agenda - Buller District Council

Cover Page

AGENDA Meeting of the

Buller District Council

Wednesday 25 November 2020 commencing at 3:00pm

To be held: Clocktower Chambers,

Palmerston Street, Westport

1

Terms of Reference

Councils

Terms of Reference and Delegations from

Council, and Committees of Council

2019 - 2021 Triennium

2

Terms of Reference

Council

Chairperson: Mayor

Membership: The Mayor and all Councillors

Meeting Frequency: Monthly – or as required

Quorum: A majority of members (including vacancies)

Purpose

The Council is responsible for:

1. Providing leadership to, and advocacy on behalf of, the people of Buller district.

2. Ensuring that all functions and powers required of a local authority under legislation, and all

decisions required by legislation to be made by local authority resolution, are carried out

effectively and efficiently, either by the Council or through delegation.

Terms of Reference

1. To exercise those powers and responsibilities which cannot legally be delegated by Council:

a) The power to set district rates.

b) The power to create, adopt and implement a bylaw.

c) The power to borrow money, or purchase or dispose of assets, other than in accordance

with the Long Term Plan.

d) The power to adopt a Long Term Plan or Annual Plan, or Annual Report.

e) The power to appoint a Chief Executive Officer.

f) The power to adopt policies required to be adopted and consulted on under the

Local Government Act 2002 in association with the Long Term Plan, or developed for the

purpose of the Council’s governance statement, including the Infrastructure Strategy.

g) The power to adopt a remuneration and employment policy for Chief Executive Officer.

h) The power to approve or change the District Plan, or any part of that Plan, in accordance

with the Resource Management Act 1991.

i) The power to approve or amend the Council’s Standing Orders.

j) The power to approve or amend the Code of Conduct for Elected Members.

k) The power to appoint and discharge members of committees.

l) The power to establish a joint committee with another local authority of other public

body.

m) The power to make the final decision on a recommendation from the Parliamentary

Ombudsman, where it is proposed that Council not accept the recommendation.

n) Health & Safety obligations and legislative requirements are met.

3

Terms of Reference

2. To exercise the following powers and responsibilities of Council, which the Council chooses to

retain:

a) Resolutions required to be made by a local authority under the Local Electoral Act 2001,

including the appointment of an electoral officer and reviewing representation

arrangements.

b) Approval of any changes to Council’s vision, and oversight of that vision by providing

direction on strategic priorities and receiving regular reports on its overall achievement.

c) Adoption of governance level strategies, plans and policies which advance Council’s vision

and strategic goals.

d) Approval of the Triennial Agreement.

e) Approval of the local governance statement required under the Local Government Act

2002.

f) Approval of a proposal to the Remuneration Authority for the remuneration of Members.

g) Approval of any changes to the nature and delegations of the Committees.

4

Terms of Reference

Common Delegations

The following delegations from Council are common to the Finance Audit and Risk Committee,

Strategic Infrastructure Committee, and Community, Environment and Services Committee, within

their respective areas of responsibility.

General Principal

1. The work of these Committees will be in accordance with the priorities and work programme

agreed by the Council.

2. These Committees have the powers necessary to perform the Committee’s responsibilities, in

accordance with the approved Long Term Plan and Annual Plan budgets. Subject to

confirmation of compliance with the financial strategy.

These Committees will:

Strategy, plans and policy

1. Develop and agree to strategies, plans and policies for the purposes of consultation and/or

engagement with community.

2. Recommend to Council for adoption.

3. Monitor and review as and when required.

Bylaws

1. Develop and agree to the statement of proposal for new or amended bylaws for consultation

2. Recommend to Council new or amended bylaws for adoption.

Consultation and engagement

1. Ensure appropriate, effective and transparent engagement with the community, tangata

whenua and other stakeholders.

2. Conduct any public engagement required on issues before the Committee, in accordance with

Council’s Significance and Engagement Policy.

3. Conduct hearings, where appropriate, to consider submissions from members of the public

and external organisations, making determinations on such matters unless they are reserved

for Council to decide.

Submissions and legislation

1. Approve submissions to external bodies/organisations on legislation and proposals that

impact governance policy or matters.

2. Monitor and oversee strategic projects and programmes.

3. Monitor Council’s Assets Management Plans/Strategic Infrastructure Plan.

5

Terms of Reference

Contracts

1. Approve and monitor contracts and other legally binding arrangements provided that such

contracts/arrangements:

a) Do not require the approval of the whole of Council.

b) Fall within the budget approved under the Long Term Plan or Annual Plan and have a

value exceeding the Chief Executive’s financial delegation.

Other

1. Consider and make decisions which are within the Chief Executive Officer’s delegations, and

which the Chief Executive Officer has referred to the Committee for recommendation to

Council.

2. Consider and make decisions on operational matters that fall within a Committee’s area of

responsibility that are outside of delegations to the Chief Executive Officer or other Council

officers.

3. Commission new Committee reports and work required to respond to significant or

compliance issues, or to complete the agreed programme of Council.

4. Monitor Audit recommendations and ensure completion.

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Table of Contents


Venue: Clocktower Chambers, Palmerston Street, Westport

25 November 2020 03:00 PM - 05:00 PM

Agenda Topic Page

1. Apologies 9

2. Members Interests 10

3. Confirmation of Previous Minutes 11

3.1 Attachment 1 - Previous minutes from 28 October 2020 12

4. Action Points 21

4.1 Attachment 1 - Action Points as at 28 October 2020 22

5. Reefton Water Supply Report 23

5.1 Attachment 1 - Reefton Water Supply Resolution from 18 November 2020 FRAC

meeting

28

5.2 Attachment 2 - Reefton Water Supply Report from 18 November FRAC meeting 30

5.3 Attachment 3 - Reefton Water Supply Staff Memo 76

5.4 Attachment 4 - Reefton Water Supply Correspondence MoH 93

6. Infrastructure Services Capital Works Programme Update November 95

6.1 Attachment 1 - Infrastructure Services Capital Works Programme 99

6.1.1 Hector Legacy Landfill - Seawall Project Newsletter 1 Nov 20 113

6.1.2 Northern Buller Roading Work Newsletter 1 Nov 20 115

6.1.3 Punakaiki Water Supply Upgrade Newsletter 1 Nov 20 117

6.1.4 Reefton Water Supply Upgrade Newsletter 1 Nov 20 119

6.1.5 Tidal Creek No 2 Bridge Replacement Newlsetter 1 Nov 20 121

6.1.6 Waimangaroa Water Supply Upgrade Newsletter 1 Nov 20 123

7

Table of Contents

6.1.7 Westport Trunk Main Replacement Newsletter 1 Nov 20 125

7. Infrastructure Services Work Plans Quarter 1 Update 127

7.1 Attachment A - IS Work Plans Quarter 1 update 2020/2021 133

7.2 Attachment B - IS Work Plans Quarter 1 update 2020/2021-2 135

7.3 Attachment C - IS Work Plans Quarter 1 update 2020/2021-3 141

8. 2021 Council Meeting Schedule 143

8.1 Attachment 1 - 2021 Council Meeting Schedule 145

9. Chief Executive Officer's Report - November 2020 146

9.1 Attachment 1 - Privacy Act 157

10. Mayor's Monthly Report 163

10.1 Appendix A - Mayor's Taskforce for Jobs 168

10.2 Appendix B - West Coast Health System 173

10.3 Appendix C - Te Pukenga 175

10.4 Appendix D - Te Poutini Alliance 177

10.5 Appendix E - Te Tai Poutini One District Plan 178

10.6 Attachment 2 - Inwards & Outwards Correspondence 184

11. Committee Chairs Verbal Update 207

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Tab 1: Apologies

BULLER DISTRICT COUNCIL

25 NOVEMBER 2020

AGENDA ITEM 1 Prepared by Sharon Mason Chief Executive Officer APOLOGIES

1. REPORT SUMMARY That Buller District Council receive any apologies or requests for leave of

absence from elected members. 2. DRAFT RECOMMENDATION That there are no apologies to be received and no requests for leave of

absence. OR That Buller District Council receives apologies from (insert councillor

name) and accepts councillor (insert name) request for leave of absence.

9

Tab 2: Members Interests


25 NOVEMBER 2020

AGENDA ITEM 2 Prepared by Sharon Mason Chief Executive Officer MEMBERS INTEREST

Members are encouraged to consider the items on the agenda and disclose whether they believe they have a financial or non-financial interest in any of the items in terms of Council’s Code of Conduct. Councillors are encouraged to advise the Governance Assistant, of any changes required to their declared Members Interest Register. The attached flowchart may assist members in making that determination (Appendix A from Code of Conduct).

_____________________________ DRAFT RECOMMENDATION: That Members disclose any financial or non-financial interest in any of the agenda items.

10

Tab 3: Confirmation of Previous Minutes


25 NOVEMBER 2020

AGENDA ITEM 3

Prepared by Sharon Mason

Chief Executive Officer

CONFIRMATION OF MINUTES

1. DRAFT RECOMMENDATION

That Council receive and confirm minutes from the meeting of 28 October 2020.

11

3.1: Attachment 1 - Previous minutes from 28 October 2020

MEETING OF THE BULLER DISTRICT COUNCIL, HELD AT 3.00PM ON

WEDNESDAY 28 OCTOBER 2020 AT THE CLOCKTOWER CHAMBERS,

PALMERSTON STREET, WESTPORT.

PRESENT:

Mayor J Cleine, Councillors S Roche (Deputy Mayor), P Rutherford, R Sampson, M

Hill, J Bougen, R Nahr, G Weston, J Howard and M Montgomery.

N Tawhare (Iwi representative).

IN ATTENDANCE:

S Mason (CEO), D Phibbs (GM Commercial and Corporate Services), S Judd (GM

Regulatory), M Duff (GM Infrastructure Services), R Townrow (GM Community

Services), M Wilson (EA Commercial and Corporate Services) and V Hill (Governance

Assistant).

MEDIA:

E Curnow (Westport News).

PUBLIC FORUM

Speaker 1:

Alan Corbett (Smart Environmental) addressed the meeting about solid waste

services and recycling. A short movie was played which brought attention to what

2040 could look like for the younger generation.

Alan presented a plastic tray that had come in a recycling bin, with a recycling code of

1 – he advised that in Westport these trays aren’t recyclable.

A movie on recycling will be played at the NBS Theatre. Mr Corbett encouraged all

elected members to attend, they will be received a personal invite from the Theatre.

Education on recycling was discussed with education being the key.

12


MEETING DECLARED OPEN AT 3:12pm.

1. APOLOGIES (p9)

Discussion:

An apology was received from Cr D Hawes.

RESOLVED that Council receives an apology from Councillor D Hawes.

J Howard/R Nahr

10/10

CARRIED UNANIMOUSLY

2. MEMBERS INTEREST (p10)

Discussion:

Nil

RESOLVED that members disclose any financial or non-financial interest in any

of the agenda items.

S Roche/M Hill

10/10

CARRIED UNANIMOUSLY

3. CONFIRMATION OF MINUTES (p11)

RESOLVED that Council receive and confirm minutes from the meetings of 30

September 2020.

S Roche/R Sampson

10/10

CARRIED UNANIMOUSLY

RESOLVED that Council receive and confirm minutes from the meetings of 14

October 2020.

M Montgomery/G Weston

10/10

CARRIED UNANIMOUSLY

4. ACTION POINTS (p27)

Discussion:

S Mason explained that the Short Stay Accommodation will progress with the

rating policy review.

The 2100 group will take further steps now that the rating district has been

confirmed by West Coast Regional Council. Mrs Mason suggested this item is

removed until a firm plan is in place. Mrs Mason said until the governance

group gets up in running for 2100 or shovel ready projects it is unknown how

this will look. She suggests it is removed and brought back when this

information is known, with a refreshed action point.

13


Cr R Sampson asked about (completed) item 11, a formal report did not come

through to Council. S Mason said ‘completed’ to be removed.

RESOLVED that Council receive the action list for information.

S Roche/P Rutherford

10/10

CARRIED UNANIMOUSLY

5. INANGAHUA COMMUNITY BOARD MEMBER RESIGNATION (p31)

Discussion:

S Mason advised that hard copy of the letter of resignation was received after

the agenda was circulated.

RESOLVED that Council:

1. Receive the resignation from ICB Member, Rachel Fifield; and

2. Endorse the Electoral Officer’s recommendation of 17 February 2021

as the day of the by-election.

P Rutherford/Mayor J Cleine

10/10

CARRIED UNANIMOUSLY

6. ADOPTION OF REPORT UNDER SECTION 10A OF THE DOG CONTROL

ACT 1996 (p33)

Discussion:

Cr J Bougen asked about the comments previously received by Council by a

Westport member of public who asked about taking his dog down Palmerston

Street. S Judd responded that this is an annual report, not a bylaw change.

Cr P Rutherford mentioned pages 36 and 37 where the totals don’t appear to

add correctly.

S Judd will confirm figures by email.

RESOLVED that Council adopts the Buller District Council Annual Report on

Dog Control Policy and Practices for the 2019/2020 financial year.

S Roche/M Montgomery

10/10

CARRIED UNANIMOUSLY

7. INFRASTRUCTURE SERVICES WORK PLANS – BASELINE FOR

2020/2021 (p42)

Discussion:

M Duff said the baseline is matched exactly to the adopted 2020/2021 Annual

Plan. Mr Duff expects the baseline to increase from $14m to $26m when the

first quarter update is received, including carry overs and external funding

received from various sources.

14


Cr P Rutherford asked about the amounts contributed to the South Granity

water supply, given it is not a Council asset. Mr Duff said this will be addressed

and corrected in the Long Term Plan.

RESOLVED that Council endorse the baseline Infrastructure Services Work

Plans for the 2020/2021

Mayor J Cleine/J Bougen

10/10

CARRIED UNANIMOUSLY

8. RATES REVIEW TIMELINE AND WORKSHOP PLANNING (p58)

Discussion:

D Phibbs (GM CCS) said the report is pretty straight forward and sets out the

consultation timeline for the Rating Policy review.

RESOLVED that Council adopt the rates review workplan and timeline report.

R Nahr/S Roche

10/10

CARRIED UNANIMOUSLY

9. CHIEF EXECUTIVE OFFICERS MONTHLY REPORT (p63)

Discussion:

S Mason (CEO) spoke to her report, reinforcing the great work that the

Infrastructure team have done and the benefit to our community. She

highlighted the fact that BDC and Hadlee Brunton are a finalist in a national

award for the Westport Water project, it is fantastic recognition for a small

Council.

Cr R Sampson asked what the $4m budgeted to be spent on Northern Buller

roading included? M Duff said $1.8m is Tidal Creek No. 2 Bridge and is already

underway. The remainder includes low cost, low risk programme and the SPR

programme, which much of this work 100% funded. All of this work is

happening now and the majority needs to be finished by 3 June 2021. A draft

transition plan for the SPR has been discussed, with no increased cost to the

ratepayers, but this has not been agreed. Further progress will be advised.

RESOLVED that Council note the content of the Chief Executive Officer report.

J Howard/G Weston

10/10

CARRIED UNANIMOUSLY

10. MAYOR’S MONTHLY REPORT (p137)

Discussion:

Mayor J Cleine mentioned the Mayors Taskforce, Shayne Barry is doing a very

good job with the first $250,000 tranche being close to capacity. Some initial

discussions have been had with both Westland and Grey District Council’s,

15


given they are in a similar position of being ready to draw down their second

tranche.

Economic statistics show that Buller seems to be bucking the trend and is

performing well, with the South Island, overall, ahead of the North Island.

Internal tourism is not expected to ever return to their previous levels.

Cr P Rutherford asked about the timeline for the One Plan, he would like it noted

his disappointed that the completion date is October 2025 which was Council’s

worse case fear that it would be a seven-year project. He believes Council

spoke to this at the time. Cr Rutherford asked Mayor J Cleine and Cr S Roche

what a term on the committee indicates? Mayor Cleine confirmed that he

shares Cr Rutherford’s concern and there is increasing unity around the table

that they need to roll up their sleeves and get on with it. The intent is to get the

draft out in this electoral cycle.

Cr S Roche added that the committee are now meeting twice a month in an

attempt to expediate the project. Mayor Cleine said that he has had

conversations with Ministers that they need to consider some funding to assist

the project as it is a major burden on the Coast that didn’t exist before.

Mayor J Cleine mentioned that he had taken the liberty of writing to Phil Wood

and also to Tom and Robyn Grey.

RESOLVED that Council:

1. Receive the Mayor’s Report for information and discussion.

2. Note the incoming and outgoing correspondence and Councillors provide

direction for any responses or additions.

G Weston/M Montgomery

10/10

CARRIED UNANIMOUSLY

11. VERBAL UPDATE FROM COMMITTEE CHAIRS (p169)

Discussion:

1. Inangahua Community Board – Cr J Bougen

475 campervans attended the NZCA Labour Weekend event in Reefton,

contributing approximately $70-80,000 into the local community groups and

economy. Mayor J Cleine will write to Ken Leslie with his thanks.

The cherry trees on Buller Road have been trimmed with new trees added

as required.

800 trees were planted on the bank of the Inangahua River last week, with

trees provided by OceanaGold, combined with a Council community grant

– also thanks to Enviroschools.

Cr Bougen said service requests are working at pace over the last month,

which is sensational.

16


Reefton swimming pool is looking a bit sad at the moment as the outside

cover has been removed, but works are progressing well.

2. 2100 Working Group – Deputy Mayor S Roche and Cr G Weston

Cr S Roche said the 2100 will reconvene now that WCRC has set the Rating

District in place.

3. Ngati Wae Wae Representative – N Tauwhare

N Tauwhare spoke of Ngati Wae Wae being approached by the KCT to

see if they could assist with funding to make bi-lingual signage throughout

the trail. A funding application is being supported to the Ministry of Maori

Development.

4. Regulatory Hearing Committee – Cr P Rutherford

Cr P Rutherford advised that a meeting of the Regulatory Hearing

Committee will be held prior to FRAC in November.

5. Buller Youth - Cr G Weston

Cr Weston said Buller Electricity have provided funding of $10,000 towards

a coordinator, L Gregory has worked very hard on this.

RESOLVED that Council receive verbal updates from the following Committee

Chairs, for information:

1. Inangahua Community Board – Cr J Bougen

2. 2100 Working Group – Deputy Mayor S Roche and Cr G Weston

3. Ngati Wae Wae Representative – N Tauwhare

4. Regulatory Hearing Committee – Cr P Rutherford

5. Buller Youth – Cr G Weston

R Nahr/S Roche

10/10

CARRIED UNANIMOUSLY

RESPONSE TO PUBLIC FORUM:

Alan Corbett – Smart Environmental Ltd

Cr R Nahr believes SEL should be encouraged to ‘sticker’ non compliant recycling

bins. Cr G Weston agrees from Cr Nahr’s views.

S Mason said they are working closely with SEL regarding education. A paper came

to Council in June 2020, with bullet points of actions being carried out to education the

community on recycling. Council is following up with Buller High School following their

presentation to Council’s September meeting.

Cr J Howard said she would to commend Mr Corbett on his initiative.

Cr P Rutherford asked if there is anything further elected members can do to educate

the community, to support compliance.

Mayor J Cleine to write to Mr Corbett in response.

17


12. PUBLIC EXCLUDED (p170)

Discussion:

Nil

RESOLVED that the public be excluded from the following parts of the

proceedings of this meeting:

Item

No.

Minutes/Report

of:

General subject Reason for passing resolution

Section 7 LGOIMA 1987

13 E de Boer

(Manager

Infrastructure

Delivery)

Kohaihai Seal

Extension

2020/2021

Section 2(b)(ii) - Would be likely

unreasonably to prejudice the

commercial position of the person

who supplied or who is the subject

of the information.

Section 7(2)(i) - Enable any local

authority holding the information

to carry on, without prejudice or

disadvantage, negotiations,

including commercial and

industrial negotiations.

R Nahr/S Roche

10/10

CARRIED UNANIMOUSLY

18


REVERT TO OPEN MEETING

Discussion:

Nil

RESOLVED that the Council revert to open meeting and the resolutions and

disclosures made whilst the public were excluded remain confidential.

J Bougen/J Howard

10/10

CARRIED UNANIMOUSLY

• There being no further business the meeting concluded at 4:27pm

• Next meeting: 3:00pm, Wednesday 25 November 2020, Clocktower Chambers,

Palmerston Street, Westport.

Confirmed: ………………………………..…………………Date: ……………………..

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Tab 4: Action Points


25 NOVEMBER 2020

AGENDA ITEM 4 Prepared by Sharon Mason Chief Executive Officer COUNCIL ACTION LIST

1. REPORT SUMMARY

A summary of council resolutions requiring actions.


That Council receive the action list for information.

21

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Tab 5: Reefton Water Supply Report


25 NOVEMBER 2020

AGENDA ITEM 5

Prepared by: Mike Duff Group Manager Infrastructure Services Reviewed by: Sharon Mason Chief Executive Officer Attachments: 1. Unconfirmed Resolution of Finance, Risk & Audit

Committee 18 November 2020, Item 13, Reefton Water Supply – Strategic Risk & Non-Compliance.

2. Report to Finance, Risk & Audit Committee, 18 November 2020, Item 13, Reefton Water Supply – Strategic Risk & Non-Compliance Report.

3. Staff Memo, 20 November 2020 – Reefton Water Supply – Considerations for Chlorination

REEFTON WATER SUPPLY – PERMANENT CHLORINATION

1. REPORT PURPOSE

The purpose of this report is to seek Council approval to enact permanent chlorination of the Reefton Water Supply once the current upgrade project is complete. This was recommended by the Finance, Risk & Audit Committee at the meeting held 18 November 2020. Council’s approval to proceed would be the final decision on chlorination, with no subsequent consultation planned during the upgrade project.

2. REPORT SUMMARY

The Reefton Water Supply serves the district’s second largest town and the network requires significant upgrade works to ensure a safe, compliant drinking water supply and ‘fit for future’ infrastructure.

23


In April 2020, Council resolved to approve additional budget and commence a tender process for upgrade works including a new rising main, a new falling main, reservoir repairs, network changes and readiness for chlorination. This project scope was modified in July 2020 via Council resolution to defer permanent chlorination until legislation requires it to be operational. The drinking water regulator, Canterbury District Health Board through the Medical Officer of Health, has advised Council that it is not meeting the provisions and requirements under Section 69V of the Health Act, by failing to comply with the Drinking Water Standards NZ.

The Medical Officer of Health has also confirmed that the Council is failing to comply with its legal requirement to have an approved Water Safety Plan, and has stated a view that chlorination is an essential component for compliance of the Reefton system to protect against post-treatment recontamination. Council has duties under s 69ZF of the Health Act which requires all practicable steps be taken by Council should it become aware of non-compliance with the Drinking Water Standards NZ. Without chlorination, Reefton will not achieve compliance from the drinking water regulator.

3. COMMITTEE RECOMMENDATION That Council: 1. Note the contents of this report and attachments. 2. Revoke Council’s resolution, Reefton Water Supply Upgrade, from the

meeting held 29 July 2020, as listed below:

RESOLVED that Council approves permanent chlorination of the Reefton Water Supply when legislation requires it to be operational.

3. Enact permanent residual disinfection (chlorination) of the Reefton

Water Supply and for this to commence as soon as the Reefton Water Supply Upgrade Project is complete.

24


4. BACKGROUND

At the meeting held 18 November 2020, the Finance, Risk & Audit Committee (FRAC) resolved to recommend to full Council that it enact permanent residual disinfection (chlorination) once the current upgrade project is completed. The upgrade project is due to be finished in June 2021. Until then, it is not practical to attempt full system chlorination due to the existing network architecture and operation. Once the upgrade is completed, chlorination can be enacted. Since Council had previously resolved to approve permanent chlorination when legislation requires, this would first need to be revoked before a new resolution can be contemplated. The unconfirmed resolution passed by FRAC is provided as Attachment 1, noting this will not be ratified until the next FRAC meeting is held.

5. DISCUSSION

Full discussion on strategic risk, legal advice and correspondence from the Canterbury District Health Board can be found in the FRAC report from 18 November, refer to Attachment 2. Additional matters regarding drinking water chlorination have been summarised by Council staff to provide background and further reference for consideration, refer to Attachment 3.

6. CONSIDERATIONS 6.1 Strategic Impact

Providing safe, reliable and compliant drinking water to communities aligns with Councils strategic goal. The successful delivery of major infrastructure projects in accordance with our LTP is critical to the success of our district.

6.2 Significance Assessment Public health responsibilities and duties under legislation carry the highest significance level for Council. The Canterbury District Health Board and the Ministry of Health have been actively monitoring Reefton’s drinking water situation and remain firm in their advice that chlorination is the only way to manage the public health risk for the community.

25


6.3 Risk Analysis

Risks are managed in accordance with Council’s risk management processes

including a “what could go wrong?” approach to ensure all practicable steps are

being taken to assess, control and monitor identified risks. The Finance, Risk & Audit Committee have resolved to include Reefton Water Supply non-compliance onto the strategic risk register. This will require additional control measures to bring the residual risk down to an acceptable level.

6.4 Policy/Legal Considerations

Council must comply with the relevant policy and legal requirements including the Health Act 1956, Public Works Act 1981, the Health and Safety at Work Act 2015, the Resource Management Act 1991 and the Local Government Act 2002. A new Water Services Bill 2020 is currently before parliament at select committee stage, following successful first reading.

6.5 Tangata Whenua Considerations

Water is a sacred element and it is important to deliver safe and compliant drinking water reliably to the end consumer. Council works in partnership with Ngāti

Waewae as Tangata Whenua to provide governance in line with the principles of the Treaty of Waitangi.

6.6 Views of Those Affected

Affected parties and stakeholders including community members, private sector, government ministries, agencies and authorities are consulted throughout the project process. Chlorination was included in the Annual Plan consultation process for 2020-21.

6.7 Costs

Costs for enabling the chlorination plant are already included in the 2020-21 Annual Plan.

6.8 Benefits

The benefits of compliant water supplies are in accordance with Council strategies and aligned with community outcomes including well-being, learning, who we are, sustainable environment and prosperity.

26


6.9 Media/Publicity

Publicity is expected with major decisions, not all of which will be positive. However, this should not detract from the reasons for delivering important assets and infrastructure that provide compliant water for the community.

27

5.1: Attachment 1 - Reefton Water Supply Resolution from 18 November 2020 FRAC meeting

MEETING OF THE FINANCE, RISK AND AUDIT COMMITTEE AT 2:45PM ON WEDNESDAY 18 NOVEMBER 2020, CLOCKTOWER CHAMBERS, PALMERSTON STREET, WESTPORT 7825.

PRESENT: Councillors S Roche (FRAC Chair, Deputy Mayor), J Bougen, D Hawes, J Howard, M Montgomery, R Nahr, R Sampson, P Rutherford and G Weston. VIA ZOOM: Mayor J Cleine, S Mason (CEO) IN ATTENDANCE: D Phibbs (GM Commercial & Corporate Services), M Duff (GM Infrastructure Services), S Judd (GM Regulatory Services), R Townrow (GM Community Services), G Martyn (HR/H&S Advisor), M Wilson (EA Commercial & Corporate Services) and V Hill (Governance Assistant). MEDIA: E Curnow (Westport News)

13 REEFTON WATER SUPPLY – STRATEGIC RISK & NON-COMPLIANCE

RESOLVED that the Finance, Risk and Audit Committee:

1. Note the contents of this report and attachments. R Nahr/M Montgomery

10/10 CARRIED UNANIMOUSLY

2. Include the non-permanent chlorination of the Reefton Water Supply as a

new risk on Council’s strategic risk register, with an inherent rating of

extreme (score 20), based on a likely (score 4) and catastrophic (score 5) assessment.

P Rutherford/Mayor J Cleine Against: M Montgomery, D Hawes, J Bougen

7/3

3. Acknowledges the Reefton water supply upgrade works included a chlorination improvement upgrade as resolved by Council in April 2020

R Nahr/J Howard Against: D Hawes

9/1

28

5.1: Attachment 1 - Reefton Water Supply Resolution from 18 November 2020 FRAC meeting

4. Recommends to full Council that it enact permanent residual disinfection (chlorination) of the Reefton Water Supply and for this to commence as soon as the Reefton Water Supply Upgrade Project is complete.

Mayor J Cleine/J Howard Against: P Rutherford, M Montgomery, D Hawes, J Bougen

6/4

5. Recommends to the CEO to immediately commence a preventative chlorination programme of the Reefton Water Supply’s reservoir to mitigate

recontamination risk in lieu of the transgression-based shock dosing plan currently in place.

S Roche/ R Sampson Against: M Montgomery, D Hawes, J Bougen

7/3

29

5.2: Attachment 2 - Reefton Water Supply Report from 18 November FRAC meeting

FINANCE, RISK AND AUDIT COMMITTEE

18 NOVEMBER 2020

AGENDA ITEM 13

Prepared by: Eric de Boer

Manager Infrastructure Delivery

Reviewed by: Mike Duff

Group Manager Infrastructure Services

Attachments: 1. Correspondence – CDHB & BDC

2. Reefton Water Chlorination Report – July 2020 & Council

Resolution

3. Council Strategic Risk Register Proposed New Entry

REEFTON WATER SUPPLY – STRATEGIC RISK & NON-COMPLIANCE

1. REPORT PURPOSE

The purpose of this report is for Council to consider the significant risk (strategic,

legal and reputational) as a result of the decision to not provide permanent

chlorination for the Reefton Water Supply.

2. REPORT SUMMARY

The Reefton Water Supply serves the district’s second largest town and requires

upgrade works to ensure a safe, compliant drinking water supply and ‘fit for future’

infrastructure. In April 2020, Council resolved to accept the recommended upgrade

proposed and commence a tender process for the work package options including

a new rising main, a new falling main, reservoir repairs and network changes and

readying the chlorination plant. This work package was modified in July 2020, by

removing the chlorination improvement upgrade after Council resolved to approve

permanent chlorination of the Reefton Water Supply when legislation requires it to

be operational.

The Canterbury District Health Board, through the Medical Officer of Health, has

advised that the Council is not meeting the provisions and requirements under

Section 69V of the Health Act, by failing to comply with the Drinking Water

Standards. The Medical Officer of Health has also advised that the Council is

failing to comply with its legal requirement to have a Water Safety Plan.

30


The Medical Officer of Health views chlorination as an essential component to

manage risk in the Reefton water supply and reticulation. For the system to

demonstrate adequate protection against recontamination, in their view the only

proven and practical response is a residual disinfectant such as chlorination. Until

such time they view Council as falling short of the legal duty to meet the Drinking

Water Standards (DWS).

Council’s legal advice states that the duty under s 69ZF of the Health Act requires

all practicable steps be taken to carry out remedial action or correct the problem if

the Council is aware that the drinking water supply is not meeting the DWS.

Without chlorination, Reefton will not secure compliance with the DWS. The legal

advice concludes that Council takes further steps to comply with the s69ZF duty.

These may include further capital works or disinfection of the supply.


That the Finance, Risk and Audit Committee:

1. Note the contents of this report and attachments.

2. Include the non-permanent chlorination of the Reefton Water Supply as a

new risk on Council’s strategic risk register, with an inherent rating of

extreme (score 20), based on a likely (score 4) and catastrophic (score 5)

assessment.

3. Acknowledges the Reefton water supply upgrade works included a

chlorination improvement upgrade as resolved by Council in April 2020.

4. Recommends to full Council that it enact permanent residual disinfection

(chlorination) of the Reefton Water Supply and for this to commence as

soon as the Reefton Water Supply Upgrade Project is complete.

5. Recommends to the CEO to immediately commence a preventative

chlorination programme of the Reefton Water Supply’s reservoir to

mitigate recontamination risk in lieu of the transgression-based shock

dosing plan currently in place.

4. BACKGROUND

The Reefton Water Supply serves the district’s second largest town and requires

significant upgrade works to ensure safe, compliant drinking water and ‘fit for

future’ infrastructure.

31


The Reefton Water Supply has been under a precautionary Boil Water Notice

(BWN) since February 2020, following an E.coli transgression in January 2020 and

repeated total coliform detections in the water supply.

The Canterbury District Health Board (CDHB) are the current regulators for safe

drinking water across all of Council’s supplies. CDHB have made it very clear that

they will not endorse the lifting of the Reefton precautionary BWN until permanent

chlorination is in place.

Improvements to the water network infrastructure are planned and the contract has

been awarded for a work package including the following:

Design and construction of a new dedicated rising main from the treatment

plant to the reservoir that includes a contact vessel to act as a chlorine pre-

contact vessel.

Carry out a physical upgrade of the reservoir to result in secure storage from

insects, groundwater and vermin. Inspect the liner and replace only if required.

Install new process inlet and outlet connection through the reservoir walls.

Design and construction of a new dedicated falling main from the treatment

plant to town to replace the existing cast iron rising/falling main.

Design and construct the renewal of the existing asbestos cement pipe along

Buller Road between the corners of Potter St / Buller Rd and Elizabeth St /

Buller Rd. Includes the construction of one new node with control and bypass

valves at the connection point between the new falling main and existing

network.

Bringing online the chlorine dosing plant to enable the permanent provision of

residual disinfection was originally part of the improvement works package as set

out in the draft Annual Plan Projects 2020/21. In April 2020, Council unanimously

resolved to accept the full solution outlined in the work package as the preferred

upgrade requirement for the Reefton Water Supply and to approve the current

funding and extraordinary funding to allow for the full solution, including permanent

chlorination.

Through the Annual Plan submission process Council received submissions

opposing the use of chlorine as a part of the planned upgrade works. Council staff

bought a paper to the July 2020 Council meeting recommending that in order to

meet drinking water compliance, chlorination is required as an essential

component of the upgrade.

Resolution made by Council in July 2020, was that “Council approves permanent

chlorination of the Reefton Water Supply when legislation requires it to be

operational”. This resulted in the chlorination improvement upgrade portion being

removed from the works package.

32


Council, as a water supplier, is:

legally obliged to comply with the Drinking Water Standards New Zealand

(DWSNZ) (Health Act s69V); and

legally required to have a Water Safety Plan (WSP) which identifies

mechanisms for preventing public health risks arising in the drinking water

supply and reduce and eliminate those risks if they do arise (Health Act

s69Z(2)(iii)).

The CDHB Medical Officer of Health wrote to Council on 30 October 2020 stating

the following key points:

she remains “seriously concerned that there are inadequate measures in place

to prevent, remedy, or mitigate any risk to public health arising from the

vulnerabilities in the system”;

“given that chlorination would have managed some of these risks and certainly

would enable all concerned to have some confidence that the supply does not

immediately put consumers at risk”, what else is Council putting in place to

manage the risk;

“it is simply unacceptable for a supply of this size to be on a boil water notice

for such an extended period of time”;

“we will consider if the appropriate course of action should include utilising

tools available in the Health Act for directing a course of action by Buller District

Council”

The upgrades work package is anticipated to start by the end of November 2020

and be completed by end of June 2021. There will be careful management of the

supply over the busy summer period to ensure continuity of supply. The

improvements to the security of the reservoir and new pipelines installed, will

reduce some risk associated with the supply but will not eliminate all system

recontamination risk.

A communications plan has been put in place that covers increased advertising of

the precautionary BWN over the summer period. This is to ensure that all residents

and visitors remain informed and the precautionary boil water notice to Reefton is

well advertised and understood.

Council had planned to increase monitoring at the reservoir over the summer, but

only shock dose the reservoir should an E.coli transgression occur. In an email

dated 9 November 2020 the Medical Officer of Health remained adamant that, for

the management of risks to the supply, barriers need to be put in place proactively

rather than after an event and remain concerned at the Council’s approach.

33


5. DISCUSSION

5.1 Strategic Risk

To enable oversight and management of this ongoing issue, it is recommended

that a new risk be added to Council’s Strategic Risk Register, as per Attachment 3

with an Inherent Risk Rating, before key controls are put in place, of 20.

The draft water safety plan is unlikely to be approved without amendment providing

for preventive chlorination.

Council has a MOU with the Crown (Three Waters Service Reform). While the

MOU is non-binding, any additional funding from Government under the DIA Three

Water Reform will be ‘reliant on the parties demonstrating progress against reform

objectives’. One of the objectives underpinning the reform programme is to

significantly improve the safety and quality of drinking water services.

By agreeing to the MOU, the parties have agreed to work constructively together

to support the objectives of the Three Waters service delivery reform programme.

This is a further reason why staff are recommending Council work co-operatively

with the Crown on this issue.

5.2 Legal Advice

Council is in receipt of legally privileged legal advice which will be considered in

public excluded session.

5.3 Residual disinfectant (chlorination programme)

Council staff recommend that the Committee acknowledge that the Reefton Water

Supply Upgrade includes the readying of the Reefton water supply chlorination

plant for operation. This will be in line with original work package A from the April

2020 council report.

The Medical Officer of Health and the Ministry are calling for the permanent

provision of residual disinfection (chlorination) of the Reefton Water Supply to meet

the Drinking Water Standards. In order to achieve this staff are recommending

that the Committee support a recommendation to Council that permanent

chlorination commence as soon as the Reefton Water Supply Upgrade Project is

complete.

5.4 Preventative Chlorination Programme

Council staff recommend the immediate commencement of a preventative shock

dosing operational approach to managing the reservoir to replace the current

transgression-based shock dosing plan, which the MOH has signalled is of concern

to her.

The proposed preventative approach will provide a pre-emptive, proactive barrier

to mitigate against recontamination of the water supply at the reservoir. As noted

34


by the MOH and confirmed through past events, it is a common theme that E.coli

transgressions are a more frequent occurrence at the reservoir in warmer

temperatures over the summer period when the population of Reefton increases

due to an influx of visitors.

Preventative shock dosing of the reservoir will mitigate against potential

recontamination of the water supply network. As discussed earlier, it will not

address the wider concerns of the MOH on its own, but as a first response can

begin immediately.

6. CONSIDERATIONS

6.1 Strategic Impact

The successful delivery of major assets and infrastructure projects in accordance

with our LTP is critical to the success of our district. Providing safe, reliable and

compliant water to communities aligns with Councils strategic goal.

6.2 Significance Assessment

Major projects are considered highly significant in terms of capital and operating

expenditure, complexity, impact to levels of service and community benefit. The

Ministry of Health have been actively monitoring Reefton’s situation and remain

firm in their advice that chlorination is the only way to manage the public health

risk for the community. They have advised that they are considering if their next

available steps to manage the current supply risk will be by legal means, using

tools available in the Health Act.

6.3 Risk Analysis

Major project risks are managed in accordance with Council’s risk management

processes including a “what could go wrong?” approach to ensure all practicable

steps are being taken to assess, control and monitor identified risks.


Council must comply with the relevant policy and legal requirements including the

Health Act 1956, Public Works Act 1981, the Health and Safety at Work Act 2015,

the Resource Management Act 1991, Local Government Act 2002 and Council’s

own Procurement Policy.


Water is a sacred element and it is important to deliver safe and compliant drinking

water reliably to the end consumer. Council works in partnership with Ngāti

Waewae as Tangata Whenua to provide governance in line with the principles of

the Treaty of Waitangi.

35



Affected parties and stakeholders including community members, private sector,

government ministries, agencies and authorities are consulted throughout the

project process.

6.7 Costs

Costs for enabling the chlorination plant as part of the current approved upgrade

are minor and if approved would be expended against cost codes in our Annual

Plan. Deviations (trends and changes) from approved control baselines will be

indicated as budget variances and reported to Council accordingly.

6.8 Benefits

The benefits of compliant water supplies are in accordance with Council strategies

and aligned with community outcomes including well-being, learning, who we are,

sustainable environment and prosperity.

6.9 Media/Publicity

Publicity is expected with major decisions, not all of which will be positive.

However, this should not detract from the reasons for delivering important assets

and infrastructure that provide compliant water for the community.

36


File: CWS_3_REE001 30 October 2020 Chief Executive Officer Buller District Council PO Box 21 WESTPORT Attn: Ms Sharon Mason Dear Sharon Health Act 1956 Part 2A / Drinking Water Standards New Zealand 2005/18 – Reefton Water Supply, Buller District Council I refer to our most recent correspondence of 29 May 2020 acknowledging your letter of 21 May 2020. I was pleased to note the work planned towards ensure a drinking water supply which firstly, would effectively manage risks particularly around the storage and reticulation components of the supply, and secondly, work towards compliance with the Health Act and Drinking Water Standards of New Zealand. Together, this would ensure that Council, as the supplier, could have confidence that they were providing safe drinking water to the Reefton community. I acknowledge the work plan in the letter which included the following: Initiate Market Engagement and tender to construct: - Chlorination improvement Upgrade ($65,000) - Repair Reservoir ($350,000) - New Rising Main ($305,000) - Pressure Reduction in township ($565,000) Total: $1,285,000 ex GST

The time line for this work was for it to be completed by December 2020. It is with profound disappointment that I write this letter, after being informed that the Buller District Council have resolved that chlorination is not to occur unless Council is required by legislation to implement it. I wish to remind Council that as the water supplier it is legally obliged to comply with the Drinking Water Standards (Health Act s69V). Council is also legally required to have a Water Safety Plan (WSP) which identifies mechanisms for preventing public health risks arising and reducing and eliminating those risks if they do arise (s69Z(2)(iii)). At this point in time, the Buller District Council is failing to meet both these provisions. Our Drinking Water Assessor has reviewed the submitted draft WSP for the Reefton Supply and notes that the following risks in the reticulation were identified.

The draft WSP currently states that the combined rising failing main is made of cast iron, is approximately 9% corroded and is leaking approximately 27m3/d. It was installed around 1950.

37


Community & Public Health, 310 Manchester Street, Christchurch Telephone 03 364 1777 Facsimile 03 379 6125

Christchurch Office: PO Box 1475, Christchurch Telephone 03 364 1777 Ashburton Office: PO Box 110, Ashburton Telephone 03 307 6902 West Coast Office: PO Box 443, Greymouth Telephone 03 768 1160 South Canterbury Office: PO Box 510, Timaru Telephone 03 687 2600

www.cph.co.nz

The large reservoir has had ongoing recontamination issues and this can be seen in the water quality results. Efforts to improve the security of this reservoir in terms of ensuring that there is no ingress appear to have been unsuccessful.

The description of the reticulation states that the pipework is a “mix, cast iron, PVC, still some AC pipes”. The system has unusually high pressure, and the condition assessment in the reticulation is an estimate only, meaning the level of certainty around the knowledge of the system is not high. Leakage occurs around scouring valves due to aging valve issues.

Backflow preventer (BFP) installations are unknown. A BFP policy has been prepared. It appears it has yet to be implemented.

There is no pressure management. It is unknown if there are pressure deficient areas within the supply zone.

The upgrade technical reports describe the reticulation as being 80 years old and it is considered the most obvious source for recontamination post UV treatment.

The DWA notes that total coliforms have also been present at the new tank farm indicating the old reservoir is not the only source of contamination. I remain seriously concerned that there are inadequate measures in place to prevent, remedy, or mitigate any risk to public health arising from the vulnerabilities in the system and this is indicated by the ongoing problems with total coliforms. I still do not have a clear picture of how Council intends to manage risks to public health from this supply. Given that chlorination would have managed some of these risks and certainly would enable all concerned to have some confidence that the supply does not immediately put consumers at risk, I need to understand what else is in place to manage this risk. I request that you provide me with information about what alternative measures are to be taken to manage that risk. It is simply unacceptable for a supply of this size to be on a boil water notice for such an extended period of time. I also have a number of concerns as we approach the summer months regarding how this supply will be managed as the population increases due to visitor numbers. Please respond to this letter by 6 November 2020. Due to the above and to fulfil our functions under Section 69ZL of the Act, this letter has been copied to the Ministry of Health. We will consider if the appropriate course of action should include utilising tools available in the Health Act for directing a course of action by Buller District Council.

Yours sincerely

Dr Cheryl Brunton Medical Officer of Health Community and Public Health Cc Ministry of Health: Attn Karen Beirne

38


SR-203937-207-21-V1

06 November 2020

Dr Cheryl Brunton

Medical Officer of Health

Community and Public Health

Via email: [email protected]

Dear Cheryl

Health Act 1956 Part 2A/Drinking Water Standards New Zealand 2005/18 – Reefton Water Supply,


I acknowledge receipt of your letter of 30 October 2020 and your request that Buller District Council

provides you with information about measures to manage the risks to public health that you

identified in your letter.

I can confirm that at its meeting on 29 July 2020 the Council resolved to approve permanent

chlorination of the Reefton water supply when legislation requires it to be operational. The Council

made this resolution after receiving a large number of submissions from Reefton residents opposed

to chlorination of the water supply, following the Council signalling proposed chlorination

improvement upgrade works in the 2020/21 Annual Plan.

However, we take your concerns very seriously and I intend to put your letter, and means to address

your concerns, to Councillors at a meeting of the Council’s Finance Risk and Audit Committee (FRAC)

on 18 November 2020. I invite you to attend this meeting (either in person or via Zoom) so that you

can put your views to Councillors and engage with our governance members around the implications

for Council of not undertaking permanent chlorination.

We propose to provide you with further information to address the matters raised in your letter on

20 November 2020, following the FRAC meeting.

In the meantime, I attach a draft action plan discussed at a Reefton Water Safety Plan workshop on

Wednesday, 21 October 2020, which currently focuses on enhanced monitoring as a primary control

mechanism to prepare for and enact shock-dosing if a recorded transgression event happens. The

draft plan also contains details of the Reefton Water Supply Upgrade Works, which are currently

being undertaken and are expected to be completed by June 2021, along with Council’s proposed

amendments to the draft WSP submitted earlier this year. I invite your feedback on the proposal. If

you have concerns about the proposal then please advise.

Yours Sincerely

Sharon Mason

Chief Executive Officer

39


CPT-203937-207-20-V1

MEMO DETAILS

DATE: 06 NOVEMBER 2020

TO: AMELIA HASKELL, DRINKING WATER ASSESSOR, CDHB

DENISE TULLY, DRINKING WATER ASSESSOR, CDHB

FROM: SKYE PATTERSON-KANE, COORDINATOR DRINKING WATER, BDC

REVIEWED BY: ERIC DE BOER, MANAGER INFRASTRUCTURE DELIVERY, BDC

Reefton Water Supply – Draft Action Plan

The following outlines the action plan discussed during the Reefton Water Safety Plan workshop

on Wednesday 21 October 2020.

Water Safety Plan Revision

BDC commits to redrafting the draft Reefton Water Safety Plan (WSP), dated May 2020, in line

with the Water Safety Plan Framework from the Ministry of Health and taking into consideration

the detailed feedback from the Drinking Water Assessor (October 2020). The WSP will be written

primarily by BDC with input from WestReef Services Ltd, the utilities maintenance contractor.

External reports and analysis will be completed by suitably qualified experts where required.

The revision of the WSP to bring it in line with the new framework is a major body of work that is

anticipated to involve the creation of new BDC policies and procedures as well as organisational

improvements relating to data acquisition and compliance reporting. It is also the intention to

incorporate the planned upgrade work (detailed below) within the WSP revision. Therefore, it is

anticipated that the revised WSP will be submitted to the Drinking Water Assessor for review in

July 2021.

Upgrade Work Package

BDC has awarded the Reefton Water Supply Upgrade works package which covers the following:

- Design and construction of a new dedicated rising main from the treatment plant to the

reservoir that includes a contact vessel to act as a chlorine pre-contact vessel

- Carry out a physical upgrade of the reservoir to result in secure storage from insects,

groundwater and vermin. Inspect the liner and replace only if required. Install new

process inlet and outlet connection through the reservoir walls.

- Design and construction of a new dedicated falling main from the treatment plant to

town to replace the existing cast iron rising/falling main.

- Design and construct the renewal of the existing asbestos cement pipe along Buller Road

between the corners of Potter St / Buller Rd and Elizabeth St / Buller Rd. Includes the

construction of one new node with control and bypass valves at the connection point

between the new falling main and existing network.

40


CPT-203937-207-20-V1

Water Supply Safety over Summer

Communications Plan

There is a precautionary boil water notice in place for Reefton. This has been in place since

February 2020. It is anticipated that community awareness and adherence to the precautionary

boil water notice may have reduced over time. Additionally, the population of Reefton will

temporarily increase over the summer period due to an influx of tourists.

BDC will therefore establish a summer communications plan which will cover the following:

- Remind the local Reefton population via the weekly community newsletter;

- Install permanent signs at taps at public toilets, freedom camping spots,

motorhome/caravan spots, and around the campground over the summer period;

- Send a letter to the campground/motel/accommodation providers asking them to display

signage in every unit and common area with a tap, reminding consumers of the boil water

notice. We will provide small laminated signs along with the letter.

Reservoir Monitoring

The reservoir has been identified as the site of contamination for past e. coli transgressions, and

investigations revealed that warm temperatures can be a contributing factor to the issue.

The reservoir will be closely monitored over the summer period but only shocked dosed to

control recorded transgressions.

To ensure public health BDC will put in place a multi-staged approach as temperatures increase:

1. From 1 December 2020 through to 28 February 2021, bacteriological sampling in the

reservoir will be carried out twice weekly for e. coli and total coliforms, on Tuesdays and

Fridays. Sampling will also include temperature and turbidity.

2. Should total coliforms be detected, BDC will consider dosing the reservoir with

hypochlorite to ensure a healthy supply of water. The dose shall be enough to disinfect

the reservoir while leaving no chlorine residual in the reticulation. This will be dependent

on ongoing detections of total coliforms, i.e. one low result will not trigger dosing, but

ongoing detections over the summer period, or increasing numbers over multiple

samples may trigger dosing.

3. Should e. coli be detected, Reefton will move from a precautionary boil water notice to a

boil water notice, until three clear tests are attained, at which stage it will revert back to a

precautionary boil water notice. Immediately after a detection of e. coli in the reservoir,

BDC will dose the reservoir with hypochlorite. The dose shall be enough to disinfect the

reservoir and leave a low level of chlorine residual in the reticulation.

Security of Supply

41


CPT-203937-207-20-V1

The main reservoir is needed over the summer period to ensure security of supply as there is an

increase in demand over this time from residents and summer visitors to Reefton. BDC are

currently in the process of major upgrades to the Reefton water supply. Part of the upgrade is

focused on investigations and improvements at the reservoir to reduce the risk of contamination

at this site. The investigation and upgrade works will be planned so that the reservoir is not taken

out of action during the peak demand period over the summer months. It is anticipated the

upgrade works package will be finished by end of June 2021.

42


From: Sharon Mason

To: Michael Duff; Eric de Boer; Kirstin McKee

Subject: Fwd: forfiling_cWS_3_REE001_Reefton Water Supply

Date: Monday, 9 November 2020 3:05:10 pm

Attachments: image003.png

image005.png

image005.png

Sent from my iPhone

Sharon Mason

CEO


Begin forwarded message:

From: Denise Tully <[email protected]>

Date: 9 November 2020 at 2:09:09 PM NZDT

To: Kirstin McKee <[email protected]>, Amelia Haskell <[email protected]>,

Sharon Mason <[email protected]>

Cc: Ramon Pink <[email protected]>, Cheryl Brunton <[email protected]>,

Gail McLauchlan <[email protected]>, Sandy Brinsdon

<[email protected]>, CPH Drinking Water Unit <[email protected]>,

Helen Graham <[email protected]>

Subject: forfiling_cWS_3_REE001_Reefton Water Supply

Kia ora Sharon and Kirstin

In Dr Cheryl Brunton’s absence I have discussed this matter with Dr Ramon Pink, Medical Officer of Health

Canterbury, and he has asked me to reply with the following in response to the letter dated 6 November 2020

from Sharon.

Dear Sharon

Thank you for your letter dated 6th

November which I received this morning. I acknowledge the opportunity to

attend the Finance Risk and Audit Committee meeting on 18th

November and am hopeful that pending any other

urgent matters, Dr Cheryl Brunton will be able to join via zoom.

CPH acknowledge the improvements detailed in the upgrade work package which are going to occur on the

Reefton water supply. An improvement to the communication plan is also noted as it will be vitally important that

those who do not normally reside in Reefton are fully aware that the water must be boiled for drinking, food

preparation and teeth brushing.

I remain concerned however that the reservoir monitoring plan only provides an extra barrier once E coli is

detected and this puts the community at risk by allowing contamination to occur before providing an additional

safe guard. We have seen that this supply transgresses more frequently over the summer in the warmer weather

and this coincides with the time of year when the number of people on this supply increases. In addition there will

be significant works carried out on this supply in the coming months and this may also put the quality of the water

supply and consequently the public at risk if additional barriers are not put in place. For the management of risks

to the supply, barriers need to be in place proactively rather than after the event. Acting after the event occurs will

mean the public may have been exposed to contaminated water for a number of days.

We would like to take this opportunity offered to present our concerns to Councillors on 18 November 2020. We

look forward to receiving a zoom invitation and confirmation of time.

Ngā mihi,

Denise Tully

Health Protection Officer/Drinking Water Assessor

43


Community & Public Health

PO Box 1475

Christchurch 8140

Tel 03 364 1777

Tel 0274582552

From: Kirstin McKee [mailto:[email protected]]

Sent: Monday, 9 November 2020 8:09 a.m.

To: Amelia Haskell <[email protected]>; Denise Tully <[email protected]>

Subject: FW: Letter from CEO - Health Act 1956 Part 2A/Drinking Water Standards New Zealand 2005/18 –

Reefton Water Supply, Buller District Council

Morena Amelia and Denise

Please see attached letter which was sent on Friday afternoon/ As Cheryl Brunton is away on leave, could this

please be forwarded to Dr Ramon Pink who is the on call Medical Officer of Health as per Cheryl’s out-of-office

email reply.

Nga mihi nui

Kirstin McKee | EA to Chief Executive Officer & Mayor

DDI 03 788 9650 | Email [email protected]

Buller District Council | Phone 0800 807 239 | www.bullerdc.govt.nz

PO Box 21 | Westport 7866

Community Driven | One Team | Future Focused | Integrity | We Care

Email Disclaimer: This correspondence is for the named person's use only. It may contain confidential or legally privileged information or

both. No confidentiality or privilege is waived or lost by any mistransmission. If you receive this correspondence in error, please immediately

delete it from your system and notify the sender. You must not disclose, copy or relay any part of this correspondence if you are not the

intended recipient. Any views expressed in this message are those of the individual sender, except where the sender expressly, and with

authority, states them to be the views of Buller District Council.

From: Kirstin McKee

Sent: Friday, 6 November 2020 4:52 pm

To: 'Cheryl Brunton' <[email protected]>

Cc: Sharon Mason <[email protected]>; Michael Duff <[email protected]>; Eric de Boer

<[email protected]>

Subject: Letter from CEO - Health Act 1956 Part 2A/Drinking Water Standards New Zealand 2005/18 – Reefton

Water Supply, Buller District Council

Kia ora Cheryl

Please find letter and attachment from CEO Sharon Mason.

Nga mihi nui

Kirstin McKee | EA to Chief Executive Officer & Mayor

DDI 03 788 9650 | Email [email protected]

44


Buller District Council | Phone 0800 807 239 | www.bullerdc.govt.nz

PO Box 21 | Westport 7866

Community Driven | One Team | Future Focused | Integrity | We Care

Email Disclaimer: This correspondence is for the named person's use only. It may contain confidential or legally privileged information or

both. No confidentiality or privilege is waived or lost by any mistransmission. If you receive this correspondence in error, please immediately

delete it from your system and notify the sender. You must not disclose, copy or relay any part of this correspondence if you are not the

intended recipient. Any views expressed in this message are those of the individual sender, except where the sender expressly, and with

authority, states them to be the views of Buller District Council.

********************************************************************************************

This email may contain privileged and confidential information, including health information protected by

the Health Information Privacy Code and the Privacy Act. It is intended solely for the intended recipient(s).

Any unauthorized use, redistribution, disclosure, or reproduction of this email and/or its attachments is

strictly prohibited and may be unlawful. If you are not the intended recipient, please notify the sender

immediately and delete the original message, including attachments, from your system. Any views or

opinions expressed in this email are those of the individual sender, and do not necessarily reflect those of

the Canterbury District Health Board unless otherwise stated.

45



29 JULY 2020

AGENDA ITEM: 7

Prepared by - Mike Duff

- Group Manager Infrastructure Services

Reviewed by - Eric de Boer

- Manager Infrastructure Delivery

REEFTON WATER SUPPLY UPGRADE – PROPOSED CHLORINATION

1. REPORT SUMMARY

The Reefton Water Supply serves the district’s second largest town and

requires significant upgrade works to ensure a safe, compliant drinking water

supply and ‘fit for future’ infrastructure. In April 2020, Council resolved to accept

the recommended upgrade proposed and commence a tender process for the

work package options including a new rising main, a new falling main, reservoir

repairs and network changes.

To meet drinking water compliance, chlorination is required as an essential

component of the upgrade. Reefton is currently on a precautionary Boil Water

Notice, which on advice from the current regulator (Canterbury District Health

Board), will not be lifted until the system can demonstrate adequate protection

against recontamination. The only proven and practical response to

recontamination is a residual disinfectant such as chlorination.

Chlorination is a significant concern for the Reefton community in terms of water

aesthetics, perceived health effects and potential impact to household fixtures

and appliances. Submissions from the 2020/21 Annual Plan consultation were

overwhelmingly against chlorination. Council acknowledges and respects these

views, and will carefully consider the strong opposition from ratepayers.

Whilst chlorination is not yet enforced under legislation, in context of the current

central government Three Waters reforms and advice form the drinking water

regulator, it seems that mandatory chlorination is both inevitable and imminent,

as part of a major overhaul of all drinking water supplies across New Zealand.

2. DRAFT RECOMMENDATIONS

That Council approves permanent chlorination of the Reefton Water

Supply to be operational by the soonest of:

a) when the approved work package options are completed, or

b) when legislation requires, or

46


c) to meet eligibility criteria for central government Three Waters

Reform full funding of the Reefton upgrade works.

3. KEY POINTS

The key points for chlorination are best set out in a Pros & Cons format as

below:

3.1 Pros (advantages of chlorination):

• Allow lifting of the current precautionary Boil Water Notice.

• Chlorination provides protection from recontamination and risk of public

harm from unsafe drinking water.

• Chlorination provides the essential means to meet mandatory compliance.

• Chlorination positions Reefton to meet central government reforms under

the new drinking water regulator Taumata Arowai.

• New legislation may enforce mandatory chlorination in the near future.

• Unchlorinated supplies may not be eligible for central government funding.

3.2 Cons (disadvantages of chlorination):

• The majority of the Reefton community are opposed to chlorination.

• Particularly at start-up, consumers may experience short term water quality

issues such as taste, colour and odour.

• Some households may experience issues with fixtures and appliances.

• Not chlorinating would save minor expenditure from this year’s capital

budget.

4. BACKGROUND

4.1 Introduction

The Reefton Water Supply is under a precautionary Boil Water Notice (BWN)

until improvements to the Reefton water infrastructure can be made.

The Canterbury District Health Board (CDHB) are the current regulators for safe

drinking water across all of Council supplies. CDHB have made it very clear

that they will not endorse the lifting of the Reefton precautionary BWN until

permanent chlorination is in place.

The Ministry of Health have also been actively monitoring Reefton’s situation

and remain firm in their advice that chlorination is the only way to manage the

public health risk for the community.

4.2 Chlorine Introduction

Adding of chlorine to previously unchlorinated water supplies can release

chloramines, formed from the reaction of chlorine and organic matter built up in

the old pipes. After time, this release of chloramines diminishes.

47


Specific readiness planning and operational processes, including pre-

commissioning, commissioning and post-introduction measures will help

mitigate transient water quality issues. Refer to Attachment A for more details

on chlorine introduction.

Figure 1 – Water New Zealand slide extract

48


49


5. ANNUAL PLAN SUBMISSIONS

5.1 Submissions

The Reefton community were consulted on their water supply as part of the

2020/2021 Annual Plan. The submissions received are provided in Attachment

B.

Whilst there was general support for the infrastructure upgrade work to include

a new rising main, a new falling main and reservoir repairs, the community were

overwhelmingly against chlorination.

5.2 Concerns

Reasons provided anecdotally in opposition to chlorine include changes to

water aesthetics (taste, colour, odour), perceived health effects and potential

impact to household fixtures and appliances. Council will carefully consider

these concerns of ratepayers.

6. COSTS & TIMEFRAME

6.1 Costs

The 2020/2021 Annual Plan adopted in June 2020 provides an approved

budget of $65,000 to complete final installation of the treatment plant’s

chlorination system.

Following market enquiries, the expected cost for equipment is approximately

$11,000. Allowing delivery, labour for installation, testing and commissioning

would see the expected costs to be under $30,000, well within the approved

budget.

6.2 Timeframe

Equipment will take several weeks for overseas delivery, followed by installation

and calibration. Pre-commissioning and commissioning would then be

completed to be operational within two months of approval to proceed.

A post-commissioning optimisation process will determine the minimum dosage

required to achieve the required free available chlorine (FAC) levels in the

reticulation. Detailed monitoring will provide feedback on how best to make

adjustments.

In any case, operational date would be timed to coincide with Council’s

resolution, but not before completion of other upgrade works, specifically the

new rising main (Option D), the new falling main (Option E) and the reservoir

repairs (Option B). These are currently out for tender, with a tender

recommendation report expected before Council by September 2020, and

works completed by mid-2021.

50


7. CENTRAL GOVERNMENT REFORMS

7.1 Context

Decisions regarding all of Council’s drinking water supplies should now be

taken in context of proposed central government reforms – both the introduction

and wide-ranging powers of the new national regulator Taumata Arowai (to

eventually replace CDHB), but also different service delivery models which

would change the landscape of drinking water supplies.

The Department of Internal Affairs (DIA) have shown two options for how

drinking water could be aggregated and supplied by new publicly owned entities

instead of Councils.

Transferring responsibility may have advantages and opportunities for small

district Councils who have significant infrastructure backlog (deficit) and

ongoing challenges with maintaining an affordable service delivery model.

7.2 Reform Programme & Funding Package

There are many complex issues to resolve, but Councils will be consulted and

initially offered to “opt in” via a Memorandum of Understanding (MoU) which

would provide access to $760M of funding as announced on July 8 2020.

Shovel-ready projects would be prioritised as part of the national economic

stimulus and COVID-19 recovery plan. Council has already submitted a $16M

shovel-ready water package to central government (Crown Infrastructure and

now Provincial Growth Fund), which included $1.25M for the Reefton upgrade.

It is understood that to “opt in” only obliges Councils to continue working with

central government in good faith, including constructive engagement and

51


sharing asset information so that reform objectives may continue to progress

over the next twelve months.

The MoU will be brought to Council for consideration before proceeding. It is

expected that a full timetable of next steps and key milestones will be released

by central government in due course, including definition and criteria of further

commitments required as part of a proposed transition plan going forward.

7.3 Further Reading

More background information and context can be found at the following links:

https://www.dia.govt.nz/Three-waters-review

https://www.beehive.govt.nz/release/major-investment-safe-drinking-water

https://www.dia.govt.nz/Three-Waters-Reform-Programme

8. CONSIDERATIONS

8.1 Strategic Impact

The successful delivery of major assets and infrastructure projects in

accordance with our LTP is critical to the success of our district.


Major projects are considered highly significant in terms of capital and operating

expenditure, complexity, impact to levels of service and community benefit.

8.3 Risk Analysis

Major project risks are managed in accordance with Council’s risk management

processes including a “what could go wrong?” approach to ensure all

practicable steps are being taken to assess, control and monitor identified risks.


Council must comply with the relevant policy and legal requirements including

the Public Works Act 1981, the Health and Safety at Work Act 2015, the

Resource Management Act 1991, Local Government Act 2002 and Council’s

own Procurement Policy.


Water is a sacred element and it is important to deliver safe and compliant

drinking water reliably to the end consumer. Council works in partnership with

Ngāti Waewae as Tangata Whenua to provide governance in line with the

principles of the Treaty of Waitangi.


Affected parties and stakeholders including community members, private

sector, government ministries, agencies and authorities are consulted

throughout the project delivery process.

52


8.7 Costs

Costs for major projects are expended against cost codes in our Annual Plan.

Deviations (trends and changes) from approved control baselines will be

indicated as budget variances and reported to Council accordingly.

8.8 Benefits

The benefits of major projects are in accordance with our LTP and aligned with

community outcomes including well-being, learning, who we are, sustainable

environment and prosperity.

8.9 Media/Publicity

Publicity is expected with major projects, not all of which will be positive.

However, this should not detract from the reasons for delivering important

assets and infrastructure for the community.

53


ATTACHMENT A – INFORMATION NOTES FOR CHLORINE INTRODUCTION

54



Reefton Chlorination Process and Information

File Note

1 | P a g e

INFORMATION ON CHLORINE INTRODUCTION

and

RESPONSES TO KEY COMMUNITY CONCERNS (AS EXPRESSED IN SOME OF THE

SUBMISSIONS ON THE ANNUAL PLAN)

55




File Note

2 | P a g e

1. INTRODUCTION OF CHLORINE - PROCESS

1.1. Start Up and Initial Management Procedures

It is to be expected that there will be a period of approximately two months during which

chlorine dosage set-point adjustments will occur. This operational process optimisation is

aimed to determine the minimum dosage to achieve the required Free Available Chlorine (FAC)

levels in the reticulation. Detailed monitoring along the network will provide feedback on how

to best adjust the dose rate to the minimum.

Should specific areas show particularly high chlorine demand pegging of those lines should be

undertaken. This will avoid the necessity to dose the entire network at a high level (which

obviously is undesirable in terms of potential odour and taste issues).

The hydraulic model which was set up for pressure monitoring in Reefton allows to include

chlorine demand calculations, which will assist in identifying relevant monitoring locations.

1.2. Managing potential odour and taste issues

There is no realistic chance of getting unchlorinated water from the plant, as the chlorine is

used on 2 locations: as a disinfection of media filters to avoid recontamination and spread of

pathogens into the network (which has already occurred before) and the residual chlorination

of the water which happens immediately post UV. Although it would be possible to install a tee,

water will still be chlorinated water post filter flush.

The best and safest option to remove chlorine out of the water for drinking is a carbon filter -

under bench at home, inline for restaurants and cafes or for a public drinking fountain. Annual

replacement of the filtration cartridge ($ 40 per household) is required. An even less costly

alternative are water jugs with a filter (for example Britta). They equally remove potentially

undesirable smell and taste.

1.3. Managing community reluctance towards chlorination

Community concerns about imminent changes of their water supply and most specifically about

the addition of chlorine to their water supply are a New Zealand wide phenomenon. Very often

those unknown changes are being overestimated and lead to widespread concerns.

The Council has embarked on a multichannel communication exercise underpinned by a

thoroughly planned communication strategy.

The messages that the community has received through media releases and Q&A publications

addresses all the common questions and concerns related to chlorination.

56




File Note

3 | P a g e

2. Chlorine Introduction – Stages

2.1. Pre-commissioning

The Council will continue to keep the community informed about progress of upgrade works

and envisaged timeframes of commissioning.

The Council’s maintenance contractor will flush pipes and targeted hydrants to help reduce

biofilm build up in the pipes.

2.2. Commissioning

This is the technical procedure to ensure that all components and instrumentation is working

according to design. This does neither include system optimisation nor downstream processes

(reticulation).

Monitoring of the reticulation will occur as a parallel process to commissioning. Numerous

locations within the reticulation will be monitored. Ideally a strategy can be developed to

achieve optimal concentration of chlorine across the entire network. This approach is intended

to reduce the probability that particular areas receive too much chlorine (with the well-known

effects on taste and smell). Overdosing of chlorine is a common phenomenon across New

Zealand and this is why there is a wide-spread community perception that chlorine spoils

drinking-water’s taste and smell.

2.3. Post-Commissioning

Monitoring and optimisation will continue until residual chlorine levels are according to

Ministry of Health guidelines.

Additionally ph-levels of the Reefton drinking-water will be monitored to avoid undesirable

decrease of ph-levels which can cause corrosive oxygen super-saturation. Corrosive oxygen

super-saturation is a phenomenon that can increase the risk for potential corrosion of water

cylinders. What is quite commonly perceived and stated as ‘corrosive effect of chlorine’ is in

actual fact the result of a process related shift in water chemistry.

The instrumentation set-up in the Reefton Water Treatment Plant allows for balancing ph-

levels.

57




File Note

4 | P a g e

3. RESPONSES TO KEY COMMUNITY CONCERNS

3.1. Odour and Smell of chlorinated water

Common concerns about potential undesirable odour and taste have been addressed in Section

1.2 of this file note. By way of summary it would be fair to say that chlorination done according

to the Ministry of Health’s guidelines should lead to a drinking water quality (both smell and

taste) that is well accepted by consumers.

Some submitters have expressed a preference for a ‘whole scale reticulation and aging pipe

replacement works programme’ that would, according to their understanding, ‘negate the need

for chlorination’.

It is important to note, that this community preference is based on a misconception about why

residual chlorination in drinking-water networks is required.

The reason why DHBs insist on residual chlorination levels in reticulation networks stems from

the core changes made to the overhauled Drinking-water Standards NZ, namely the new ‘Risk

Management Framework’.

The management of risks to public health is now (post Havelock North) a lot stricter (and is

implemented by DHBs more stringently).

Even if BDC renewed the entire Reefton water delivery asset suite - a project with potentially a

two digit million price tag that would take more than a decade to be implemented- some of the

‘potential risks’ would still be coming from operational activities (from pipe flushing, hydrant

maintenance, testing procedures, faults with pumps causing potential pressure fluctuations,

faulty or missing back-flow prevention devices, illegal connections etc.).

All Councils in New Zealand, big or small are faced with the same problem, there will always be

potential sources of recontamination in drinking-water networks, which need to be addressed

by residual chlorination.

3.2. Concerns about potential increase of corrosion of water cylinders

As explained in Section 2.3 of this file note, ph-monitoring during post-commissioning is aimed

at avoiding significant problems.

58


ATTACHMENT B – 2020/21 ANNUAL PLAN SUBMSSIONS

59


Reefton Water Supply Annual Plan 2020/21 – Submissions Summary

Council received 355 submission points from 230 individual submitters. In total, 57

Submitters supported the Reefton Water Work Package, and 12 Submitters opposed

it, two submitters indicated no preference.

Of all the submitters on Reefton Water Work Package (whether in support, in

opposition not clearly defined) 41 made mention of not supporting chlorination.

Many of these submitters preferred whole scale reticulation and aging pipe

replacement works programme that would negate the need for direct chlorination.

60


SUBMISSIONS:

2020/2021 Draft Annual PlanYes No 41 = no

chlorination

57 12

Item First_name Organisation Addr_1 Town_Postcode

Adam Mcrae‐Price 6 Victory Street REEFTON No

chlorination

Alan and Patricia Paxton 13 Bright Street WESTPORT

Alison Gygax Birds Ferry Lodge Ltd 163 Birds Ferry Road WESTPORT

Andy Gowland‐Douglas Plumb Duck Ltd 175 Palmerston Street WESTPORT 7866

Bede Brown 25b Mill Street WESTPORT 7825

Bernadette Snowden 26 Davis Street REEFTON No to

chlorination

Christine Smith 2 Sinnamon Street REEFTON Keep chlorine

level low

Brian Charles Smith 2 Sinnamon Street REEFTON Keep chlorine

level low

Camilla Griggs 81 Main Street REEFTON 7830 No to

chlorine

Caroline Mosly 6 Anderson Street REEFTON 7830

Carina Webb 60 Crampton Road REEFTON 7830 No to

chlorine

Carol Feast 47b Queen Street WESTPORT 7825

Caroline Horwood Somersby Farm 78 Suttons Mill Road, RD 1 REEFTON

Carrol Morris 120 Shiel Street REEFTON

Cathy Stephens Hotel Reefton 75 Broadway REEFTON Replace old

water pipes

Chris Boyd Hotel Reefton 75 Broadway REEFTON Replace

piping so no

chlorination

Chris Huggins 25 Davis Street REEFTON No to

chlorination.

Upgrade

reticulation

system &

reservoir.

Christine Scholes 18 Shiel Street REEFTON No to

chlorination

Claire Insley 105 Bridge Street KARAMEA Not if

Reefton

community

don't want

chlorination

Clare Tibbles 1 Mace Street REEFTON No to

chlorination

Dale Bublitz 71 Buller Road REEFTON

Dave Stone 76 Crampton Road REEFTON Prefer main

replacements

and ongoing

BWN to

chlorination.

David Carrig 2 Shiel Street REEFTON No to

chlorination

David Scholes 18 Shiel Street REEFTON

DL Wallcroft Reefton Motor Camp REEFTON

Dulcie McNabb Karamea Historical

Society Inc

PO Box 19 KARAMEA

Grant Phillips 7 Sinnamon Street REEFTON No to

chlorination,

does not feel

confidence in

Council or

the project.

Greg Sherie 81 Torea Street GRANITY

Hayley and Jared

Burnham

9a Shiel Street REEFTON Requests

immediate

repairs to the

ancient piping

systems be

made.

Chlorination

is not the

solution.

Helen Bollinger 14 Franklin Street REEFTON

Helen Huggins 25 David Street REEFTON No to

chlorination

Ina Lineham 11 Bridge Street REEFTON But no to

chlorination

Jan Moore 13 Times Street REEFTON But no to

chlorination,

use this

money to

upgrade the

piping and

other issues.

Jo 28 Main Street REEFTON

John Bougen Inangahua Community

Board

20 Shiel Street REEFTON 7830 Concerns

around

chlorination

Judy McKenzie 113 Buller Road REEFTON

Kate King 21 Gannons Road REEFTON

Katherine Olsen 25 Hattie Street REEFTON

Lee Boswell 58 Trennary Street REEFTON

Lee Boswell C/‐ 11 Pitt Street REEFTON

Lee Marchant 3 Chamberlain Street WAIMANGAROA

Reefton Water Supply, treated

61


Leo Whittle 15 Anderson Street REEFTON Is

chlorination

necessary?

Real concern

that the

water supply

is being

drastically

modified.

Lex Blackadder 27 Dick Street REEFTON Does not

support the

proposal as it

is.

Linda Webb 63 Main Street REEFTON Does not

agree with

reduced

pressure

main and is

against

chlorination.

LJ and CM Barrow 67 Main Street REEFTON Support the

upgrade but

definitely no

to

chlorination.

Lisa McRae‐Price 6 Victory Street REEFTON No to

chlorination

Liz Kerslake PO Box 151 KARAMEA

Lynne Higgins 131 Queen Street

Margaret Crook 14 Thompsons Road REEFTON 7895

Maria Wilson 19 Elizabeth Street REEFTON No to

chlorination

Marie Bishara 12 Don Street REEFTON

Marie Standing Ngakawau Swimming

Pool

12 Corbett Street HECTOR

Mathew Lintott 66 Main Street REEFTON Spend

$1,000,000

or even more

to give best

quality water

Maureen Adair 1534 State Highway 69 REEFTON But no to

chlorination

Moira Lockington 12 Walsh Street REEFTON But no to

chlorination

Murray Fifield 1 Ross Street REEFTON But no to

chlorination,

asks Council

to advise on

effect of

chlorination

on cylinders

and pipes

Neil Stevenson 24 Gladstone Street WESTPORT

Nicholas Harrison 34 Cavell Street REEFTON 7830 But fix the

pipes and no

to

chlorination

Noeline McManaway 58 Bridge Street REEFTON

Paula Cutbush 16 Broadway REEFTON But no to

chlorination

Peter Gibson 99 Oparara Road KARAMEA

Peter Lawn 32 Buller Road REEFTON But no to

chlorination

Rachel Fifield 1 Ross Street REEFTON Very

concerned

about the

chlorination

Ray Chandler 7 Bridge Street REEFTON

Reverend Diane Griffin St Stephens Anglican

Church

25 Walsh Street REEFTON But would

like a total

upgrade of

the

reticulation

system

Rex Crook 14 Thompsons Road REEFTON

Robert and Linda Allnutt 4 Bridge Street REEFTON 7830 Definitely no

chlorination

RW Chambers 59 Main Street REEFTON

Robin Waghorn 151b Buller Road REEFTON

Rosealeigha Olsen 25 Hattie Street REEFTON Getting sick

from drinking

the town

water

contaminatio

n

Ross Eddy 18a Gladstone Street WESTPORT

Suzanne Archer 85 Dick Street REEFTON

Toni Bell 24 Herald Street REEFTON

Trevor Johns 155 Buller Road REEFTON 7830 Not a great

fan of

chlorination

62


ATTACHMENT C – CENTRAL GOVERNMENT REFORMS INFORMATION

63


1

MODEL

Memorandum of Understanding

Three Waters Services Reform

Between the [Sovereign in right of New

Zealand acting by and through the Minister of

Local Government] and

[Territorial Authority]

Date

64


2

PURPOSE

This Memorandum of Understanding (Memorandum) sets out the principles and objectives that the Parties

agree will underpin their ongoing relationship to support the improvement in three waters service delivery

for communities with the aim of realising significant public health, environmental, economic, and other

benefits over the medium to long term. It describes, in general terms, the key features of the proposed

reform programme and the Government funding arrangements that will support investment in three waters

infrastructure as part of the COVID 19 economic recovery.

BACKGROUND

Over the past three years central and local government have been considering solutions to challenges facing

the regulation and delivery of three water services. This has seen the development of new legislation to

create Taumata Arowai, the new Water Services Regulator, to oversee and enforce a new drinking water

regulatory framework, with an additional oversight role for wastewater and stormwater networks.

While addressing the regulatory issues, both central and local government acknowledge that there are

broader challenges facing the delivery of water services and infrastructure, and the communities that fund

and rely on these services. There has been regulatory failure, underinvestment in three waters infrastructure

in parts of the country, and persistent affordability challenges, and additional investment is required to

increase public confidence in the safety of drinking water and to improve freshwater outcomes.

Furthermore, investment in water service delivery infrastructure is a critical component of a collective

response to climate change and increasing resilience of local communities.

The Parties to this Memorandum consider it is timely to apply targeted infrastructure stimulus investment to

enable improvements to water service delivery, progress reform in partnership, and ensure the period of

economic recovery following COVID-19 supports a transition to a productive, sustainable economy.

Additional funding will be subject to Government decision-making and reliant on the Parties demonstrating

substantive progress against the reform objectives. The quantum, timing, conditions, and any other

information relating to future funding will be advised at the appropriate time but will likely comprise

additional tranches of funding and more specific agreement to key reform milestones.

The reform process and stimulus funding, proposed by Government, is designed to support economic

recovery post COVID-19 and address persistent systemic issues facing the three waters sector, through a

combination of:

• stimulating investment, to assist economic recovery through job creation, and maintain investment

in water infrastructure renewals and maintenance; and

• reforming current water service delivery, into larger scale providers, to realise significant economic,

public health, environmental, and other benefits over the medium to long term.

There is a shared understanding that a partnership approach will best support the wider community and

ensure that the transition to any eventual new arrangements is well managed and as smooth as possible.

This requires undertaking the reform in a manner that enables local government to continue and, where

possible, enhance delivery of its broad “wellbeing mandates” under the Local Government Act 2002, while

recognising the potential impacts that changes to three waters service delivery may have on the role and

functions of territorial authorities.

65


3

PRINCIPLES FOR WORKING TOGETHER

The Parties shall promote a relationship in their dealings with each other, and other Parties related to the

three waters services reform, based on:

• mutual trust and respect; and

• openness, promptness, consistency and fairness in all dealings and communication including through

adopting a no-surprises approach to any matters or dealings related to the reform programme; and

• non-adversarial dealings and constructive problem-solving approaches; and

• working co-operatively and helpfully to facilitate the other Parties perform their roles; and

• openly sharing information and analysis undertaken to date on the state of the system for delivering

three waters services and the quality of the asset base.

This Memorandum is intended to be non-binding in so far as it does not give rise to legally enforceable

obligations between the Parties.

REFORM OBJECTIVES AND CORE DESIGN FEATURES

By agreeing to this Memorandum, the Parties agree to work constructively together to support the

objectives of the three waters service delivery reform programme.

The Parties agree that the following objectives will underpin the reform programme and inform the

development of reform options/proposals:

• significantly improving the safety and quality of drinking water services, and the environmental

performance of drinking water and wastewater systems (which are crucial to good public health and

wellbeing, and achieving good environmental outcomes);

• ensuring all New Zealanders have equitable access to affordable three waters services;

• improving the coordination of resources, planning, and unlocking strategic opportunities to consider

New Zealand’s infrastructure and environmental needs at a larger scale;

• increasing the resilience of three waters service provision to both short- and long-term risks and

events, particularly climate change and natural hazards;

• moving the supply of three waters services to a more financially sustainable footing, and addressing

the affordability and capability challenges faced by small suppliers and councils;

• improving transparency about, and accountability for, the delivery and costs of three waters services,

including the ability to benchmark the performance of service providers; and

• undertaking the reform in a manner that enables local government to further enhance the way in

which it can deliver on its broader “wellbeing mandates” as set out in the Local Government Act

2002.

66


4

In addition to these objectives, the Parties recognise that any consideration of changes to, or new models

for, water service delivery arrangements must include the following fundamental requirements and

safeguards:

• mechanisms that provide for continued public ownership of water service delivery infrastructure,

and protect against privatisation; and

• mechanisms that provide for the exercise of ownership rights in water services entities that consider

the interests and wellbeing of local communities, and which provide for local service delivery.

The Parties also recognise the reform programme will give rise to rights and interests under the Treaty of

Waitangi and both Parties acknowledge the role of the Treaty partner. This includes maintaining Treaty

settlement obligations and other statutory rights including under the Resource Management Act 1991

and the Local Government Act 2002. The outcome of discussions with iwi/Māori will inform design of

appropriate mechanisms to reflect Treaty interests. This will include clarity of roles and responsibilities.

The Parties agree to work together to identify an approach to service delivery reform that incorporates

the objectives and safeguards noted above, and considers the following design features as a minimum:

• water service delivery entities, that are:

- of significant scale (most likely multi-regional) to enable benefits from aggregation to be

achieved over the medium to long-term;

- asset owning entities, with balance sheet separation to support improved access to capital,

alternative funding instruments and improved balance sheet strength; and

- structured as statutory entities with appropriate and relevant commercial disciplines and

competency-based boards;

• delivery of drinking water and wastewater services as a priority, with the ability to extend to

stormwater service provision only where effective and efficient to do so; and

• publicly owned entities, with a preference for collective council ownership;

• mechanisms for enabling communities to provide input in relation to the new entities.

The Parties acknowledge that work will also be undertaken to develop a regulatory framework, including

mechanisms to protect the interests of consumers.

FUNDING ARRANGEMENTS

The Government has indicated its intention to provide funding to stimulate investment to enable

improvements in water service delivery, support economic recovery and progress Three Waters Services

Reform. The quantum of funding available for the Council (and each participating Council) will be notified

by Government prior to signing this Memorandum.

67


5

Funding will be provided as soon as practicable following agreement to this Memorandum and the

associated Funding Agreement and Delivery Plan. The Delivery Plan will need to show that the funding is

to be applied to operating or capital expenditure on three waters service delivery (with the mix to be

determined by the Council) that:

• supports economic recovery through job creation; and

• maintains, increases and/or accelerates investment in core water infrastructure renewals and

maintenance.1

The Delivery Plan will be based on a simple template and will include a summary of projects, relevant

milestones, costs, location of physical works, number of people employed in works, reporting milestones

and an assessment of how it supports the reform objectives set out in this Memorandum.

The Delivery Plan will be supplied to Crown Infrastructure Partners, and other organisations as agreed

between the Parties, who will monitor progress of application of funding against the Delivery Plan to

ensure spending has been undertaken consistent with public sector financial management requirements.

Agreement to this Memorandum and associated Funding Agreement and Delivery Plan are required prior

to the release of Government funding. The Council will have the right to choose whether or not they wish

to continue to participate in the reform programme beyond the term of the Memorandum.

FUTURE AGREEMENTS

The Parties may choose to enter other agreements that support the reform programme. These

agreements will be expected to set out the terms on which the Council will partner with other councils to

deliver on the reform objectives and core design features, and will include key reform milestones and

detailed plans for transition to and establishment of new three waters service delivery entities.

PROGRAMME MANAGEMENT

The Government will establish a programme management office and the Council will be able to access

funding support to participate in the reform process.

The Government will provide further guidance on the approach to programme support, central and

regional support functions and activities and criteria for determining eligibility for funding support. This

guidance will also include the specifics of any information required to progress the reform that may be

related to asset quality, asset value, costs, and funding arrangements.

TERM

This Memorandum is effective from the date of agreement until 30 June 2021 unless terminated by

agreement or by replacement with another agreement related to the reform programme.

1 Maintains previously planned investment that may have otherwise deferred as a result of COVID-19.

68


6

INTERACTIONS, MONITORING, INFORMATION AND RECORDS

The Parties nominate the following representatives to act as the primary point of communication for the

purposes of this Memorandum and any other purpose related to the reform programme.

Government’s

representative

Council

[As delegated] [Chief Executive of

the Council]

It is the responsibility of these representatives to:

• work collaboratively to support the reform objectives;

• keep both Parties fully informed;

• act as a first point of reference between Parties and as liaison persons for external contacts; and

• communicate between Parties on matters that arise that may be of interest to either party.

If the contact person changes in either organisation, the other party’s contact person must be informed

of the new contact person immediately and there should be an efficient transition to ensure the

momentum of the reform process is not undermined.

CONFIDENTIALITY

Neither of the Parties is to disclose, directly or indirectly, any confidential information received from the

other party to any third party without written consent from the other party, unless required by processes

under the Official Information Act 1982 or the Local Government Official Information and Meetings Act

1987 (whichever applies), or under a Parliamentary process- such as following a Parliamentary question,

in which case the relevant party is to inform the other party prior to disclosure. Protocols will be

established to enable exchange information between Councils where that is consistent with progressing

reform objectives.

DISPUTE RESOLUTION

Any dispute concerning the subject matter of this document is to be settled by full and frank discussion

and negotiation between the Parties.

69


7

………………………………………………………………….

SIGNED on behalf of the Crown

by [insert name - DELETE TEXT]

[Sovereign in right of New Zealand acting by

and through the Minister of Local

Government]:

…………………………………………………………………

Witness signature

Witness name [insert name - DELETE TEXT]

Witness occupation [insert occupation -

DELETE TEXT]

Witness address [insert address - DELETE

TEXT]

…………………………………………………………………

SIGNED by [insert name of the Mayor of the

Territorial Authority signing - DELETE TEXT] on

behalf of [Territorial Authority]

…………………………………………………………………

SIGNED by [insert name of the Chief Executive

of the Territorial Authority signing - DELETE

TEXT] on behalf of [Territorial Authority]

…………………………………………………………………..

Witness signature

Witness name [insert name - DELETE TEXT]

Witness occupation [insert occupation

- DELETE TEXT]

Witness address [insert address - DELETE

TEXT]

70


71


MEETING OF THE BULLER DISTRICT COUNCIL, HELD AT 3.00PM ON

WEDNESDAY 29 JULY 2020 AT THE CLOCKTOWER CHAMBERS,

PALMERSTON STREET, WESTPORT 7825.

PRESENT

Mayor J Cleine, Councillors S Roche (Deputy Mayor), J Bougen, D Hawes, M Hill, J

Howard, R Nahr, R Sampson, P Rutherford and G Weston.

N Tawhare (Iwi representative).

IN ATTENDANCE

S Mason (CEO), D Phibbs (GM Commercial & Corporate Services), R Townrow (GM

Community Services), S Judd (GM Regulatory Services), M Duff (GM Infrastructure

Services) and M Wilson (EA Commercial & Corporate Services).

MEDIA

L Scanlon (Westport News).

PUBLIC FORUM

Derek Lord (South Torea Street Water Society):

Mr Lord distributed a notice to Council formally notifying the SGWB agents (BDC) of

the notice of disconnection for the SGWB Tank, or to remedy the problem, before 5

August 2020.

Mr Lord said he believes Council has applied for funding to upgrade the water supply,

which it does not own.

72


Mr Duff said this is a selection or pre-feasibility stage where you line the options

up together to show risk factors, pros and cons. He said land ownership, in

particular KiwiRail, is a risk.

Mayor J Cleine said feedback from the meeting was they were seeking a level

of detail that isn’t yet available. This would be the next stage.

RESOLVED that Council notes the report.

Mayor J Cleine/S Roche

10/10

CARRIED UNANIMOUSLY

RESOLVED that Council endorses the information prepared and the

community consultation approach proposed for the Waimangaroa Water

Supply

Mayor J Cleine/S Roche

Against: R Sampson, M Hill

8/10

CARRIED

8. REEFTON WATER SUPPLY UPGRADE – PROPOSED CHLORINATION

(p86) – previously agenda item 7

Discussion:

M Duff said he expects the tender process to eventuate before Council with a

recommendation. Separate to this is chlorination, which this report discusses.

Mr Duff said that the Health Board are asking Council to continue with the

cautionary boil water notice until chlorination is in place. He said there is an

issue around timing

Mayor J Cleine asked for clarification on the recommendation. Mr Duff said the

intent is that all three recommendations are to be taken together.

Cr P Rutherford asked that when work is completed chlorination will be

permanent from this time on? Mr Duff agreed this was the intent.

Cr J Bougen said that until recently he believed that there is no harm in installing

a chlorination point, but the reality is that no one in Reefton wants chlorination.

Cr Bougen said his view is that the discussion around chlorination needs to wait

until the upgrade is complete, if there is no improvement in water quality at that

point then it could then be considered.

Cr D Hawes said he agrees wholeheartedly with Cr J Bougen. He said the

problem is contamination which was determined it was coming from the

reservoir. Cr Hawes gave some background to the Reefton water supply issue

and said he utterly refused to vote for chlorination.

73


S Mason (CEO) said CDHB are the regulator which has given advice on the

water quality. She said CDHB made a strong statement that the only way they

see of providing safe, clean water to Reefton is through chlorination.

Cr P Rutherford said that in the report Council states that it will acknowledge

and consider ratepayers views. He would like clause A removed,

Mr M Duff said the legislative requirement isn’t there yet but it will come to the

front from the regulator. The regulators view is that Council have had their

chance to address the issue and are recommending chlorination. He added

that the current reticulation network isn’t architected to allow chlorination. Mr

Duff said from a risk element, from today the Water Bill is now in Parliament.

Mayor J Cleine said his view is that Council is currently covered by the fact that

the reticulation doesn’t support chlorination so it can’t be done, but once the

network is upgraded it becomes another issue. Mayor Cleine said there is also

a perception around a town on a permanent boil water notice and he doesn’t

believe the regulator will allow that, he said this needs to be weighed up with

the regulator.

Cr J Bougen said he should have mentioned a thank you to Mayor J Cleine and

Mr M Duff on attending a number of meetings in Reefton.

Cr D Hawes thanked other Councillors for their understanding and

consideration of the issues with the Reefton water supply.

RESOLVED that Council approves permanent chlorination of the Reefton

Water Supply when legislation requires it to be operational.

D Hawes/J Bougen

Against: Mayor J Cleine, J Howard

8/10

CARRIED

9. LGNZ AGM – REMITS FOR CONSIDERATION (p31) – previously agenda

item 6

Discussion:

Remits – in support or opposed?

1. Public transport support – supported

2. Housing affordability – supported

3. Infrastructure – supported

4. Climate change – supported

5. Annual regional balance of tranfers – opposed.

6. Local Government electoral cycle – opposed

7. Water bottling – opposed

8. Quorum when attending local forum meetings – supported

9. Use of macrons by Local Authorities – supported

10. Increasing the level of rates rebates – supported

11. Local Government C02 emissions, collected per region – opposed

74


AT

TA

CH

ME

NT

4: C

OU

NC

IL S

TR

AT

EG

IC R

ISK

RE

GIS

TE

R P

RO

PO

SE

D N

EW

EN

TR

Y

Strategic

Aspect

Risk Title

Risk

Description &

Impact

Risk

Category

Risk

Consequence

Risk

Likelihood

Inherent

Risk

Rating

Key controls

in place

Residual

Risk

Rating

Control Plan

Treatment

date due

Escalation

Pathway

Reefton

Water

Supply N

on‐

Chlorination

Legal

com

pliance

under the

Health A

ct

1956

IF the Reefton

Water Supply

rem

ains

unchlorinated,

THEN the

public health

of residents

rem

ains at

risk and

Council m

ay

be subject to

legal

enfo

rcem

ent

action

Legal/

Regulatory

5

4

20

Precautionary

Boil W

ater

Notice.

Water quality

monitoring at

reservoir,

shock dosing

the reservoir

if there is a

transgression.

20

Water supply upgrades

work package awarded

and construction due

to begin.

Work package A –

readying of

chlorination plant

approved, com

mence

operations at

conclusion of upgrade

works

Com

mence

preventative

chlorination

program

me to m

anage

the reservoir.

Draft W

ater Safe

ty Plan

to be revised and

resubm

itted.

TBD

TBD

75

5.3: Attachment 3 - Reefton Water Supply Staff Memo

INFRASTUCTURE SERVICES STAFF MEMO

MEMO DETAILS

DATE: 20 NOVEMBER 2020

TO: ERIC DE BOER, MANAGER INFRASTRUCTURE DELIVERY, BDC

FROM: SKYE PATTERSON-KANE, COORDINATOR DRINKING WATER, BDC

Reefton Water Supply – Considerations for Chlorination

1. Context

Buller District Council (BDC) is the registered drinking water supplier to the Reefton township. The

Reefton Water Supply serves a population of 951 residents.

The Reefton Water Supply has historic and ongoing issues relating to the supply of safe drinking

water and compliance with Drinking Water Standards and other aspects of the Health Act 1956.

This memo outlines the considerations for the provision of permanent residual disinfection (i.e.

chlorination) of the Reefton Water Supply in order for BDC to meet its responsibilities as a drinking

water supplier, and most importantly, to provide safe drinking water to the Reefton community.

2. Responsibilities of a Drinking Water Supplier

BDC has a number of responsibilities as a drinking water supplier. These are set out in the Health

Act 1956 and the main points are outlined below:

• Every drinking water supplier must ensure that drinking water complies with the drinking

water standards (s69V(1)).

• Every drinking water supplier must take reasonable steps to ensure that the drinking water

is wholesome (s69W).

• Every drinking water supplier must prepare a water safety plan that, among a raft of

requirements: identifies the public health risk associated with the supply, identifies

mechanisms for reducing and eliminating those risks, and sets out a timetable for managing

the public health risks that have been identified (s69Z(1-3)).

• A water safety plan must be submitted to the drinking water assessor for approval

(s69Z(4)). Every drinking water supplier must take all practicable steps to ensure the water

safety plan is approved (s69Z(8)).

• Every drinking water supplier who becomes aware that the drinking water supplied is not

meeting the drinking water standards must take all practicable steps to correct the

problem (s69ZF).

Regardless of any legal requirements as outlined in the Health Act 1956 and summarised above,

BDC, as a drinking water supplier, has a duty of care to provide safe drinking water to the

communities we service. This is not a responsibility that should be taken lightly.

76


3. Past Performance and Compliance

The Canterbury District Health Board (CDHB), through the Medical Officer of Health and through

the Drinking Water Assessor, has advised that Council is failing to comply with the Drinking Water

Standards (DWS) and failing to comply with the requirement to be implementing an approved

Water Safety Plan (WSP).

Additionally, due to a history of bacteriological detections in the water supply, Reefton has been on

a precautionary Boil Water Notice (BWN) since February 2020. The CDHB have advised to BDC that

it is “simply unacceptable for a supply of this size to be on a boil water notice for such an extended

period of time”.

Since March 2018, there have been 11 detections of e.coli and 104 detections of total coliforms in

the Reefton Water Supply. Detections range from the reservoir, the tank farm, and across the

reticulation. Detections of e.coli has generally been over the summer period while detections of

total coliforms are common throughout the year and no seasonal pattern can be inferred. E.coli

detections have been as high as 9.7 coliforms per 100mL sample, and total coliform detections have

been as high as 193.5 coliforms per 100mL sample.

Under the DWS, the maximum acceptable value (MAV) for e.coli is <1 coliform in 100mL sample.

This means that any detection of e.coli is a transgression. E.coli is a common gut bacterium living in

warm-blooded animals. It is used as an indicator of the contamination of water by excrement, and

therefore advises us of an immediate risk to public health. A response to a e.coli transgression is to

chlorinate the water supply to provide residual disinfection (if this is possible due to treatment

availability), and to issue a Boil Water Notice until the path of contamination has been identified

and proven to be rectified through further testing showing no detection.

There is no MAV for total coliforms, but we must test and report on these under the DWS. Total

coliforms are environmental coliform bacteria. While not harmful to humans, they are an indicator

that there has been contamination of the water supply. If there is a detection of total coliforms, the

aim is to identify the path of contamination and rectify it.

The Reefton Water Supply Upgrade Project will improve various components of the supply.

However, as it currently stands, a precautionary BWN is the only method available to BDC to

mitigate against the risk to public health. The CDHB have made it clear that they will not endorse a

lifting of the precautionary BWN under the current water supply arrangement at Reefton.

4. Reefton Water Supply Upgrade Project – Including Chlorination Improvements

Ultraviolet (UV) light works by inactivating micro-organisms, making them unable to reproduce in

the human gut. This treatment allows them to pass right through the body without causing any

illness. UV light is a highly effective disinfectant at the point of treatment, but doesn’t offer any

protection from possible recontamination of the water within the reticulation once it has left the

treatment plant.

Chlorine is a highly efficient disinfectant that will kill most micro-organisms in the water. Once

introduced into a water supply, chlorine will continue to kill any pathogens that it comes into

contact with as it passes through the reticulation. This is called a residual disinfectant and this is the

major difference between UV and chlorine treatment.

The initial purpose of the Reefton Water Supply Upgrade Project was to carry out a number of

much needed infrastructural improvements, including:

77


• The installation of a new dedicated rising and new dedicated falling main from the

treatment plant up to the treated water reservoir. This is to replace the existing combined

rising/falling cast iron main.

• Carry out an in-depth condition assessment of the treated water reservoir. Secure the

integrity of the treated water reservoir, including the replacement of the roof.

• Renew the existing asbestos cement pipe along Buller Road (between Potter Street and

Elizabeth Street).

• Review pressure management in the reticulation.

• Readying of the chlorination plant for the purpose of providing permanent residual

disinfection.

The above Upgrade Project was accepted by Council resolution in April 2020. However the work

package was modified in July 2020, by removing the chlorination improvement upgrade after

Council resolved to approve permanent chlorination of the Reefton Water Supply when legislation

requires it.

Bacteriological detections in the Reefton Water Supply indicates that there are multiple pathways

to contamination – the treated water reservoir and in the reticulation. Therefore, the permanent

provision of a residual disinfectant is necessary to effectively manage the public health risk

associated with the Reefton Water Supply.

The Upgrade Project, particularly the improvements aimed at securing the treated water reservoir,

will go a long way to reducing potential pathways to recontamination of the water supply.

However, the Upgrade Project will not protect the Reefton Water Supply from all potential

pathways to recontamination unless it also includes the readying of the chlorination plant for the

purpose of providing permanent residual disinfection.

Providing permanent residual disinfection means that should there be any risk to recontamination

in the reservoirs or reticulation (such as cracks in pipes, repairs, pipes deterioration with age,

backflow), the chlorine will kill any pathogens it comes into contact with so that water getting to

consumer’s taps remains safe to drink.

As it stands, the treatment plant has some capability to dose chlorine into the water supply.

However, chlorination safety and automation upgrades are required at the treatment plant to

enable activation and commissioning of the chlorine gas system. The cost of this upgrade has been

budgeted at $65,000. The upgrade will also include installation of usage scales, SCADA and

automation upgrades, additional chlorine leak detection system upgrades and overall system

commissioning.

The cost of the Reefton Water Supply Upgrade Project has been budgeted for in the 2020/21

financial year at $1.44 million. With reference to the approved budgeted cost of the total upgrade

package, the cost of the chlorination upgrade ($65,000) cannot be viewed as unreasonable or

unpracticable.

Enacting permanent chlorination in a previously unchlorinated supply requires a well thought out

approach. When previously unchlorinated supplies have chlorine introduced into them for the first

time, there can be a change in taste and smell of the water. This is due to the reaction of organic

material, usually on the pipe walls, reacting with the chlorine. The compounds created from this

reaction are called chloramines and these chloramines are the cause of the change in taste and

smell. Over time the taste and smell should improve as the organic matter disappears, leaving less

matter to create chloramines.

78


BDC would need to develop a communications plan to prepare the community for permanent

chlorination. Additionally, immediately prior to the commissioning of the system and during its

commissioning, BDC should carry out wholescale flushing of the reticulation, particularly the cast

iron mains, with the aim of reducing organic materials on the pipe walls for the chlorine to react

with. Regardless, it takes time to find a balance with the dosage level to provide the required

minimum disinfection residual while keeping the dose as low as possible to not exaggerate any

taste or odour concerns. The automation upgrades will assist with this, and during commissioning

of the system, additional testing throughout the reticulation for disinfection residual will be

proposed.

A key message to be included in the communications plan is that chlorine dissipates naturally over

time. If consumers are concerned about chlorine in the drinking water, they can keep drinking

water in a jug in the fridge or use filters (both of the jug and under the bench variety).

Once permanent residual disinfection in the Reefton Water Supply is enacted to mitigate against

the public health risk due to recontamination of the water supply, it is expected that the CDHB will

endorse the lifting of the precautionary Boil Water Notice. This will be beneficial for the entire

Reefton community, including residents, businesses and visitors to the region.

4.1 Other Considered Options – Wholescale Reticulation Replacement

In order to mitigate against pathways to recontamination in the reticulation, BDC could consider

undertaking wholescale reticulation replacement.

The Reefton Water Supply incorporates the following assets:

• Approximately 33km of pipework (including all water mains and service laterals)

• 155 hydrants

• 290 valves

• 675 connections

An indicative cost estimate to undertake whole scale reticulation replacement for the town of

Reefton is in the range of $21 million and would take approximately 3-5 years to complete,

depending on availability of resources.

In addition to undertaking this work, there would also need to be an estimated $1 million of

backflow prevention included and $15,000 of ongoing annual backflow testing costs, to protect the

reticulation from the risk of backflow.

A water loss reduction programme including active leak detection and water metering, as well as a

pressure reduction programme will need to be carried out indefinitely to ensure the integrity of the

reticulation. An increase water quality monitoring programme would be expected. This would

result in a higher operational cost associated with the ongoing management of this network that

are as of yet undefined.

At the conclusion of this work, there is still no guarantee that there will not be an e.coli

transgression in the reservoir or wider reticulation due to recontamination. In plain terms, this

means that even after spending upwards of $22 million on the Reefton Water Supply for a town

where there are 672 properties currently paying water rates, there will be no guarantee that the

Reefton Water Supply will comply with the DWS in any given compliance year.

79


5. Three Waters Reform, Taumata Arowai & the Proposed Water Services Bill

Compliance and the associated management requirements of drinking water supplies in New

Zealand has been getting stricter and continues to do so.

The Three Waters Review is a cross-government initiative led by the Minister of Local Government.

The initial findings of the review were consistent with many of the Havelock North Inquiry’s findings

and raised broader questions about the effectiveness of the regulatory regime for the three waters,

and the capability and sustainability of water service providers.

In July 2020, the Government announced funding to provide immediate stimulus to maintain and

improve water networks infrastructure, and to support a three-year programme of reform of local

government water services delivery arrangements.

Initial funding will be made available immediately to those councils that sign up to the

Memorandum of Understanding (MoU) and associated Funding Agreement and Delivery Plan for

the first stage of the Three Waters Services Reform Programme.

BDC has signed up to the MoU. Signing the MoU commits councils to engage with the reform

programme and share information but does not require them to continue with future stages of the

reform.

Taumata Arowai represents the single biggest reform to drinking water regulation and

management since the enactment of the Public Health Act in 1956. The Taumata Arowai – Water

Services Regulator Act passed in July 2020, establishing Taumata Arowai as a Crown Agent. The

latest update from Taumata Arowai indicates that they will be taking over from the Ministry of

Health in July 2021 as the drinking water regulator for New Zealand.

A complementary Bill, the Water Services Bill, is now before Parliament. The latest update from

Taumata Arowai indicated that the Bill will be enacted mid-2021 to tie in with the expected start

date for the new drinking water regulator.

The proposed Bill still needs to be passed by Parliament and therefore wording or sections may

change. Key excerpts, as the Bill stands, are outlined below:

• A drinking water supply must ensure that drinking water complies with the drinking water

standards (s22).

• An owner of a drinking water supply must prepare a drinking water safety plan that

complies with legislative requirements (s30).

• A drinking water safety plan must identify any hazards that relate to the drinking water

supply, assess any risks, identify how the supply will be monitored, include a multi-barrier

approach to drinking water safety, and, where a drinking water supply includes reticulation,

provide for the use of residual disinfection in the supply unless an exemption is obtained

(s31).

• If the drinking water safety plan does not provide for the use of residual disinfection, the

drinking water supplier must satisfy the chief executive of Taumata Arowai, that drinking

water will comply with legislative requirements and the drinking water safety plan on an

ongoing basis (s57).

It is highly unlikely that the Reefton Water Supply will gain such an exemption for not providing

residual disinfection with the current state of the water supply. Even after the completion of the

Upgrade Project, it is highly unlikely that an exemption would be granted. Should wholescale

reticulation replacement, backflow prevention, water loss reduction, pressure management,

80


increase water quality monitoring all take place, then BDC would have a stronger case to provide

to Taumata Arowai. But ultimately, it cannot be guaranteed that the Regulator will grant Reefton

Water Supply, nor any other water supply in New Zealand, an exemption.

Until such time that Taumata Arowai stands up as the new regulator, and the Water Services Bill

is passed, the Ministry of Health remains the drinking water regulator for New Zealand and the

Health Act 1956 applies. There must not be any delay in BDC working towards meeting our

responsibilities as a drinking water supplier.

81


Attachment 1 – It is safe to chlorinate drinking water supplies (Community Public

Health – CDHB newsletter)

82


Community and Public Health Created: January 2018

www.cph.co.nz

It is safe to chlorinate drinking water supplies

Chlorine kills bacteria that can get into water supplies and

spread disease – helping to ensure water supplies are safe

to drink.

Chlorine has been used safely all over the world for around

120 years. It keeps millions of people all round the world safe

from waterborne illness – including most of New Zealand.

The benefits of chlorinated water in controlling infectious

diseases far outweigh any risks associated with chlorination.

The International Agency for Cancer Research (IARC) do

not believe chlorinated water is either a probable or even

possible cause of cancer. Any theoretical risk of

chlorination can be mitigated by the removal of organic matter in water pipes and by closely

monitoring levels of disinfection by products.

Why drinking water needs to be treated

International experts are in agreement that drinking water should always be disinfected even if

the source of the water is protected from influences from the surface (such as deep

groundwater). This is because contamination can occur in the pipes or reservoirs the water

flows through (such as repairs, backflow, and deterioration with age).

A well operated water treatment system reduces the risk of water supplies becoming

contaminated.

What happens when drinking water becomes contaminated

Contaminated water can result in disease spreading quickly through a population.

About 5,500 of the14,000 residents in Havelock North were estimated to have become ill with

campylobacteriosis in 2016. Around 45 were subsequently hospitalised. This outbreak may

have contributed to three deaths, and an unknown number of residents continue to suffer

health complications.

Chlorine can make water taste “yucky”

The taste of chlorine is most noticeable at the beginning of the chlorination process. The taste

becomes less noticeable over time.

Keep drinking water in a jug in the fridge if you are concerned about chlorine in your

water. The chlorine will dissipate out of the water naturally over a few hours.

Download the Water NZ Information Sheet on the chlorine debate: to treat or not to treat water.

83


Attachment 2 – Why is chlorine important in drinking water (Water New Zealand

Waiora Aotearoa)

84

5.3

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85

5.3

: Att

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(F

AC

)

86


Attachment 3 – Reefton Water Supply Frequently Asked Questions (BDC)

87


1 | P a g e

Reefton Water Supply Frequently Asked Questions

We already treat the water with UV. Why do we have to chlorinate the water as well?

Both chlorine and UV provide excellent disinfection of water.

Ultraviolet (UV) light works by inactivating micro-organisms, making them unable to

reproduce in the human gut. This treatment allows them to pass right through the body

without causing any illness. UV light is a highly effective disinfectant at the point of

treatment, but doesn’t offer any protection from possible recontamination of the water

within the reticulation once it has left the treatment plant.

Chlorine is a highly efficient disinfectant that will kill most micro-organisms in the water.

Once introduced into a water supply, chlorine will continue to kill any pathogens that it

comes into contact with as it passes through the reticulation. This is called a residual

disinfectant and this is the major difference between UV and chlorine treatment.

How can the water in the reticulation get recontaminated?

Contaminated water can enter a water supply through cracks in pipework, or through any

backflow in the reticulation. Backflow is one of the biggest risks to water supplies and

happens when water flows backward from a customer’s property into the network. This can

happen when pressure drops in the network and causes water (and potentially

contaminants) to be sucked or pushed back into the public water supply.

How safe is chlorine?

Chlorine has been used to safely treat drinking water around the world for around 120

years. It keeps millions of people, including most New Zealanders, safe from waterborne

illness.

I don’t like the taste and smell of chlorinated water. What can be done to improve it?

When previously unchlorinated supplies have chlorine introduced into them for the first

time, there can be a change in taste and smell of the water. This is due to the reaction of

organic material, usually on the pipe walls, reacting with the chlorine. The compounds

created from this reaction are called chloramines and these chloramines are the cause of

the change in taste and smell.

Over time the taste and smell should improve as the organic matter disappears, leaving less

matter to create chloramines.

Letting drinking water stand for 24 hours in the fridge, or the use of filters (both jug and

under bench varieties) can remove the smell and taste.

88


2 | P a g e

What is FAC?

When chlorine is introduced to untreated water it gets ‘spent’ or used up when it reacts

with organic matter and micro-organisms. Water treatment plant operators need to ensure

that the amount of chlorine left in the water after it has been spent is sufficient to continue

to safeguard the water from any possible recontamination throughout the reticulation. This

leftover chlorine is called free available chlorine (FAC). The minimum FAC level is specified in

the New Zealand Drinking Water Standards (DWSNZ).

What is DWSNZ?

Drinking Water Standards for New Zealand, produced by the Ministry of Health, defines

maximum acceptable values (MAV) for organic, inorganic and bacterial elements that may

be present in drinking water. These values are set at levels which require the water supplier

to act before water quality can cause adverse health effects to consumers. All public water

supply operators around New Zealand must comply with DWSNZ.

89


Attachment 4 – Boil Water Notice Frequently Asked Questions (BDC)

90


Boil Water Notice Frequently Asked Questions

What should I do if a Boil Water Notice is in place?

• Boil all water for consumption for at least one minute before use

• Turn your icemaker off and use boiled water in coffee machines

• Use boiled or bottled water or mouthwash to brush teeth

• Use boiled or bottled for baby formula

What is a Boil Water Notice?

A Boil Water Notice is a precautionary notice used to safeguard health when the water supply may

have been compromised. You may be asked to boil your water during an emergency or operational

issue:

• if tests show that harmful micro-organisms could be present in the water

• if the water pressure drops due to equipment failure or power outages

• because of a break or repairs on a water main

• if the water source has been flooded or there is a significant inflow of stormwater

• at times of high turbidity in the source water (dirty water)

• during situations that warrant special action to protect consumers health.

A boil water notice does not mean that the tap water will make everyone seriously ill, but it does

mean that the bacterial coliform level is higher than allowed in New Zealand Drinking-water

Standards. It is possible that there may be harmful bacteria (pathogens) in the water.

How does boiling make my water safe?

Boiling the water kills micro-organisms such as bacteria, viruses or protozoa that can cause disease.

Boiling makes the tap water microbiologically safer.

How long should I boil the water?

Bring tap water to a full rolling boil, let it boil for one minute and let it cool before using. Electric jugs

with a cut-off switch can be used as long as they are full – allow the water to come to the boil and

automatically switch off. Do not hold the switch down to increase the boiling time. Boiled water

should be covered and allowed to cool in the same container.

If boiling water on your stove, use manageable sized containers and do not overfill them. Place

container on a rear element if there are small children in the house. Let water cool before pouring it

to another container.

Can I boil water in the microwave?

Tap water can be boiled in the microwave using a microwave-safe container. Water should reach a

full rolling boil for one minute. Place a microwave-safe utensil in the container to stop the water

superheating (heating above boiling point without steam or bubbles).

Do I have to boil the tap water used to make beverages?

Yes. Boil all the tap water you use for making coffee, tea, mixed drinks or any beverage made with

water. All tap water used for making ice must also be boiled.

Should I boil tap water used to make baby formula?

Yes. Use only bottled or cooled boiled tap water for mixing formula for your baby. Wash and sterilise

bottles and teats by boiling or microwaving.

Do I need to boil water before using it to wash vegetables that will be eaten raw?

Yes. Boil all tap water for washing raw vegetables.

91


Should I boil the tap water used in cooking?

All tap water used in cooking must first be boiled for one minute unless the cooking process involves

boiling for one minute or more.

Do I need to use boiled water for washing clothes or flushing the toilet?

No.

Should I boil tap water for brushing my teeth?

Yes. Any tap water that might be swallowed should be boiled before use.

Do I have to boil my dishwashing water?

Dishes can be washed using boiled water. If using tap water, dishes washed with water and

detergent should be rinsed in a bleach solution. (1 tablespoon unscented household bleach per 5

litres of water). Allow dishes to completely air dry.

You can wash dishes in an electric dishwasher, but be sure to use the hot setting (70°C or hotter) or

the sanitisation function. If your dishwasher does not have these functions, dishes should be rinsed

in a bleach solution. (1 tablespoon unscented household bleach per 5 litres of water). Allow dishes to

completely air dry.

Do I need to boil water for hand washing?

You should either:

• Use bottled or boiled water for handwashing

o No special soaps are necessary

• Use soap and tap water followed by an additional hand disinfection, by either:

o Rinsing hands in disinfectant solution (add 1 teaspoon plain household bleach to 10

litres of water)

o Using an alcohol-based hand sanitiser

What about my bath water?

There is no need to boil water for bathing or showering. You should avoid swallowing water or

getting water in the mouth (avoid the face). Infants and toddlers should be sponge bathed. No

special soaps are necessary.

Care should be taken to prevent water from getting into deep open or post-surgical wounds. Consult

your doctor or heath provider for wound care instructions.

Do I still have to boil tap water if I have a water treatment device?

Yes. Devices designed to improve the taste, odour, or chemical quality of the water, such as

activated carbon filters, will not remove harmful micro-organisms from the tap water. Boil the tap

water to make sure it is safe.

Can I use bottled water instead of boiling tap water?

Yes. Bottled water can be used for all situations where boiled tap water is recommended in this

pamphlet. Be sure that the boiled water is from a reliable source.

How will I know if a boil water notice is in place?

• Regular broadcasts will be made on your local radio station

• Signs are placed in public places

• Ads are placed in your local newspaper

• Notifications appears on Council’s website at www.bdc.govt.nz

Further information on NZ drinking water standards, water use and sustainability can be found on

the following sites: www.codc.govt.nz/services/water-services, www.health.govt.nz/water,

www.drinkingwater.esr.cri.nz, www.branz.co.nz, www.waternz.org.nz, www.mfe.govt.nz,

www.dia.govt.nz/Three-waters-review

92

5.4: Attachment 4 - Reefton Water Supply Correspondence MoH

File: CWS_3_REE001 24 November 2020 Chief Executive Officer Buller District Council PO Box 21 WESTPORT Attn: Ms Sharon Mason Dear Sharon Health Act 1956 Part 2A / Drinking Water Standards New Zealand 2005/18 – Reefton Water Supply, Buller District Council Thank you for the opportunity to speak to the Buller District Council Finance, Risk and Audit Committee on 18 November 2020 regarding the paper entitled Reefton Water Supply – Strategic Risk and Non-Compliance. It was pleasing to hear subsequently that the Committee passed all five recommendations in the report, including recommending to the full Council that it enact permanent residual disinfection (chlorination) of the Reefton Water Supply and for this to commence as soon as the Reefton Water Supply Upgrade Project is complete. In order to meet the provisions of the Health Act 1956 and in particular, Section 69Z Council is legally bound to have a Water Safety Plan which identifies mechanisms for preventing public health risks arising and reducing and eliminating those risks if they do arise. (Section 69Z(2)(iii)). This is in addition to the duty to comply with the Drinking Water Standards section 69V. As stated in my letter to you of 30 October 2020, our Drinking Water Assessor (DWA) highlighted the following risks in the reticulation as documented in the draft Water Safety Plan (WSP).

The WSP currently states that the combined rising failing main is made of cast iron, is approximately 9% corroded and is leaking approximately 27m3/d. It was installed around 1950.

The large reservoir has had ongoing recontamination issues and this can be seen in the water quality results. Efforts to improve the security of this reservoir in terms of ensuring no ingress appear to have been unsuccessful.

The DWA notes that total coliforms have also been present at the new tank farm indicating the old reservoir is not the only source of contamination.

Reticulation description states a mix of pipework, cast iron, PVC, and AC pipes. System has unusually high pressure, condition assessment is estimate only. Leakage occurs around scouring valves due to aging valve issues.

Backflow preventer installations are unknown. A BFP policy has been prepared. It appears it has yet to be implemented.

93

5.4: Attachment 4 - Reefton Water Supply Correspondence MoH

Community & Public Health, 310 Manchester Street, Christchurch Telephone 03 364 1777 Facsimile 03 379 6125

Christchurch Office: PO Box 1475, Christchurch Telephone 03 364 1777 Ashburton Office: PO Box 110, Ashburton Telephone 03 307 6902 West Coast Office: PO Box 443, Greymouth Telephone 03 768 1160 South Canterbury Office: PO Box 510, Timaru Telephone 03 687 2600

www.cph.co.nz

There is no pressure management. It is unknown if there are pressure deficient areas within the supply zone.

The upgrade technical reports describe the reticulation as being 80 years old and this is considered the most obvious source for recontamination post UV treatment.

The upgrade works seek to address the issues concerning the rising/falling main, the large reservoir and also the replacement of asbestos cement pipe along Buller Road between the corners of Peter St /Buller Road and Elizabeth St/Buller Road. This is certainly an encouraging start to the improvements for the Reefton Water Supply. Further to these improvements, the draft Water Safety Plan has highlighted other reticulation risks which will also need to be addressed. To effectively prevent, remedy, or mitigate any risk to public health arising from the vulnerabilities in the reticulation and in particular, the risk from backflow, Recommendation 4 – to enact permanent residual disinfection, needs to be enacted as soon as the upgrade is complete. I wish to remind Council that, as a drinking water supplier, they are legally required to comply with the Health Act 1956 and the Drinking-water Standards of New Zealand 2005/18 and they have an obligation to consumers of the Reefton water supply, both local residents and visitors, to ensure the Council drinking water supply is safe to drink. It is my hope that, mindful of these duties, the full Council resolve to accept Recommendation 4. However, should Council choose not to do so, I will have no choice but to issue a Compliance Order to require Council to fulfil their obligations under the Act to ensure that the Reefton water supply is safe to drink. In that regard and as Medical Officer of Health I am empowered under Section 69ZZH to issue a compliance order on any drinking water supplier requiring that person to do something that the Medical Officer of Health believes, on reasonable grounds is necessary to – ensure compliance by, or on behalf of that person with this Part; (of the Act); or prevent, remedy or mitigate any risk to public health rising from that persons drinking water supply. As far as I am aware, should Council put me in the position of needing to issue a Compliance Order, this will be the first time such an order has been issued to any Council drinking water supplier in New Zealand. A copy of this letter has been forwarded to the Ministry of Health. Yours sincerely

Dr Cheryl Brunton Medical Officer of Health Community and Public Health Cc Ministry of Health : Attn Karen Beirne

94

Tab 6: Infrastructure Services Capital Works Programme Update November


25 NOVEMBER 2020

AGENDA ITEM 6 Prepared by Mike Duff Group Manager Infrastructure Services Reviewed by Eric de Boer Manager Infrastructure Delivery Attachments A. Community Newsletter Updates INFRASTRUCTURE SERVICES CAPITAL WORKS PROGRAMME – UPDATE NOVEMBER 2020

1. REPORT PURPOSE

The purpose of this report is to provide Council with an update on the Infrastructure Services Capital Works Programme with reference to the community newsletters published for the significant projects as at November 2020.

2. REPORT SUMMARY

Communication and regular project updates are important for the successful delivery of the Infrastructure Services Capital Works Programme. The Group Manager will provide progress reports to Council to ensure current status is transparent and effectively communicated. Refer to Attachments for the various project newsletters published and distributed to our communities and stakeholders to keep them informed and up to date on progress. The current programme value exceeds $20M of capital projects to be completed by December 2021. This is approximately triple the normal year annual capital expenditure for Infrastructure Services.

95



That Council endorse the Infrastructure Services Capital Works Programme update for November 2020.

4. BACKGROUND

Infrastructure Services is embarking on a major $20M capital expenditure (capex) programme over the next 12 months. This unique opportunity to complete legacy asset renewals and upgrades is thanks largely to external funding received from central government. Whilst Council has approved more than $8.5M for capital works in this year’s

annual plan including the Reefton Water and Waimangaroa Water upgrades, the remaining $11.5M is coming via Provincial Growth Fund (PGF), Infrastructure Reference Group (IRG), Three Waters Reform (DIA) and NZTA agreements. This injection of external funds provides a welcome boost towards “fit for future”

infrastructure without additional burden to our ratepayers. It is also clear that the better we deliver the work, the better positioned we are for future funding opportunities as a proven performer. In response to the temporary increase in workload, a dedicated project management office (PMO) will be established at the Clocktower building. This team will ensure that all projects are professionally delivered on behalf of Council and our stakeholders, with minimal disruption to “business as usual” operational

services. The capex funding includes budget for the additional project administration, engineering, procurement and construction management resources as required. The level of investment is also welcome for our local economy. More jobs will be created across civil construction and industrial trades with flow-on need for professional and technical services, supply chain and associated support businesses. Economic stimulus is a key requirement of the “shovel ready” funding

agreements with central government. This is an important opportunity to address many of our infrastructure priorities without significant rate increases. We acknowledge central government for their commitment and belief in our ability to deliver. It shows that our own confidence and optimism in the future of Buller is well placed and supported by trusted partners who share our vision and aspirations.

96


A summary of the current capital works programme is provided below: Non-Ratepayer Funded = $11.5M (~ 60%):

Northern Buller Roading > $4M (Tidal Creek #2 Bridge, Low-Cost Low Risk

& Special Purpose Road improvements)

Three Waters Reform Tranche 1 >$4.5M (Westport & Punakaiki Trunk Main Replacements)

Westport Waterfront The Riverbank >$2M (including the Toki Poutangata

Bridge)

Hector Legacy Landfill >$1M (seawall containment) Ratepayer Funded = $8.5M (~ 40%):

Water Supply Upgrades > $3M (Waimangaroa & Reefton)

Other Annual Plan Capex > $5.5M (across all infrastructure portfolios of

roading, transport, three waters and solid waste)

97


5. CONSIDERATIONS 5.1 Strategic Alignment

The successful delivery of Capital Works is in accordance with our Annual Plan and LTP and is critical to the success of our district.


Capital Works are considered significant in terms of expenditure risk, complexity, impact to levels of service and community benefit.


Council works in partnership with Ngāti Waewae to provide governance. The

decision does not hold significance in relation to Tangata Whenua matters, nor impact Tangata Whenua, their culture and traditions.

5.4 Risk Management Implications

Major risks are managed in accordance with Council’s risk management processes


being taken to assess, control and monitor identified risks. 5.5 Policy Framework Implications

Council must comply with the relevant policy and legal requirements including the Public Works Act 1981, the Health and Safety at Work Act 2015, the Resource Management Act 1991, Local Government Act 2002 and Council’s own

Procurement Policy. 5.6 Legal Implications

There is no legal context, issue or implication relevant to this decision 5.7 Financial / Budget Implications

Costs for delivering Capital Works are expended against cost codes in our Annual Plan. Deviations (trends and changes) from approved control baselines will be indicated as budget variances and reported to Council accordingly.

5.8 Media/Publicity

Publicity is expected with levels of service, not all of which will be positive. However, this should not deter from the reasons for delivering important assets and infrastructure for the community.

5.9 Consultation Considerations

Affected parties and stakeholders including community members, private sector, government ministries, agencies and authorities are consulted throughout the service delivery process.

98

6.1: Attachment 1 - Infrastructure Services Capital Works Programme

Reefton Water Supply Upgrade

Project UpdateNewsletter 1 • November 2020

Background

The Reefton Water Supply serves the second

largest town in the district. It requires upgrade

works to ensure a safe, compliant drinking water

supply and ‘fit for future’ infrastructure.

Concept designs were completed and issued

as part of the Request for Tender documents.

The contractor is now working on completing

the detailed designs and site establishment. The

supply is currently under a precautionary Boil

Water Notice.

The main issue for the Reefton supply is that

drinking water is becoming re-contaminated

after leaving the treatment plant and entering the

Reefton reticulation and storage system.

In April 2020, Council resolved to accept an

upgrade proposal and commence a tender

process for work package options, including a

new rising main, a new falling main, reservoir

improvements and network changes.

The Council budgeted $1,440,000 in the

2020/2021 Annual Plan for the work. At the time

of writing, Council was considering a proposal for

the chlorination of the supply.

Work progress

All the necessary land access and easements

agreements have been obtained by Council. The

contractor has received the Corridor Access Request

(CAR) from Waka Kotahi New Zealand Transport

Agency for the works on Buller Road/State Highway 69.

The first set of construction works for the upgrade will

begin at the end of November. The contractor plans to

start work on the new rising main from the treatment

plant to the treated water reservoir.

This will involve installing a portion of the new rising

main behind the campground on the reserve land

and putting a section of pipe under Broadway/State

Highway 7 using directional drilling.

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Reefton Water Supply upgrade.

99


What’s next?

2021 work plan

Mid-January to end February – Buller Road Main

• Construction of new full pressure water main along

Buller Road between Potter Street and Elizabeth

Street to remove and replace the existing 1960

asbestos cement pipe.


March to end of April – Reservoir Improvement

• Condition assessment of existing reservoir, replace

existing roof with a new secure roof, remedial

repairs to the reservoir structure.

May to end of June – Rising/Falling Mains

• Complete installation of new rising main up the

terrace to the existing reservoir.

• Complete installation of new falling main from the

reservoir into the existing water reticulation.

The works are scheduled to be complete by the end of

June 2021.

Precautionary Boil

Water Notice

A reminder that Reefton remains on a

precautionary Boil Water Notice.

The Canterbury District Health Board has

advised that this cannot be lifted until the

system can demonstrate adequate protection

against the recontamination of treated water.

The precautionary Boil Water Notice means that

everyone using the Reefton supply should:

• boil all water for consumption or food

preparation for at least one minute before use

• use boiled or bottled water or mouthwash to

brush teeth

• use boiled or bottled for baby formula

• use boiled water in coffee machines and turn

off icemakers

More information, including answers to

frequently asked questions about Boil Water

Notices, is on Buller District Council’s website –

www.bullerdc.govt.nz

Reefton upgrade schematic

iFOR MORE INFORMATION

email [email protected]


100


Waimangaroa Water Supply Upgrade

Project Update

Newsletter 1 • November 2020

Background

The project is in its delivery readiness phase including

technical assessments and due diligence before

procurement can begin. These assessments are

essential for confirming design parameters, appropriate

equipment sizing and selections.

Waimangaroa currently has an untreated water supply

sourced from Conns Creek. There are 139 connections

to the supply serving approximately 250 residents.

The existing system does not meet the criteria for a

safe, reliable and adequate water supply and is under a

permanent Boil Water Notice due to public health risk.

Waimangaroa is also vulnerable to loss of supply, poor

water quality and maintenance hazards.

Over the years, Council has examined several

alternatives including local rivers, creeks, various

bore locations, connecting to other supplies as well

as retaining the current source. Many of these were

dismissed as they proved unworkable.

At its August 2020 meeting Council considered a

report on the Waimangaroa Water Supply and resolved

to proceed with upgrading Conns Creek as the

preferred solution.

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Waimangaroa Water Supply upgrade.

101


Due Diligence

Waimangaroa Water Supply Upgrade Timeline

Work Progress

Current activities include a detailed assessment of the

water demand in Waimangaroa, and site conditions.

A network analysis is being undertaken to determine

the extent of the Waimangaroa reticulation.

Consumers may experience some disruption as

this is being done. Preliminary results have found a

substantial amount of water on the western side of the

highway.

Night time flow monitoring will reveal legitimate water

use versus potential leakage and extraordinary water

consumption.

The quality of the water from the Conns Creek source

is also being tested.

A geotechnical investigation of the ground for the

existing pipeline route and the ground at the Conns

Creek intake has been completed to assess stability.

The existing Conns Creek intake site is vulnerable to

landslips and instability, so additional investigations

are underway to locate any potential for a more stable

and suitable site for a new intake.

A Lidar and topographical survey will confirm the land

parcels that the existing system crosses through and

will inform the hydraulic design of the pipeline.

The project is currently tracking on schedule.

What’s next?

Once the assessment and due diligence work has been

completed, there will be a review workshop to confirm

the design and requirement specification.

Early contractor involvement will be used to inform

constructability and maintenance considerations

before site work and procurement commences.




102


Punakaiki Trunk Main Upgrade


Background

Earlier this year the Council made a successful

application for a Three Waters Reform Stimulus

Grant. It has been awarded nearly $500,000 for

replacing Punakaiki’s trunk water main.

This funding, together with $40,000 from

Council’s Annual Plan 2020/21, covers the

management, design and construction of the

trunk main replacement from the existing

treatment plant near Hartmount Place to the

township.

The existing trunk main pipeline is PVC pipe,

between 80-100mm in diameter, installed in the

1980s.

Parts of the line are in poor condition and prone

to breakage and it has exceeded its serviceability

thresholds.

The trunk main needs to be replaced to ensure

safe drinking water performance and resilience

are met for this essential asset.

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Punakaiki Trunk Main upgrade.

What the project involves

The project scope is to replace a 2.3km section of the

existing water trunk main along State Highway 6 – from

the treatment plant adjacent to Hartmount Place in the

north, to Dickinson Parade at the south end of Punakaiki

village.

Why now?

Waka Kotahi NZ Transport Agency is about to begin

construction of a new pathway for pedestrians and

cyclists alongside SH6, starting at Hartmount Place

and running through Punakaiki. This has been funded

by the Provincial Growth Fund as part of the Dolomite

Point Redevelopment Project and Greater Punakaiki

Masterplan.

The Council initiated discussion about the trunk

replacement with Waka Kotahi to make best use of the

opportunity for combined work. The aim is to minimise

construction costs and disruption. Works are scheduled

to start in mid-January 2021.

The work is part of the Council’s asset renewal

programme. The new pipeline will provide safe, reliable,

and adequate drinking water for Punakaiki residents and

visitors.

103





What’s next?

The work will include the installation of a

DN150mm water main from the treatment plant to

Punakaiki Village.

The new main will span the underside of the

Bullock Creek and Pororari River bridges. Sluice valves,

flush points and seismic restraints at abutments and

below bridge decks will be included.

How does this relate to

the Greater Punakaiki

Masterplan (GPMP)

water project?

The GPMP is assessing alternative future water

supply options for Punakaiki.

While Council works through that process it also

needs to maintain the existing supply network,

and do so in a way that will support any future

scheme that may be implemented.

The Trunk Main Replacement Project and the

GPMP are separate initiatives. Whilst happening

in parallel they have different objectives and

timeframes.

Above: The trunk main at the surface, Bullock Creek

Bridge.

Below: The klip tank reservoirs.

104



Background

The project is to replace critical portions of the

existing water supply network into the Westport

township.

The existing trunk main was built between

1903 and 1915. The trunk main has passed

its serviceable life and poses risks in terms of

resilience and compliance, and the ability to

deliver a safe, reliable and adequate drinking water

supply.

There are two stages to this project, each with a

separate contract. Both parts have funding from

the Three Waters Stimulus Grant as part of central

government reforms.

WestReef Services Limited has already

commenced the challenging first stage terrace

section.

Work progress

Contract No.1 – First stage

The first stage of the project is to replace

approximately 700 metres of pipeline from the Water

Treatment Plant along the terrace and down to the

bottom of the escarpment.

This is work that the Council had already started prior

to receiving the grant.

The total cost of this work is $1,070,980. Of this

$543,500 is coming from the Three Waters Grant and

$527,480 from Council’s Annual Plan 2020/21.

The work is scheduled to be completed by the end of

June 2021.

Contract No.2 – Second stage

The second stage of the project is to replace the

remaining 4.5km (approximately) length of the existing

trunk main from the bottom of the escarpment to the

Westport township.

This will futureproof the water delivery network for the

next 100 years. The budget for Stage 2 is $3,500,000,

all of which is from the Three Waters grant so there is

no cost to ratepayers. This is scheduled for completion

by late 2021.

Westport Trunk Main Replacement

Project Update

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Westport trunk main replacement.

Top: An aerial view of the first stage of the trunk main

replacement programme, from the water treatment plant

on the terrace to the bottom of the escarpment.

105





What’s next?

Work happening now

The design and construction contract for replacing the

700m of pipeline in the Terrace Section from Westport

to the bottom of the escarpment was awarded at the

end of May 2020.

The successful contractor, WestReef Services Limited,

has completed the site investigations, including

geotechnical assessments. The design is now

complete and ready for final Council review.

Construction will commence before mid-January 2021.

Investigations and concept designs for the Terrace

section of the project are complete. Some minor site

preparation work will begin.

Work will restart on 11 January after the Christmas

break.

Top: The dual trunk mains at Scotts Bridge.

Above: The second stage of the project showing the trunkmain

from the bottom of the escarpment into town.

Left: The dual trunk main at the top of the terrace.

106



Background

The work of replacing the 88-year-old bridge is

underway. Construction work is scheduled to start in

February 2021 with work to replace the old bridge with

a new one to take approximately six months.

The new two-lane bridge will be able to take vehicles

with a total weight of up to 50 tonnes and will comply

with national standards. During construction a

temporary bridge will provide the same level of general

access that the current bridge provides. Heavy vehicles

will be subject to the same restrictions and access

permit process that is in place.

The widened bridge will improve safety for road users

and promote access and economic sustainability for

the Karamea basin community.

There is no cost to Buller ratepayers for the $1.8 million

project. It has been funded by the Provincial Growth

Group (PGF) as part of the response to Covid-19

shovel-ready projects.

Work Progress

Regular Karamea road users may have noticed some

clearing around the bridge which was done as part of a

geotechnical investigation work already completed.

Site surveys, and archaeological due diligence have

also been done and designs developed.

At the project office initial bridge design has been done.

The work requires consents from the West Coast

Regional Council and Buller District Council.

Applications have been lodged.

Project staff have been talking with individuals,

businesses and organisations likely to be affected

by the work, but will increase communications in the

coming weeks.

Summer Roadworks

Construction work is scheduled to start mid-February

2021. The first step will be to build a temporary bridge

and side track so road access continues while the work

of building the new bridge goes on.

Site works will run from 7am to 7pm Monday to

Saturday inclusive. Public holidays will only be worked

in special circumstances. Traffic management will be

in place at the site.

Road users should factor in minor delays for journeys

which pass through the site.

The construction works are subject to an advertised

open tender invitation process.

Tenders were advertised on 10 November 2020.

Tidal Creek No. 2

Bridge Replacement

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Tidal Creek No. 2 bridge

replacement.

107


i

FOR MORE INFORMATION

If you have further questions please email: [email protected]

Plans for the bridge are on display at the Karamea Information Centre and are also on Council’s

website.

To be added to the distribution list for this newsletter, or for the Northern Buller Roading Work

newsletter, please email address above.

What’s next?

Tenders are due to close on the 8th December 2020.

Community Engagement and consultation with road

users will be undertaken in December through to

February.

Council will review tenders received in December 2020.

Works would be scheduled to start on site in February

2020. Early work would see the bridge diversion

constructed and temporary bridge put in place, with the

replacement bridge then built on the same alignment

as the existing bridge.

Most of the work will be complete by August 2021.

General road access will be maintained through the

period of the works.

Other roadworks on the

Karamea Highway

As well as the Tidal Creek No 2 replacement the

following roadworks are planned over summer:

• Resealing and upgrading of the last four kilometres

of road between Karamea and Kohaihai

• Addition of a right turning bay at Glasseye Road and

a new bridge guardrail at Glasseye Creek

• Corner trimming on the bluff road section

• Slump repairs at Tobins #1 and #2.

Waka Kotahi New Zealand Transport Agency is funding

the above works.

108



Background

Buller District Council is managing this programme

of works which is being funded by Waka Kotahi

New Zealand Transport Agency.

The work will improve road safety and strengthen the

resilience of the vital access route in and out of the

Karamea Basin.

Impacts for road users:

• the Karamea Road will remain open throughout the

works

• road users should factor in delays of up to five

minutes at work sites when planning journeys

• working hours will be from 7am to 7pm Monday to

Saturday inclusive

• there will be no planned work over the Christmas/

New Year break – beginning 21 December, restarting

11 January – other than work to maintain safety or

essential maintenance of work sites. Work on other

public holidays will only be in special circumstances.

Kohaihai Road seal extension

Roadworks to seal and upgrade the final four kilometre

section of the Karamea to Kohaihai Road will start in

November. This work has been contracted to Avery

Brothers Ltd. Currently, the unsealed section of road is

about 4 to 4.5m wide. This means when cars need to

pass drivers have to slow down and, at times, get very

close to road edges and surface water channels.

As part of the work the section will be widened to 5

metres, providing for two 2.5 metre lanes. Widening

will require new roadside drainage channels, culvert

extensions, new fencing in some sections and line

marking and signage. The upgraded section will follow

the existing alignment.

Roadworks will include shoulder excavation and

strengthening, shaping and trimming the existing road

surface, then applying a basecourse overlay to receive

a two-coat chip seal.

The new seal will provide a running surface and

waterproof the compacted road below.

All the work is being funded from the National Land

Transport Programme, provided for by Waka Kotahi

New Zealand Transport Agency as part of the Special

Purpose Road (SPR).

Upgrading and sealing the Kohaihai Road, along with

revised speed limits, will provide a safer road due to

increased width and a smoother surface.

The Kohaihai Road is the gateway to the Heaphy Track,

which is popular with trampers and mountainbikers.

The Department of Conservation is also planning to

upgrade the road into the Ōparara Arches which is

accessed off the sealed section of the Kohaihai Road.

Northern Buller Roading Work

Update

Kia ora koutou

Welcome to the first in a series of newsletters updating you about improvement work underway, or

planned, for the Karamea Highway over summer.

109


i



To be added to the distribution list for this newsletter, or for the Tidal Creek Bridge No. 2

newsletter, please email the same address.

This is likely to have a flow-on effect for the Heaphy

and the unsealed section of the Kohaihai Road.

Work expected for seal extension to be done before

Christmas:

• establishment onsite

• crushing of road aggregate

• adjusting fence lines

• forming a wider shoulder and,

• drainage channels and culvert extension.

In the new year, the contractor will focus on grading the

old road.

The road basecourse and sealing operations will take

place after the Christmas holidays.

What’s next?

In addition to the seal extension on the last four

kilometres of the Karamea to Kohaihai Road, the

following work is to be undertaken by Westreef

Services Ltd over summer:

• addition of a right turning bay at Glasseye Road

• corner trimming at Hells Gate (November 2020)

• new guardrail at the Glasseye Creek Bridge, and

• slump repairs at Tobins #1 and #2 (December 2020).

There are seven work sites in total but no more than

four will be worked on at any one time.

Northern Buller roading works 2020-2021

1. Kohaihai Road – seal extension

2. Glasseye Road – right turn bay

3. Tidal Creek No.2 – bridge replacement (funded

by the Infrastructure Reference Group)

4. Hells Gate – corner trimming

5. Glasseye Bend – guardrail

6. Glasseye Creek – bridge guardrail

7. Tobins – slumps repair 1 and 2

1

2

3

4

5

6

7

Corner trimming at Hells Gate.

110



Introduction

Earlier this year the Buller District Council was

granted $1M to build a seawall to prevent waste

from the old landfill washing out.

This funding means there is no cost to Buller

ratepayers for this vital project. The money

is coming from the $3 billion investment in

infrastructure, announced in May, as part of

central government’s Covid-19 Response and

Recovery Fund.

The Provincial Development Unit, in the Ministry

of Business, Innovation and Employment (MBIE),

is responsible for administering this funding. A

funding agreement for the seawall project was

executed between the Government and Council in

September this year.

Background

Severe erosion from 2018 onwards opened up the Hector

Legacy Landfill site exposing and mobilising waste material

to the coastal environment.

Last year the Ministry of the Environment provided

$40,000 to assess the waste in the landfill. This study

confirmed that mining the waste would be unaffordable

and problematic, as was removing it and disposing of it in a

more secure location.

The Covid-19 response funding is enabling the Council to

protect the site through the installation of a seawall which

will prevent further erosion and exposure of waste material.

The seawall is being designed to take into account the

predicted tide range, storm surge and sea level rise over

the next 100 years. The Old Hector Landfill seawall will

be integrated with a 950 metre seawall constructed by

Waka Kotahi New Zealand Transport Agency to protect a

section of state highway between Granity and Ngakawau.

Council has been liaising with Waka Kotahi in relation to

the integration with the adjacent seawall project.

Landfill investigation

In mid 2020, an investigation was undertaken to better

characterise the extent, nature, and significance of

historic waste disposal at the site. This was followed

by a feasibility assessment to determine the viability of

‘mining’ the waste versus bulk excavation and disposal

of the waste elsewhere at a secure site.

This work showed that bulk excavation and off-site

disposal was cost-prohibitive. Whilst ‘mining’ and

selectively removing the waste was assessed as being

more affordable, it would still be more expensive

than other immediately achievable options such as

a protective seawall and also would not provide a

complete solution in that small plastic waste – a

key cause of concern in the landfill – would not be

adequately addressed.

Hector Legacy Landfill Seawall

Project Update

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Hector legacy landfill seawall project.

111



email [email protected] www.bullerdc.govt.nz

Work progress

Engineering company Beca Limited has produced a

design and recommended a 310 metre long seawall with

a 50-year design life, that will protect the landfill.

An estimated 15,000-20,000 tonne of high-quality rock

will be needed for the wall. Council was aware that

sourcing rock for this type of project could be challenging,

so called for early registrations of interest from parties

which could supply the necessary quality and quantity of

rock needed in the required timeframe.

Companies expressing interest also had to demonstrate

that they had the ability to construct a seawall, and

provide supporting services, and were committing to

social and environmental outcomes. That registration of

interest process has been completed.

In addition:

• Value-engineering analysis has been undertaken to

identify options for maximising seawall protection,

such as crest height.

• Resource consent has been secured from the West

Coast Regional Council for construction.

• A Registration of Interest process to identify

prospective construction suppliers has been

completed and a final tender and selection process

is expected to completed by January 2021.

• Project management and design resources have

been secured.

What’s next?

Finalising engineering designs for the protective

seawall is the key next step in the project.

After this, identifying and appointing a competent

construction contractor to supply all the materials,

equipment, and services required to build the seawall

will be the next focus.

Whilst yet to be confirmed, construction of the seawall

is expected to start around February 2021 and run until

approximately April or May 2021.

LEGEND

Proposed rock seawall

Old Hector landfill

112

6.1.1: Hector Legacy Landfill - Seawall Project Newsletter 1 Nov 20


Introduction

Earlier this year the Buller District Council was

granted $1M to build a seawall to prevent waste

from the old landfill washing out.

This funding means there is no cost to Buller

ratepayers for this vital project. The money

is coming from the $3 billion investment in

infrastructure, announced in May, as part of

central government’s Covid-19 Response and

Recovery Fund.

The Provincial Development Unit, in the Ministry

of Business, Innovation and Employment (MBIE),

is responsible for administering this funding. A

funding agreement for the seawall project was

executed between the Government and Council in

September this year.

Background

Severe erosion from 2018 onwards opened up the Hector

Legacy Landfill site exposing and mobilising waste material

to the coastal environment.

Last year the Ministry of the Environment provided

$40,000 to assess the waste in the landfill. This study

confirmed that mining the waste would be unaffordable

and problematic, as was removing it and disposing of it in a

more secure location.

The Covid-19 response funding is enabling the Council to

protect the site through the installation of a seawall which

will prevent further erosion and exposure of waste material.

The seawall is being designed to take into account the

predicted tide range, storm surge and sea level rise over

the next 100 years. The Old Hector Landfill seawall will

be integrated with a 950 metre seawall constructed by

Waka Kotahi New Zealand Transport Agency to protect a

section of state highway between Granity and Ngakawau.

Council has been liaising with Waka Kotahi in relation to

the integration with the adjacent seawall project.

Landfill investigation

In mid 2020, an investigation was undertaken to better

characterise the extent, nature, and significance of

historic waste disposal at the site. This was followed

by a feasibility assessment to determine the viability of

‘mining’ the waste versus bulk excavation and disposal

of the waste elsewhere at a secure site.

This work showed that bulk excavation and off-site

disposal was cost-prohibitive. Whilst ‘mining’ and

selectively removing the waste was assessed as being

more affordable, it would still be more expensive

than other immediately achievable options such as

a protective seawall and also would not provide a

complete solution in that small plastic waste – a

key cause of concern in the landfill – would not be

adequately addressed.

Hector Legacy Landfill Seawall

Project Update

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Hector legacy landfill seawall project.

113

6.1.1: Hector Legacy Landfill - Seawall Project Newsletter 1 Nov 20


email [email protected] www.bullerdc.govt.nz

Work progress

Engineering company Beca Limited has produced a

design and recommended a 310 metre long seawall with

a 50-year design life, that will protect the landfill.

An estimated 15,000-20,000 tonne of high-quality rock

will be needed for the wall. Council was aware that

sourcing rock for this type of project could be challenging,

so called for early registrations of interest from parties

which could supply the necessary quality and quantity of

rock needed in the required timeframe.

Companies expressing interest also had to demonstrate

that they had the ability to construct a seawall, and

provide supporting services, and were committing to

social and environmental outcomes. That registration of

interest process has been completed.

In addition:

• Value-engineering analysis has been undertaken to

identify options for maximising seawall protection,

such as crest height.

• Resource consent has been secured from the West

Coast Regional Council for construction.

• A Registration of Interest process to identify

prospective construction suppliers has been

completed and a final tender and selection process

is expected to completed by January 2021.

• Project management and design resources have

been secured.

What’s next?

Finalising engineering designs for the protective

seawall is the key next step in the project.

After this, identifying and appointing a competent

construction contractor to supply all the materials,

equipment, and services required to build the seawall

will be the next focus.

Whilst yet to be confirmed, construction of the seawall

is expected to start around February 2021 and run until

approximately April or May 2021.

LEGEND

Proposed rock seawall

Old Hector landfill

114

6.1.2: Northern Buller Roading Work Newsletter 1 Nov 20


Background

Buller District Council is managing this programme

of works which is being funded by Waka Kotahi

New Zealand Transport Agency.

The work will improve road safety and strengthen the

resilience of the vital access route in and out of the

Karamea Basin.

Impacts for road users:

• the Karamea Road will remain open throughout the

works

• road users should factor in delays of up to five

minutes at work sites when planning journeys

• working hours will be from 7am to 7pm Monday to

Saturday inclusive

• there will be no planned work over the Christmas/

New Year break – beginning 21 December, restarting

11 January – other than work to maintain safety or

essential maintenance of work sites. Work on other

public holidays will only be in special circumstances.

Kohaihai Road seal extension

Roadworks to seal and upgrade the final four kilometre

section of the Karamea to Kohaihai Road will start in

November. This work has been contracted to Avery

Brothers Ltd. Currently, the unsealed section of road is

about 4 to 4.5m wide. This means when cars need to

pass drivers have to slow down and, at times, get very

close to road edges and surface water channels.

As part of the work the section will be widened to 5

metres, providing for two 2.5 metre lanes. Widening

will require new roadside drainage channels, culvert

extensions, new fencing in some sections and line

marking and signage. The upgraded section will follow

the existing alignment.

Roadworks will include shoulder excavation and

strengthening, shaping and trimming the existing road

surface, then applying a basecourse overlay to receive

a two-coat chip seal.

The new seal will provide a running surface and

waterproof the compacted road below.

All the work is being funded from the National Land

Transport Programme, provided for by Waka Kotahi

New Zealand Transport Agency as part of the Special

Purpose Road (SPR).

Upgrading and sealing the Kohaihai Road, along with

revised speed limits, will provide a safer road due to

increased width and a smoother surface.

The Kohaihai Road is the gateway to the Heaphy Track,

which is popular with trampers and mountainbikers.

The Department of Conservation is also planning to

upgrade the road into the Ōparara Arches which is

accessed off the sealed section of the Kohaihai Road.

Northern Buller Roading Work

Update

Kia ora koutou

Welcome to the first in a series of newsletters updating you about improvement work underway, or

planned, for the Karamea Highway over summer.

115

6.1.2: Northern Buller Roading Work Newsletter 1 Nov 20

i



To be added to the distribution list for this newsletter, or for the Tidal Creek Bridge No. 2

newsletter, please email the same address.

This is likely to have a flow-on effect for the Heaphy

and the unsealed section of the Kohaihai Road.

Work expected for seal extension to be done before

Christmas:

• establishment onsite

• crushing of road aggregate

• adjusting fence lines

• forming a wider shoulder and,

• drainage channels and culvert extension.

In the new year, the contractor will focus on grading the

old road.

The road basecourse and sealing operations will take

place after the Christmas holidays.

What’s next?

In addition to the seal extension on the last four

kilometres of the Karamea to Kohaihai Road, the

following work is to be undertaken by Westreef

Services Ltd over summer:

• addition of a right turning bay at Glasseye Road

• corner trimming at Hells Gate (November 2020)

• new guardrail at the Glasseye Creek Bridge, and

• slump repairs at Tobins #1 and #2 (December 2020).

There are seven work sites in total but no more than

four will be worked on at any one time.

Northern Buller roading works 2020-2021

1. Kohaihai Road – seal extension

2. Glasseye Road – right turn bay

3. Tidal Creek No.2 – bridge replacement (funded

by the Infrastructure Reference Group)

4. Hells Gate – corner trimming

5. Glasseye Bend – guardrail

6. Glasseye Creek – bridge guardrail

7. Tobins – slumps repair 1 and 2

1

2

3

4

5

6

7

Corner trimming at Hells Gate.

116

6.1.3: Punakaiki Water Supply Upgrade Newsletter 1 Nov 20

Punakaiki Trunk Main Upgrade


Background

Earlier this year the Council made a successful

application for a Three Waters Reform Stimulus

Grant. It has been awarded nearly $500,000 for

replacing Punakaiki’s trunk water main.

This funding, together with $40,000 from

Council’s Annual Plan 2020/21, covers the

management, design and construction of the

trunk main replacement from the existing

treatment plant near Hartmount Place to the

township.

The existing trunk main pipeline is PVC pipe,

between 80-100mm in diameter, installed in the

1980s.

Parts of the line are in poor condition and prone

to breakage and it has exceeded its serviceability

thresholds.

The trunk main needs to be replaced to ensure

safe drinking water performance and resilience

are met for this essential asset.

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Punakaiki Trunk Main upgrade.

What the project involves

The project scope is to replace a 2.3km section of the

existing water trunk main along State Highway 6 – from

the treatment plant adjacent to Hartmount Place in the

north, to Dickinson Parade at the south end of Punakaiki

village.

Why now?

Waka Kotahi NZ Transport Agency is about to begin

construction of a new pathway for pedestrians and

cyclists alongside SH6, starting at Hartmount Place

and running through Punakaiki. This has been funded

by the Provincial Growth Fund as part of the Dolomite

Point Redevelopment Project and Greater Punakaiki

Masterplan.

The Council initiated discussion about the trunk

replacement with Waka Kotahi to make best use of the

opportunity for combined work. The aim is to minimise

construction costs and disruption. Works are scheduled

to start in mid-January 2021.

The work is part of the Council’s asset renewal

programme. The new pipeline will provide safe, reliable,

and adequate drinking water for Punakaiki residents and

visitors.

117

6.1.3: Punakaiki Water Supply Upgrade Newsletter 1 Nov 20




What’s next?

The work will include the installation of a

DN150mm water main from the treatment plant to

Punakaiki Village.

The new main will span the underside of the

Bullock Creek and Pororari River bridges. Sluice valves,

flush points and seismic restraints at abutments and

below bridge decks will be included.

How does this relate to

the Greater Punakaiki

Masterplan (GPMP)

water project?

The GPMP is assessing alternative future water

supply options for Punakaiki.

While Council works through that process it also

needs to maintain the existing supply network,

and do so in a way that will support any future

scheme that may be implemented.

The Trunk Main Replacement Project and the

GPMP are separate initiatives. Whilst happening

in parallel they have different objectives and

timeframes.

Above: The trunk main at the surface, Bullock Creek

Bridge.

Below: The klip tank reservoirs.

118

6.1.4: Reefton Water Supply Upgrade Newsletter 1 Nov 20

Reefton Water Supply Upgrade


Background

The Reefton Water Supply serves the second

largest town in the district. It requires upgrade

works to ensure a safe, compliant drinking water

supply and ‘fit for future’ infrastructure.

Concept designs were completed and issued

as part of the Request for Tender documents.

The contractor is now working on completing

the detailed designs and site establishment. The

supply is currently under a precautionary Boil

Water Notice.

The main issue for the Reefton supply is that

drinking water is becoming re-contaminated

after leaving the treatment plant and entering the

Reefton reticulation and storage system.

In April 2020, Council resolved to accept an

upgrade proposal and commence a tender

process for work package options, including a

new rising main, a new falling main, reservoir

improvements and network changes.

The Council budgeted $1,440,000 in the

2020/2021 Annual Plan for the work. At the time

of writing, Council was considering a proposal for

the chlorination of the supply.

Work progress

All the necessary land access and easements

agreements have been obtained by Council. The

contractor has received the Corridor Access Request

(CAR) from Waka Kotahi New Zealand Transport

Agency for the works on Buller Road/State Highway 69.

The first set of construction works for the upgrade will

begin at the end of November. The contractor plans to

start work on the new rising main from the treatment

plant to the treated water reservoir.

This will involve installing a portion of the new rising

main behind the campground on the reserve land

and putting a section of pipe under Broadway/State

Highway 7 using directional drilling.

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Reefton Water Supply upgrade.

119

6.1.4: Reefton Water Supply Upgrade Newsletter 1 Nov 20

What’s next?

2021 work plan

Mid-January to end February – Buller Road Main

• Construction of new full pressure water main along

Buller Road between Potter Street and Elizabeth

Street to remove and replace the existing 1960

asbestos cement pipe.


March to end of April – Reservoir Improvement

• Condition assessment of existing reservoir, replace

existing roof with a new secure roof, remedial

repairs to the reservoir structure.

May to end of June – Rising/Falling Mains

• Complete installation of new rising main up the

terrace to the existing reservoir.

• Complete installation of new falling main from the

reservoir into the existing water reticulation.

The works are scheduled to be complete by the end of

June 2021.

Precautionary Boil

Water Notice

A reminder that Reefton remains on a

precautionary Boil Water Notice.

The Canterbury District Health Board has

advised that this cannot be lifted until the

system can demonstrate adequate protection

against the recontamination of treated water.

The precautionary Boil Water Notice means that

everyone using the Reefton supply should:

• boil all water for consumption or food

preparation for at least one minute before use

• use boiled or bottled water or mouthwash to

brush teeth

• use boiled or bottled for baby formula

• use boiled water in coffee machines and turn

off icemakers

More information, including answers to

frequently asked questions about Boil Water

Notices, is on Buller District Council’s website –


Reefton upgrade schematic




120

6.1.5: Tidal Creek No 2 Bridge Replacement Newlsetter 1 Nov 20


Background

The work of replacing the 88-year-old bridge is

underway. Construction work is scheduled to start in

February 2021 with work to replace the old bridge with

a new one to take approximately six months.

The new two-lane bridge will be able to take vehicles

with a total weight of up to 50 tonnes and will comply

with national standards. During construction a

temporary bridge will provide the same level of general

access that the current bridge provides. Heavy vehicles

will be subject to the same restrictions and access

permit process that is in place.

The widened bridge will improve safety for road users

and promote access and economic sustainability for

the Karamea basin community.

There is no cost to Buller ratepayers for the $1.8 million

project. It has been funded by the Provincial Growth

Group (PGF) as part of the response to Covid-19

shovel-ready projects.

Work Progress

Regular Karamea road users may have noticed some

clearing around the bridge which was done as part of a

geotechnical investigation work already completed.

Site surveys, and archaeological due diligence have

also been done and designs developed.

At the project office initial bridge design has been done.

The work requires consents from the West Coast

Regional Council and Buller District Council.

Applications have been lodged.

Project staff have been talking with individuals,

businesses and organisations likely to be affected

by the work, but will increase communications in the

coming weeks.

Summer Roadworks

Construction work is scheduled to start mid-February

2021. The first step will be to build a temporary bridge

and side track so road access continues while the work

of building the new bridge goes on.

Site works will run from 7am to 7pm Monday to

Saturday inclusive. Public holidays will only be worked

in special circumstances. Traffic management will be

in place at the site.

Road users should factor in minor delays for journeys

which pass through the site.

The construction works are subject to an advertised

open tender invitation process.

Tenders were advertised on 10 November 2020.

Tidal Creek No. 2

Bridge Replacement

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Tidal Creek No. 2 bridge

replacement.

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6.1.5: Tidal Creek No 2 Bridge Replacement Newlsetter 1 Nov 20

i



Plans for the bridge are on display at the Karamea Information Centre and are also on Council’s

website.

To be added to the distribution list for this newsletter, or for the Northern Buller Roading Work

newsletter, please email address above.

What’s next?

Tenders are due to close on the 8th December 2020.

Community Engagement and consultation with road

users will be undertaken in December through to

February.

Council will review tenders received in December 2020.

Works would be scheduled to start on site in February

2020. Early work would see the bridge diversion

constructed and temporary bridge put in place, with the

replacement bridge then built on the same alignment

as the existing bridge.

Most of the work will be complete by August 2021.

General road access will be maintained through the

period of the works.

Other roadworks on the

Karamea Highway

As well as the Tidal Creek No 2 replacement the

following roadworks are planned over summer:

• Resealing and upgrading of the last four kilometres

of road between Karamea and Kohaihai

• Addition of a right turning bay at Glasseye Road and

a new bridge guardrail at Glasseye Creek

• Corner trimming on the bluff road section

• Slump repairs at Tobins #1 and #2.

Waka Kotahi New Zealand Transport Agency is funding

the above works.

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6.1.6: Waimangaroa Water Supply Upgrade Newsletter 1 Nov 20

Waimangaroa Water Supply Upgrade

Project Update


Background

The project is in its delivery readiness phase including

technical assessments and due diligence before

procurement can begin. These assessments are

essential for confirming design parameters, appropriate

equipment sizing and selections.

Waimangaroa currently has an untreated water supply

sourced from Conns Creek. There are 139 connections

to the supply serving approximately 250 residents.

The existing system does not meet the criteria for a

safe, reliable and adequate water supply and is under a

permanent Boil Water Notice due to public health risk.

Waimangaroa is also vulnerable to loss of supply, poor

water quality and maintenance hazards.

Over the years, Council has examined several

alternatives including local rivers, creeks, various

bore locations, connecting to other supplies as well

as retaining the current source. Many of these were

dismissed as they proved unworkable.

At its August 2020 meeting Council considered a

report on the Waimangaroa Water Supply and resolved

to proceed with upgrading Conns Creek as the

preferred solution.

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Waimangaroa Water Supply upgrade.

123

6.1.6: Waimangaroa Water Supply Upgrade Newsletter 1 Nov 20

Due Diligence

Waimangaroa Water Supply Upgrade Timeline

Work Progress

Current activities include a detailed assessment of the

water demand in Waimangaroa, and site conditions.

A network analysis is being undertaken to determine

the extent of the Waimangaroa reticulation.

Consumers may experience some disruption as

this is being done. Preliminary results have found a

substantial amount of water on the western side of the

highway.

Night time flow monitoring will reveal legitimate water

use versus potential leakage and extraordinary water

consumption.

The quality of the water from the Conns Creek source

is also being tested.

A geotechnical investigation of the ground for the

existing pipeline route and the ground at the Conns

Creek intake has been completed to assess stability.

The existing Conns Creek intake site is vulnerable to

landslips and instability, so additional investigations

are underway to locate any potential for a more stable

and suitable site for a new intake.

A Lidar and topographical survey will confirm the land

parcels that the existing system crosses through and

will inform the hydraulic design of the pipeline.

The project is currently tracking on schedule.

What’s next?

Once the assessment and due diligence work has been

completed, there will be a review workshop to confirm

the design and requirement specification.

Early contractor involvement will be used to inform

constructability and maintenance considerations

before site work and procurement commences.




124

6.1.7: Westport Trunk Main Replacement Newsletter 1 Nov 20


Background

The project is to replace critical portions of the

existing water supply network into the Westport

township.

The existing trunk main was built between

1903 and 1915. The trunk main has passed

its serviceable life and poses risks in terms of

resilience and compliance, and the ability to

deliver a safe, reliable and adequate drinking water

supply.

There are two stages to this project, each with a

separate contract. Both parts have funding from

the Three Waters Stimulus Grant as part of central

government reforms.

WestReef Services Limited has already

commenced the challenging first stage terrace

section.

Work progress

Contract No.1 – First stage

The first stage of the project is to replace

approximately 700 metres of pipeline from the Water

Treatment Plant along the terrace and down to the

bottom of the escarpment.

This is work that the Council had already started prior

to receiving the grant.

The total cost of this work is $1,070,980. Of this

$543,500 is coming from the Three Waters Grant and

$527,480 from Council’s Annual Plan 2020/21.

The work is scheduled to be completed by the end of

June 2021.

Contract No.2 – Second stage

The second stage of the project is to replace the

remaining 4.5km (approximately) length of the existing

trunk main from the bottom of the escarpment to the

Westport township.

This will futureproof the water delivery network for the

next 100 years. The budget for Stage 2 is $3,500,000,

all of which is from the Three Waters grant so there is

no cost to ratepayers. This is scheduled for completion

by late 2021.

Westport Trunk Main Replacement

Project Update

Kia ora koutou

Welcome to the first in a series of newsletters updating you about the Westport trunk main replacement.

Top: An aerial view of the first stage of the trunk main

replacement programme, from the water treatment plant

on the terrace to the bottom of the escarpment.

125

6.1.7: Westport Trunk Main Replacement Newsletter 1 Nov 20




What’s next?

Work happening now

The design and construction contract for replacing the

700m of pipeline in the Terrace Section from Westport

to the bottom of the escarpment was awarded at the

end of May 2020.

The successful contractor, WestReef Services Limited,

has completed the site investigations, including

geotechnical assessments. The design is now

complete and ready for final Council review.

Construction will commence before mid-January 2021.

Investigations and concept designs for the Terrace

section of the project are complete. Some minor site

preparation work will begin.

Work will restart on 11 January after the Christmas

break.

Top: The dual trunk mains at Scotts Bridge.

Above: The second stage of the project showing the trunkmain

from the bottom of the escarpment into town.

Left: The dual trunk main at the top of the terrace.

126

Tab 7: Infrastructure Services Work Plans Quarter 1 Update


25 NOVEMBER 2020

AGENDA ITEM 7 Prepared by Mike Duff Group Manager Infrastructure Services Reviewed by Eric de Boer Manager Infrastructure Delivery Attachments A. Infrastructure Combined Performance B. Individual Portfolio Performance C. Change Management Register INFRASTRUCTURE SERVICES WORK PLANS – QUARTER 1 UPDATE 2020/2021

1. REPORT PURPOSE

The purpose of this report is to provide Council with the Quarter 1 update for the Infrastructure Services Work Plans as at 30 September 2020.

2. REPORT SUMMARY

Work Plans detail the scope and budgets resolved by Council via the Annual Plan process. The quarterly updates include approved carry-overs and budget changes such as extraordinary funding approved by Council and contributions from external partners under the management of Infrastructure Services. Reporting status and performance is critical for monitoring overall service level delivery. The Group Manager will provide quarterly updates to Council to ensure progress is transparent and effectively communicated. Progress updates and performance measurement including forecasts to identify deviations (trends and changes) enables intervention for recovery as well as change management procedures to reflect the current status. Refer to Attachment A for the combined performance summary, Attachment B for performance by individual portfolio and Attachment C for the change management register.

127



That Council endorse the Infrastructure Services Work Plans Quarter 1 update as at 30 September 2020.

4. PERFORMANCE

Report Card Status Comment/Action Required

Overall: Performing well overall Safety: Systems in place, zero incidents Risk: Risks being appropriately managed Scope: Defined in work plan, significant scope increase Budget: Carry-overs and additional funding incorporated Schedule: Performing well, active monitoring Resources: ⚠ Staff recruitment continues, PMO established

Quality: Improvement opportunities in progress

Key Code for Status

Blue Excellent result, ahead of target or expectation Green Good result, met target, in place or performing well

⏳ Purple Work in progress, on track to complete

⚠ Amber Monitor, behind target, unsustainable or at risk

Red Poor, requires urgent action or intervention

Narrative

Overall Performance: Good, budget and schedule on track versus plan: o Actual = 13.1% ($3,099,591) o Earned = 13.1% ($3,099,591) o Planned = 10.4% ($2,469,242)

Performance Indicators: o Cost Variance = 0.0% [(Actual – Earned)/Current] o Schedule Variance = +2.7% [(Earned – Planned)/Current]

Changes to Baseline totals $14,008,355, comprised of: o Approved carry-overs = $1,888,415 o Extraordinary funding = $1,637,980 o External funding = $10,481,960

Current financial year budget $23,855,905 Current multi-year budget $26,855,905,(~ $20M in capital works) Critical Issues:

o In response to the significant scope increase, a project management office (PMO) has been established to help deliver the $20M capital works programme.

128


o PMO resourcing is fully funded from the capital works programme with no additional burden to Council operational budget or FTE’s.

Critical Risks: o Recruitment continues for the currently vacant staff roles. o Three Waters Reform, compliance to Drinking Water Standards.

Current Status

Quarter 1 update as at 30 September 2020

Refer to Attachment A and Attachment B for detailed portfolio analysis

Achieved this Period

Significant scope increase and funding secured for capital works programme, (approximately three times historical annual plans)

Westport Water Tunnel Pipeline project selected as finalists for Water NZ and IPWEA national awards

Northern Buller roading improvements commenced including Tidal Creek #2 Bridge, Kohaihai seal extension, Glasseye, Hells Gate and Tobins safety improvements

Water supply upgrade and renewal projects commenced for Reefton, Waimangaroa, Westport and Punakaiki

Completion of Hector Legacy Landfill waste assessment and seawall containment project commenced

Design development completion and public meeting for the Westport Waterfront The Riverbank project, featuring the “Toki Poutangata” bridge

Transport Combined Activity Management Plan and Programme Business Case drafted for NZTA 2021-24 funding

Development of Infrastructure Strategy, Asset Management Plans and budgets as part of the LTP project

Transition commenced to replace MonitorPRO with WaterOutlook as performance and compliance reporting tool for Three Waters and Waste

Collaboration with DIA and West Coast Councils on the Three Waters Reform Request for Information (RfI) requirements

Planned next Period

Continue capital works programme, operations and maintenance activities

Contract awards for footpaths, bridges and water supply upgrade projects

Finalise Programme Business Case for NZTA 2021-24 funding and Regional Land Transport Plan (RLTP) priorities

Continue progress on infrastructure LTP project deliverables

Various minor equipment upgrades and facility improvements

129


Key Milestones/Deliverables

ID # Description Target Date Actual Date

1 Baselines reported Oct 2020 Oct 2020 2 Carry-overs approved Oct 2020 Nov 2020 3 Complete delivery of Work Plan activities Jun 2021

Schedule Recovery

ID # Description Explanation/Action

Not applicable

Budgets

ID # Description Last Period This Period

A Baseline $12,847,550 $12,847,550 B Current Approved (2020/21 FY) $12,847,550 $23,855,905 C Current Approved (Multi-Year) $12,847,550 $26,855,905 D Earned Value (Actuals + Accruals) $0 $3,099,591 E To Finish (Estimate to Complete) $12,847,550 $23,756,314 F Forecast (Estimate at Completion) $12,847,550 $26,855,905 G Variance = F – C $0 $0 H Risks & Opportunities Provision $292,700 $292,700 I Projected Net Result = G – H -$292,700 -$292,700

130


Critical Issues, Risks & Opportunities

Critical Issues

ID # Date Raised Description Resp. Action/Timing

1 Oct 2020 Manage resources to deliver scope increase with minimal impact to normal operations

GM IS In Progress

Risks


1 Oct 2020 Actively monitor policy and legislative changes which impact service levels or infrastructure compliance

GM IS In Progress

Opportunities


1 Oct 2020 Backfill currently vacant staff positions

GM IS In Progress

2 Oct 2020 Seek external funding for asset renewal priorities

GM IS In Progress

Change Management

Trend/Change Notices

ID # Date Raised Description Status Action/Timing

1 Oct 2020 Refer to Attachment C for detailed Change Management Register

Review Q2 Update

131


5. CONSIDERATIONS 5.1 Strategic Alignment

The successful delivery of Work Plans is in accordance with our Annual Plan and LTP and is critical to the success of our district.


Work Plans are considered significant in terms of capital and operating expenditure, complexity, impact to levels of service and community benefit.


Council works in partnership with Ngāti Waewae to provide governance. The

decision does not hold significance in relation to Tangata Whenua matters, nor impact Tangata Whenua, their culture and traditions.

5.4 Risk Management Implications

Major risks are managed in accordance with Council’s risk management processes


being taken to assess, control and monitor identified risks. 5.5 Policy Framework Implications

Council must comply with the relevant policy and legal requirements including the Public Works Act 1981, the Health and Safety at Work Act 2015, the Resource Management Act 1991, Local Government Act 2002 and Council’s own

Procurement Policy. 5.6 Legal Implications

There is no legal context, issue or implication relevant to this decision 5.7 Financial / Budget Implications

Costs for delivering services are expended against cost codes in our Annual Plan. Deviations (trends and changes) from approved control baselines will be indicated as budget variances and reported to Council accordingly.

5.8 Media/Publicity

Publicity is expected with levels of service, not all of which will be positive. However, this should not deter from the reasons for delivering important assets and infrastructure for the community.

5.9 Consultation Considerations

Affected parties and stakeholders including community members, private sector, government ministries, agencies and authorities are consulted throughout the service delivery process.

132

7.1: Attachment A - IS Work Plans Quarter 1 update 2020/2021

ATTACHMENT A

133

7.1: Attachment A - IS Work Plans Quarter 1 update 2020/2021

Group Performance A ‐ Infrastructure Services

S‐Curve

Results Table

Period Jul‐20 Aug‐20 Sep‐20 Oct‐20 Nov‐20 Dec‐20 Jan‐21 Feb‐21 Mar‐21 Apr‐21 May‐21 Jun‐21

Baseline Month $697,961 $684,349 $687,428 $777,999 $932,367 $1,011,620 $1,210,920 $1,430,351 $1,470,776 $1,452,540 $1,149,080 $1,049,459

Baseline Cumulative $697,961 $1,382,310 $2,069,738 $2,847,737 $3,780,104 $4,791,724 $6,002,644 $7,432,995 $8,903,771 $10,356,311 $11,505,391 $12,554,850

Current Month $779,996 $819,341 $869,905 $1,105,476 $1,422,296 $1,818,385 $2,209,990 $3,434,131 $3,158,883 $3,089,305 $2,655,845 $2,199,652

Current Cumulative $779,996 $1,599,337 $2,469,242 $3,574,718 $4,997,014 $6,815,399 $9,025,389 $12,459,520 $15,618,403 $18,707,708 $21,363,553 $23,563,205

Actual Month $1,319,110 $811,908 $968,573

Actual Cumulative $1,319,110 $2,131,018 $3,099,591

Earned Month $1,319,110 $811,908 $968,573

Earned Cumulative $1,319,110 $2,131,018 $3,099,591

Forecast Month $1,062,303 $1,383,563 $1,759,652 $2,093,847 $3,303,523 $3,105,371 $3,006,330 $2,795,208 $2,246,517

Forecast Cumulative $3,099,591 $4,161,894 $5,545,457 $7,305,109 $9,398,956 $12,702,479 $15,807,850 $18,814,180 $21,609,388 $23,855,905

Performance Indicators Traffic Light Range

Cost Variance CV% = 0.0% OK (Actual ‐ Earned)/Current [‐ve = under, +ve = over] OK = Variance > ‐5%

Schedule Variance SV% = 2.7% OK (Earned ‐ Planned)/Current [‐ve = behind, +ve = ahead] Monitor = Variance between ‐5% & ‐10%

*Update formulas to correct month column Action = Variance < ‐10%

Pivot Table

Row Labels Baseline $ Change $ Current $ FY Current $ EAC $ FY Forecast $ Actuals $ Accruals $ Earned $ ETC $ Remaining $ Variance $

R ‐ Roading $5,092,451 $3,364,720 $8,457,171 $7,357,171 $8,457,171 $7,457,171 $1,070,600 $0 $1,070,600 $7,386,571 $4,021,851 $0

T ‐ Transport $817,598 $355,000 $1,172,598 $1,112,598 $1,172,598 $1,172,598 $222,780 $0 $222,780 $949,818 $594,818 $0

3 ‐ Three Waters $5,716,393 $7,318,273 $13,034,666 $10,934,666 $13,034,666 $11,034,666 $1,348,561 $0 $1,348,561 $11,686,105 $4,367,832 $0

W ‐ Waste Management $960,753 $1,000,000 $1,960,753 $1,948,053 $1,960,753 $1,960,753 $293,572 $0 $293,572 $1,667,181 $667,181 $0

C ‐ Capital Works $260,355 $1,970,362 $2,230,717 $2,210,717 $2,230,717 $2,230,717 $164,078 $0 $164,078 $2,066,639 $96,277 $0

P ‐ NOT USED $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0

Grand Total $12,847,550 $14,008,355 $26,855,905 $23,563,205 $26,855,905 $23,855,905 $3,099,591 $0 $3,099,591 $23,756,314 $9,747,959 $0

(A) (B)

Summary Table

Risks & Opportunities $292,700 (C)

Total FY Current $23,855,905 (D) = A + C

Final Variance % 0.00% (E) = B / D

Performance KPI % 100.00% (F) = 1 ‐ E

Comments

Comments

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

Jul‐20 Aug‐20 Sep‐20 Oct‐20 Nov‐20 Dec‐20 Jan‐21 Feb‐21 Mar‐21 Apr‐21 May‐21 Jun‐21

Expenditure

Annual Plan

Baseline Month Current Month Actual Month Earned Month Forecast Month

Baseline Cumulative Current Cumulative Actual Cumulative Earned Cumulative Forecast Cumulative

134

7.2: Attachment B - IS Work Plans Quarter 1 update 2020/2021-2

ATTACHMENT B

135


Portfolio Performance T ‐ Transport

S‐Curve

Results Table


Baseline Month $84,834 $84,834 $84,834 $102,255 $100,140 $92,255 $42,255 $67,255 $44,255 $26,019 $20,496 $8,166

Baseline Cumulative $84,834 $169,668 $254,502 $356,757 $456,897 $549,152 $591,407 $658,662 $702,917 $728,936 $749,432 $757,598

Current Month $84,834 $84,834 $84,834 $107,255 $120,140 $127,255 $92,255 $142,255 $119,255 $71,019 $45,496 $33,166

Current Cumulative $84,834 $169,668 $254,502 $361,757 $481,897 $609,152 $701,407 $843,662 $962,917 $1,033,936 $1,079,432 $1,112,598

Actual Month $83,356 $71,276 $68,148

Actual Cumulative $83,356 $154,632 $222,780

Earned Month $83,356 $71,276 $68,148

Earned Cumulative $83,356 $154,632 $222,780

Forecast Month $106,929 $119,814 $126,929 $91,929 $141,929 $147,570 $70,693 $78,174 $65,851

Forecast Cumulative $222,780 $329,709 $449,523 $576,452 $668,381 $810,310 $957,880 $1,028,573 $1,106,747 $1,172,598



Schedule Variance SV% = ‐2.9% OK (Earned ‐ Planned)/Current [‐ve = behind, +ve = ahead] Monitor = Variance between ‐5% & ‐10%


Pivot Table


T ‐ Transport $817,598 $355,000 $1,172,598 $1,112,598 $1,172,598 $1,172,598 $222,780 $0 $222,780 $949,818 $594,818 $0

T ‐ Public Transport $52,000 $0 $52,000 $52,000 $52,000 $52,000 $7,352 $0 $7,352 $44,648 $44,648 $0

A ‐ Risks & Opportunities $60,000 $0 $60,000 $0 $60,000 $60,000 $0 $0 $0 $60,000 $60,000 $0

A ‐ Growth Account $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0

A ‐ Value Add $6,000 $0 $6,000 $6,000 $6,000 $6,000 $0 $0 $0 $6,000 $6,000 $0

T ‐ Walking & Cycling $642,264 $355,000 $997,264 $997,264 $997,264 $997,264 $215,428 $0 $215,428 $781,836 $426,836 $0

T ‐ Access & Environment $57,334 $0 $57,334 $57,334 $57,334 $57,334 $0 $0 $0 $57,334 $57,334 $0

Grand Total $817,598 $355,000 $1,172,598 $1,112,598 $1,172,598 $1,172,598 $222,780 $0 $222,780 $949,818 $594,818 $0

Comments

Comments

$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000


Expenditure

Annual Plan



136


Portfolio Performance R ‐ Roading

S‐Curve

Results Table


Baseline Month $259,540 $259,540 $259,540 $259,540 $326,919 $326,919 $655,951 $655,951 $631,903 $631,903 $361,828 $362,917

Baseline Cumulative $259,540 $519,080 $778,620 $1,038,160 $1,365,079 $1,691,998 $2,347,949 $3,003,900 $3,635,803 $4,267,706 $4,629,534 $4,992,451

Current Month $269,540 $279,540 $299,540 $359,540 $489,540 $599,540 $868,572 $1,088,572 $1,084,524 $884,524 $634,449 $499,290

Current Cumulative $269,540 $549,080 $848,620 $1,208,160 $1,697,700 $2,297,240 $3,165,812 $4,254,384 $5,338,908 $6,223,432 $6,857,881 $7,357,171

Actual Month $296,861 $310,694 $463,045

Actual Cumulative $296,861 $607,555 $1,070,600

Earned Month $296,861 $310,694 $463,045

Earned Cumulative $296,861 $607,555 $1,070,600

Forecast Month $349,186 $479,186 $589,186 $780,962 $1,030,967 $1,050,967 $849,964 $708,043 $548,110






Pivot Table


R ‐ Roading $5,092,451 $3,364,720 $8,457,171 $7,357,171 $8,457,171 $7,457,171 $1,070,600 $0 $1,070,600 $7,386,571 $4,021,851 $0


A ‐ Growth Account $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0

A ‐ Value Add $25,000 $0 $25,000 $25,000 $25,000 $25,000 $0 $0 $0 $25,000 $25,000 $0

R ‐ Local Roads $3,243,046 $0 $3,243,046 $3,243,046 $3,243,046 $3,243,046 $858,244 $0 $858,244 $2,384,802 $2,384,802 $0

R ‐ Special Purpose Roads $1,480,021 $3,364,720 $4,844,741 $3,844,741 $4,844,741 $3,844,741 $202,513 $0 $202,513 $4,642,228 $1,277,508 $0

R ‐ Planning, Investment & Safety $244,384 $0 $244,384 $244,384 $244,384 $244,384 $9,843 $0 $9,843 $234,541 $234,541 $0

Grand Total $5,092,451 $3,364,720 $8,457,171 $7,357,171 $8,457,171 $7,457,171 $1,070,600 $0 $1,070,600 $7,386,571 $4,021,851 $0

Comments

Comments

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

$7,000,000

$8,000,000


Expenditure

Annual Plan



137


Portfolio Performance 3 ‐ Three Waters

S‐Curve

Results Table


Baseline Month $258,890 $256,779 $259,858 $323,008 $412,112 $499,250 $414,518 $608,949 $686,422 $686,422 $658,560 $551,625

Baseline Cumulative $258,890 $515,669 $775,527 $1,098,535 $1,510,647 $2,009,897 $2,424,415 $3,033,364 $3,719,786 $4,406,208 $5,064,768 $5,616,393

Current Month $310,925 $316,771 $342,335 $450,485 $569,420 $828,394 $850,967 $1,685,108 $1,386,546 $1,545,566 $1,457,704 $1,190,445

Current Cumulative $310,925 $627,696 $970,031 $1,420,516 $1,989,936 $2,818,330 $3,669,297 $5,354,405 $6,740,951 $8,286,517 $9,744,221 $10,934,666

Actual Month $811,903 $265,369 $271,289

Actual Cumulative $811,903 $1,077,272 $1,348,561

Earned Month $811,903 $265,369 $271,289

Earned Cumulative $811,903 $1,077,272 $1,348,561

Forecast Month $422,679 $540,269 $779,243 $821,662 $1,611,333 $1,337,178 $1,496,379 $1,472,517 $1,204,845






Pivot Table


3 ‐ Three Waters $5,716,393 $7,318,273 $13,034,666 $10,934,666 $13,034,666 $11,034,666 $1,348,561 $0 $1,348,561 $11,686,105 $4,367,832 $0


A ‐ Growth Account $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0

A ‐ Value Add $28,000 $0 $28,000 $28,000 $28,000 $28,000 $0 $0 $0 $28,000 $28,000 $0

3 ‐ Stormwater & Drainage $355,075 $0 $355,075 $355,075 $355,075 $355,075 $95,127 $0 $95,127 $259,948 $259,948 $0

3 ‐ Water Supplies $3,704,774 $6,051,258 $9,756,032 $7,756,032 $9,756,032 $7,756,032 $729,218 $0 $729,218 $9,026,814 $2,975,556 $0

3 ‐ Sewer, Trade & Waste Water $1,528,544 $1,267,015 $2,795,559 $2,795,559 $2,795,559 $2,795,559 $524,216 $0 $524,216 $2,271,343 $1,004,328 $0

Grand Total $5,716,393 $7,318,273 $13,034,666 $10,934,666 $13,034,666 $11,034,666 $1,348,561 $0 $1,348,561 $11,686,105 $4,367,832 $0

Comments

Comments

$0

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000


Expenditure

Annual Plan



138


Portfolio Performance W ‐ Waste Management

S‐Curve

Results Table


Baseline Month $89,547 $78,046 $78,046 $78,046 $78,046 $78,046 $78,046 $78,046 $78,046 $78,046 $78,046 $78,046


Current Month $89,547 $83,046 $88,046 $103,046 $128,046 $128,046 $198,046 $238,046 $278,046 $278,046 $208,046 $128,046

Current Cumulative $89,547 $172,593 $260,639 $363,685 $491,731 $619,777 $817,823 $1,055,869 $1,333,915 $1,611,961 $1,820,007 $1,948,053

Actual Month $99,926 $89,996 $103,650


Earned Month $99,926 $89,996 $103,650


Forecast Month $102,509 $129,294 $129,294 $199,294 $239,294 $279,294 $279,294 $215,474 $93,434

Forecast Cumulative $293,572 $396,081 $525,375 $654,669 $853,963 $1,093,257 $1,372,551 $1,651,845 $1,867,319 $1,960,753





Pivot Table


W ‐ Waste Management $960,753 $1,000,000 $1,960,753 $1,948,053 $1,960,753 $1,960,753 $293,572 $0 $293,572 $1,667,181 $683,966 $0


A ‐ Growth Account $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0

A ‐ Value Add $360 $0 $360 $360 $360 $360 $0 $0 $0 $360 $360 $0

W ‐ Reduction $11,500 $0 $11,500 $11,500 $11,500 $11,500 $11,500 $0 $11,500 $0 $0 $0

W ‐ Diversion $0 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $16,785 $0 $16,785 $983,215 $0 $0

W ‐ Disposal $936,193 $0 $936,193 $936,193 $936,193 $936,193 $265,287 $0 $265,287 $670,906 $670,906 $0

Grand Total $960,753 $1,000,000 $1,960,753 $1,948,053 $1,960,753 $1,960,753 $293,572 $0 $293,572 $1,667,181 $683,966 $0

Comments

Comments

$0

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000


Expenditure

Annual Plan



139


Portfolio Performance C ‐ Capital Works

S‐Curve

Results Table


Baseline Month $5,150 $5,150 $5,150 $15,150 $15,150 $15,150 $20,150 $20,150 $30,150 $30,150 $30,150 $48,705


Current Month $25,150 $55,150 $55,150 $85,150 $115,150 $135,150 $200,150 $280,150 $290,512 $310,150 $310,150 $348,705

Current Cumulative $25,150 $80,300 $135,450 $220,600 $335,750 $470,900 $671,050 $951,200 $1,241,712 $1,551,862 $1,862,012 $2,210,717

Actual Month $27,064 $74,573 $62,441


Earned Month $27,064 $74,573 $62,441


Forecast Month $81,000 $115,000 $135,000 $200,000 $280,000 $290,362 $310,000 $321,000 $334,277

Forecast Cumulative $164,078 $245,078 $360,078 $495,078 $695,078 $975,078 $1,265,440 $1,575,440 $1,896,440 $2,230,717





Pivot Table


C ‐ Capital Works $260,355 $1,970,362 $2,230,717 $2,210,717 $2,230,717 $2,230,717 $164,078 $0 $164,078 $2,066,639 $96,277 $0


A ‐ Growth Account $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0

A ‐ Value Add $2,000 $0 $2,000 $2,000 $2,000 $2,000 $0 $0 $0 $2,000 $2,000 $0

C ‐ Special Projects $238,355 $1,970,362 $2,208,717 $2,208,717 $2,208,717 $2,208,717 $164,078 $0 $164,078 $2,044,639 $74,277 $0

Grand Total $260,355 $1,970,362 $2,230,717 $2,210,717 $2,230,717 $2,230,717 $164,078 $0 $164,078 $2,066,639 $96,277 $0

Comments

Comments

$0

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000


Expenditure

Annual Plan



140

7.3: Attachment C - IS Work Plans Quarter 1 update 2020/2021-3

ATTACHMENT C

141

7.3: Attachment C - IS Work Plans Quarter 1 update 2020/2021-3

Change M

anagement

A ‐ Infrastructure Services

$0

$14,008,355

Location

Activity

Task

Group

Category

Description

Details

Portfolio

Program

Cost Code

Trends

Changes

District‐wide

A ‐ Change Management

T ‐ Public Transport

All

Internal

Q1 Status Update

Performance to end Q1

Transport

T‐01 PT

Refer GL

$0

$0

District‐wide


T ‐ W

alking & Cycling

All

Internal

Q1 Status Update


Transport

T‐02 W

CRefer GL

$0

$0

District‐wide


T ‐ Access & Environment

All

Internal

Q1 Status Update


Transport

T‐03 AE

Refer GL

$0

$0

District‐wide


R ‐ Local Roads

All

Internal

Q1 Status Update


Roading

R‐01 LR

Refer GL

$0

$0

District‐wide


R ‐ Special Purpose Roads

All

Internal

Q1 Status Update


Roading

R‐02 SP

Refer GL

$0

$0

District‐wide


R ‐ Planning, Investment & Safety

All

Internal

Q1 Status Update


Roading

R‐03 PI

Refer GL

$0

$0

District‐wide


3 ‐ W

ater Supplies

All

Internal

Q1 Status Update


Three W

aters

3‐01 W

ARefer GL

$0

$0

District‐wide


3 ‐ Sewer, Trade & W

aste W

ater

All

Internal

Q1 Status Update


Three W

aters

3‐02 SE

Refer GL

$0

$0

District‐wide


3 ‐ Stormwater & Drainage

All

Internal

Q1 Status Update


Three W

aters

3‐03 ST

Refer GL

$0

$0

District‐wide


W ‐ Reduction

All

Internal

Q1 Status Update


Waste

W‐01 RD

Refer GL

$0

$0

District‐wide


W ‐ Diversion

All

Internal

Q1 Status Update


Waste

W‐02 DV

Refer GL

$0

$0

District‐wide


W ‐ Disposal

All

Internal

Q1 Status Update


Waste

W‐03 DP

Refer GL

$0

$0

District‐wide


C ‐ Special Projects

All

Internal

Q1 Status Update


Capital Works

C‐01 SP

Refer GL

$0

$0

District‐wide



Capital

Projects

Carry Over ‐ Council‐Led District RevitalisatioCouncil Approved Nov 2020

Capital Works

C‐01 SP

Refer GL

$0

$110,362

District‐wide


3 ‐ Water Supplies

Capital

Projects

Carry Over ‐ Westport Water Trunk Main ReCouncil Approved Nov 2020

Three Waters

3‐01 WA

Refer GL

$0

$487,260

District‐wide



Capital

Projects

Carry Over ‐ Reticulation Valve ReplacementCouncil Approved Nov 2020

Three Waters

3‐01 WA

Refer GL

$0

$22,977

District‐wide



Capital

Projects

Carry Over ‐ Backflow Prevention

Council Approved Nov 2020

Three Waters

3‐01 WA

Refer GL

$0

$801

District‐wide


3 ‐ Sewer, Trade & Waste Water

Capital

Projects

Carry Over ‐ Westport Sewer Peel St (Bright Council Approved Nov 2020

Three Waters

3‐01 SE

Refer GL

$0

$860,290

District‐wide



Capital

Projects

Carry Over ‐ Westport Modelling & SeparatiCouncil Approved Nov 2020

Three Waters

3‐01 SE

Refer GL

$0

$14,030

District‐wide



Capital

Projects

Carry Over ‐ Critical Spares

Council Approved Nov 2020

Three Waters

3‐01 SE

Refer GL

$0

$39,675

District‐wide



Capital

Projects

Carry Over ‐ Westport Sewer Pump Station OCouncil Approved Nov 2020

Three Waters

3‐01 SE

Refer GL

$0

$353,020

Waimangaroa



Capital

Projects

Extraordinary Funding ‐ Waimangaroa WateCouncil Approved $960,000 for 2021

Three Waters

3‐01 WA

Refer GL

$0

$960,000

Westport



Capital

Projects

Extraordinary Funding ‐ Westport Trunk MaCouncil Approved $677,980 for 2021

Three Waters

3‐01 WA

Refer GL

$0

$677,980

Westport



Capital

Projects

Adjustment ‐ Westport Trunk Main Terrace Carry Over less Extraordinary Funding

Three Waters

3‐01 WA

Refer GL

$0

‐$94,260

Westport



Capital

Projects

DIA Grant ‐ Westport Water Terrace SectionThree Waters Reform Tranche 1

Three Waters

3‐01 WA

Refer GL

$0

$543,500

Westport



Capital

Projects

Adjustment ‐ Westport Trunk Main Terrace Baseline less DIA Grant

Three Waters

3‐01 WA

Refer GL

$0

‐$543,500

Westport



Capital

Projects

DIA Grant ‐ Westport Trunk Main

Three Waters Reform Tranche 1

Three Waters

3‐01 WA

Refer GL

$0

$3,500,000

Punakaiki



Capital

Projects

DIA Grant ‐ Punakaiki Trunk Main

Three Waters Reform Tranche 1

Three Waters

3‐01 WA

Refer GL

$0

$496,500

Hector


W ‐ Diversion

Capital

Projects

PGF Grant ‐ Hector Legacy Landfill

Seawall Containment Project

Waste

W‐02 DV

Refer GL

$0

$1,000,000

District‐wide


T ‐ Walking & Cycling

Capital

Projects

NZTA Grant ‐ KCT Nile River Bridge

Design & Construct Project

Transport

T‐02 WC

Refer GL

$0

$355,000

Northern Buller



Capital

Projects

TIO Adjustment ‐ Karamea SPR Capital WorkLow Cost Low Risk Projects

Roading

R‐02 SP

Refer GL

$0

$1,564,720

Northern Buller



Capital

Projects

PGF Grant ‐ Tidal Creek No.2 Bridge

Design & Construct Project

Roading

R‐02 SP

Refer GL

$0

$1,800,000

Westport



Capital

Projects

PGF Grant ‐ Westport Waterfront

Toki Poutangata Bridge

Capital Works

C‐01 SP

Refer GL

$0

$1,860,000

142

Tab 8: 2021 Council Meeting Schedule


25 NOVEMBER 2020

AGENDA ITEM 8

Prepared by Mary Wilson EA Commercial & Corporate Services Reviewed by Sharon Mason Chief Executive Officer ADOPTION OF 2021 COUNCIL MEETING SCHEDULE

1. REPORT SUMMARY

Under clause 4.5(d) of the Buller District Council Standing Orders is required to adopt a schedule of meetings, including meeting dates and times for each calendar year.


That Council: 1. adopt the proposed 2021 Council, Committee and Community Board

Calendar Schedule dates as per attachment one.

2. agree to 2021 Council and Committee meetings commencing at 3pm, with proposed workshops and/or presentations commencing prior to the scheduled meeting.

2. agree to Inangahua Community Board meetings commencing at 5pm

during 2021. 3. ISSUES & DISCUSSION

The proposed calendar schedule has be drafted to allow for one (1) meeting to be held per day. This will permit workshops or presentation relating to the relevant portfolio to be held prior to the scheduled meeting and not on a separate day during the month. The Finance Risk and Audit Committee (FRAC) continues on the third Wednesday of the month which supports the process of financial reporting.

143

Tab 8: 2021 Council Meeting Schedule

Commencing meetings at 3pm will continue to provide a flexible approach that will not disadvantage the community from participating at public forum or attending meetings. With public forum to continue to at the commencement of the meeting to allow the community to address council on a matter relating to the agenda and the consideration of a second public forum at the conclusion of the meeting to address any matter not relating to the agenda. The earlier meetings will address health and safety concerns of elected members traveling long distances on rural roads late in the evenings, especially during the winter months.

144

8.1

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Ja

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2S

2T

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2S

2W

2F

2M

2T

2S

2T

2T

3S

3W

3W

3S

3M

3T

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3F

3S

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STA

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4T

4T

4S

4T

4F

4S

4W

4S

4M

4T

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5T

5F

5F

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STA

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5W

5S

5M

5T

5S

5T

5F

5S

6W

6S

6S

6T

6T

6S

6T

6F

6M

6W

6S

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7T

7S

7S

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7T

7S

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ICB

8F

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ICB

8T

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8F

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9S

9T

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9S

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ISC

9F

9M

9T

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9T

10

S10

W10

WIS

C10

S10

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B10

F10

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WC

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C10

F

11

M11

T11

T11

S11

T11

F11

S11

W11

S11

M11

T11

S

12

T12

F12

F12

M12

WC

ES

C12

S12

M12

T12

S12

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B12

F12

S

13

WC

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C13

S13

S13

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B13

T13

S13

T13

F13

M13

W13

S13

M

14

T14

S14

S14

W14

F14

M14

WC

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C14

S14

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S14

T

15

F15

MC

NZ

15

M15

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S15

WC

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C15

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NZ

15

WF

RA

CC

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IL

16

S16

T16

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F16

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NZ

16

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T

17

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C17

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17

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F

18

M18

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C18

S18

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19

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F19

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C19

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20

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C20

S20

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21

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TA

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IL30

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old

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td 145

Tab 9: Chief Executive Officer's Report - November 2020


25 NOVEMBER 2020

AGENDA ITEM 9

Prepared by Sharon Mason Chief Executive Officer CHIEF EXECUTIVE REPORT

1. REPORT SUMMARY

This report is an overview as detailed below to: 1.1 Provide an update on the positive aspects that are happening in the

Buller district. 2. DRAFT RECOMMENDATION That Council note the content of CEO report 3. OVERVIEW OF INFORMATION

This report provides information on activity which has occurred over November and horizon scans matters of interest to Council.

3.1 Summary post-election

Following the recent election New Zealanders have given the Labour party a strong mandate to recover and rebuild from COVID-19. Central government has had a significant intake of new politicians, from culturally diverse backgrounds who will have a focus on having their diverse communities heard. There is also an interesting mix of new talent for local government to consider:

Hon Peeni Henare, Minister of Defence,

Kiri Allan, Minister for Conservation and Civil Defence,

Michael Wood, Minister of Transport

Priyanka Radhakrishnan Minister for the Community and Voluntary Sector, Diversity, Inclusion and Ethnic Communities and Youth

146


and a wealth of experience in cabinet including the reappointment of:

Hon. Nanaia Mahuta, Minister of Local Government,

Hon. David Parker, Minister for the Environment and a new role Minister Oceans & Fisheries,

Hon Dr Megan Woods, Minister of Housing, Energy and Resources,

Hon Grant Robertson, Minister Finance and a new role Minister Infrastructure,

Hon Carmel Sepuloni, Minister for Social Development and Employment.

The Prime Minister has indicated the new government will continue with their two priorities, to continue the health response to COVID 19 and drive economic recovery. Local government can expect the breadth of legislative/reform change to continue at pace and velocity over the coming three years. It is imperative that post-election we achieve the right balance between local and central decision making. Local government has a significant role to play in enabling economic, social, cultural and environmental solutions. 5 broad areas where balanced decision making is needed. These include:

Housing: To assist with the delivery of high-quality housing, at volume, communities (though local government) need a fit-for-purpose planning system that enables affordable housing outcomes and place making.

Transport: For our transport systems to successful communities need national policy direction that sets strategic direction, but which enables flexibility to cater for New Zealand’s diverse

geography, populations and transport needs.

Local democracy: For councils to fulfil their local and regional governance roles they need good central government policy stewardship, and to establish an enduring partnership that reflects the complementary roles each sphere of government plays.

Environment: Successfully delivering positive environmental outcomes requires a partnership between central and local government built on policy stewardship (ongoing reform not step change), practical implementation plans, and careful consideration of the costs and benefits.

Climate change: To address New Zealand’s climate change

challenge central and local government need to collaborate to develop policies that include a legal framework that enables councils and communities to confidently address risks associated with climate change and adaptation decision-making and establish a Local Government Risk Agency, to collectively

147


address the natural hazard risks that councils face, and enable best practice for councils.

Mayor Jamie and I will be proactively seeking an audience with key ministers whose portfolios have an impact on local government, our intention is to continue taking a positive and solution based approach to how we can work with the new government and collaborate to meet the needs of Buller, West Coast region and delivering government policy. I anticipate that central government reform, 3 waters, RMA review and local government reform will move at pace over the next 3 years. Buller Council is well positioned to respond to opportunities however noting that council has a finite capacity challenge to be able to deal with multiple reforms running parallel over a short period of time.

3.2 Three Waters Reform Update

The funding agreement and delivery plan for the 3 waters funding valued at $4.5million NZD, including BDC annual plan allocation the total expenditure will be just over $5million NZD. The funding will deliver the following projects: Westport Trunk Main – Replace remaining length from Terrace

Section to Westport (4.5km) Westport Trunk Main – Replace Terrace Section from WTP to

bottom of escarpment (700m) *Work in Progress by Council Punakaiki Trunk Main – Replace pipeline along SH6 (3km) This is exciting times for our community and a project office has been established in the council chambers to oversee the delivery of the infrastructure PGF programmes.

3.3 Covid Resurgence Planning Workshop

A COVID resurgence planning workshop was held at the Westland Recreation Centre, hosted by Civil Defence. The purpose of the workshop was to bring stakeholders and partners together to learn about and share what the status is of our Covid Resurgence planning. There were presentations on the National Covid AOG resurgence planning, followed by, and how this translates to the CDEM and DHB planning for the region. The workshop also allowed for other partners to share their respective planning, particularly the emergency services, iwi, local and central govt, and the economic sector.

3.4 Privacy Act Changes and Update

The legislative changes due to come into effect 1 December 2020 was certainly a bigger task than first thought. Buller District Council have seen this as a great opportunity to have a holistic overview of our practices to ensure they comply with all the principles within the act.

148


First of all, we have updated privacy policy and procedure to reflect the changes in the act which comes into force 1 December. All our staff have been upskilled with the changes by an internal training session and completing online modules from the Privacy Commission’s site: Privacy Act 2020 gives a great brief overview of the new changes and Privacy ABC’s provides a good refresher of the unchanged parts of the

existing act. One of the areas we have highlighted for change is ‘how’ we collect

information from the public. This has meant reviewing all the forms we ask people to complete for our services. IPP 1: Purpose of collection of personal information – we must only collect information necessary for the purpose. An example of this is our library memberships; we do not require to know the persons gender for membership – so we have updated our forms to reflect this. Best practice has seen us adding a privacy disclosure to all forms where we collect information to let people know that we will protect and respect their information, with references to our privacy policy and where they can view this. Our organisation has been having a privacy month with ‘Privacy is Precious’ posters around the offices to be in-line with the campaign the commissioner is running on the TV and radio. A number of staff communications are going out to remind everyone of their responsibilities. We have had good feedback from giving examples such as storing and using personal information, correct disposal of physical data and keeping electronic data secure (password protection / locking devices). We are being proactive with our community around the changes we are making when identifying individuals. It is now a criminal offence to mislead an agency to access someone else’s personal information – with fines up to $10,000. An Identification (ID) standard has been adopted by Buller District Council so we are able to consistently satisfy ourselves with whom we are dealing with before providing information. As this is a more structured approach that previously used, we are familiarising ourselves with what is required and practicing how to respond to some of the questions we might get. We wanted to retain a human touch as we are aware not everyone will be able to come into the office, so we are creating an authority form to appoint a representative with some firm security checks in place for those who may need it. Checking with our contractors and third party agencies is underway, ensuring they are geared up for the act change. We have been able to

149


extend a helping hand understanding the changes and shared documentation. Exploring who we share information with and finding out if anything is sent with overseas has been an important check to comply with the new principle 12, disclosure of personal information outside of New Zealand’. The last thing to really put the spotlight on is notification to the commissioner about breaches. It is a legal requirement to notify the commissioner and any affected persons if it is likely to cause anyone serious harm. Failure to do this will see fines or up to $10,000 issued. ‘NotifyUs’ is the online tool on the privacy.org.nz site that can help you

work out if a breach is notifiable and to report. Encouragement to work with your council’s privacy officer for ALL breaches will be fruitful, as well as checking through the various resources on the site such as recognising and preventing breaches. Please see Appendix 1 for further Privacy Act 2020 information.

150

Tab

9: C

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mb

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2020

SE

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151

Tab

9: C

hie

f Exe

cuti

ve O

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er'

s R

ep

ort

- N

ove

mb

er

2020

SE

CT

ION

1: “

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Pe

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dic

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ina

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: o

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tin

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w

ill

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30

Jun

e 2

021

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Fin

an

cia

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po

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gs a

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tage

(N

ov).

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we

ve

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ve

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ain

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osts

SE

CT

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1: “

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30

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021

. F

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.

Nov –

PM

O e

sta

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152

Tab

9: C

hie

f Exe

cuti

ve O

ffic

er'

s R

ep

ort

- N

ove

mb

er

2020

SE

CT

ION

1: “

Co

re

” K

ey

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In

dic

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us

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Sa

tis

fac

tio

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KP

I P

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as

foll

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se

rs

pe

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f C

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ncil

sta

ff

inte

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s 5

% g

rea

ter

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t 3

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T

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line

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r su

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with

re

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an

at

30

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un

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bo

ve

SE

CT

ION

1: “

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Pe

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rm

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- S

taff

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tis

fac

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n

KP

I P

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on

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:

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ff

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gag

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f 8

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re

sp

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se

ra

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On

go

ing

sta

ff s

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ey d

ue

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b 2

02

1 w

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re

po

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pril 20

21

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uls

e s

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ela

ted

to

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lth

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d s

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Th

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is

5%

hig

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an

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30

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ne 2

02

0

30

Jun

e 2

021

153

Tab

9: C

hie

f Exe

cuti

ve O

ffic

er'

s R

ep

ort

- N

ove

mb

er

2020

SE

CT

ION

2:

Str

ate

gic

Are

as

of

Fo

cu

s -

On

e Y

ea

r S

pe

cif

ic G

oa

ls

KP

I P

rog

res

s

Th

e k

ey

m

os

t v

isib

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s

ho

uld

b

e

pla

ce

d in

to th

is K

PI

on

a

c

om

ple

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/no

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ple

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bas

is e

ach

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r th

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02

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fin

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cia

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ar,

th

e

foll

ow

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are

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at

a

Str

ate

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In

form

ati

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s

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pla

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d t

o c

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to

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By J

un

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02

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ased

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mm

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on

dra

ft a

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d r

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to

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un

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es

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en

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s f

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ne

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21

P

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nce

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d a

nd f

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thly

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off

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sta

blis

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to

de

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r p

roje

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at

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ng

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erm

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lan

p

rog

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me

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f w

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is

d

eliv

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d

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a

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ee

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am

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ern

me

nt

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mm

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W

ell

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fr

am

ew

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s

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for

imp

rov

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me

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by J

un

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pla

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ce a

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k is C

OV

ID 1

9 s

econ

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wa

ve

. O

ct –

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ject p

lan

meetin

g k

ey m

ilesto

ne

s

N

ov –

Pro

ject

pla

n m

ee

tin

g m

ilesto

ne

s

154

Tab

9: C

hie

f Exe

cuti

ve O

ffic

er'

s R

ep

ort

- N

ove

mb

er

2020

KP

I P

rog

res

s

Pro

vid

e

rep

ort

to

C

ou

ncil

o

n

po

lic

y

dir

ec

tio

n

of

ne

wly

e

lec

ted

c

en

tral

go

ve

rnm

en

t.

P

rov

idin

g

an

e

nv

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nm

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t sc

an

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f p

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pli

ca

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to

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trate

gy

.

Rep

ort

in

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ep

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cou

ncil

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02

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e

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p

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mm

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de

s

me

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eli

vera

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lar

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pp

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oa

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ing

/pe

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fee

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k (

for

bo

th C

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an

d t

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r 2

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gre

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O a

tte

nde

d S

OLG

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onfe

ren

ce C

hristc

hu

rch

se

pt

20

20

155

Tab

9: C

hie

f Exe

cuti

ve O

ffic

er'

s R

ep

ort

- N

ove

mb

er

2020

SE

CT

ION

2:

Str

ate

gic

Are

as

of

Fo

cu

s –

Mu

lti-

Ye

ar

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I P

rog

res

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Co

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cil

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as

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n ex

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e

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me

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is

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w

ith

th

e C

ou

ncil

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cti

on

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un

e 2

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1-

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mp

lete

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rogra

mm

e d

eve

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, an

d c

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ne

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in

tim

e f

or

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na

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rs

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ave

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ain

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s

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pe

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nal

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ve

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w t

ha

t a

ny

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ior

ma

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ge

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en

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me

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ith

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ion

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ep

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9.1: Attachment 1 - Privacy Act

Privacy Act 2020 changes 1Information

sheet

Information

sheet

For more information, visit privacy.org.nz/askus or find us at:

PrivacyNZ @nzprivacy

New Zealand’s Privacy Act has been modernised to reflect changes in the wider economy and society and to ensure it is fit for the technological world in which we live.

Disclosing information overseas

A New Zealand business or organisation may only disclose personal information to an overseas agency if that agency has a similar level of protection to New Zealand, or the individual is fully informed and authorises the disclosure.

For more information, see Information sheet 3: Cross-border disclosure

If a business or organisation has a privacy breach that has caused serious harm to someone (or is likely to do so), it will need to notify the Office of the Privacy Commissioner as soon as possible. It is an offence to fail to notify the Privacy Commissioner of a notifiable privacy breach.

If a notifiable privacy breach occurs, the business or organisation should also notify affected people. This should happen as soon as possible after becoming aware of the breach.

For more information, see Information sheet 2: Breach notifications

Notifiable privacy breaches

The Privacy Commissioner will be able to require a business or organisation to do something, or stop doing something, if it is not meeting its obligations under the Privacy Act.

Compliance notices

The Privacy Commissioner will now be able to make decisions on complaints relating to access to information. This will mean a faster resolution to information access complaints.

For more information, see Information sheet 6: Access directions

Binding decisions on access requests

It will now be a criminal offence to:

1. mislead a business or organisation by impersonating someone, or pretending to act with that person’s authority, to gain access to their personal information or to have it altered or destroyed.

2. destroy a document containing personal information, knowing that a request has been made for that information.

The penalty in all cases is a fine up to $10,000.

New criminal offences

Extraterritorial effect The Privacy Act has extraterritorial effect. This means that an overseas business or organisation may be treated as carrying on business in New Zealand for the purposes of its privacy obligations – even if it does not have a physical presence in New Zealand. This will cover businesses such as Google and Facebook.

157


Breach notifications 2Information

sheet

Information

sheet



A privacy breach is where there has been unauthorised or accidental access to personal information, or disclosure, alteration, loss, or destruction of personal information.

It can also include a situation where a business or organisation is stopped from accessing information – either on a temporary or permanent basis.

What is a privacy breach?

Why is this important? When there has been a privacy breach, notifying people lets them take action to protect themselves and their information.

For example, if your online account information is compromised, you can protect yourself by changing your password. If your credit card details are stolen, you can cancel your card. But if you don’t know that your privacy has been breached, you can’t taken any protective action.

If a business or organisation has a privacy breach that has caused serious harm to someone (or is likely to do so), it will need to notify the Office of the Privacy Commissioner as soon as possible. It is an offence to fail to notify the Privacy Commissioner of a notifiable privacy breach. Failure to notify could incur a fine of up to $10,000.

Our Office has an online tool on our website, NotifyUs, to lodge notifications.

What is a notifiable privacy breach?

If a notifiable privacy breach occurs, the business or organisation should also notify affected people. This should happen as soon as possible after becoming aware of the privacy breach. Failure to do so may be an interference with person’s privacy under the Privacy Act.

There may be valid reasons why an agency would not notify affected individuals.

Notifying affected people

There are key details businesses or organisations must include when notifying our Office and affected people. These details will enable people to protect themselves from harm. Our online reporting tool, NotifyUs, will guide you through this process.

What should I include in a notification?

Check whether you have robust systems to secure the personal information you hold both in physical and digital forms. Check whether you have systems in place to identify and report privacy breaches. If you have a ‘near miss’, even if it does not reach the threshhold of a notifable privacy breach, learn from the mistake — improve your systems to stop the same thing happening again in the future.

If you are an individual, the Privacy Act will provide better protection to you if there is a privacy breach involving your personal information.

What does it mean for me?

158


Cross-border disclosure 3Information

sheet

Information

sheet



The Privacy Act 2020 contains a new information privacy principle, principle 12, which sets rules around sending personal information to organisations or people outside of New Zealand. Sending personal information overseas is known as “cross-border disclosure.”

Cloud storage A business or organisation may send information to an overseas organisation to hold or process on their behalf as their ‘agent’. This will not be treated as a disclosure under the Privacy Act.

A typical example of this is an overseas company providing cloud-based services for a New Zealand organisation. The New Zealand organisation will be responsible for ensuring that their agent – the overseas company – handles the information in accordance with the New Zealand Privacy Act.

Principle 12 aims to ensure that personal information sent overseas is subject to privacy safeguards that are similar to those in New Zealand.

Businesses and organisations will now be responsible for ensuring that any personal information they disclose to organisations outside New Zealand is adequately protected. Businesses and organisations must be able to demonstrate that they have undertaken necessary due diligence before making a cross-border disclosure.

Purpose

A business or organisation may only disclose personal information to another organisation outside New Zealand if the receiving organistion:

• is subject to the Privacy Act because they do business in New Zealand

• is subject to privacy laws that provide comparable safeguards to the Privacy Act – or they agree to protect the information in such a way, e.g. by using model contract clauses.

• is covered by a binding scheme or is subject to the privacy laws of a country prescribed by the New Zealand Government.

Controls

If none of the above criteria apply, a business or organisation may only make a cross-border disclosure with the permission of the person concerned. The person must be expressly informed that their information may not be given the same protection as provided by the New Zealand Privacy Act.

Permission of the person

A business or organisation may need to make a cross-border disclosure in certain, urgent circumstances where it would not otherwise be allowed. IPP 12 allows cross-border disclosure when it is necessary to maintain public health or safety, to prevent a serious threat to someone’s life or health, or for the maintenance of the law.

Urgent disclosures

159


Enforcement powers 4Information

sheet

Information

sheet



The Privacy Act 2020 gives the Privacy Commissioner greater powers to ensure businesses and organisations comply with their obligations. The two key new powers in the Act are access directions and compliance notices. The Act also introduces new offences and greater potential fines for those who commit them.

There is a new fine of up to $10,000 for misleading a business or organisation to access someone else’s personal information. For example, it will be an offence to impersonate someone else in order to access their personal information.

Misleading an agency to get personal information

Principle 6 gives people the right to access their personal information. If a business or organisation refuses or fails to provide access to personal information in response to a principle 6 request without a proper basis, the Commissioner may now compel the agency to give this information to the individual concerned.

Access directions may be appealed to the Human Rights Review Tribunal.

Access directions

Refusing to comply with a compliance notice is an offence under the Privacy Act. A business or organisation that has been issued a compliance notice and fails to change its behaviour accordingly can be fined up to $10,000.

Refusing to comply with a compliance notice

Compliance notices The Privacy Act 2020 allows the Commissioner to issue compliance notices to agencies that are not meeting their obligations under the Act. A compliance notice will require an agency to do something, or stop doing something, in order to comply with the Privacy Act.

Compliance notices may be appealed to the Human Rights Review Tribunal.

If a business or organisation has a privacy breach that has caused or is likely to cause serious harm, it must notify the Privacy Commissioner. Failing to inform the Commissioner of a notifiable privacy breach can result in a fine of up to $10,000.

For more information, see www.privacy.org.nz and Information sheet 2: Breach notifications

Failing to notify a privacy breach

If someone requests their personal information and a business or organisation destroys it in order to avoid handing it over, the business or organisation can be fined up to $10,000.

Destroying requested information

160


Updated Privacy Principles 5Information

sheet

Information

sheet



Principle 13 Principle 13 now states that businesses and organisations must take reasonable steps to protect unique identifiers from being misused. Unique identifiers were previously in principle 12 but this has been renumbered principle 13 in the new Act.

Unique identifiers are individual numbers, names, or other forms of identification allocated to people by organisations, such as your National Health Index number. It is important that organisations protect the unique identifiers that they use and only use those that are appropriate for their services to reduce the frequency and impact of identity theft.

Principle 1 has been updated to clarify that you can only collect identifying information if it is necessary. If you don’t really need identifying information, such as a person’s name or their contact details, you shouldn’t collect it.

Your goal should be to collect and use the least amount of information possible to meet your objective. This is called data minimisation.

Principle 1

The new Act specifically requires businesses and organisations that are collecting personal information from children or young people to consider whether the way they collect the information is fair in the circumstances. It may not be fair to collect information from children in the same manner as you would from an adult.

Principle 4

A new principle 12 has been added to the Act which regulates how personal information can be sent overseas. Sending information to an organisation outside New Zealand is known as cross-border disclosure.

Principle 12 states that personal information may only be disclosed to organisations in other countries where there are similar protections to those in the New Zealand Privacy Act. If a jurisdiction does not offer similar protections, the receiving organisation may agree to sufficiently protect the information, e.g. using model contract clauses, or the person concerned must be fully informed that their information may not be adequately protected and they must expressly authorise the disclosure.

For more information, see Information sheet 3: Cross-border disclosure

Principle 12

The Privacy Act 2020 is based on the 13 privacy principles. In the new Act, some of the principles have been updated and a new principle has been added.

These changes help ensure the Act is relevant and useful in regulating new privacy challenges. The key changes to the principles are outlined below.

161


Access Directions 6Information

sheet

Information

sheet



The Privacy Commissioner frequently investigates complaints about businesses or organisations failing to give people access to their personal information.

After an investigation, the Privacy Commissioner will be able to make binding decisions on these complaints and issue an access direction to the business or organisation concerned.

If a business or organisation receives an access direction, it must take steps to comply as soon as possible.

If a business or organisation disagrees with an access direction, it can appeal to the Human Rights Review Tribunal. An appeal must be lodged within 20 working days of receiving the notice.

What organisations need to do

An access direction is a binding written notice issued to a business or organisation by the Privacy Commissioner. The notice directs the business or organisation to release personal information to an individual.

The Commissioner can issue an access direction if there has been an investigation of a principle 6 complaint and the Privacy Commissioner has determined that the person is entitled to some or all of the personal information they requested.

What is an access direction?

All access directions will outline the steps or conditions the business or organisation needs to take to comply. This will include what information the business or organisation needs to release, the process they need to follow, and the date by which they must take those steps.

What is included in an access direction?

If a business or organisation does not comply with an access direction, the complainant may bring proceedings in the Human Rights Review Tribunal for an order to enforce the access direction.

It is an offence to fail to comply with an access order issued by the Tribunal without reasonable excuse. A business or organisation can be fined up to $10,000 in such cases.

Enforcement

162

Tab 10: Mayor's Monthly Report


25 NOVEMBER 2020

AGENDA ITEM 10

Prepared by Jamie Cleine Mayor

MAYOR’S REPORT

1. REPORT SUMMARY

This report is to provide commentary of significant events and meetings attended by the Mayor. The report also provides information on advocacy or political matters currently before Council.


1. That the report be received for discussion and information 2. That correspondence incoming and outgoing is noted and

Councillors provide direction for any responses or additions. 3. COUNCIL

3.1 Long Term Plan (LTP)

This project continues on schedule. The governance input into development of the LTP is now largely complete. Staff from various council portfolios are working on the detail, budgets and commentary required to bring the document to life.

3.2 Mayors Taskforce for Jobs (MTFJ)

MTFJ coordinator Shayne Barry continues to see strong interest in the programme with another 17 full time equivalent (FTE) roles supported over October. There have now been 29 people supported into sustainable employment since inception. Recipients are well spread across the district with funds going into the Karamea, Reefton and Westport areas. The report for October is attached as Appendix A. Since the end of October there has been a further 5 FTEs supported in 3 small/medium enterprises and funding has been approved for 1 young person who is visually impaired to purchase a Ruby 7 Electronic magnifier to help with his studies and employment opportunities.

163


3.3 New Ministerial Portfolios

The recently announced government ministerial portfolios include several new faces particularly in portfolios most relevant to the Buller. It is important that we establish positive relationships with these new ministers to enable productive advocacy. The Hon. Kiri Allan has the conservation and emergency management portfolios, both of which have significant implications to the Coast. Kiri is a young leader and I look forward to meeting her and gaining insight into her aspirations for conservation through a new lens. Hon. Stuart Nash now has the regional economic development portfolio and it will be important we develop a strategic plan that lays out the next steps to build sensibly on the Provincial Growth Fund investments already committed. This government clearly has the mandate to be agile and transformative and I expect the pace of change this term could be quite rapid. The local government portfolio has been retained by Hon Nanaia Mahuta and I anticipate the reforms in this portfolio will require some significant strategic decisions from Council in due course.

3.4 Marketing Buller

Preliminary work has begun considering how to ensure Buller attracts young families to the district through apprenticeship opportunities, purchasing a business or utilising Buller as a base and commuting to Wellington to work. COVID 19 has brought a plethora of opportunities to enable a family friendly work life balance and it is important that BDC markets those opportunities. Much of the media and anecdotal evidence suggests Buller is a great place to semi retire or surrender debt and retire to enjoy all of our great recreational opportunities. That demographic is important and valuable but we need to ensure balance in the types of people moving here. For example, our schools are under pressure to reduce staff due to falling roles so a few more families moving here would help maintain jobs and skills in the District. There are a number of ideas to create a marketing campaign that could target city dwellers able to work remotely or with small business that could relocate to Buller.

4. EXTERNAL MEETINGS

4.1 Mayors, Chairs and Iwi (MCI) Buller hosted the Mayors, Chairs and Iwi leaders from across the West Coast for the quarterly meeting on 11 November. We received a number of presentations:

West Coast DHB about the Rural Generalist Model of Care. This is the model now supporting Buller hospital and aims to improve sustainability of services and retention of medical staff based on the Coast. Attached as Appendix B.

Tai Poutini Polytechnic on the benefit to West Coast learners of Te Pukenga. This is the transitional program to align polytechnics nationally to provide vocational training and will see Coast students gain access to a greater number of course options. Attached as Appendix C.

164


Damien O’Connor joined us via zoom to have a chat about the new government and to take questions from the group.

Kotahitanga ki Te Uroo Regional Alliance is the group distributing $13m of governments Kaimahi for Nature fund. Attached as Appendix D

Development West Coast on developing a 10-year economic development plan to consider transition away from coal.

4.2 Civil Defence Joint Committee

This committee met prior to Mayors, Chairs & Iwi, highlights included: New Ministerial Appointment - Minister for Emergency Management Hon

Kiri Allan has been appointed Minister for Emergency Management. The renaming of the portfolio from Civil Defence to Emergency Management does not affect the Minister's responsibilities under the CDEM ACT 2002. The appointment has also made Emergency Management a cabinet portfolio. NEMA describes the change in name as "an intuitive and accurate reflection of the Government's efforts to build a contemporary emergency management system". NEMA has also said it will be reviewing the future of sector-wide CDEM branding, noting that any changes will be subject to scoping, funding, and consultation, and a keen recognition of the trust and credibility of the CDEM brand.

The first 'Natural Hazard Risk Management (NHRM) Forum' is scheduled for November with attendance from all four councils, iwi and the Department of Conservation. The objective is to share and improve knowledge and understanding, improve long term risk-based planning, and look at consistent approaches and priority setting to risk reduction.

Flood Hazard Modelling progress has been made with the Hokitika Flood Hazard modelling being completed by Land, River and Sea Ltd which has been used for flood mitigation planning and consultation with the community. A proposal for flood hazard modelling of Greymouth is currently being drafted. Progress is underway with CDEM and WCRC working together with NIWA on flood forecasting for Westport. Other high-risk areas such as our main centres and Franz Josef are also underway.

There is significant emphasis on progressing the Natural Hazard Geospatial database. A prototype is being developed to enable agencies and the public to access natural hazard information for the West Coast from a regional level to a property with the ability to report to Land Information Management (LIM) requests.

165


4.3 Te Tai Poutini Plan (One District Plan)

The October project report is attached as Appendix E. 5. LOCAL EVENTS & MEETINGS

I attended a number of community events and networking opportunities during the month. Highlights included:

DWC leadership & Governance Graduation. I was guest speaker for the graduation of the Development West Coast governance program, having been a graduate of this program myself in 2018. The were 9 graduates at the ceremony held in Greymouth.

Buller High School Awards - I attended this ceremony last week. Covid-19 has made it a difficult year to be a student (and a teacher). It has been a remarkable effort by all to have found innovative ways to complete the academic year on a high. The District is very well served by the quality and commitment of school governors and staff. The school and students continue to enjoy very high levels of support from local businesses and the community.

Mayors Taskforce for Jobs Industry Training Graduation. I hosted a ceremony and afternoon tea at NBS Theatre as part of my Mayors Taskforce for Jobs programme to present certificates of achievement to approx 20 people that have completed vocational training in various specialties whilst working.

166


6. CORRESPONDENCE

For Council consideration – see attached

Incoming Correspondence - October/November 2020

14 October 2020 Pat O’Dea Westport Flood Protection

31 October 2020 Federated Farmers Local Government and Climate Change

3 November 2020 Health Milne DWC DWC Funding

14 November 2020 Nigel Keenan Invitation – Air Training Corps Prize Giving

17 November 2020 Westport South School

Thank you letters for support

Outgoing Correspondence – Octobert/November 2020

2 November 2020 Rachel Fifield Letter of Thanks

2 November 2020 Sharon Mason Letter of Thanks

2 November 2020 Keith Marshall Letter of Thanks

2 November 2020 Alan Corbett Public Forum Response

2 November 2020 Bronwyn Corbett Letter of Welcome

3 November 2020 Minister Wood Support Letter - Intercity Bus Service

4 November 2020 Ken Leslie Letter of Thanks – Reefton NZMCA Weekend

10 November 2020 Pat O’Dea Letter of Response – Westport Flood Protection

18 November 2020 Minister Mahuta Letter from Mayors, Chairs, Iwi to - Mtg Request - TTPP Funding & Support

167

10.1: Appendix A - Mayor's Taskforce for Jobs

Mayor’s Taskforce for Jobs – Community Recovery

Monthly Report Template

1 How many employment outcomes have you achieved this month?

Employer # of employment outcomes Industry

1

1

1

1

1

1

1

1

1

1

2

1

1

1

2

3

1

4

1

1

Business Admin

Mechanical Engineering

Security

Agriculture

Environmental

Manufacturing

Hospitality

Building

Landscape Gardening

Recreation – Life Guard

1 How have you supported SME businesses with funding?

Employer $ amount of funding support per SME

GST EX

My New Job Ltd

Nomad Audio and Video

Allied Security

Coastal Mainland Farm

Clean Streams

Reefton Distillery

Gibbys Cafe

Johnson Bros Transport

TRT Builders

Pulse Recreation Centre

All Living Spaces

$16000

$6956.52

$489

$8000

$16000

$24000

$8000

$8000

$11062.85

$5000

$5000

168


2. Comment from the Mayor

Very pleasing to see the first tranche of funding largely committed to assisting over 20

people to date. I expect the process to have the second tranche of funding released

will be under way very soon. Shayne has continued to find innovative ways to support

both young employees but also some of our new start-up businesses. The pastoral care

work is underway with recipients of MTFJ funding also gaining the benefit of Shayne

checking in to see how things are going in their new job and linkages to the wider

support network available.

Having spoken with my mayoral colleagues in Greymouth & Westland it appears the

MTFJ programme is gaining similar success across the West Coast. We have established

a very good framework via our coordinators to enable further community outcomes to be

advanced potentially beyond the current MTFJ programme.

169


2 How have you been supporting those placed into employment?

• I have spoken to most applicants about the support available from Te

Heke Mai online program.

• I have also spoken to Tai Poutini Westport Campus about linking in with

their pastoral support for any TTP students that I help fund into

employment.

• I have a zoom meeting arranged with Amy Stone from Te Heke Mai on

Nov 5th to demonstrate and discuss Te Heke Mai.

• This month I have text the 2 apprentices and 2 labourers at South Peak

Homes. They have all text back with positive comments about the job.

They are still waiting on their new tools – they have been ordered but

not there yet.

• I have emailed Sacha and Sina from Clean Streams and have had a

positive update from them and will call in to see them when I visit

Karamea in mid-November.

• I have met with Jack Beveridge – the new mechanical diesel apprentice

at Johnson Bros Transport. He is loving his job but has no tools so will

look at funding some tools for Jack and another apprentice that they

took on late last year. JBT are very impressed with Jack’s enthusiasm

and work ethic.

• I have met and spoken to the young men doing the audio and visual

course at Nomad Audio and Video. They are loving the course and

Daimon is loving the opportunity to teach and appreciates the

opportunity to trial as an alternative work stream to his business.

3 Please note any developments with the progress of the employer

coordinator? (if necessary)

170


4. Have you had any engagements with MSD?

• I keep in regular contact with Anne Ginty, the Buller District work broker for

MSD, at least once a week either by phone or in person. We have spoken to

several businesses together to ensure we are offering the best package for

each business and employee. We also keep in touch and share information

about individuals seeking employment.

• Have referred 6 Westport employers to MSD work broker re Mana in Mahi.

• While in Karamea I spoke with 4 employers about the MTFJ fund and about

current MSD subsidies and copied Anne Ginty into my follow-up emails with

these businesses.

• Jointly funded 1 apprenticeship position with MSD.

• Attended MSD business breakfast in Westport on the 14th Oct.

• Paid for training for 1 referral from MSD.

• Following up on 2 referrals from MSD that may qualify for MTFJ funding.

5. What emerging opportunities are there and any general comments?

• I have 5 applications pending – just waiting on more information from Buller Tree Services,

Buller District Council and Moore Mining. This will bring the number of full time positions to 28.

• Reefton Distillery – Have 4 more staff members that they would take from casual to permanent

part time if MTFJ would fund. We have already funded 3 positions for this company and will look at

funding more with second tranche of funding but there is a lot of businesses interested in applying

to the fund and we want to make sure we distribute funding fairly.

• Cerebal Fix – IT and Virtual Reality company. Looking at establishing a new position. Candidate is

profoundly deaf. Working with MSD on jointly funding with Flexiwage.

• Homebuilders – Establishing new trainee social worker position. Joint funding with MTFJ and Mana

in Mahi.

• Potokahua Trust – Application in process for full time admin position will also train as a program

facilitator to take pressure off manager. Also looking at establishing another 30hour position -

admin support and facilitator training prospective employee lost work due to Covid. Both positions

would be Mana in Mahi joint funding.

• Westreef – providing upskill opportunities for temporary staff to increase possibility of permanent

employment. Will keep in touch.

• Buller District Council – Looking at joint funding with MSD for new a new Harbour hand position

and a new full time theatre assistant position.

• Richard Motors – Going to take on new mechanic apprentice and will apply for MTFJ and Mana in

Mahi.

• Buller Marathon Committee – Establishing a new Race Director Position to run the Buller

Marathon and other sporting events around the West Coast. Full time position would be jointly

funded by MTFJ and Mana in Mahi.

• Pulse Energy and Recreation Centre – Would like support for new part time swim teacher

position in November

• Frano Volkman – Dairy Farmer Karamea employment support sort for casual worker upskilling

and moving to full time.

171


• Plumb Duck Plumbing – Have spoken to owner and they are now looking at taking on an

apprentice with joint support from MTFJ and Mana in Mahi.

• Buller Refrigeration – Have spoken to owner and are now considering taking on an electrical

apprentice with joint support from Mana in Mahi and MTFJ.

• BW Palmer Engineering – Spoke to them about possible funding available for Engineering

apprentice. Considering options.

• RPS Contracting (Communications Installation) – Looking for support in employing 6 – 8 new

employees and upskilling. May be joint funding with Upskill WC and MTFJ. Referred to Upskill West

Coast and will wait to hear back.

• Rusty Cup Café – Fox River Increasing business capabilities with pizza oven and will need new

part time/full time worker, looking for business support in next couple of months. Will get back to

me.

• Reefton IT – Looking at taking on 1 x full time IT person. Maybe partnership with Mana in Mahi

• Sport Tasman – Met with Dale Ashworth to discuss funding support for new Youth Voice position.

This will be a NEET position. This may be joint support with Mana in Mahi.

• Buller Electricity – Will support new apprentice line mechanic with tools. Awaiting application.

Connected to Upskill West Coast as company needs to upskill a section of their workforce to ensure

ongoing security of fibre contract. Also looking to take on two young electricians in January.

• Broadway Tearooms Reefton – Extremely busy and need more staff- have sent application form

and calling to see them.

• Vinnies Market Cross Café Karamea – Extremely busy and need more staff, concerned about

how long boom will last. Would like to employ permanent part time staff. I have left forms with

Vinnie and waiting to have them returned.

• Karamea Hotel – Extremely busy and looking at taking casual cleaner to full time front of house

position. Have left forms with them.

Employment Training Initiatives

• Training Opportunities – I have made contact with Tai Poutini Polytech Westport Campus and Buller

High School Gateway Co-ordinator and will liaise with these groups around funding training

opportunities.

• Buller REAP – Working with MSD and other stakeholders around a programme for young male

NEETS (LADS). Also Buller REAP youth workers looking at possibility of extending Youth

Employability Program that is being funded in Westland to Buller. MTFJ funding may be required for

either, or both of these programs.

Equipment

• Visually impaired young man with diabetes seeking support to purchase a “Ruby” – a portable

device that will enable him to read documents when out in public.

Summary

With the 5 pending applications, MTFJ will have supported 27 new FTEs and our first tranche of money will

be almost depleted.

As you can see from the emerging opportunities there will be a lot of demand on the fund going forward and

we will have no issue reaching 50 FTEs and in fact could do with extra money for initiatives like the LADS

program and the Youth Employability Program. Feedback from the community, employers and employees is

extremely positive. The close working relationship with MSD has made a great difference to what we can

achieve locally and has encouraged many employers to take on apprentices. The Mana in Mahi fund has also

encouraged employers to ensure new positions have a training pathway and that new employees are offered

upskill and training opportunities.

If you have any questions, please don’t hesitate to get in touch with MTFJ Taskforce

Coordinator, Noa Woolloff in the first instance.

E: [email protected]

C: 021 199 1219

172

10.2: Appendix B - West Coast Health System

173

10.2: Appendix B - West Coast Health System

174

10.3

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pen

dix

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Te P

uken

ga

Pe

op

le-l

ed

ch

an

ge

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pa

bil

ity

bu

ild

ing

an

d t

ra

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are

nt c

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mu

nic

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rp

in t

he

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nsi�

on

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th

wa

y a

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in

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te

d t

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gra

mm

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tw

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e Pū

ke

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ivit

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eq

uit

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or a

ll l

ea

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ers

an

d t

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ir W

hā

na

u

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jec

tiv

es

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nsu

re

our s

yste

ms a

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se

rvic

es w

ork w

ell f

or

Māo

ri; a

nd

re

sp

on

d w

ith

exce

lle

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to

th

e

prio

ritie

s o

f Mā

ori

lea

rn

ers a

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th

eir

whā

na

u,

and

to

th

e

wid

er a

sp

iratio

ns o

f

hapū a

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ori

thro

ug

ho

ut

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tea

ro

a;

in

acco

rd

an

ce

with

Te

Tir

iti o W

aita

ng

i.

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ur w

ork p

ra

ctice

we

will co-desig

n

approach

es t

hat

meet

Ka

Hik

itia

exp

ecta

tio

ns

with

Māo

ri, t

o f

acilita

te

Māo

ri su

cce

ed

ing

as

Māo

ri th

ro

ug

ho

ut

vo

ca

tio

na

l e

du

ca

tio

n.

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ve

lop

lea

rn

er jo

urn

ey

ma

ps a

nd

un

derta

ke

an

aly

tics t

o in

form

th

e

de

sig

n o

f o

ur f

utu

re

op

era

tin

g m

od

el.

En

su

re

th

e u

niq

ue

ne

ed

s o

f āko

ng

a,

inclu

din

g Mā

ori, P

acific

Pe

op

les,

dis

ab

led

an

d

oth

er u

nd

er-se

rve

d

lea

rn

ers,

are

met

thro

ug

h c

o-d

esig

n w

ith

ou

r le

arn

ers,

the

ir

whā

nau a

nd o

ur

sta

ke

ho

lde

rs.

De

ve

lop

mo

me

ntu

m

str

ate

gie

s t

ha

t T

e

Pūke

ng

a c

an

im

ple

me

nt

as w

e t

ra

nsitio

n t

o t

he

ne

w o

pe

ra

ting

mo

de

l.

Develo

p e

mplo

yer

journey m

aps a

nd

un

de

rta

ke

an

aly

tics t

o

info

rm

th

e d

esig

n o

f th

e

futu

re

op

era

tin

g m

od

el.

En

su

re

th

e n

ee

ds o

f

em

plo

ye

rs a

re

alig

ne

d

thro

ug

ho

ut

the

wid

er

tra

nsfo

rm

atio

n

pro

gram

me

.

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ve

lop

mo

me

ntu

m

str

ate

gie

s t

ha

t T

e

Pūke

ng

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an

imp

lem

en

t a

s w

e

tra

nsitio

n t

o t

he

ne

w

op

era

tin

g m

od

el.

In p

artn

ersh

ip w

ith

Māori d

esig

n t

he

institu

te’s

new

op

eratin

g m

od

el w

hic

h

will fo

rm

th

e b

lue

prin

t

tha

t a

ch

ieve

s e

qu

ity f

or

Māo

ri, p

lace

s le

arn

ers

at

the

ce

ntr

e a

nd

is

em

plo

ye

r a

lig

ned

.

De

ve

lop

an

imp

lem

en

tation

pla

n

tha

t w

ill ta

ke

Te

Pūke

ng

a f

ro

m its

cu

rre

nt

sta

te t

o t

he

futu

re

sta

te.

De

ve

lop

a p

ra

ctica

l

imple

menta

tion

pla

n t

o

tra

nsitio

n T

ITO

arra

ng

ing

tra

inin

g f

un

ctio

n a

nd

ca

pa

bility.

De

ve

lop

Te

Pūke

ng

a r

ea

din

ess t

o

pro

vid

e w

ork b

ase

d

lea

rn

ing.

Co

nsid

er a

nd

add

re

ss

the

ke

y o

pe

ra

tio

na

l ris

ks

asso

cia

ted

with

an

y

tra

nsitio

n o

f T

ITO

s t

o T

e

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10.5: Appendix E - Te Tai Poutini One District Plan

Prepared By: Jo Armstrong Date Prepared: 30 October 2020

Accomplishments this Period

▪ The planning team continue to work on the following topics:

o non-residential activities in residential areas,

o infrastructure,

o historic heritage,

o transport,

o designations,

o mineral extraction,

o open space,

o natural heritage,

o tourism and

o natural hazards

o notable trees

▪ All papers are discussed with, and modified by, the Technical Advisory Team before coming to the Committee. We encourage you all to engage with the TAT to discuss the planning aspirations for your district and region.

▪ The planning team ran three partner and stakeholder workshops in October

▪ The first was an evening workshop with business owners and lessees from the Greymouth CBD. The workshop was an opportunity to share our current approach, and gain a better understanding of their business issues and aspirations, and how Te Tai o Poutini Plan can help support businesses into the future. We discussed TTPP policy and rules that are already under development in a number of areas which affect the CBD, including town centre zoning, mixed use zones, signs, parking rules and historic heritage. Participants expressed concern about the difficulties of raising finance and encouraging investment on leasehold land where some buildings require earthquake strengthening. They were supportive of the direction TTPP is taking and are keen to see a more vibrant town centre through permitting residential accommodation and beautification of the streetscape. Easing parking provisions and reuse of historic heritage buildings were discussed as ways of supporting business viability. Attendees had a number of interesting ideas including using buildings for multiple small shops, and utilising the stop bank and port.

▪ We discussed ecosystems and indigenous biodiversity, along with other topics of interest at a primary production sector workshop. Attendees expressed concerns about the SNA process.

1 October 2020 – 31 October 2020

178


They asked whether self-management under Farm Environment Plans would be an option. The idea of permitting some activities in SNAs was appreciated, but there was agreement that costs to protect and maintain SNAs would be significant.

▪ We will run another workshop on this topic for other industries with an interest in ecosystems and biodiversity on the Coast e.g. tourism, infrastructure and extractive industries. We are running this first round of workshops separately to allow for the different perspectives to be heard so the planning team can understand the diversity of issues, and people can express themselves openly.

▪ We also worked in partnership with Ngāti Waewae and Ngāti Mahaki o Makaawhio to run a hui at Arahura Marae. We explained how the plan can provide for Papakāīnga, access to mahinga

kai, Aotea Stone protection (for mana whenua use) notable trees and tino rangatiratanga. The small group of attendees were excited by the possibility to either jointly manage or self-manage Maori land. This would allow them to achieve some long term goals, particularly around the Makaawhio and Arahura Marae sites. Attendees were also keen to see provision for papkainga and kaumatua housing on other privately owned land.

▪ Please think about other groups in your community that would be interested in discussing Plan provisions with us, and help us make the connections for future stakeholder engagement.

▪ The TTPP Planning Team also attended a meeting at Buller District Council with NZTA, Civil Defence and council staff to discuss master planning for Punakaiki. The Punakaiki Masterplan, Dolomite Point Redevelopment, Community Centre and Civil Defence Centre, and State Highway projects were discussed.

▪ Our application for funding from the Jobs for Nature project has not gained any traction with the West Coast Alliance. If we are unlikely to receive outside funding, we will have to consider an increased budget bid for next financial year.

▪ The planning team gave a presentation about TTPP to Grey District Council on 12 October. The Council asked some good questions, and seem well engaged with the TTPP process. This was the last of the district councils to have a presentation, and we look forward to the opportunity for presenting to WCRC at some stage.

▪ The planning team has had ongoing discussions with West Coast Regional Council planning staff about the Plan Change process for the existing district plans prior to TTPP operability. WCRC staff presented the following information to their Council on 13 October. Private Plan Change to a District Plan

Council has been approached by a developer wanting to rezone land from rural to residential. Staff have obtained legal advice, that due to the Local Government Commission Order which gives the Regional Council the function of developing a new district plan for the three Districts, the Regional Council is also responsible, during the development of the Te Tai o Poutini Plan, for processing any private plan change requests to the West Coast District Plans. Staff have developed an information sheet with the procedure for responding to a private plan change request (attached as Appendix 1). If the developer proceeds to lodge an application for a private plan change to the Grey District Plan, a planning consultant will be engaged to take the application through the RMA Schedule 1 process, and the developer will pay all the costs, including Council’s costs. A pre-application meeting with the developer was held on 5 October.

Plans for Next Period

▪ Policy work on topics mentioned above will continue

▪ Stakeholder engagement – writing new information sheets and questionnaires to reflect policy already developed, and inform other topics of work underway.

▪ TAT meeting at Westland District Council on 25 November

▪ TTPPC meetings on Friday 13 November 10.00-12.00pm via Zoom, and in person Tuesday 24 November 10.00 – 2.30pm at West Coast Regional Council.

Key Issues, Risks & Concerns

179


Item Action/Resolution Responsible Completion Date

Not getting key stakeholder buy-in

Contact and meet with them individually. Plan a stakeholder workshop and on-going engagement process

Project Manager 28 February 2020

Not producing a notified plan in a timely manner

Set achievable milestones and monitor/report progress. Identify additional expertise/capacity

Project Manager Planning Team

30 June 2024

Decision makers can’t agree Get agreement on pieces of work prior to plan completion

Chairman Ongoing

Budget insufficient for timely plan delivery

Work with TTPPC to recommend budget, and with WCRC to raise rate to achieve deliverables

Project Manager TTPP Committee CE WCRC

Annually Jan/Feb

Project extended due to reduced 2020/21 budget

Ensure 2021/22 research budget is sufficient to complete all remaining research required for robust Plan

Project Manager TTPP Committee CE WCRC

Annually Jan/Feb

Changes to national legislation Planning team keep selves, Committee and Community updated on changes to legislation and the implications for TTPP

Project Manager Planning Team

Ongoing

Staff safety at public consultation

Committee members to proactively address & redirect aggressive behavior towards staff

TTPP Committee Ongoing

National emergencies such as Covid-19 lock down

Staff and Committee ensure personal safety and continue to work remotely as able

Project Manager TTPP Committee

Ongoing

Committee delay or reduce scope of required research

Committee ensure timely research is enabled TTPP Committee Ongoing

Status

Overall Project timing affected by delay in beginning SNA research. Budget for 2020/21 accepted.

Research budget over 3 years reduced and this may delay Plan completion. Planning team making good progress with TAT and TTPPC input.

Schedule Work programme set and achieving on schedule. We are catching up on stakeholder engagement postponed due to lockdown, but have lost time on the SNA research.

Resources We are receiving good input from the TAT. Loss of some 2019/20 research funding makes seeking external party co-funding a priority.

Scope Deliver efficient, effective and consistent Te Tai o Poutini Plan

Please note that the schedule and scope have been downgraded from green to orange. This is in response to the reduction in budget for 2020/21 and postponement of the SNA research. The delay in receiving permission to commence SNA desktop identification means we are unable to begin field assessments over the 2020/21 summer months. The project may get back on schedule if funding applications are successful, or additional research funding is allocated in future budgets.

Schedule

Stage Target Completion

Revised Completion

Comments

Complete project initiation documentation

30-Apr-19 19-July-2019 TTPPC approved

Identify and contact key stakeholders

03-May-19 Ongoing

Connection made with all key stakeholders and started a second round of contact with other interested parties

Contract senior planning consultant

01-Aug-19 29-July-2019 Contract in place 29/7/19 -30/6/20

Recruit permanent senior planner

30-Sep-19 7-Sep-2019 Started at WCRC on 14 October 2019

Set up Te Tai o Poutini Plan website and communications package

30-Sep-19 30 Nov- 2019

Development complete. Available at www.ttpp.westcoast.govt.nz

180


Stage Target Completion

Revised Completion

Comments

Set planning milestones 31-Oct-19 30 Aug-2019 Presented at August TTPPC meeting

Hold key stakeholder workshop for Settlements section

28-Feb-20 23 Oct and 21 Nov 2019

Greymouth and Hokitika, then Westport

Hold Community information meetings

31-Mar-20 16-27 Mar 20 and 24-22 Sep 2020

Roadshow in March 2020 and opportunities to coincide with council-community meetings and local events Outcome of Roadshow to be presented to May TTPPC meeting

Hold key stakeholder workshops for Infrastructure section

30-Apr-20 31-Jul-20

Greymouth and Hokitika, then Westport. Delayed due to Covid-19 Lockdown

Draft Provisions (Issues, Objectives, Policy and Rules) for Urban Areas developed

31-May-20 31-May-20 For presentation to May TTPPC meeting

Workshop discussion with environmental interests re biodiversity provisions

30-Jul-20 31-Aug-20 Delayed due to Covid-19 Lockdown

Draft Provisions (Issues, Objectives, Policy and Rules) for Rural Zones and Settlement Zones developed

31 – Aug-20

31-Aug-20 For presentation to August TTPPC meeting

Hold key stakeholder workshops for mining and extractive industries

31-Aug-20 31-Jul-20

Due to work programme changes during Covid-19 lockdown

Historic Heritage Workshops 31-Aug-20 31-Aug-20

Conclude TTPP Roadshow 30 –Sep-20 30-Sep-20 Postponed due to COVID-19

Potential Committee Field Trip

30 –Sep-20 2021

To look at specific matters to help with decisions - COVID-19 dependent

Workshop with agricultural interests re biodiversity provisions

30-Oct-20 28 Oct 20

Contact with landowners re SNA assessment, landowner meetings

30-Oct-20 30-Jun-21

This will be to seek permission to do field assessments. It is dependent on undertaking the desk top assessment first.

Commence field work for SNA assessments

30- Nov-20

30 Nov 2021

It is anticipated that field work will be undertaken over summer 20-21, summer 21-22 and summer 22-23. This will be delayed until desktop study is completed

Zoning changes proposed 31-Dec-21

Specific zone change proposals will come to the Committee through 2021

Targeted stakeholder consultation on draft provisions of Te Tai o Poutini Plan

30-May-22 28 Feb 2022 Targeted consultation with stakeholders on draft provisions from mid 2021-mid 2022 with the aim of addressing concerns at this more informal stage

Iwi review of draft Te Tai o Poutini Plan

30-July-22 31 March 2022 This is in addition to hui and consultation throughout the development process and is a mandatory step

Full “draft” Te Tai o Poutini Plan to Committee

30-Sep-22 30 April 2022 Full draft (so that this term of the Committee has overseen the drafting of the whole plan). A draft Plan will not have legal status, but will show all the cumulative decisions of the Committee

Community Consultation on “Draft” Te Tai o Poutini Plan

Oct-22 31 May 2022 Roadshow with a “draft” Plan to discuss with community

Amendment of “Draft” Plan to “Proposed Plan” provisions

31-Nov-22 30 Sep 2022 Feedback to Committee on results of consultation, any legal opinions on contentious provisions and decisions on final provisions

Local Body Elections 30-May-22 October 2022

New Committee Familiarise 30-Jun-23 Nov 2022 – Introduce and explain all sections of the

181


S taSS SS aSS St S

SS SS SStSS n S

SSSSS SS S

SS SS SStSS n SSS SS SntS S

with Proposed Plan May 2023 proposed plan before the new Committee notify it

Notify Te Tai o Poutini Plan 30-Aug-23 30 June 2023 Indicative time only – this will be the “Proposed” Plan

Submissions Te Tai o Poutini Plan

30-Oct-23 30 August 2023 40 working days for submissions is the legal requirement

Further Submissions 30–Feb-24 30 October 2023

Submissions must be summarised and published and then there is a 20 working day period for further submissions

Hearings Te Tai o Poutini Plan

31-August-24 28 February 2024

Indicative time only

Decisions Te Tai o Poutini Plan

30-Sep-24 31 August 2024 Indicative time only

Appeal Period 30-June-25 30 September 2024

Indicative time only

Appeals and Mediation Te Tai o Poutini Plan

Oct-25 30 June 2025 Indicative time only. However the aim would be to complete the entire “Proposed – submissions-hearings –appeals-mediation-consent orders to Operative Plan” process within 1 term of the Committee

Local Body Elections October 2025

New Committee familiarised

with operative plan

Nov/Dec 2025

Ongoing Decision Making for

TTPP

Oct 2025

onward

TTPPC is a permanent Committee. Once they

have adopted the Plan their ongoing role

includes monitoring implementation and the need

for any amendments; and

undertaking amendments and reviews, or ensuring

these are undertaken, as required. Environment Court 2026

S ctSSnSSSSSS SSSS S S

Please consider stopping by the TTPP stand at AgFest and lending a hand if people have questions.

Note revised completion dates above in response to Committee requesting submissions on the draft Plan are

received within the current term of office.

S SS SnSSS SS S

Information Sheet - Private Plan Changes

Private plan changes to district and regional plans, sought by individuals, groups or organisations, provide an

opportunity to replace existing plan provisions with new ones. Requests for private plan changes potentially

enable a wide range of changes such as the rezoning of land, amendments to design controls and the

identification of important heritage sites.

This information sheet provides information on the process for a private plan change and the main

considerations for a potential applicant. For detailed information on private plan changes please visit:

https://www.qualityplanning.org.nz/sites/default/files/2018-11/Private%20Plan%20Change%20Process.pdf

The West Coast Regional Council (the Council) has the function of processing private plan changes to District

Plans as a temporary measure while Te Tai o Poutini Plan (One District Plan) is developed.

This is a result of the Order in Council (law) that was gazetted on 17 June 2019

(https://gazette.govt.nz/notice/id/2019-go2872).

Process of a private plan change

Council has developed the following process if it receives an application for a private plan change:

1. The applicant lodges a private plan change request to the Council.

2. Council engages a planning consultant to process the request. Further information, peer reviews, and

commissioned reports can be sought as part of evaluating the private plan change request, if necessary.

182


3. If the Council subsequently considers that there is insufficient information to process the private plan

change request, it may reject the request or not approve the plan change sought.

4. The Council may modify the application with the agreement of the applicant.

5. After receiving all the necessary information, the Council has 30 working days to decide whether to adopt,

accept, or reject the plan change request, or convert the request to a resource consent.

6. The Council publicly notifies a request if adopted or accepted, allowing submissions and further

submissions to then be made.

7. The Council holds a hearing where it assesses the request and submissions made, and then issues a

decision on the request.

8. The Council decision is open to appeal to the Environment Court.

Matters to consider when preparing a private plan change

The following matters may need to be considered when preparing a private plan change:

• plans, maps, diagrams (layout, roads, servicing, open space areas), to scale, labelled and with a

legend

• reasoning for the change

• consideration of the benefits of the change, and efficiency and effectiveness of the change

• actual and potential environmental effects, including on significant natural and cultural values, and

how any adverse effects can be avoided, remedied or mitigated

• requirements under the Resource Management Act 1991, in particular Part 2 of the 1st Schedule and

Section 32

• feedback from District Council staff

• site-specific details, including flooding and geotechnical reports

• servicing - water, sewerage, stormwater disposal, drainage and roading services to be provided for

the development, or draft provisions that will limit development until services are available

• consultation with a private planning consultant, including gaining expert advice to support the

proposed private plan change

• consultation with surrounding affected properties and occupants

• overall costs.

Timing and costs

The private plan change process usually takes six months to one year for small-scale, straightforward plan

changes. However, for more complex of larger scale proposals it may take as long as three years or more.

Council fees can include staff time, council consultants, legal advice, public notification and hearing costs.

These costs do not include the applicant’s costs or application preparation costs. Costs can range from a

minimum of $10,000, to $1M and beyond for large-scale developments. As per the Quality Planning

(www.qualityplanning.org.nz) document Plan Development, Private Plan Change Process, average costs can

be in the vicinity of $30,000 to $50,000 for a rural residential subdivision with minimal opposition.

Such costs and processing times may not be significantly different to those associated with a resource

consent application for the same activity.

The initial application fee for a plan change is $10,000. This fee is required to be paid at the time of

submitting an application. All costs relating to the private plan change over and above the application fee

will be charged to the applicant as an additional charge pursuant to section 36(5) of the Resource

Management Act 1991.

Where to begin

If you are thinking of lodging a private plan change, the Council offers a pre-application meeting. This is

where the applicant, and their consultants, can meet with Council staff and an Iwi representative at an early

stage to discuss key details and requirements related to a private plan change request. To request a pre-

application meeting for a private plan change, email: [email protected]

Key matters Council may help with during a pre-application meeting are:

• local knowledge on services, constraints and environmental issues

• application fee costs

• District Plan and RMA requirements

• other plan changes and major resource consent applications that have been approved in nearby

areas

• advice on whom to consult with.

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WWWWWWWWWW

Wellington Chambers

Level 6, 154 Featherstone St

PO Box 715, Wellington 6140

T +64 4 473 7269

31 October 2020

To Mayors, Chairs, Councillors and Chief Executives

All Regional, City and District Councils

LOCAL GOVERNMENT AND CLIMATE CHANGE

On behalf of Federated Farmers of New Zealand, I am writing to all councils about the appropriate

role for local government in addressing climate change and its effects.

Until recently local government’s role was understood to be narrow, focussing on climate change

adaptation, recognising that central government had primary responsibility to set policy for

addressing climate change and its effects. The Emissions Trading Scheme (ETS) has been relied

upon as the key mechanism to encourage emissions reduction and the Resource Management Act

(RMA) prevented councils from considering greenhouse gas mitigation when granting consent,

developing regional plans, or setting regional rules. Adaptation rather than mitigation was where

councils were seen to have an appropriate role.

Over recent times councils have come under increasing public and political pressure to do more to

address the impacts and consequences of climate change. The Government also recently amended

the RMA to remove restrictions on councils from considering greenhouse gas mitigation in RMA

processes.

Federated Farmers understands these pressures and the genuine desire by many in local

government to do more. Councils could do more to reduce their own emissions footprints, such as

by moving to clean energy for their buildings and using electric vehicles for their fleets. Councils

could influence carbon dioxide emissions more generally through their core role of planning and

funding of their transport infrastructure and services.

Councils will also have an important role in ensuring that their regions adapt to the varied and many

expected localised impacts of climate change. Such adaptation may include protecting infrastructure

from rising sea levels and securing drinking water supplies in the face of more frequent and severe

extreme weather events. New Zealand’s favourable climatic conditions have enabled the agriculture

sector to be one of the most productive in the world. However, climate change means these

conditions cannot be relied upon into the future, some regions are expected to become hotter and

drier, other regions are expected to become colder and wetter, and extreme weather events are

expected to become more frequent and damaging across all regions. Rather than relying on

increasingly unpredictable rainfall, some regions may be able to store more fresh water and pump it

to regions with less. The need to explore increased water storage infrastructure highlights the

appropriateness of local councils developing plans to adapt to the expected impacts of climate

change, while also seeking to mitigate the emissions they are directly responsible for.

Beyond these roles Federated Farmers is not convinced that councils can or should seek to do more.

Firstly, despite concerns about the effectiveness of the ETS, recent changes to the scheme are and

will be driving a higher emissions price and over time it will drive the intended behaviour change if

the scheme continues to be improved upon. Long-term certainty in the functionality of the ETS is

critical for its success and the ETS should be allowed to remain the primary mechanism for

encouraging emissions reduction, especially for long-lived gases like carbon dioxide.

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Page 2 of 2

Secondly, in relation to agricultural emissions (which are currently not subject to surrender

obligations under the ETS), the Government, Iwi/Maori, and the agricultural sector are, under the He

Waka Eke Noa Primary Sector Climate Action Partnership, working to co-design policy and

programmes to measure, manage and incentivise the reduction of agricultural greenhouse gas

emissions.

This partnership is working on ways to equip farmers and growers with the knowledge and tools they

need to reduce emissions, while continuing to sustainably produce quality food and fibre products

for domestic and international markets. It includes collaboration on the detailed development of an

appropriate farm gate emissions pricing mechanism by 2025. The Climate Change Commission has

been asked to assess progress under He Waka Eke Noa and provide this no later than July 2022.

More information on He Waka Eke Noa can be found here: https://www.mfe.govt.nz/climate-

change/he-waka-eke-noa-primary-sector-climate-change-action-partnership

Federated Farmers is concerned that councils may be considering undertaking, or being encouraged

to undertake, actions to manage agricultural emissions, especially methane and nitrous oxide. By

doing so councils may end up acting prior to the completion of work under He Waka Eke Noa which

would be at best duplicative and at worst could undermine this work.

Thirdly, taking an overly expansive role on climate change going beyond councils’ core roles would,

in Federated Farmers view, not be the best use of ratepayers money at a time when councils will be

facing many financial challenges in recovering from the effects of COVID-19 and when many

ratepayers are struggling to make ends meet.

Federated Farmers therefore urges councils to stick to focusing on ensuring their regions can best

adapt to the expected impacts of climate change and to only seek to mitigate emissions which they

are directly responsible for. They should not seek to manage emissions that they have little ability to

effectively influence and are already subject to considerable work at a central government level and,

with respect to agricultural emissions, being managed in partnership with Iwi/Maori, and the

agricultural sector under a historic partnership approach.

Federated Farmers provinces may be making their own submissions on councils’ specific

consultations on climate change and I acknowledge their submissions.

Yours sincerely

Andrew Hoggard

National President

Spokesperson on Local Government and Climate Change

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C/- P O Box 66 Greymouth 7840

E. [email protected]

18 November 2020

Hon. Nanaia Mahuta

Minister of Local Government

Parliament Buildings

Wellington

By email: [email protected]

Dear Minister

REQUEST TO MEET TO DISCUSS TE TAI O POUTINI PLAN SUPPORT AND FUNDING

We write in our capacity as the Mayors of the Buller, Grey and Westland District Councils and

the Chairs of the West Coast Regional Council, Te Rūnanga o Ngāti Waewae, Te Rūnanga o

Makaawhio, and Development West Coast.

We are delighted that you continue to hold the Local Government portfolio in the new

Government and look forward to working further with you especially given the significant

reform already underway.

The West Coast is undertaking the development of Te Tai o Poutini Plan, a combined district

plan for the region. Mandated by the Local Government Commission, the statutory obligations

for preparing the plan were transferred from the District Councils to the Regional Council via

an Order in Council which came into force on 19 July 2019. The reorganisation scheme requires

the Regional Council to rate for the plan development. Unfortunately, the region has a small

rating base with limited avenues of funding available to it (with a population of approximately

32,000 a 1% rate increase generates just $34,000) presenting challenges for the Regional

Council to fund the competing demands coming in the Essential Freshwater, hazards

management and biodiversity areas in addition to business as usual. However, we are up for

the challenge, and are seeking to deliver fully on this initiative.

As regional reform continues with the grouping together of key services such as the Three

Waters Reform, we need to find means of sustainably funding such initiatives. We believe that,

funded properly and undertaken as planned, Te Tai o Poutini Plan can deliver on central

government policy ambitions and would also become an exemplar of robust forward-thinking

planning at a regional level.

We would appreciate an opportunity to meet with you, and your officials, to discuss the

appropriate support and resources that will ensure Te Tai o Poutini Plan to be a success.

Background

Central Government has sought the ongoing support of Local Government to undertake better

planning across councils in New Zealand. National Planning Standards have been introduced to

improve the consistency of council plans and policy statements, and will address some of the

undue complexity of the RMA that we are working under. This process will also look to

transition planning documents to electronic interactive plans, helping to make them more user

friendly for the public and resource management practitioners.

The West Coast is one of the few Councils leading the way in the uptake of the national planning

standards in uploading the combined district plan to this platform. With the planned RMA

reforms, which are focussed on combining district plans, we expect that this work will provide

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significant learning opportunities to other regions in how to undertake such a process in the

most efficient and effective manner recognising the limited resourcing available to the West

Coast.

Te Tai o Poutini Plan will significantly progress policy outcomes sought by Central Government

in the areas of SNA/biodiversity protection, climate change and natural hazards (including how

to provide for concepts such as managed retreat which are yet to be robustly developed at the

national level), as well as providing for the targets set for renewable energy generation. This

will be a cutting-edge plan, using the new national standard templates and as such, will be very

much a test case as we rewrite how planning should be undertaken. In addition to this, the

West Coast Regional Policy Statement was made operative in July 2020 which will make this

one of the few regions where planning cycles are so closely aligned providing far greater weight

to the regional planning framework.

In October 2020, the Regional Council signed with Te Rūnanga o Ngāti Waewae, Te Rūnanga o

Makaawhio and Te Rūnanga o Ngāi Tahu the Mana Whakahono ā Rohe arrangement. The first

in New Zealand to be signed, this framework will inform and shape Te Tai o Poutini Plan and

the wider West Coast planning landscape, playing a significant role in our relationship with

Poutini Ngāi Tahu and the management of our resources.

How investment will contribute to Te Tai o Poutini Planning and the West Coast

Support and investment of Te Tai o Poutini Plan will assist with streamlining planning

throughout the West Coast and provide certainty and clarity to business through an enabling

framework. It would also enable the community to move faster through the plan development

phase and provide greater research to underpin the provisions within the Plan. A further

breakdown of the benefits is outlined below:

Certainty

The ability to know where applications for development are most likely to be accepted provides

the best environment for businesses and individuals to make plans for their future economic

well-being. This is true for planning decisions on existing sites, and even more so for decisions

to establish or expand onto new sites including for rural, urban, commercial and industrial

subdivision, tourism activities, minerals extraction, infrastructure and activities on private

property.

New zoning rules in Te Tai o Poutini Plan will more readily identify areas where these activities

will be encouraged and enabled by supportive planning provisions. Changes to zoning will

support economic activity by:

- Creating industrial and light industrial zones which are currently at capacity to allow

investment and expansion in the region

- Aligning rural residential zone rules to allow for lifestyle development which is in high

demand

- Recognise existing businesses through new neighbourhood zones, such as shops,

hospitality and mechanics, which are located outside of commercial zones to provide

ongoing rights, security and business continuity

- Allowing for home-based businesses and a suitable level of advertising outside of the

commercial zone in a manner that protects residential values

- Creating a Stockton Mining Zone to enable future certainty for on-going mining activity

- Creating a Mining and Quarrying Precinct to signal where on-going mining activities are

acceptable

- By providing certainty in regards to natural hazard mitigation.

Consistency

The same rules will apply across the entire region. This will make it easier for business to work

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across district boundaries encouraging them to consider expansion opportunities, saving them

time and money with a streamlined consenting process.

Identifying areas for protection

Businesses, including infrastructure providers and resource users, have sent a strong message

that identifying ‘no-go’ areas for development, and providing a level of protection for their on-

going interests are high priorities for them. Current uncertainty is stifling their strategic

planning ability. Te Tai o Poutini Plan will encourage further development by:

- Creating designations to protect the region’s infrastructure including waste water and

potable water treatment plants, transmissions lines, landfills etc. for maintenance and

expansion activities

- Identifying significant areas of vegetation and habitat to avoid the current requirement for

resource consent for any indigenous vegetation clearance exceeding set limits (even if this

is not of high ecological value)

- Identifying and protecting significant natural areas to create tourism opportunities for

tours, accommodation and work experience.

In addition to this, an economic assessment impact of SNA’s based on the resource potential

i.e. mineral profiling of the land, is required to better determine the cost benefit of protection

versus development.

Enabling the above will provide enduring benefits to communities across the West Coast, the

businesses operating here already and to potential future investors.

We look forward to meeting with you to discuss further the support and funding of Te Tai o

Poutini Plan.

Yours faithfully

Renee Rooney Allan Birchfield

Chair - Development West Coast Chair - West Coast Regional Council

Jamie Cleine Bruce Smith Tania Gibson

Mayor - Buller District Mayor - Westland District Mayor - Grey District

Paul Madgwick Francois Tumahai

Chair - Te Rūnanga o Makaawhio Chair - Te Rūnanga o Ngāti Waewae

cc Hon. Damien O’Connor, MP for the West Coast - Tasman

Hon. David Parker, Minister for the Environment

Martin Workman, Ministry for the Environment

Gavin Beattie, Local Government Commission

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Tab 11: Committee Chairs Verbal Update


25 NOVEMBER 2020

AGENDA ITEM: 11 Reviewed by Sharon Mason Chief Executive Officer VERBAL UPDATES FROM COMMITTEE CHAIRS

1. REPORT SUMMARY A summary of updates is verbally provided by each of the Committee chairs.


That Council receive verbal updates from the following Committee Chairs, for information: 1. Inangahua Community Board – Cr J Bougen

2. 2100 Working Group – Deputy Mayor S Roche or Councillor G Weston.

3. Ngati Wae Wae Representative – F Tumehai and N Tauwhare 4. Regulatory Services Committee – Cr P Rutherford

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agenda - Buller District Council

Documents

Transcript of agenda - Buller District Council