plan

· Monitor and review Plan as required.

2.3 Two workshops have been held with Councillors relating to the Cornwall Park Management Plan on 7 August and 8 November 2018, with all feedback now incorporated into the Plan for formal consultation purposes. The Draft Plan was also presented to the Disability Reference Group on 7 November; and Landmarks Advisory Group on 14 November.

2.4 The Works and Services Committee has authority to exercise all Council’s powers in matters affecting reserves including the adoption of Draft Reserve Management Plans for consultation.

3.0 CURRENT SITUATION

3.1 Cornwall Park covers a total area of 8.3365 hectares contained within two separate titles: (1) Lot 142 DP 1302 contained in Certificate of Title HB68/128 comprising 8.0937ha; and (2) Part Lot 2 Subdivision D Heretaunga Blk contained in Certificate of Title HB87/219 comprising 0.2428ha.

3.2 Various research into the use and facilities within the park has been carried out as part of the preparation of this Draft Plan, including a Safety Audit and Crime Prevention through Environmental Design (CPTED) Assessment

3.3 Public notice was given on 14 July 2018 under Section 41 of the Reserves Act 1977 of Council’s intention to review the 2009 Cornwall Park Reserve Management Plan, along with an invitation to send written comments and attend an Open Day at the Park on 29 July 2018. A letter was also sent to all adjoining residents, inviting their comments, and a link to a Community User Survey was publicised in the letter, on the public notice and on the Council website and Facebook page. The closing date for written submissions was 3 August 2018.

3.4 The survey process generated over 130 responses. In summary these responses requested the retention of all the existing facilities in the Park; with the following improvements:

· Improved children’s playground

· Improved quality of pathways and new pathways to Rose Garden and around Sportsfield

· New improved toilet facilities

· Improved quality of the duck pond and stream

· Provision of café

3.5 The Draft Cornwall Park Reserve Management Plan (Attachment 2) has been prepared and has taken into account all the identified issues and opportunities raised during the consultation and from various research.

3.6 The proposed vision for Cornwall Park identified in the Plan is: ‘the protection, management and enhancement of the natural, cultural and historic character of Cornwall Park as the premier Recreation Park of the District’.

3.7 The following Goals and Key Actions are identified:

Goal 1: The Park is well used by the local community for a wide range of activities encouraging them to visit more often and stay longer.

Key Actions

· Develop a new playground for all ages and abilities

· Recognise the needs of Hawkes Bay Cricket

· Provide opportunities for enhanced passive recreation activities and enjoyment

Goal 2: The Park is developed to ensure it is safe and accessible and that facilities meet the needs of people of all ages, abilities and interests.

Key Actions

· Seal pathways to improve user safety and accessibility

· Construct additional pathways around the lake and sportsfields to further enhance accessibility

· Provide new toilet facilities

· Maintain and enhance the well-loved Holt Memorial Display House, Osmanthus Gardens and Bird Aviary

· Recognise the limited availability of visitor parking when planning new facilities; or consider angle parking along Roberts Street.

· Consider the future use of the former Tea Kiosk building to optimise public use and benefit of the facility to park users

Goal 3: The landscape, open space values and natural character of the Park are recognised and protected.

Key Actions

· Implement a progressive restoration programme of the Duck Pond and Stream and surrounding riparian margins to improve water quality, aquatic and terrestrial habitats, indigenous biodiversity and the amenity of the area

· Conserve and enhance the open space character of the Park

· Manage existing trees and develop a Tree Succession Plan to maintain and strengthen character within the Park.

· Manage shrub bed areas to minimise entrapment areas and enhance passive surveillance and safety

Goal 4: The Park is rich in cultural and natural heritage. The landscape character and heritage features will be recognised, protected and preserved for future generations.

Key Actions

· Be effective kaitiaki to ensure the protection and conservation of the historic values and features of the Park

· Protect and manage the historic features of the Park, including earthquake rubble bridges, seats and protected trees

· Manage and promote events in the Park.

· Collect and interpret cultural, educational, historic and environmental information to promote the Park’s significance and importance.

Goal 5: The Park is managed and maintained to meet community needs and aspirations

Key Actions

· Work collaboratively with the community to achieve the vision for the Park and aspirations of the Plan

4.0 OPTIONS

4.1 There are two options available:

· Option 1 Adopt the Draft Cornwall Park Management Plan for public consultation purposes (with any amendments identified);

· Option 2 Do not adopt the Draft Cornwall Park Management Plan for public consultation purposes at this time.

5.0 SIGNIFICANCE AND ENGAGEMENT

5.1 The adoption of the Reserve Management Plans for consultation purposes will not trigger any of Council’s significance thresholds.

5.2 Consultation with interested and affected parties, user groups and the general public has been wide.

5.3 Once this Draft Plan is adopted for consultation purposes, an additional, the formal consultation process will activate, under the requirements of the Reserves Act 1977. This will enable the community to make formal written submissions, to be heard by the Reserve Management Plan Sub-Committee.

5.4 Once submissions are heard and their financial implications ascertained, Council will have to respond to the submissions and consider its ability to fund any additional requests.

5.5 The requirement to prepare such a Reserve Management Plan comes from the obligation of the Hastings District Council, as an administering body under the Reserves Act 1977, to prepare Reserve Management Plans for reserves under its management.

5.6 As identified in Section 3.0, consultation has been thorough and wide, with over 130 individual survey responses received, and feedback from a separate community open day held.

6.0 ASSESSMENT OF OPTIONS (Including Financial Implications)

6.1 Reserve Management Plans contain policies which will regulate how a reserve is managed. They identify key actions required in the management and development of reserves. As such they are fundamental planning tools to ensure that any work carried out on public reserves is undertaken in a planned and coordinated manner to achieve the best environmental and economic outcome.

6.2 The Management Plan also includes a Draft Concept Plan (Attachment 1). This plan identifies all the proposed new capital improvements and works. The main features of this Concept Plan are:

· New themed premier playground

· Provision of new public toilet

· New pathways to Rose Garden, around Cricket Green and Duck Pond

· Improve quality of Duck Pond and Stream

· Viewing platforms to Duck Pond and Stream

· Viewing areas and enhanced Cricket Green

· Consideration of future potential uses of the former Tea Kiosk

Children’s Playground

6.3 While the existing children’s playground is ageing with limited play value, it is located in a beautiful setting, surrounded by the stream, mature trees, historic seats and bridges and the sports fields.

6.4 The proposed design of the new playground is included in the Management Plan and respects the surrounding environment; highlighting the theme of water and oak trees, without impacting or encroaching on any historic features. Play features for all ages and abilities are proposed as well as the provision of new amenities including toilets, shelter, furniture and drinking fountain. In order to make optimal use of the existing site, and improve accessibility and integration with the former tea kiosk building, the Plan proposes the removal of a Redwood tree and 3 silver birch trees. None of these trees are Protected Trees. The Redwood has recently been assessed as showing signs of decline in some of its branches. All other trees in this area are proposed to remain.

6.5 The central feature within the playground is an acorn tower with connecting rope structures and slides. The 10m height of the structure allows users to be up in the trees looking down on the playground below. Other features include a flying fox; junior play area, raised mounds, swings, monkey bars, slides and spinners.

Public Toilets

6.6 The current toilet facilities are located on the ground floor of the Cricket Pavilion, and are in average condition in a poor location. A new toilet facility is proposed on the Concept Plan beside the new children’s playground. Once the new facilities are open, it is proposed that the existing facilities will be available for use only when games are being played on the sportsfields for spectator use.

Pathways

6.7 Pedestrian access around the Park is varied and limited in quality and location. Given the premier status of the Park it is proposed that existing pathways will be sealed to improve safety and accessibility for Park users of all ages and abilities.

6.8 There is evidence that pedestrians walk between the avenue of trees along the Cornwall and Tomoana Road edges of the Cricket Green, there being no footpath on the Park side of these roads. It is recommended that this track is formalised to activate the Park and facilitate improved pedestrian accessibility and safety, while ensuring the protection of the trees. A new pathway linking the Rose Garden off Fitzroy Avenue to the Park would also facilitate improved access; and surrounding the duck pond.

Improve Quality of Duck Pond and Streams

6.9 The Cornwall Park Aquatic System can be classified into three distinct habitat types: (a) Duck Pond; (b) Osmanthus Garden Pond; and (c) Stream. These waterbodies make a significant contribution to the natural and aesthetic character of the Park and are well loved by the community and park users.

6.10 The Duck Pond is located on the Tomoana Road boundary of the Park, and was artificially constructed with a small island in the centre. The water source for the pond is a borehole which is about 6m deep. The Osmanthus Garden Pond has a solid concrete base and is fed via groundwater bores.

6.11 The Cornwall Park Stream that runs through Cornwall Park is the remnant of a naturally occurring stream. The riparian areas surrounding the stream are a mixture of mowed edges and ornamental gardens that are largely managed for amenity value only. The stream flow is controlled by a weir that is located just before the stream exits the park near Cornwall Road, and is also used for storm water drainage from the surrounding areas. The water within the stream is largely stagnant and the stream bed has a thick layer of refuse, branches and leaves.

6.12 An Environmental Study of the Cornwall Park waterbodies was commissioned in 2018 with the aim to provide information regarding water quality; amenity and ecological value; and options to enhance their amenity and ecological value. The findings of this study form the basis for the policies included in this Plan, and noted the following:

· The Duck Pond and Stream are highly modified shallow systems that suffer from high nutrient, organic matter and temperature loadings;

· There is very little flow within the system to facilitate contaminant removal/dilution;

· Factors such as high temperature, decaying vegetation and low flows mean there is little oxygenation of the water;

· Aquatic species in the Duck Pond are limited to the native Longfin Eel.

· The Stream contains only a total of three species; Mosquito Fish, Common Goldfish and Longfin Eel.

· Odours emanating from the pond and stream are predominantly due to the degradation or ‘rotting’ of organic matter.

· There is low biodiversity within the Cornwall Park Aquatic System.

6.13 The Reserve Management Plan proposes that a progressive restoration programme be implemented to enhance the waterway and surrounding riparian margins; and greatly increase the recreational and environmental value of the aquatic environment. The recommended programme would include a two stage process of (1) Draining and Dredging the Pond and Stream; followed by (2) Riparian Planting.

6.14 Draining and Dredging will: 1) cause the desiccation and death of most pest aquatic weed and fish species in the pond; 2) trap and remove any desirable fish species such as goldfish and eels in quantities substantial enough to permit re-establishment of their population; and 3) allow for the easier removal of submerged organic matter and other sediment components for removal to landfill.

6.15 Once the pond and stream system has been suitably ‘cleaned’ of pest weed and fish species the implementation of a suitable riparian planting plan would have the long-term advantage of improving the terrestrial habitat as well as limiting the ingress of waterfowl.

6.16 Planting of the waterway with wetland species in the shallower margins would aid the removal of nutrients and improve the general ecological qualities of the system. Weed growth would need to be monitored and removed periodically when required during the initial stages of the riparian cover restoration until a canopy was established.

6.17 Improved stream dynamics and riparian management will not only benefit the stream and its immediate environs, it will also have a flow on effect to the downstream receiving waters, terrestrial biodiversity and public awareness of environmental issues. Targeted riparian restoration as well as careful reconstruction of the flows and bed dynamics will greatly enhance the general ecology of the area by increasing indigenous habitat, reducing weed growth and maintaining stable water temperatures.

Former Tea Kiosk

6.18 The former Tea Kiosk building overlooking the Cricket Green is owned by Council. It was built in 1929 and designed by Hastings architect Harold Davies in a modern rennasiance style.

6.19 Cornwall Park Playcentre have a lease to occupy the building which expires in 2019. The lease provides them with the exclusive use of the building and an adjacent 350m² area of open space which they use for four mornings per week, typically accommodating 17 children.

6.20 While the long history that Playcentre has with this building is recognised, its use for the purpose of a playcentre does not meet the primary purpose of a Recreation Reserve under the Reserves Act 1977. A playcentre should be located on a Local Purpose Reserve.

6.21 In addition, given the location of the building overlooking the premier Hastings cricket ground and new premier playground it is considered timely to reconsider its optimal community use. There is a distinct lack of community facilities available within parks and reserves, and those available are highly sought after. It is for this reason that Council typically seeks such facilities to be multi-use and multi-function.

6.22 The restoration and reintegration of this building into the park for wider community use, and to facilitate greater enjoyment of it, should be considered against the desire of the Playcentre to continue their lease. A number of alternative uses were requested by the community during the consutlation, including shelter, café, tearooms and meeting spaces.

6.23 At the expiry of the Playcentre lease in 2019, the Management Plan proposes that Council will consider alternative uses of the building to maximise public use, and work with Cornwall Park Playcentre to facilatate their potential relocation to an alternative site or building within the vicinity if this is required.

Financial Implications

6.24 As can be seen from Table 1, there is $1,545,000 included in Years 1-4 of the Long Term Plan 2018-28 (LTP) for Cornwall Park works, specifically allocated to playground, toilet and duck pond improvements.

2018-28 LONG TERM PLAN
Description	18/19	19/20	20/21	21/22	22/23	TOTAL
Playground Stage 1	$495,000	$495,000
Toilet		$170,000
Duck Pond and Stream				$385,000
TOTAL	$495,000	$665,000		$385,000		$1,545,000

Table 1: Existing Budget Cornwall Park

6.25 In addition to this, the proposed Concept Plan includes a further $1,330,000 of actions, as shown in Table 2 below.

PROPOSED UNBUDGETED ITEMS
Description	18/19	19/20	20/21	21/22	22/23	TOTAL
Grass Embankments				$20,000
Osmanthus Viewing					$75,000
Pathway Lighting				$5,000
Tree Uplighting					$50,000
Playground Stage 2		$250,000	$250,000
Event Seating					$10,000
Playground Shade		$100,000
Cricket Walkway				$100,000
Rose Garden Walkway				$40,000
Duck Pond Walkway				$65,000
Fountain Walkway		$90,000
Stream/Lake Viewing					$100,000
Aviary Enhancements					$75,000
TOTAL		$440,000	$250,000	$330,000	$310,000	$1,330,000

Table 2: Proposed Budget for Cornwall Park Concept Plan

6.26 It is recommended that these new actions be considered for inclusion in Years 2-5 of the Long Term Plan. Officers will make a submission to the 2019/20 Annual Plan for the proposed budget inclusions for Year 2, which will be considered against other Council priorities at that time.

7.0 PREFERRED OPTION/S AND REASONS

7.1 The preferred option is that the Draft Cornwall Park Management Plan be adopted for public consultation.

7.2 If this option is supported, the following process will be implemented by Officers:

(a) Public notification of the Draft Cornwall Park Management Plan available for inspection and comment (60 days from date of notice) in HB Today and on My Voice My Choice

(b) Personally advise all individuals and organisations who have been involved in the initial planning stages that the Draft Plan is available for inspection and comment

(d) Draft Plans and submission forms made available in the Hastings Library and on the Council website

7.3 Officers will notify the availability of the Draft Plan on 1 December 2018, with the deadline for submissions on 9 February 2019. Hearings can then be scheduled for the first quarter of 2019, enabling work to commence on the early priorities (premier playground and toilet) mid-year.

7.4 As discussed earlier in the report, there are currently adequate funds identified in the LTP for the identified works on the Concept Plan. The public consultation process will identify the public opinion on the proposed actions, and provide Council with the ability to amend the plan accordingly during the hearing process if required.

8.0 RECOMMENDATIONS AND REASONS

A) That the report of the Parks Planning and Development Manager titled “Adoption of Draft Cornwall Park Management Plan for Consultation Purposes” dated 20/11/2018 be received.

B) That the Draft Cornwall Park Management Plan (CFM-17-8-10-18-44) be adopted for consultation purposes and that officers be instructed to commence the consultation process as required by the Reserves Act 1977.

With the reasons for this decision being that the objective of the decision will contribute to good quality local infrastructure in a way that is most cost-effective for households and business by:

i) The preparation of Reserve Management Plans to identify Council’s intention with regard to the provision, development and protection of Cornwall Park for the community and future generations to enjoy.

Attachments:

Draft Cornwall Park Reserve Management Plan

CG-14-1-01052

Separate Doc

File Ref: 18/1026

REPORT TO: Works and Services Committee

MEETING DATE: Tuesday 20 November 2018

FROM: Strategic Transport Engineer

Eynon Phillips

Business Analyst

Cambell Thorsen

SUBJECT: Footpaths Local Share Options

1.0 SUMMARY

1.1 The purpose of this report is to obtain a decision from the Works and Services Committee regarding changes to the transportation programme and the reallocation of the local share funds now available as a consequence of NZTA introducing subsidies for footpath maintenance and renewals.

1.2 This issue arises as a consequence of:

· HDC footpath maintenance and renewal programme budgeted as an unsubsidised item. This means that the entire footpath programme was to be funded by rate payers.

· The level of funding approved by NZTA to the HDC iWay Infrastructure programme being higher than what was approved in Council’s LTP 2018-28

· The level of funding approved by NZTA to the HDC Minor Safety programme being higher than what was approved in Council’s LTP 2018-28.

· The shortfall in local share rate funding is getting funded from the Transportation Maintenance and Renewal Reserve. The reserve will run out over time.

2.0 BACKGROUND

GPS funding change

2.1 A new Government Policy Statement on Land Transport (GPS) was released in June 2018. This document sets out the government’s priorities for expenditure from the National Land Transport Fund (NLTF) over the next 10 years, showing how funding is to be allocated between activities such as road safety policing, state highway improvements, local and regional roads, and public transport. It has an increased focus on walking and cycling as well as road safety.

2.2 Previously funding for footpath maintenance and renewals was funded entirely by local government. To support an increased focus on walking and cycling this GPS proposes to assist local government by part funding footpath maintenance and renewals from the NLTF.

2.3 This change will reduce the local share of our footpath maintenance and renewal programme from 100% to 46% while still meeting our level of service targets for footpaths. This will free up local share to be reallocated for other purposes.

iWay Strategy

2.4 Following the successful delivery of the Model Communities and Urban Cycleway programmes an iWay Strategy was developed with the goal of a safe, attractive, and connected cycle network in a “complete streets” setting.

2.5 Continued investment in the iWays network is likely to encourage more walking and cycling, reduce traffic congestion and improve health, and lead to less crashes causing death or serious injury.

2.6 At the Works and Services Committee meeting on 22 August 2017 Council adopted the iWay Strategy (TR-17-4-17-1) and accepted Option 1 to deliver the programme over 15 years, subject to the LTP process.

2.7 The funding application made to NZTA for funding subsidy included the full amount required to deliver the first three years of the 15 year iWay programme.

2.8 The funding application was made to NZTA in August 2017 and this was done before Council has finalised the LTP.

2.9 During the LTP process the iWay budget was reduced to Option 2, which would deliver the same programme over 30 years.

2.10 The 15 year programme funding would enable the planned cycleway on Napier Rd to be completed next year with improvements to the cycleways on Southampton and St Aubyn St in 2020/21.

2.11 Under existing funding Napier Rd would not be completed until 2021/22, with Southampton and St Albans St to follow.

2.12 This is still in the process of being approved by NZTA. The final decision should be known shortly.

Minor Safety

2.13 The new Government Policy Statement on Land Transport (GPS) has an increased focus on road safety, as the number of deaths and serious injuries on our roads has increased in recent years.

2.14 A strategy targeting our High Risk roads and intersections, with works such as speed reductions, high risk corridor and intersection improvements, has been developed to address the locations with the highest likelihood of death or serious injury occurring.

2.15 A funding application for a proposed Minor Safety programme was made to NZTA in August 2017 and this was done before Council has finalised the LTP. This was approved with a subsidy of 54%.

2.16 During the LTP budgeting process the Minor Safety budget was reduced from the proposed amount.

2.17 Increased funding for Minor Safety would enable more of these High Risk locations to be treated within the next three years, further reducing the risk of death or serious injury on our roads.

Transport Reserves

2.18 In March 2013 Council established a Transportation Asset Management Reserve for the purpose of holding budgeted local share funds made available as a consequence of NZTA not approving the requested maintenance and renewable programme. This could then be used when NZTA subsidies became available so that deferred maintenance and renewal programmes could proceed.

2.19 This reserve has been utilised previously for the painting of Black Bridge. It is currently sitting at $881,345.

2.20 The reserve is being utilised for the first 2 years of the LTP to help fund the subsidised programme which means that at the end of the 2020 financial year the fund will have reduced to $378,045.

Flood and Emergency Response Reserves

2.21 Council has an established Flood and Emergency Response Reserve for the purpose of emergency repairs required following a major event. This reserve covers the rural area (Rating Area 2). It is currently sitting at $1,117,963. There is no equivalent fund for the urban and plains area. Should significant damage to critical Council infrastructure occur as a result of flooding, storm damage or other emergency, Council may have to reduce its maintenance and renewals programme to afford the local share for repairs in the case of an event.

3.0 CURRENT SITUATION

3.1 Footpaths are budgeted in the 2018-28 LTP as unsubsidised. Now that NZTA is subsidising this activity, this frees up 54 % of the local share originally budgeted. (see table below)

3.2 The iWay programme is budgeted in the 2018-28 LTP at a rate that would complete the planned programme over 30 years. However NZTA is considering funding to complete the programme over 15 years. If approved this will require additional local share of $160,080.

3.3 NZTA has approved funding for a larger Minor Safety programme to that budgeted in the 2018-28 LTP. To fully utilise the NZTA allocation, additional local share of $136,800 will be required...

3.4 The Transportation Reserve is budgeted to reduce to $378,045 by 2020. This reduces Councils ability to respond to increases in NZTA funding allocation.

3.5 There is currently no Flood and Emergency Response Reserve in Rating Area 1. In the event of significant damage to Councils infrastructure the local share of costs would need to be funded by either a reduction in the maintenance and renewal programme or exploring other funding options such as loan funding.

4.0 OPTIONS

4.1 Option 1: To fully fund the local share of the iWay (15 year programme) with the remainder added to the Transportation reserve.

Of the $558,090 surplus, $160,080 would be applied to the iWay programme and the balance of $398,010 transferred to the Transportation reserve.

4.2 Option 2: To fully fund the local share of the iWay (15 year programme) and carry out additional Minor Safety work, with the remainder added to the transportation reserve.

Of the $558,080 surplus, $160,080 would be applied to the iWay project with $136,800 to Minor Safety and the remainder of $261,210 to the Transportation reserve.

4.3 Option 3: Use $279,045 of the $558,090 surplus to create a flood damage reserve with the remaining $279,045 being applied to the Transportation reserve.

4.4 Option 4: Use $558,090 to reduce Transportation debt. The current balance for Transportation debt is $15.7m. The annual interest and repayment savings would be approximately $45,000.

4.5 Option 5: Use $558,090 for additional Footpath maintenance and renewals work above that subsidised by NZTA.

4.6 Summary table of Options.

4.7 *The above table only show the Local Share for Year 1. Similar amounts continue through Years 2 & 3 and NZTA subsidies will allow for additional spend.

5.0 SIGNIFICANCE AND ENGAGEMENT

5.1 In terms of Council’s significance policy this report is not of significance.

6.0 ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

Option 1: To allow Council to claim the full NZTA subsidy for the 15 year iWay programme with the remainder added to the Transportation reserve.

6.1 This option would allow Council to maximise its spending on the iWay programme, implementing the 15 year programme originally agreed by Council.

6.2 This option would also allow Council to replenish the Transportation reserve to allow Council to take better advantage of any increase in NZTA’s subsidised programme in the future.

Option 2: To fully fund the local share of the iWay (15 year programme) and carry out additional Minor Safety work, with the remainder added to the transportation reserve.

6.3 This option would allow Council to maximise its spending on the iWay programme, implementing the 15 year programme originally agreed by Council.

6.4 This option would also allow Council to maximise spending on road safety programmes.

6.5 This option would also allow Council to have sufficient additional funds in the Transportation reserve to allow Council to take better advantage of any increase in NZTA’s subsidised programme in the future or for short term changes to the transportation programme.

Option 3: Use half of the surplus to create a Flood and Emergency Response Reserve for Rating Area 1 and transfer the residual to the Transportation Reserve.

6.6 This option allows to Council to start building up reserves in a Flood and Emergency response reserve to be better prepared for Emergency events in Rating Area 1

6.7 This option would also allow Council to have sufficient additional funds in the Transportation reserve to allow Council to take better advantage of any increase in NZTA’s subsidised programme in the future.

Option 4: Use the surplus to reduce Transportation Debt.

6.8 This option would allow Council to reduce Transportation debt to create headroom for future loan funding and to reduce the interest and repayment costs to Council.

Option 5: Use the surplus for additional Footpath maintenance and renewal work.

6.9 This option would allow Council to do additional footpath work above that subsidised by NZTA.

6.10 This option would be unsubsidised as it is above the footpath budget agreed with NZTA. Therefore Council can only spend a maximum of $558,090 rather than $1,213,000 if it were used for a subsidised activity.

6.11 Thanks to previous work addressing a backlog in renewals, the condition rating of 99.4% of footpaths meets Councils targeted level of service.

6.12 The budgeted programme addresses those footpaths rated as poor and aims to maintain the rest of the footpath network.

7.0 PREFERRED OPTION/S AND REASONS

7.1 Option 2: To fully fund the local share of the iWay (15 year programme) and carry out additional Minor Safety work, with the remainder added to the transportation reserve.

7.2 This option allows Council to fully utilise the surplus local share as it is being used for subsidised activities.

7.3 This will deliver the desired iWay network over the next 15 years and will assist in achieving the desired outcome of modal shift.

7.4 This will improve safety on the road network, reducing the risk of death and serious injury.

7.5 This will align with the Governments priorities in the GPS on walking and cycling as well as road safety.

7.6 This will maintain the Transportation reserve at a level that allows Council to take better advantage of any further increase in NZTA’s subsidised programme.

7.7 Putting money into a reserve has the same impact on Transportations debt balance as repaying debt, but in addition gives Council the ability to take advantage of increases in NZTA’s subsidised programme.

7.8 Putting money into a reserve also enables Council to react to emergencies or other issues as they arise, providing funding for either subsidised or unsubsidised short term changes to the transportation programme.

8.0 RECOMMENDATIONS AND REASONS

A) That the report titled “Footpaths Local Share Options” dated 20/11/2018 be received.

B) That Option 2: To fully fund the local share of the iWay (15 year programme) and carry out additional Minor Safety work, with the remainder added to the transportation reserve, be adopted.

With the reasons for this decision being that this will contribute to meeting the current and future needs of our community for good quality local infrastructure, encourage modal shift, and reduce death and injury on our roads.

Attachments:

Proposed i-Way Strategy ten year plan

TR-17-4-17-1

Separate Doc

File Ref: 18/1109

REPORT TO: Works and Services Committee

MEETING DATE: Tuesday 20 November 2018

FROM: Group Manager: Asset Management

Craig Thew

SUBJECT: Asset Management Activities Update

1.0 SUMMARY

1.1 The purpose of this report is to update the Committee on progress with projects managed by the Asset Management Group and other activities, as well as strategies the Group has been working on during the 2017/2018 financial year. Financial details are reported as part of the separate quarterly financial report to the Finance and Monitoring Committee ultimately in the Annual Report.

1.2 The Council is required to give effect to the purpose of local government as prescribed by Section 10 of the Local Government Act 2002. That purpose is to meet the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost–effective for households and businesses. Good quality means infrastructure, services and performance that are efficient and effective and appropriate to present and anticipated future circumstances.

1.3 This report concludes by recommending that the report of the Group Manager, Asset Management be received.

2.0 UPDATE ON KEY PROJECTS

2.1 Each team within Asset Management has reported against their current LTP objectives. See Attachments 1,2,3 and 4 attached.

2.2 Attached is a Schedule of Contracts Let and Summary of Contracts Let (Attachment 5).

2.3 The Asset Management Projects Status Report is attached as Attachment 6.

3.0 CRAGGY RANGE TRACK

3.1 Reinstatement works for the top 495m of the Craggy Range track were carried out between 30 October – 8 November 2018. This involved recovering as much of the material from the original track construction on site, supplemented with imported silt material, being replaced and compacted to reinstate the former ground level. A combination of hand, excavator and helicopter work was used in the reinstatement. A drought tolerant grass species was placed on the fill, with a further matting product pinned to retain fill material, hold moisture and to encourage grass growth. The work was completed within the scheduled time for the project and within the estimated budget.

4.0 WAIMARAMA ROAD CYCLEWAY (Landscape Ride)

4.1 This project was placed on hold due to the Craggy Range trail issue but is a critical Health and Safety issue for the existing Landscapes ride to resolve. Staff from both HBRC and HDC are working collaboratively on an updated project plan, with emphasis on dealing with land issues and approvals prior to the end of 2018.

4.2 Council had previously been progressing a cycle track on the western side Waimarama Road for part of the route, and HBRC had progressed investigations to provide an off sealed road track staying on the western side of the of the road over the first hill section. Work has now been completed on aggregating these sections of the “Mad mile” of the Landscape trail on Waimarama Road.

4.3 A meeting was held with MBIE representatives on 2 November to confirm budget and contributions.

5.0 REGIONAL COLLABORATION – CAPITAL WORKS PROGRAMMES

5.1 Officers have been meeting with counterparts from the other HB Councils, HBDHB, NZTA, and Ministry of Education representatives to collectively consider shared opportunities and risks in delivering the programmes of work across the region.

6.0 QUALITY MANAGEMENT SYSTEM

Objective – To Provide Opportunities for Improvement to Our Quality Management System

6.1 During the period 1 July to 30 September 2018, 3 Continuous improvement opportunities were identified and recorded in the Asset management Quality system.

6.2 Work on creating a new NZS3910 Contract Management Manual is complete and the new manual was released at a team workshop in late August along with a new suite of templates to help streamline internal contract management processes.

6.3 Currently a scoping exercise is underway in regards to a review of the current procurement policies, procedures, and supporting systems. This review is not limited to the asset management group procedures.

7.0 RECOMMENDATIONS AND REASONS

A) That the report of the Group Manager: Asset Management titled “Asset Management Activities Update” dated 20/11/2018 be received.

Attachments:

1	3Waters Report	CG-14-5-00077
2	Parks and Buildings Report	CG-14-5-0074
3	Transportation Report	CG-14-5-00078
4	Waste and Data Report	CG-14-5-00079
5	Summary of Contracts Let and Schedule of Contract Let	CG-14-5-00082
6	Asset Management Projects Status Report	CG-14-5-0072

Hastings District Council

Lyndon Road East, Hastings