Agenda of Hastings District Rural Community Board

Hastings District Rural Community Board – Terms of Reference

The Community Board is a separate entity to the Council. The role of the Community Board is set out in Section 52 of the Local Government Act 2002. The Council is authorised to delegate powers to the Community Board.

Membership (7 members)

Chair (elected by the Board)

Deputy Chair (elected by the Board

4 Elected Community Board Members

1 Mohaka Ward Councillor

1 Kahuranaki Ward Councillor

1 non-voting Youth Council appointee

Quorum – 4 members

DELEGATED POWERS

General

1. To maintain an overview of services provided by the Council within the Community Board’s area.

2. To represent, and act as an advocate for, the interests of the community represented.

3. To consider and report on all matters referred to the Board by the Council, or any matter of interest or concern to the Community Board.

4. To communicate with community organisations and special interest groups within the community;

5. To undertake any other responsibilities that are delegated to it by the Council.

6. To appoint a member of the Community Board to organisations approved by the Council from time to time.

LONG TERM PLAN/ANNUAL PLAN/POLICY ISSUES

7. Authority to make a submission to the Long Term Plan/Annual Plan process on activities, service levels and expenditure (including capital works priorities) within the Board’s area or to make a submission in relation to any policy matter which may have an effect within the Board’s area.

ROADING AND TRAFFIC

8. Authority to exercise the Council’s powers and functions in relation to roads within the Board’s area under the following sections of the Local Government Act 1974:

· Section 335 (vehicle crossings);

· Section 344 (gates and cattle stops);

· Section 355 (overhanging trees).

9. Authority to exercise the Council’s statutory powers (including any relevant powers conferred by bylaw) over roads within the Board’s area in respect of:

(i) Road user behaviour at intersections;

(ii) Controls on stopping or overtaking

(iii) Controls on turning

(iv) Pedestrian safety,

(v) Footpath maintenance and improvements.

(vi) Accident investigation studies, lighting and other safety works

10. For the avoidance of doubt, nothing in this delegation authorises a Community Board to deal with a matter, in the exercise of delegated authority, in a manner which is conflict with any policy or decision of the Council or any standing committee of the Council in relation to the same matter.

Te Rārangi Take
Order of Business

1.0	Apologies – Ngā Whakapāhatanga At the close of the agenda no apologies had been received. At the close of the agenda no requests for leave of absence had been received.
2.0	Conflict of Interest – He Ngākau Kōnatunatu Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have. This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting. If a Member thinks they may have a conflict of interest, they can seek advice from the General Counsel or the Manager: Democracy and Governance (preferably before the meeting). It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member.
3.0	Confirmation of Minutes – Te Whakamana i Ngā Miniti Minutes of the Hastings District Rural Community Board held Monday 24 May 2021. (Previously circulated)
4.0	Rural Community Recycling Facilities Update	9
5.0	Rural Security Cameras Trial Review	17
6.0	Great Communities Strategic Overview	23
7.0	Rating Area 2 Financial Result for the year ending 30 June 2021	25
8.0	HDC Representation Review 2021/22 Initial Proposal	31
9.0	Rural Transportation Activities Report	37
10.0	Minor Items – Ngā Take Iti
11.0	Urgent Items – Ngā Take Whakahihiri

Monday, 6 September 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council:

Hastings District Rural Community Board

Te Rārangi Take
Report to Hastings District Rural Community Board

Nā:

From:

Danny McClure, Solid Waste Operations & Contract Manager

Te Take:

Subject:

Rural Community Recycling Facilities Update

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to provide an update on current rural recycling site behaviours, new initiatives/trial proposals and current trial update within the Waipātiki Beach Community.

1.2 This matter arises from several community request to increase access to recycling facilities, with recent communication from the Eskdale and Maraetōtara Community.

2.0 Recommendations – Ngā Tūtohunga

A) That the Rural Community Board receives the report titled Rural Community Recycling Facilities Update.

B) That the Board support the initiatives outlined and provide feedback on the updates highlighted within this report. The success of any trial or initiative will be measured on participation, contamination and illegal dumping at the site.

3.0 Background – Te Horopaki

3.1 Rural recycling facilities provide a drop off service for common recyclables; glass, plastics, cans, paper and cardboard.

3.2 Several requests have been received by Council Officers from the residents in the Maraetōtara Community to have access to a recycling service/facility year round. The reasons provided from the community for this are:

3.2.1 Closure of the Martin Place Facility in Havelock North.

3.2.2 The extra travel time to either the Waimārama Recycling Facility or Henderson Rd Recycling Facility and it is generally a trip out of their way, rather than “on the way” as Martin Place used to be.

3.2.3 It will also allow Ocean Beach residents access to a facility that is convenient when travelling into town/work.

3.2.4 The current road reserve has been highlighted as a potential site for the Maraetōtara Recycling Centre (Attachment 1 - for visual purposes only).

3.3 Due to the closure of the Waste Management recycling drop of facility in Niven St Napier, which has significantly impacted the Eskdale residents’ access a recycling facility.

3.4 Waipātiki Beach Community trial is almost completed is full 12mth trial, with on one report of significant contamination (vehicle windshield glass).

3.4.1 The trial has seen the community effectively own and manage this site successfully.

3.4.2 Next steps would to formally recognise the trial as a success and to review the site with the view to applying a longer term solution that required works to be applied onsite. This would likely consist of resource consent and construction works, these requirements will be presented at the next Rural Community Board meeting on 29 November 2021.

3.5 The Te Pōhue site resource consent application is currently on hold due to submissions provided by the adjacent property owners. Once the Community has formalised their respective Community Plan, this application may be brought back into the fore with a view to either mitigate current concerns or look to find a an alternative site.

3.6 All other Rural Recycling Sites - update;

3.6.1 Maraekākaho – no significant issues and community are actively reporting issues.

3.6.2 Pukehamoamoa – very minor contamination reported by the contractor and the site has been relative free from significant illegal dumping practices.

3.6.3 Poukawa – recent engagement with the Poukawa School’s new principal has enables more efficient and safe servicing of the recycling container, with the ability now for the contractor to utilise the school grounds and all works will take place outside of school hours.

3.6.4 Waimarama – This site remains challenging, recent reports of a significant volume of insulin needles and glass vials found on site, illegally dumped rubbish and carpet have required other contracted services to tidy this site up. We continue to monitor and report to the local councillors.

3.6.5 Tūtira – this site remains relatively good, with recent engagement with the local school and Rural Community Board member on minor changes to bin configuration to support a more efficient servicing cycle.

3.6.6 Stickers have been printed for the three smaller sites, highlight bin configuration changes (a quick prompt for users) and allowing the contractor to more efficiently service the bins. These sites are Tūtira, Poukawa and Waipātiki.

3.6.7 Henderson Rd and Blackbridge recycling centres are very good, based on their location within a manned Refuse Transfer Station (RTS) environment.

4.0 Discussion – Te Matapakitanga

4.1 In the 2014/2015 Annual Plan, Council resolved to proceed with the development of rural recycling facilities, looking at a potential eight sites across the district. Since then five permanent sites have been established.

4.2 In 2019 a new recycling service contract was procured and this new contract allows for additional sites to be serviced under the contract.

4.3 The current annual budget for servicing the seven rural recycling sites is $65,000 pa. There are sufficient funds to cover estimated additional servicing costs in the 2021/22 budget for rural recycling.

4.4 The Maraetōtara bin could be positioned on HDC road reserve; approval will be obtained from the Transportation Manager prior to works commencing. No resource consent would be required.

4.5 Other sites may be identified in the investigation process and highlighted to the Hastings District Rural Community Board in due course.

5.0 Options – Ngā Kōwhiringa

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

5.1 Install a rural recycling drop off facility at Maraetōtara on the road reserve of Maraetōtara Road, is 50 metres south from the intersection of Waimārama Rd.

5.2 The facility will be installed for a 12 month trial period during which time participation, contamination and illegal dumping will be monitored and assessed. This option also allows for the assessment of other possible locations that could serve a broader area of the district in the wider Maraetōtara area.

5.3 Advantages

· Provides a recycling service to residents in the Maraetōtara, Ocean Beach and wider rural community.

· Minimises/mitigates the public leaving recyclables next to toilets, public litter bins and in car parks, thereby reducing Council clean-up costs.

· Community to monitor and “own” to ensure the site is looked after.

· Bin provision will be covered using the existing fleet of green bins and with no purchase required.

· Eskdale site to be explored only at this stage, but no assets will need to be purchased once a site has been found that is suitable.

5.4 Disadvantages

· Contamination of product within bins with visitors using site/bin as dumping ground for rubbish (as it is unmanned).

· The site may have to be closed down if contamination levels become a problem in line with the decision-making framework to temporarily close rural recycling facilities endorsed by the Rural Community Board, 30 November 2020.

· Success of the trial will be assessed on the following points;

o Participation / use of the facility measured through number of times the bin is serviced over the trial period.

o Contamination of recycling material, to be less than 2% at all times.

o No illegal dumping of rubbish at the site.

Option Two – Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o nāianei

5.5 The trial is not supported and residents are required to continue to utilise current facilities that are out of their normal travel route and/or discard recyclables in the waste stream.

6.0 Next steps – Te Anga Whakamua

6.1 Support for the installation a rural recycling facility at Maraetōtara is requested from the Hastings District Rural Community Board.

· If support is received, installation will be undertaken during November 2021 with the intention to have the site operational for the summer.

Attachments:

1 ⇩

Maraetotara Proposed Rural Recycling Trial Site

SW-28-2-21-12

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

The Council is required to give effect to the purpose of local government as set out in section 10 of the Local Government Act 2002. That purpose is to enable democratic local decision-making and action by (and on behalf of) communities, and to promote the social, economic, environmental, and cultural wellbeing of communities in the present and for the future.

Link to the Council’s Community Outcomes – Ngā Hononga ki Ngā Putanga ā-Hapori

This proposal promotes the local public services environmental wellbeing of communities in the present and for the future supporting a community which wastes less.

Māori Impact Statement - Te Tauākī Kaupapa Māori

N/A

Sustainability - Te Toitūtanga

The establishment of a permanent rural recycling facility at Maraetōtara aligns with Action 4E of the Joint Waste Management and Minimisation Plan 2018 -2024: Expand recycling drop off stations to communities where feasible.

Financial considerations - Ngā Whakaarohanga Ahumoni

Additional Installation costs will be an education sign detailing use of the facility. As this service is being undertaken as a 12 month trial, a concrete pad will not be required.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision/report has been assessed under the Council's Significance and Engagement Policy as being not of significance.

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto / ā-waho

Consultation regarding rural recycling facilities was undertaken as part of the 2014/2015 Annual Plan, no further consultation is required.

Risks

Opportunity: to extend rural recycling services in line with action 4E of the Joint Waste Management and Minimisation Plan.

REWARD – Te Utu

RISK – Te Tūraru

Increased accessibility to recycling facilities to support the aims and targets of the Joint Waste Management and Minimisation Plan, to increase recycling by 20%.

There is a risk that the site may be subjected to dumping of rubbish or contamination of recyclable material. There is no higher risk at this site than any other rural recycling site. The community will be responsible for the management and oversight of use of a daily basis.

Additional cost to service may exceed existing budget.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

This request is being presented to the Rural Community Board for consideration.

Monday, 6 September 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council:

Hastings District Rural Community Board

Te Rārangi Take
Report to Hastings District Rural Community Board

Nā:

From:

Clint Adamson, Security Manager

Te Take:

Subject:

Rural Security Cameras Trial Review

1.0 Purpose and summary - Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to update the Rural Community Board on the outcome of the trial Rural Community Crime Prevention/Detection camera.

1.2 The Rural Community Board considered the budget at its meeting of 2 March 2020 and requested the addition of $10,000 to fund a pilot security camera installation.

1.3 Taihape Road, next to the recycling facility, was chosen as the trial site. A site assessment was completed and the actual cost for installing a camera and associated infrastructure was confirmed at $18,375.

1.4 The Rural Community Board further considered the matter at its meeting on 07 September 2020 and recommended proceeding with the trial with the additional funding met by the Rating Area 2 2019/20 surplus.

1.5 The Rural Community Board also requested a series of measures be outlined to assist in determining whether the trial camera system has been a success at the end of the trial period.

1.6 Further, the Board recommended “that if this Rural Security Camera trial proves successful, a more permanent and appropriate funding regime for the installation of any further CCTV cameras is to be explored by the Board through the Long Term Plan and in consultation with the community.”

2.0 Recommendations - Ngā Tūtohunga

A) That the Hastings District Rural Community Board receive the report titled Rural Security Cameras Trial Review dated 6 September 2021.

B) That the Board ratifies the findings of the Hastings District Council Security Manager that the outcome of the trial of rural security cameras was not successful and that the costs and associated risks of further camera installations are too great compared to the benefits the cameras bring.

3.0 Background – Te Horopaki

3.1 Rural CCTV Trial - At the Rural Community Board meeting of 2 March 2020, the Hastings RCB received the report titled Provision of Security Cameras in Rural Locations – Addendum Report.

3.2 This report outlined how 14 rural sites had been identified as potential locations for the installation of CCTV systems. These sites had been selected after consulting with Police and were subsequently assessed as to their suitability and the practicality of installing CCTV in those locations.

3.3 When taking into account issues such as connectivity for camera monitoring, how the system could be powered, general security of the system once installed, and relative isolation, Taihape Road – near Matapiro Road – was selected as the best option for a trial.

3.4 The estimated cost at that point to install a CCTV system in this area was $10,000. A budget of $10,000 was provided for in the Rating Area 2 Unsubsidised Transport budget for the capital costs of the CCTV installation.

3.5 The actual cost of installing the system, after the Solid Waste team also contributed $4,250, was $18,735 (plus GST).

3.6 At the Rural Community Board meeting of 7 September 2020 the Board received the report titled Provision of Security Cameras in Rural Locations Update and agreed to recommend the trial proceed with the funding shortfall met by the Rating Area 2 2019/20 surplus.

3.7 The Board also requested a series of measurements be developed so that the effectiveness of the trial could be measured at the end of the trial period of one year.

3.8 The proposed trial measures were;

· Installation process – Was camera install delivered in a timely manner and were there any additional or unexpected costs related to the install of the camera and its related infrastructure?

· Ongoing maintenance/Reliability – Were maintenance costs at a level that was consistent with cameras at other locations? Did the camera continue operating without issue? Where any issues, were these consistent with what would be expected in other similar cameras? Were cameras subject to theft/damage attempts resulting in additional repair/replacement costs?

· Use – How many times was footage related to location requested and used by Police, Solid Waste Team or other?

· Results – where footage was requested has it contributed to successful prosecutions? Positively contributed to evidence gathering? Led to reduction of crime and/or antisocial behaviour in the area? (Note that a lack of reported crime does not mean trial unsuccessful – how does the level of reported crime compare to the period before the cameras installed?).

· Community Engagement/Feeling of Safety – Community to be surveyed on whether camera has led to increased feeling of safety in the area. Does community support further CCTV expansion and funding the ongoing costs to run the cameras (minimum $1260 per annum in data plans per camera)?

4.0 Discussion – Te Matapakitanga

4.1 In terms of the initial camera installation, the pivoting pole being used to support the CCTV camera had to be fabricated at engineers which delayed the cameras being put in place until 23 December 2020.

4.2 This was later than expected with an original goal of having the camera system fully operational by early December 2020.

4.3 Advanced Security have confirmed that now that the initial design has been done and the pivoting pole manufactured, any ongoing installations where a pivoting pole is required will not take as long and that there will potentially be cost savings if more than one pole manufactured at a time.

4.4 While there was some delay in getting the pole in place and the camera operational, there were no additional costs incurred and the install came in on budget as expected.

4.5 In terms of how often it was used, the Solid Waste team made three requests between when it was installed and May 2021. This was to review instances of inappropriate dumping of material in the recycling bins. On one occasion the camera was able to disprove that a suspect vehicle had been involved. On the other two occasions footage was inconclusive as vehicles had the ability to drive around behind the bins at the recycling centre which put them out of view of the camera.

4.6 There were no requests received from Police for footage during this period.

4.7 Because of the location of the camera, footage had to be downloaded via the 3G network. While this still allows the CCTV operators to access what is happening from the Hastings centre, it meant very slow download speeds. With the isolated location meaning the requests that did come in were generally covering a broad timeframe, it limited the operator’s ability to easily search for activity.

4.8 While the camera system operated without issue (outside of the download speed issue), on 26 May 2021 Hastings District Council received notification that the camera system in its entirety had been stolen.

4.9 Unknown offenders managed to cut through the locking mechanism of the pivot pole and once that came down they stole all of the camera gear and the solar panels that were powering the cameras. Because they also took the SD card there was no ability for Council to go back and see what the last images showed.

4.10 No witnesses to the theft were able to be located and no evidence left at the scene that could have helped identify who the offenders were. The theft was reported to Police but, outside of the pole, the entire system was lost.

4.11 Subsequent to the theft a review was carried out with Advanced Security around how it had happened and what could be done to mitigate further attempts.

4.12 While there was the ability to try and further strengthen the locking mechanism of the pivoting pole, it was agreed that the evidence now showed that the isolated rural location would potentially still allow a determined individual to defeat the galvanised steel lock and surround. To that end it was decided that a solid pole would be better suited going forward. While this would make it more difficult to get up to where the camera and solar panels were, it would not completely remove the risk of further theft attempts. The further consequence would be an ongoing increase in servicing costs given the need to then use a scissor lift or similar to gain access to it.

4.13 A further idea for improvement was the addition of a small low spec camera facing straight down at the base of the main cameras that would send email alerts and screenshots of any activity should the main camera be subject to any sudden movement. This would help with any subsequent investigation but not necessarily provide any deterrence.

4.14 It is estimated that to replace the camera system, using the cheaper solid pole option and with the low spec “down camera”, would cost approximately $26,000.00 – including the second camera that was originally paid for by the Council Solid Waste team.

4.15 Consistent with the original proposal there would be ongoing data costs of $1260 per annum and an increase in the maintenance costs associated with using the solid pole.

4.16 As per the original proposal, the risk of theft and or damage would still exist given the isolated location.

4.17 As far as community engagement, the camera was not in long enough to get a sense of how safe the community was feeling in response to having it there. There remains anecdotal evidence that the rural community supports the installation of CCTV in their areas.

5.0 Options – Ngā Kōwhiringa

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

5.1 To discontinue the rural security camera trial.

Advantages

· Reduces the financial impact on ratepayers in Rating Area 2. This in terms of the initial cost of installation and ongoing data and maintenance costs.

· Eliminates the ongoing risk of theft and wilful damage – especially when looked at alongside the comparatively small number of times they are being used.

Disadvantages

· Rural community misses out on potential benefits of having CCTV in their areas.

Option Two – Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o nāianei

5.2 Continue on with installation of further cameras in rural areas:

Advantages

· The rural community gets the community wellbeing and safety benefits of CCTV as what happens in other mainly urban areas.

Disadvantages

· CCTV installation would need to be funded from within the Rating Area 2 budget and would have to continue to fund ongoing costs to run the cameras.

· Continuing risk of theft and damage that would mean ongoing additional expense to make right.

Attachments:

There are no attachments for this report.

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

Link to the Council’s Community Outcomes – Ngā Hononga ki Ngā Putanga ā-Hapori

This proposal promotes the social wellbeing of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

N/A

Sustainability - Te Toitūtanga

N/A

Financial considerations - Ngā Whakaarohanga Ahumoni

As outlined in the report, ongoing data plan costs for all cameras that cannot be connected back to the existing HDC network. This after an initial spend of $22,985 (including the $4250 funded from Solid Waste) that was effectively lost after theft.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision/report has been assessed under the Council's Significance and Engagement Policy as being of not of significance.

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto / ā-waho

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

This matter was previously discussed by the Rural Community Board on both 2 March 2020, 7 September 2020 and 30 November 2020.

Monday, 6 September 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Hastings District Rural Community Board

Te Rārangi Take
Report to Hastings District Rural Community Board

Nā:

From:

Louise Stettner, Manager, Democracy & Governance Services

Te Take:

Subject:

Great Communities Strategic Overview

1.0 Purpose and summary - Te Kaupapa Me Te Whakarāpopototanga

1.1 This report presents the Great Communities Strategic Overview (Strategic Overview) as developed by the Great Communities Subcommittee with support from Council officers. It is intended to be a ‘living document’ that will continue to be updated over time.

1.2 The Great Communities Subcommittee is responsible for advising the Strategy and Policy Committee by:

· Providing guidance to Council officers in respect of the drafting of Council’s Community Strategies, and providing oversight of any relevant Special Consultative Procedures.

· Providing oversight of the implementation of Council’s Community Strategies.

· Providing oversight of the implementation of Council’s Community Plans, Fabulous Flaxmere, Safer Hastings, Civic Pride and Events, Youth Pathways, Keep Hastings Beautiful Strategies, Health, Cultural, Education, Sports, Arts and Heritage Strategies.

1.3 The Strategic Overview is primarily intended as a tool to support the effective delivery of the Great Communities Subcommittee’s responsibilities. It outlines current work taking place and notes future strategic work to be undertaken.

1.4 ‘A safe and inclusive place’ and ‘A vibrant place to live, play and visit’ are two of four community outcomes for our district as contained in the Long Term Plan. The Strategic Overview has been developed to show how these two community outcomes will be achieved, through various strategies and plans. The content of the Strategic Overview is consistent with the Long Term Plan and any new funding arrangements are subject to Council’s agreement.

1.5 The Strategic Overview highlights 5 priority areas of focus:

· our communities are safe, vibrant and resilient;

· smart innovation connects citizens and services;

· there are great spaces for all people;

· our people are proud of our district and our cultural diversity and relationships are strong; and

· our youth have positive pathways.

2.0 Recommendations - Ngā Tūtohunga

A) That the Hastings District Rural Community Board receive the report titled Great Communities Strategic Overview dated 6 September 2021.

B) That the Hastings District Rural Community Board note that there is continued engagement with rural communities.

Attachments:

1 ⇨

Great Communities Strategic Overview - 2021

STR-3-12-21-4

Volume 1

Monday, 6 September 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council:

Hastings District Rural Community Board

Te Rārangi Take
Report to Hastings District Rural Community Board

Nā:

From:

Aaron Wilson, Financial Controller

Te Take:

Subject:

Rating Area 2 Financial Result for the year ending 30 June 2021

1.0 Purpose and summary - Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to inform the Hastings District Rural Community Board (RCB) of the indicative rating result for the year ended 30 June 2021.

1.2 The indicative result for Rating Area 2 for the 2020/21 year is favourable to budget and is a $422,655 rating surplus. The results are unaudited and indicative at this stage and consequently there may be some variation to the figures in the final result. This RA2 rating surplus is in the context of $866,021 overall rating surplus for Council.

1.3 This report concludes by recommending that the Hastings Rural Community Board recommend to the Operations and Monitoring Committee that the rating surplus be allocated to the Contingency reserve and the Rural Flood and Emergency Event Reserve.

1.4 The unaudited result for the year ended 30 June 2021 will be presented to the Operations and Monitoring Committee on 14 September 2021.

1.5 This report sets out the indicative rating result for the year ended 30 June 2021 for Rating Area 2.

2.0 The Rating Result

2.1 The indicative rating result for the 2020/21 financial year is a positive result for Rating Area 2, a $422,655 surplus.

2.2 A more detailed breakdown of this result is available in Attachment 1.

2.3 The overall rating surplus is due to savings across a number of Council activities.

2.4 The largest single contributor of the RA2 surplus was in Transportation $259k favourable, with lower spend in the operational costs. Contracted services costs were lower by $165k along with unspent dust mitigation budget of $50k. The rates revenue for RA2 had a surplus after rates remissions, penalties and doubtful debts were taken into account, and has contributed to the overall RA2 surplus.

2.5 The net rating result is shown in the attached schedule “Analysis of Year End Result for 2020/21 for Rating Area 2”. This shows the budgeted and actual cost for the various activities and the amount requested to be carried forward. The final column shows the rating surplus or deficit (negative) for the activities.

2.6 The following table summarises the allocation of the 2020/21 Rating Area 2 surplus:

	$
RA2 Surplus on General Rate	422,655
Allocation of Surplus:
Council General Contingency	110,814
Rural Flood & Emergency Event Reserve	311,814


Allocated Surplus	422,655

2.7 There is still a great deal of uncertainty with regards the ongoing impact on Council by COVID-19, and it is recommended that in both RA1 and RA2 a portion of the surplus be transferred to the Contingency reserve. Officers believe this is in keeping with a prudent financial management approach. The total recommended transfer to the Contingency Reserve is $554,204 with the RA2 share of $110,814 representing 20% of that transfer in line with the rating split for that activity.

2.8 It is also recommended that the balance of the rating surplus be allocated to the Rural Flood and Emergency Event Reserve with $311,814 allocated to that reserve.

2.9 In the 2021/2022 year it should be noted that whilst Council has budgeted for the local share of transport work, Waka Kotahi have reduced their intended subsidy. This will mean that it is likely Council’s local share will go into the capital reserve for a later date.

3.0 Landfill Surplus allocation

3.1 In addition to the rating surplus, the Council has received for allocation, revenue from the surpluses generated at the Landfill totalling $1,997,339 of which the RA2 share is $251,465. Last year Landfill surplus was in the first instance applied to repaying debt associated with the Landfill Gas to Energy Plant with the balance of RA2 share of the Landfill surplus put towards the RA2 Capital Reserve ($125,259) with the RA1 share put towards the Council Contingency Reserve ($869,652).

3.2 The allocation of the RA2 share of the 2020/21 Landfill Surplus is recommended to be put to the Landfill Reserve, with significant capital spend about to start with resource consent hearings imminent and development of the next valley to follow. Carry forwards of $6M along with $30M budgeted spend in the LTP for the development of Valley B is expected to total $36M over the next 10 years.

4.0 Rural Flood and Emergency Event Reserve

4.1 The Rural Flood and Emergency Event Reserve has a balance of $1,313,794 as at 30 June 2021. The Hastings District Rural Community Board on 21 September 2015 resolved:

“That the Hastings Rural Community Board recommend to Council that a new target level for the Rural Flood and Emergency Event Reserve be established of $2,000,000.”

4.2 The above resolution was subsequently approved by Council.

4.3 The following table summarises the cost of recent flood and emergency events and how they were funded:

4.4 An allocation of $311,814 will bring this reserve balance as at 1 July 2021 to $1.625m.

5.0 Allocation of Surplus

5.1 Council’s Treasury Policy states the following on the allocation of surpluses:

“The funds from all asset sales and operating surpluses will be applied to the reduction of debt and/or a reduction in borrowing requirements, unless the Council specifically directs that the funds will be put to another use.”

5.2 Whilst Rating Area 2 currently has debt of $2.453m, incurred for capital works, the specific resolution by Council to build the Rural Flood and Emergency Event reserve up to a level of $2m is considered a prudent one given the recent flood events and the contribution to the Drought Relief Fund this year.

5.3 The exact allocation of funds to reserve contributions may change if Council determines that additional funds be set aside from the RA2 2020/21 surplus to meet any other identified needs.

5.4 The Rating Area 2 reserve balances as at 30 June 2021 are as follows:

Reserve Description *(Interest bearing Y/N)*	Balance ($)
Rural Flood and Emergency Event Reserve (Y)	1,313,794
Rural Fire Contingency Fund (N)	6,457
General Purpose Reserve - Rating Area 2 (N)	628,617
Capital Reserve - Rating Area 2 (N)	1,903,967
Transportation NZTA Fund Reserve Rating Area 2 (N)	859,789

5.5 It is recommended that the rural flood and emergency reserve be increased from the 2020/21 surplus to enable Council to help mitigate the cost of another event occurring.

5.6 The following table is a summary of the recommended allocations of the 2019/20 RA2 surplus:

2019/20 RA2 Rating

Surplus

RA2 Surplus on General Rate

- Allocation to Contingency Reserve

- Allocation to Rural Flood & Emergency Event Reserve

$422,655

$110,841

$311,814

Recommendations

A) That the Hastings District Rural Community Board receive the report titled Rating Area 2 Financial Result for the year ending 30 June 2021 dated 6 September 2021

B) That the Board recommends to Council that the Rating Area 2 Rating Surplus of $422,655 be allocated as follows, noting that the value of the surplus available may change.

2019/20 RA2 Rating

Surplus

RA2 Surplus on General Rate

- Allocation to the Council General Contingency Reserve

- Allocation to Rural Flood & Emergency Event Reserve

$422,655

$110,841

$311,814

C) That the Board recommends to Council that the Rating Area 2 share of the Landfill Surplus of $251,465 be allocated to the Landfill Reserve.

Attachments:

1 ⇩

2021 RA2 Rating Result

FIN-09-01-21-197

Monday, 6 September 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council:

Hastings District Rural Community Board

Te Rārangi Take
Report to Hastings District Rural Community Board

Nā:

From:

Vicki Rusbatch, Senior Advisor Democracy & Governance Services

Te Take:

Subject:

HDC Representation Review 2021/22 Initial Proposal

1.0 Purpose and summary - Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to inform the Board of the Council’s Initial Representation Proposal for the 2022 local elections which was considered by the Council at its meeting on 26 August (postponed from 19 August).

1.2 The Council Meeting on 26 August resolved as follows (the appendices referred to in the resolution are attached as a separate document to the Community Board agenda):

A) That the Council Meeting held on 26 August 2021 receive the report titled Representation Review 2021/22 dated 19 August 2021.

B) That the Council, in accordance with Sections 19H and 19J of the Local Electoral Act 2001, determines that for the triennial general election of the Hastings District Council to be held on Saturday 8 October 2022, the following representation arrangements will apply:

i. Hastings District, as delineated on the plan attached (Appendix 3) to the report described in A) above, be divided into six wards, being five general wards and one Māori ward.

ii. Those six wards shall be:

General Wards

a. Flaxmere, comprising the area delineated on the plan attached (Appendix 4) to the report described in A) above

b. Hastings-Havelock North, comprising the area delineated on the plan attached (Appendix 5) to the report described in A) above

c. Heretaunga, comprising the area delineated on the plan attached (Appendix 6) to the report described in A) above

d. Kahurānaki, comprising the area delineated on the plan attached (Appendix 7) to the report described in A) above

e. Mohaka, comprising the area delineated on the plan attached (Appendix 8) to the report described in A) above

Māori Wards

f. Takitimu, comprising the area of the whole of the Hastings District as delineated on the plan attached (Appendix 9) to the report described in A) above.

iii. The Council will comprise the Mayor, and 15 Councillors elected as follows:

a. 1 Councillor elected by the electors of the Flaxmere Ward

b. 7 Councillors elected by the electors of the Hastings-Havelock North Ward

c. 2 Councillors elected by the electors of the Heretaunga Ward

d. 1 Councillor elected by the electors of the Kahurānaki Ward

e. 1 Councillor elected by the electors of the Mohaka Ward

f. 3 Councillors elected by the electors of the Takitimu Ward.

iv. There will be a Hastings District Rural Community as delineated on the plan attached (Appendix 10) to the report described in A) above, comprising the area of the Kahurānaki and Mohaka Wards.

v. The community will be subdivided into four for electoral purposes.

vi. Those four subdivisions will be:

a. Tūtira subdivision, comprising the area delineated on the plan attached (Appendix 11) to the report described in A) above

b. Kaweka subdivision, comprising the area delineated on the plan attached (Appendix 12) to the report described in A) above

c. Maraekākaho subdivision, comprising the area delineated on the plan attached (Appendix 13) to the report described in A) above

d. Poukawa subdivision, comprising the area delineated on the plan attached (Appendix 14) to the report described in A) above.

vii. The membership of Hastings District Rural Community Board will be as follows:

a. 1 member elected by the electors of the Tūtira subdivision

b. 1 member elected by the electors of the Kaweka subdivision

c. 1 member elected by the electors of the Maraekākaho subdivision

d. 1 member elected by the electors of the Poukawa subdivision

e. 3 members of the Council, 1 representing each of the Kahurānaki, Mohaka and Takitimu wards, appointed to the community board by the Council.

C) That, as required by sections 19T(1)(b) and 19W(c) of the Local Electoral Act 2001, the boundaries of the above wards and communities coincide with the current statistical meshblock areas determined by Statistics New Zealand and used for Parliamentary electoral purposes.

D) That, as required by sections 19T(1)(a) and 19W(b) of the Local Electoral Act 2001, the six wards and one community being created and the number of members of each ward and community and subdivision will provide effective representation of communities of interest within Hastings District because:

i. The five General wards are considered to effectively and fairly represent the current distinct communities of interest that the Council has identified within the Hastings District, namely –

a. Flaxmere

b. Hastings-Havelock North

c. Heretaunga

d. Kahurānaki

e. Mohaka

ii. The Takitimu Māori ward will improve the effective representation of Māori interests within Hastings District, and in particular, those on the Māori electoral roll.

iii. The Hastings District Rural Community Board and its four subdivisions set out in B)iv. above provide fair and effective representation of the communities of interest of the large and sparsely populated rural areas of Hastings District.

iv. The 15 Councillors will provide for effective representation, good governance of the district and a Council that works effectively.

E) That in accordance with section 19K of the Local Electoral Act 2001, the Council hereby records that the following changes have been made to the basis of election, membership and ward, community and subdivision boundaries within the Hastings District for the reasons set out:

i. The total number of Councillors to be elected is increased by one – the Council considers an additional Councillor will allow a Māori ward to be introduced while still maintaining effective representation across the District. It will also provide sufficient Council members to share the governance workload and provide for good governance.

ii. Introduction of the Takitimu Māori Ward – Council has determined to introduce a Māori Ward to improve effective representation for Māori within the District. Based on the total number of Councillors to be elected via wards, a single ward with three Māori Ward Members is introduced on the basis that this will provide for fair and effective representation across the District of those electors who opt to be on the Māori electoral roll when exercising the Māori Electoral Option.

iii. The following boundary adjustments to Council general electoral ward boundaries, namely –

a. Meshblock 4015648 (Gracelands) – from Heretaunga Ward to Hastings-Havelock North Ward

b. Meshblock 4005098 (Summerset Retirement complex) – from Heretaunga Ward to Hastings-Havelock North Ward

c. Meshblock 4013349 (Sir James Wattie Retirement Village) – from Heretaunga Ward to Hastings-Havelock North Ward

d. Meshblock 1469704 (Ōmāhu Road) – from Flaxmere Ward to Heretaunga Ward

e. Meshblock 1469708 (Ōmāhu Road) – from Flaxmere Ward to Heretaunga Ward

f. Meshblock 1473300 (Ōmāhu Road) – from Flaxmere Ward to Heretaunga Ward

g. Meshblock 1473400 (Ōmāhu Road) – from Flaxmere Ward to Heretaunga Ward

h. Meshblock 1473500 (Ōmāhu Road) – from Flaxmere Ward to Heretaunga Ward

i. Meshblock 1473600 (Ōmāhu Road) – from Flaxmere Ward to Heretaunga Ward

j. Meshblock 1462901 (Ngātarawa Road/State Highway 50/Maraekākaho Road Triangle) – from Kahurānaki Ward to Heretaunga Ward

k. Meshblock 1462902 (Ngātarawa Road/State Highway 50/Maraekākaho Road Triangle) – from Kahurānaki Ward to Heretaunga Ward

l. Meshblock 1470209 (Ngātarawa Road/State Highway 50/Maraekākaho Road Triangle) – from Kahurānaki Ward to Heretaunga Ward

m. Meshblock 1470211 (Ngātarawa Road/State Highway 50/Maraekākaho Road Triangle) – from Kahurānaki Ward to Heretaunga Ward

n. Meshblock 1408402 (Ōmāhu Village) – from Mohaka Ward to Heretaunga Ward

o. Meshblock 1409100 (Ōmāhu Village) – from Mohaka Ward to Heretaunga Ward,

are made as Council considers they will improve the effective representation of communities of interest (by shifting areas of the district into wards where they share greater commonalities with adjoining areas) and assist in achieving fair representation.

iv. The following boundary adjustments to Rural Community Board Subdivision boundaries, namely –

a. Meshblock 1463602 (Paki Paki) – from Poukawa Subdivision to Maraekākaho Subdivision

b. Meshblock 1463700 (Paki Paki) – from Poukawa Subdivision to Maraekākaho Subdivision,

are made as Council considers they will assist in achieving fair representation and continue to provide effective representation of communities of interest.

v. Representation for the Hastings – Havelock North General ward is reduced from eight members to seven members – given the introduction of a Māori Ward and the resulting reallocation in voters from the general electoral roll to the Māori electoral roll, this reduction is made to achieve fair representation across wards.

vi. Representation for the Flaxmere General ward is reduced from two members to one member – given the introduction of a Māori Ward and the resulting reallocation in voters from the general electoral roll to the Māori electoral roll (which particularly impacts the number of electors in Flaxmere Ward), this reduction is made to achieve fair representation across wards.

F) That as required by section 19M of the Local Electoral Act 2001, public notice of the proposals contained in this resolution be given within 14 days of this resolution.

1.3 Also attached is a copy of the Public Notice (Attachment 2) which was published on 30 August 2021, and includes information on how to view the detailed proposal and make submissions.

1.4 The attached flyer (Attachment 3) will be delivered to 4860 households in the rural areas between 10 – 17 September.

1.5 Attachment 4 contains the maps showing the proposed meshblock changes.

1.6 Submissions on the initial proposal close on 1 October 2021. The Council is proposing to hear and consider submissions at its meeting on 14 October 2021.

2.0 Recommendations - Ngā Tūtohunga

That the Hastings District Rural Community Board receive the report titled HDC Representation Review 2021/22 Initial Proposal dated 6 September 2021.

Attachments:

1 ⇨	Appendices to Council Resolution 260821 Agenda Item 7 Representation Review 2021/22 pdf	CG-16-2-00792	Volume 2
2 ⇨	Hastings District Council Representation Review 2021/22 Initial Proposal Public Notice	CG-16-7-00060	Volume 2
3 ⇨	HDC Representation Review Initial Proposal 2021/22_A5_Flyer	CG-16-7-00061	Volume 2
4 ⇨	Representation Review Initial Proposal proposed meshblock shifts maps	CG-16-7-00062	Volume 2

Monday, 6 September 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council:

Hastings District Rural Community Board

Te Rārangi Take
Report to Hastings District Rural Community Board

Nā:

From:

Adam Jackson, Transportation Operations Manager

Te Take:

Subject:

Rural Transportation Activities Report

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 This report is to update the Rural Community Board with the Rural Transportation Programmed Project Status and Activities Report.

1.2 This report concludes by recommending that the report be received.

2.0 Recommendations – Ngā Tūtohunga

That the Hastings District Rural Community Board receives the report of the Transportation Operations Manager titled Rural Transportation Activities Report dated 6 September 2021.

3.0 2021/2022 Major Works Programme

3.1 The 2021/22 financial year is the first portion of the 2021-24 LTP programme.

3.2 The following is the status of the final Area Wide Pavement Treatment programme for the 2020/21 financial year.

Road	Section	Status/Comment
Kererū Road	Kererū Road – Section 3	Deferred pending outcome of Mt Erin Road tender
Mt Erin Road	Crystall Road to School Road	Design complete. Contract being tendered during September. Expect construction to commence in November

3.3 The following is the status of the low cost/low risk (old minor safety) programme for the 2021/22 financial year.

Road	Section	Status/Comment
Taihape Road	Various sites	Three bridges have been identified as requiring guardrail upgrades.
Maraekākaho Road	Maraekākaho / Stock Intersection	Design underway. Right turn bay and associated improvements planned.
Kererū Road	Various	Crash reduction study outcomes
Dartmoor Road	Various	Crash reduction study outcomes
Kahurānaki Road	Various	Crash reduction study outcomes
Network wide	various	Delineation improvements following outcome of delineation review

4.0 Bridge Update

4.1 Mangatahi Low Level (Mangatahi Road) bridge replacement works are complete. Hawke’s Bay Regional Council have commented that the work is “outstanding” and the residents’ feedback has been positive.

4.2 Kuripapango bridge strengthening works were completed successfully ahead of schedule. Rangitikei District Council have indicated that they are investigating strengthening of two bridges on their side of Taihape Road.

4.3 Rissington bridge vertical clearance upgrade designs have been completed. The stakeholder engagement/communications are underway. The construction of the project is expected to be undertaken this financial year.

4.4 The last of bridge evaluations remaining for the Bridge Strengthening Programme is being undertaken and is expected to be completed by December 2021.

4.5 The bridge expenditure forecasting tool which was developed is proving to provide useful predictions for the next 10 years. The tool is being improved for its accuracy at the moment.

5.0 Waka Kotahi NZ Transport Agency’s LTP Submission and Response

5.1 Hastings District Council made a submission to Waka Kotahi NZ Transport Agency for funding for the 2021-24 LTP based on our evidence based business case. Despite a robust programme put in place to deliver $80M of activity, Waka Kotahi NZ Transport Agency has allocated only $60M which is less than our previous levels of funding plus escalation.

5.2 Transport officers have requested information from Waka Kotahi NZ Transport Agency to provide reasons and rationale for the reduced level of funding. Their response to this LGOIMA is attached as Attachment 1.

5.3 Officers are working on what this reduction will mean to the network, and options available to Council and the Rural Community Board to manage the network on these low levels of funding from our funding partner. The finalising of this work will be done once we receive the capital works funding advice from Waka Kotahi.

6.0 Works Update

6.1 Attachment 2 provides the Rural Community Board with a photographic snapshot of activities undertaken between May 2021 and August 2021.

Attachments:

1 ⇩	Attachment 1 Waka Kotahi Response to HDC	TR-8-21-10043
2 ⇩	Attachment 2 RCB Photos - May 2021 to August 2021	TR-8-21-10042

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

Link to the Council’s Community Outcomes – Ngā Hononga ki Ngā Putanga ā-Hapori

This report promotes the performance of regulatory functions for the purpose of providing safe, reliable and efficient transport networks.

Māori Impact Statement - Te Tauākī Kaupapa Māori

No known impacts for tangata whenua over and above the impact on the rural district as a whole:

Sustainability - Te Toitūtanga

This is a progress report and sustainability issues are not addressed.

Financial considerations - Ngā Whakaarohanga Ahumoni

The works identified within this report are within existing budgets.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This report has been assessed under the Council's Significance and Engagement Policy as being of minor significance. Individual projects will have been addressed under the significance and engagement policy during the planning and decision making phase of those projects.

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto / ā-waho

No consultation is required as part of this report.

Risks

Risk management and mitigation issues have been addressed in project planning and organisational health and safety policies.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

The Rural Community Board will have an interest in the operations and transportation activities within the DRA2 rating area.

Item 9 Rural Transportation Activities Report
Attachment 2 RCB Photos - May 2021 to August 2021	Attachment 2

PDF Creator

Te Rā Hui: Meeting date:	Monday, 6 September 2021
Te Wā: Time:	2.00pm
Te Wāhi: Venue:	Via Zoom (Audiovisual Link)
Te Hoapā: Contact:	Democracy and Governance Services P: 06 871 5000 \| E: democracy@hdc.govt.nz
Te Āpiha Matua: Responsible Officer:	Transportation Manager - Jag Pannu

Mematanga: Committee Members:	Heamana Chair: Nick Dawson Marcus Buddo, Sue Maxwell and Jonathon Stockley Councillors Tania Kerr (Deputy Chair) and Sophie Siers Finley Duncan - Youth Council appointee (Non-voting)
Tokamatua: Quorum:	4 members
Apiha Matua: Officer Responsible:	Kaiwhakahaere Rōpū Transportation Manager: Jag Pannu
Te Rōpū Manapori me te Kāwanatanga: Democracy & Governance Services:	Louise Stettner, Manager, Democracy & Governance

Item 4 Rural Community Recycling Facilities Update
Maraetotara Proposed Rural Recycling Trial Site	Attachment 1

Item 7 Rating Area 2 Financial Result for the year ending 30 June 2021
2021 RA2 Rating Result	Attachment 1

Item 9 Rural Transportation Activities Report
Attachment 1 Waka Kotahi Response to HDC	Attachment 1