Agenda of Strategy & Finance Committee - Wednesday, 20 September 2023

Strategy & Finance Committee MEETING

20 September 2023

Order of Business

1. Karakia Timatanga

Pursuant to Sections 46A(7) and 46A(7A) of the Local Government Official Information and Meetings Act 1987, to receive the Chairperson’s explanation that specified item(s), which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded, will be discussed.

Any additions in accordance with Section 46A(7) must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.

Any additions in accordance with Section 46A(7A) may be received or referred to a subsequent meeting for further discussion. No resolution, decision or recommendation can be made in respect of a minor item.

4. Declarations of Interest (if any)

Members are reminded of their duty to give a general notice of any interest of items to be considered on this agenda and the need to declare these interests.

5. Public Comment

To receive comments from members of the public on matters specified on this Agenda or, if time permits, on other Committee matters.

(NOTE: If the Committee wishes to consider or discuss any issue raised that is not specified on the Agenda, other than to receive the comment made or refer it to the Chief Executive, then a resolution will need to be made.)

6. Hearing of Submissions: Panako Park Reclassification Proposal Page 7

7. Summary of Submissions - Panako Park Reclassification Proposal Page 29

Memorandum, presented by Aaron Phillips, Activity Manager - Parks.

8. Confirmation of Minutes Page 39

“That the minutes of the Strategy & Finance Committee meeting of 10 May 2023 Part I Public be confirmed as a true and correct record.”

9. Confirmation of Minutes Page 47

“That the minutes of the extraordinary Strategy & Finance Committee meeting of 7 June 2023 Part I Public be confirmed as a true and correct record.”

10. Confirmation of Minutes Page 53

“That the minutes of the extraordinary Strategy & Finance Committee meeting of 1 August 2023 Part I Public be confirmed as a true and correct record.”

11. Drinking Water Compliance Page 61

Memorandum, presented by Mike Monaghan, Group Manager - Three Waters.

12. Draft Water Supply Bylaw - Deliberations on Submissions Page 71

Memorandum, presented by Peter Ridge, Senior Policy Analyst.

13. Draft Speed Management Plan 2024-2027 - Approval for Consultation Page 133

Report, presented by Peter Ridge, Senior Policy Analyst.

14. Ashhurst and Te Apiti Campervan Dump Station Budget Page 177

Report, presented by Kathy Dever-Tod, Group Manager - Parks and Logistics.

15. Ashhurst Te Apiti Three Bridges Loop Track Investigations Budget & Waka Kotahi Fund Update Page 185

Report, presented by Kathy Dever-Tod, Group Manager - Parks and Logistics.

16. Aokautere Urban Growth Area - Information relating to the description, timing and quantum of the development of infrastructure work programmes to enable growth in Aokautere Page 191

Memorandum, presented by Sam Dowse, Senior Planner and David Murphy, Chief Planning Officer.

17. Pioneer Reserve - Proposal to Grant an Easement on Reserve Land to Powerco Page 205

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery and Kathy Dever-Tod, Group Manager - Parks and Logistics.

18. 279 Albert Street (part of Hokowhitu Domain) - Proposal to continue supporting Hokowhitu Bowling Club Incorporated by notifying the public of the intention to grant community occupancy via a lease of Council land Page 211

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

19. 119 Highbury Avenue (part of Tui Park) - Proposal to continue supporting Te Whatu Raranga o Highbury Weavers by notifying the intention to grant community occupancy via a lease of Council land and building Page 233

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

20. Committee Work Schedule Page 255

21. Karakia Whakamutunga

22. Exclusion of Public

To be moved:

“That the public be excluded from the following parts of the proceedings of this meeting listed in the table below.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as stated in the above table.

Also that the persons listed below be permitted to remain after the public has been excluded for the reasons stated.

[Add Third Parties], because of their knowledge and ability to assist the meeting in speaking to their report/s [or other matters as specified] and answering questions, noting that such person/s will be present at the meeting only for the items that relate to their respective report/s [or matters as specified].

Memorandum

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: Summary of Submissions - Panako Park Reclassification Proposal

Presented By: Aaron Phillips, Activity Manager - Parks

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That the Committee receive the memorandum titled ‘Summary of Submissions – Panako Park Reclassification Proposal’ presented to the Strategy & Finance Committee on 20 September 2023.

1. ISSUE

1.1 The report titled Determining the Future of Panako Park Hall was presented to Council on 1 March 2023. Council resolved:

OPTION 1: Decide to retain Panako Park as a reserve for community use, and instruct the Chief Executive to consult the community on the proposal to classify Panako Park, contained in Lot 1 and Lot 2 DP 29836, as a Local Purpose (Community) Reserve, in accordance with Section 24 of the Reserves Act 1977.

1.2 This report provides a summary of the consultation process and the submissions received, noting that a subsequent report will be brought to the Committee which will address the points raised by the submitters and seek a decision on whether to apply to the Department of Conservation to reclassify Panako Park.

2. background

2.1 Girl Guiding New Zealand (Girl Guides) wish to exit their land lease at Panako Park (2 and 2a Panako Place) and on-sell their building to another community group.

2.2 In these situations, Council’s Support and Funding Policy provides a process to consider the land strategically, including its appropriate future use, before deciding on the request from Girl Guiding. This process was undertaken and presented to the Planning & Strategy Committee in August 2022 via the report titled Strategic Options Review where Council resolved to:

Investigate the level of community demand for recreation and community use with a view to retaining Panako Park and the Girl Guide Hall for community use.

2.3 The investigation process was then undertaken through October and November 2022 to determine the demand for using the land. It found low levels of recreation demand, but some non-recreation community group demand.

2.4 Given the land is classified as a ‘Recreation Reserve’ under the Reserves Act 1977, only recreation uses are permitted on the land, and consequently within the building. The only way a non-recreational use could be undertaken on the reserve would be for the land to be reclassified to a ‘Local Purpose (Community)’ Reserve.

2.5 As mentioned in Clause 1.1 above, the report titled Determining the Future of Panako Park Hall was then presented to Council on 1 March 2023, in which Council resolved to consult the community on the proposal to reclassify the reserve land.

2.6 Once the decision is made to reclassify the reserve or not, the process of the Girl Guides selling the building and Council entering a new land lease can commence.

3. COnsuLTation and Submissions

Consultation

3.1 Public consultation on the proposed classification change took place from 8 June 2023, closing on 14 July 2023.

3.2 Methods used were:

· Public notice in the Manawatu Standard published on 8 June 2023.

· Website page with online submission form.

· Social media post.

· Resident letter to properties on Panako Place, on College Street between Nairn Crescent and Kinston Street and the cul-de-sac ends of Winchester and Newbury Streets. The letter included advising of a drop-in session (6pm Tuesday 20 June 2023, in the hall).

Summary of Submissions

3.3 17 submission were received with 15 (88%) in support of the change and 2 opposed (12%).

3.4 Below, in Table 1 is a summary of the matters that were raised in the submissions that were in support of the proposal.

Table 1: Matters raised in support	Number of submissions
Support enabling use, more community group options	4
Good location and facilities for community group use	1
Outdoor space beside hall is useful	1
Beneficial for guides to be able to sell	1
Needs off-street carparking	1
Awapuni Community Centre at capacity, need more community spaces	1
Like to see a kai resilience hub	1
Noted need for new Awapuni Library home	1
Would like to see community garden on open space	1
Concern about state of existing shed on site	1
Potential to combine with Church space for wider community facilities and services	1
Demand for community facilities/get more use from hall	1

3.5 Table 2 provides a summary of the matters that were raised in the submissions that were in opposition to the proposal.

Table 2: Matters raised in opposition	Number of submissions
Safety of children in cul-de-sac	2
Do not want alcohol consumed on site	2
Noise in quiet street	2
Not enough carparking	1
Difficulty of emergency vehicle access when street full	1
Would reduce or remove ability to play on the park	1

3.6 A copy of the comments made in the social media post are provided in Attachment 1. They included:

· Concern about safety in the cul-de-sac.

· Concern about a lack of car parking in the area.

· Support for the proposal.

· Suggestion for a community centre.

· Suggestion it was a location for the Ngāti Hineaute kōhanga and marae proposal.

· One commenter mistakenly thought that Council was proposing selling.

4. NEXT STEPS

4.1 Following the Council hearing, a subsequent report will be brought to the Committee which will address the points raised by the submitters, as summarised in this report, along with any additional points raised in the hearings. The report will also seek a decision from Council on whether to apply to the Department of Conservation to reclassify the Panako Park.

4.2 Should the reclassification be confirmed, the process to enter a new community occupancy lease will commence.

4.3 Depending on what activity the building purchaser wishes to operate from the building, a resource consent may be required even after the land is reclassified. If a consent is required, this process could run in parallel to the land lease/community occupancy process.

5. Compliance and administration

Does the Committee have delegated authority to decide? Terms of Reference		Yes
Are the decisions significant?		No
If they are significant do, they affect land or a body of water?		No
Can this decision only be made through a 10 Year Plan?		No
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the achievement of action/actions in Active Communities The action is: Administer the Reserves Act 1977
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	Provision of facilities for community activities.

Attachments

Panako Park - Social Media ⇩

Palmerston North City Council

Minutes of the Strategy & Finance Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 10 May 2023, commencing at 9.02am

Members

Present:

Councillor Vaughan Dennison (in the Chair), The Mayor (Grant Smith) and Councillors Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta and Lorna Johnson.

Non Members:

Councillors Rachel Bowen, Debi Marshall-Lobb and Billy Meehan.

Apologies:

Councillors Orphée Mickalad and William Wood (absent on Council business), Kaydee Zabelin, The Mayor (early departure, on Council business).

Councillor Mark Arnott left the meeting at 12.10pm during consideration of clause 30. He entered the meeting again at 12.12pm after the consideration of clause 30. He was not present for clause 30.

Councillor Lorna Johnson left the meeting at 12.11pm during consideration of clause 30. She entered the meeting again at 12.13pm after the consideration of clause 30. She was not present for clause 30.

Karakia Timatanga

Councillor Debi Marshall-Lobb opened the meeting with karakia.

20-23

Apologies

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 20-23 above was carried 12 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Debi Marshall-Lobb, Rachel Bowen and Billy Meehan.

21-23

Late Item / Notification of Additional Item

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the late item for the following reasons:

Remit to Local Government New Zealand 2023 Annual General Meeting

Reason for lateness:
The remit was received after the Agenda was published.

Reason for urgency:
New Plymouth District Council have requested a response by Friday 12 May 2023.

Clause 21-23 above was carried 12 votes to 0, the voting being as follows:

For:

22-23	Hearing of Submissions: Proposal to reclassify Opie Reserve from a Recreation Reserve to a Local Purpose - Community Reserve
	Moved Vaughan Dennison, seconded Lorna Johnson. The COMMITTEE RESOLVED 1. That the Strategy & Finance Committee hear submissions from presenters who indicated their wish to be heard in support of their submission. 2. That the Committee note the Procedure for Hearing of Submissions, as described in the procedure sheet.
	Clause 22-23 above was carried 12 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Debi Marshall-Lobb, Rachel Bowen and Billy Meehan.
	The Committee considered submissions on the Proposal to reclassify Opie Reserve from a Recreation Reserve to a Local Purpose - Community Reserve with supporting oral statements including additional tabled material. The following person appeared before the Committee and made oral statements in support of her submission and replied to questions from Elected Members. Liza Whaiapu (103) Liza Whaiapu spoke to her submission and made the following additional comments: · Has worked within the Māori education sector in Palmerston North for 22 years, and knows that transformation through education is key to reaching the goals and aspirations of our tupuna and our people. · Passionate about assisting in the movement of revitalisation efforts. · Māori identify themselves by the relationships our tupuna formed with our land. These relationships shape us and connect us to place and time. Man and people come and go but the land is constant; it will always remain. While we are the people of this land, we are merely stewards (or kaitiaki) of the land and we have a duty to serve and protect it. · Important to get land classifications right, so that we protect land with conservation and cultural value, and unlock land with neither, making it available for other purposes. · A win-win for all as the Kōhanga Reo and marae will not only serve the Iwi and Hapū, but also the wider community. · If the reserve is reclassified, it would become a new community asset supporting children’s learning and wellbeing for whānau, Hapū and Iwi. Access would be from a newly formed entrance off Wilson Crescent; people would still be able to move through the space as the existing footpath would remain along with a track along the top of the stop-bank that everyone uses. The landscape would be an integrated design to allow for community interaction, and would enhance and uplift what is currently an eyesore. · Would expediate Kainga Ora housing improvement programme. · St Michaels marae is a church before it is a marae. Vision is a gathering place for all. · The current location is in the hub of Highbury - a colourful area which has safety concerns. · The Kōhanga Reo has an open door policy; everyone is welcome.

23-23

Opie Reserve Reclassification: Summary of Submissions

Memorandum, presented by Kathy Dever-Tod, Group Manager - Parks and Logistics.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the summary of submissions on “Opie Reserve – proposal to reclassify Opie Reserve from ‘Recreation’ to ‘Local Purpose: Community’”, presented to the Strategy & Finance Committee on 10 May 2023.

Clause 23-23 above was carried 12 votes to 0, the voting being as follows:

For:

24-23

Confirmation of Minutes

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the minutes of the Strategy & Finance Committee meeting of 22 March 2023 Part I Public be confirmed as a true and correct record.

Clause 24-23 above was carried 11 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Debi Marshall-Lobb, Rachel Bowen and Billy Meehan.

Abstained:

The Mayor (Grant Smith).

The meeting adjourned at 9.33am.
The meeting resumed at 9.40am.

25-23	Quarterly Performance and Financial Report - Period Ending 31 March 2023 Memorandum, presented by Scott Mancer, Finance Manager, Sue Kelly, Manager - Project Management Office and Andrew Boyle, Head of Community Planning. Elected Members requested a report to provide understanding of the magnitude of the water supply compliance costs and how it will be managed going forward.
	Moved Vaughan Dennison, seconded Karen Naylor. The COMMITTEE RESOLVED 1. That the Committee receive the memorandum titled ‘Quarterly Performance and Financial Report – Period Ending 31 March 2023’, and related attachments, presented to the Strategy & Finance Committee on 10 May 2023. Moved Patrick Handcock, seconded Brent Barrett 2. That the Chief Executive provide a report on bacteria compliance of the city’s bore supplies including detail of how compliance is going to be remedied.
	Clauses 25.1-23 and 25.2-23 above were carried 12 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Debi Marshall-Lobb, Rachel Bowen and Billy Meehan.
	Moved Vaughan Dennison, seconded Karen Naylor. The COMMITTEE RECOMMENDS 3. That Council approve an overspend in the following operating activity budgets: a. Manawatū River- of $135,000, and b. Active & Public Transport- of $480,000. 4. That Council note that the increases in a) and b) are expected to be offset from savings in Council’s other activities, with this to be reported back in the 4^th quarter report. 5. That Council approve a Capital Renewal budget transfer between activities of $50,000, reducing 1051-CET Arena - Arena Renewals by $50,000 and increasing 1825-City Reserves - Manawatū River Park – Renewals by $50,000.
	Clauses 25.3-23 to 25.5-23 above were carried 12 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Debi Marshall-Lobb, Rachel Bowen and Billy Meehan.

26-23

Treasury Report - 9 months ending 31 March 2023

Memorandum, presented by Steve Paterson, Strategy Manager - Finance.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee note the performance of Council’s treasury activity for the 9 months ending 31 March 2023.

Clause 26-23 above was carried 12 votes to 0, the voting being as follows:

For:

The meeting adjourned at 10.50am.
The meeting resumed at 11.12am.

27-23

Railway Land Reserve: Proposal to grant a licence to Tekton Limited - Deliberations Report

Memorandum, presented by Bill Carswell, Activities Manager – Property Services and Kathy Dever-Tod, Acting Chief Infrastructure Officer.

Elected Members requested Officers to include reporting requirements relating to community good outcomes in the negotiations with the licensee.

Moved Karen Naylor, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Committee grant a licence for part of the land at Railway Land Reserve, Palmerston North to Tekton Limited in accordance with Section 54 of the Reserves Act 1997.

2. That the Committee note that the area affected by the licence to Tekton Limited is described as part of Lot DP 78518.

Clause 27-23 above was carried 9 votes to 2, with 1 abstention, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Karen Naylor, Mark Arnott, Brent Barrett, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Debi Marshall-Lobb and Rachel Bowen.

Against:

Councillors Vaughan Dennison and Billy Meehan.

Abstained:

Councillor Lew Findlay.

28-23

Amendment to the Palmerston North Traffic and Parking Bylaw 2018 (Light Motor Vehicle Prohibitions) - Deliberations Report

Memorandum, presented by Stacey Solomon, Policy Analyst.

Officers noted an error on page 10 of Attachment 3 (page 192 of the Agenda); the text should read as follows:

‘Subject to the provisions of clause 10 of the Bylaw, the following roads are prohibited to vehicles having a gross mass ~~less than~~ not exceeding 3,500kg.’

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee confirm:

a. the amendment to the Bylaw is the most appropriate means of addressing the perceived problem; and

b. the form of the Bylaw is the most appropriate form of bylaw; and

c. the Bylaw does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

The COMMITTEE RECOMMENDS

2. That Council adopt the proposed amendment for Light Motor Vehicle Prohibitions to the Palmerston North Traffic and Parking Bylaw 2018 and Palmerston North Traffic and Parking Bylaw 2018 Administration Manual, (Attachments 2 and 3 of the memorandum).

Clause 28-23 above was carried 12 votes to 0, the voting being as follows:

For:

29-23

Review of the Palmerston North Dog Control Policy 2018 and the Palmerston North Dog Control Bylaw 2018

Memorandum, presented by Stacey Solomon, Policy Analyst.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the memorandum titled ‘Review of the Palmerston North Dog Control Policy 2018 and the Palmerston North Dog Control Bylaw 2018’ presented to the Strategy & Finance Committee on 10 May 2023.

Clause 29-23 above was carried 12 votes to 0, the voting being as follows:

For:

30-23

117 Vogel Street - Proposal to continue supporting Te Kōhanga Reo National Trust Board (Te Āwhina Kōhanga Reo) by notifying the intention to grant community occupancy via a lease of Council land

Report, presented by Bryce Hosking, Acting Chief Infrastructure Officer.

Councillor Mark Arnott left the meeting at 12.10pm.

Councillor Lorna Johnson left the meeting at 12.11pm.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee continue to support Te Kōhanga Reo National Trust Board, by notifying the public of its intention to grant community occupancy of Council land, via a lease at 117 Vogel Street, Palmerston North, in accordance with the Support and Funding Policy 2022 (Option 1).

2. That the Committee note the land affected by the community occupancy lease to Te Kōhanga Reo National Trust Board is described as Lot 1 DP 78520.

Clause 30-23 above was carried 10 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Vaughan Dennison, Karen Naylor, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Debi Marshall-Lobb, Rachel Bowen and Billy Meehan.

Councillor Mark Arnott entered the meeting again at 12.12pm.

Councillor Lorna Johnson entered the meeting again at 12.13pm.

31-23

Remit to Local Government New Zealand 2023 Annual General Meeting

Memorandum, presented by Hannah White, Democracy & Governance Manager.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RECOMMENDS

1. That Council endorse the 2023 remit proposal from New Plymouth District Council (Attachment 1).

Clause 31-23 above was carried 12 votes to 0, the voting being as follows:

For:

32-23

Committee Work Schedule

Moved Karen Naylor, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

1. That the Strategy & Finance Committee receive its Work Schedule dated May 2023.

Clause 32-23 above was carried 12 votes to 0, the voting being as follows:

For:

	Karakia Whakamutunga
	Councillor Debi Marshall-Lobb closed the meeting with karakia.

The meeting finished at 12.19pm.

Confirmed 20 September 2023

Chair

Palmerston North City Council

Minutes of the Extraordinary Strategy & Finance Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 07 June 2023, commencing at 2.02pm

Members

Present:

Councillors Vaughan Dennison (in the Chair), Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Orphée Mickalad, William Wood and Kaydee Zabelin.

Non Members:

Councillors Rachel Bowen, Debi Marshall-Lobb and Billy Meehan.

Apologies:

The Mayor (Grant Smith) (absent on Council business).

Karakia Timatanga

Councillor Debi Marshall-Lobb opened the meeting with karakia.

33-23

Apologies

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 33-23 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Orphée Mickalad, William Wood, Kaydee Zabelin, Debi Marshall-Lobb, Rachel Bowen and Billy Meehan.

34-23	Hearing of Submissions: Draft Water Supply Bylaw 2023
	Moved Vaughan Dennison, seconded Karen Naylor. The COMMITTEE RESOLVED 1. That the Strategy & Finance Committee hear submissions from presenters who indicated their wish to be heard in support of their submission. 2. That the Committee note the Procedure for Hearing of Submissions, as described in the procedure sheet.
	Clause 34-23 above was carried 14 votes to 0, the voting being as follows: For: Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Orphée Mickalad, William Wood, Kaydee Zabelin, Debi Marshall-Lobb, Rachel Bowen and Billy Meehan.
	The Committee considered submissions on the Draft Water Supply Bylaw 2023 with supporting oral statements including additional tabled material. The following persons appeared before the Committee and made oral statements in support of their submission and replied to questions from Elected Members. Murray Guy (13) Murray Guy spoke to his submission and made the following additional comments: · High quality supply of water which has health benefits as opposed to collecting rainwater off sometimes dirty, dusty rooves with organic matter from birds and/or trees. · Have consent and approval from Council for that water supply and would like to see it included in maps and commentary. · Kingsdale Park will shortly be extending and it will go right through to Highway 57. Homewood Property (20) Kevin Judd and Matthew Currie spoke to the submission and made the following additional comments: · Asking for the ability for Council Officers to consider rural residential development outside the present bylaw area for connection to the water supply, on a case by case, or area by area, basis. · Clause 16.6 of the draft bylaw to include suitable land zoned rural residential but outside the water supply area. The way the bylaw currently reads this is not permitted at all; there are no exclusions around that. · Would be of value to someone looking at a rural residential block to have a connection which provides certainty in summer, even if it’s only a drip feed. This could affect market value. Te Tūmatakahuki Society Incorporated (36) Hayden Turoa spoke to the submission and made the following additional comments: · Need to recognise that it is not necessarily possible to consider geographic rohe when it comes to water. There are overlapping areas of interest. Our hapū and iwi have a whakapapa relationship to these water bodies. When you are looking after a waterway what happens upstream can impact those downstream. An entire awa should not be dissected through bylaws – there is a better and more sophisticated model when it comes to protecting our awa – we’ve seen inter-iwi connections work in other parts of the country. · It could be seen that the exclusive language within the proposed bylaw could prejudice our involvement in the future. We are currently working through our treaty settlement process, and we seek inclusive language so that we are not impacting our future generations by this bylaw. Recognising one iwi as mana whenua while disregarding the mana of other harms rather than promotes cultural wellbeing. · Rights and interests in water is a topical conversation, and there is room to be risk adverse when you could set a precedent that is going to have a long term impact. · The proposed bylaw fails to appropriately factor in tikanga, noting that tikanga is hapū-specific and a recognised part of New Zealand law. Robert Elshire (37) Rob Elshire spoke to his submission and made the following additional comments: · We fully support Council’s efforts to provide a secure, reliable and clean water supply for all Palmerston North area residents, and support amending the bylaws from time to time to reflect the changing needs of the community and environment in which we all live. · Our understanding is that there are about 16 homes near us that are being provided water under an extraordinary supply connection and we know more are expected to be allowed to connect. · The property two sections further down the valley was purchased several years ago by parties intending to develop it into housing. We have water rights related to the groundwater source on the property. They have approached us asking us to relinquish those rights for easier development on their part. If there is even a small likelihood that our access to Council water supply would be halted upon review triggered by the updated bylaws, and there was nothing that could be done to maintain our connection, we would want the option of using the water rights we currently have. At the same time it is important to consider neighbourly relations as part of a strong community foundation. · People in neighbouring properties share our concerns as we would all be in the same situation.

35-23

Summary of Submissions - Draft Water Supply Bylaw 2023

Memorandum, presented by Peter Ridge, Senior Policy Analyst.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the memorandum titled ‘Summary of Submissions – Draft Water Supply Bylaw 2023’, presented to the Strategy & Finance Committee on 7 June 2023.

Clause 35-23 above was carried 14 votes to 0, the voting being as follows:

For:

36-23

Opie Reserve: Reclassification from Recreation Reserve to Local Purpose: Community

Report, presented by Kathy Dever-Tod, Group Manager - Parks & Logistics.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RECOMMENDS

1. That the Council, as the Administering Body of Opie Reserve, applies to the Minister of Conservation to have Opie Reserve (Lot 81 DP 24258) reclassified from its current status as Recreation Reserve to Local Purpose: Community, as per Section 24 (b) of the Reserves Act 1977.

2. That the Council, acting under delegated authority (2013) from the Minister of Conservation, ensures that Sections 119 and 120 of the Reserves Act 1977 were followed during the proposed reclassification of Opie Reserve.

Clause 36-23 above was carried 14 votes to 0, the voting being as follows:

For:

	Karakia Whakamutunga
	Councillor Debi Marshall-Lobb closed the meeting with karakia.

The meeting finished at 2.52pm.

Confirmed 20 September 2023

Chair

Palmerston North City Council

Members

Present:

Councillors Vaughan Dennison (in the Chair), Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Orphée Mickalad, William Wood and Kaydee Zabelin.

Non Members:

Councillors Debi Marshall-Lobb and Billy Meehan.

Apologies:

The Mayor (Grant Smith); Councillors Leonie Hapeta and Lew Findlay (early departure).

Councillor Lew Findlay was not present when the meeting resumed at 1.54pm. He was not present for clauses 43 and 44.

Councillor Debi Marshall-Lobb was not present when the meeting resumed at 1.54pm. She was not present for clauses 43 and 44.

Councillor Leonie Hapeta left the meeting at 3.14pm during consideration of clause 44. She entered the meeting again at 3.17pm after consideration of clause 44. She was not present for clause 44.

	Karakia Timatanga
	Councillor Debi Marshall-Lobb opened the meeting with karakia.

37-23

Apologies

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 37-23 above was carried 13 votes to 0, the voting being as follows:

For:

38-23	Hearing of Submissions: Interim Speed Management Plan 2023 (School Speed Limits)
	Moved Vaughan Dennison, seconded Karen Naylor. The COMMITTEE RESOLVED 1. That the Strategy & Finance Committee hear submissions from presenters who indicated their wish to be heard in support of their submission. 2. That the Committee note the Procedure for Hearing of Submissions, as described in the procedure sheet.
	Clause 38-23 above was carried 13 votes to 0, the voting being as follows: For: Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Lew Findlay, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Orphée Mickalad, William Wood, Kaydee Zabelin, Debi Marshall-Lobb and Billy Meehan.
	The Committee considered submissions on the Interim Speed Management Plan 2023 (School Speed Limits) with supporting oral statements including additional tabled material. The following persons appeared before the Committee and made oral statements in support of their submission and replied to questions from Elected Members. Chris Teo-Sherrell (342) Chris Teo-Sherrell spoke to his submission and made no additional comments. Further information (PowerPoint) was tabled at the meeting for circulation to Elected Members. David Lane (329) David Lane spoke to his submission and made no additional comments. Rosalie Heckler (373) Rosalie Heckler spoke to her submission and made no additional comments. Anne Strawbridge (320) Anne Strawbridge spoke to her submission and made no additional comments. Troy Duckworth, Turitea School (127) Troy Duckworth spoke to his submission and made the following additional comments: · Semi-rural school of 160 children; peak times are very hectic. · The community have spoken to him regarding lowering the speed limits. · The overflow parking is insufficient for the amount of parents to park during peak times and therefore they are forced to park on the side of the 100km/h road.

39-23

Summary of Submissions - Interim Speed Management Plan (School Speed Limits)

Memorandum, presented by Peter Ridge, Senior Policy Analyst.

An additional motion was moved to enable Elected Members to consider the cost and prioritisation options in the deliberations report without potentially further delaying the overall decision on the matter to another meeting.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the memorandum titled ‘Summary of Submissions – Interim Speed Management Plan (School Speed Limits)’ presented to the Strategy & Finance Committee on 1 August 2023.

Moved William Wood, seconded Lew Findlay.

2. That the report in September include the costed option of variable speed limits across the entire 43 school areas in the proposed network, including prioritisation options.

Clause 39-23 above was carried 13 votes to 0, the voting being as follows:

For:

The meeting adjourned at 10.29am.

The meeting resumed at 10.46am.

40-23

Vautier Park - Proposal to continue supporting Netball Manawatū Centre Incorporated by notifying the public of the intention to grant community occupancy via a lease of Council land

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That Council continues to support Netball Manawatū Centre Incorporated by notifying the public of its intention to grant community occupancy of Council land at Vautier Park, Palmerston North in accordance with the Support and Funding Policy 2022 and Section 54 of the Reserves Act 1977.

2. That Council notes the land affected by the community occupancy of Netball Manawatū Centre Incorporated is described as Part Section 248 TN of Palmerston North WN16B/1168.

Clause 40-23 above was carried 13 votes to 0, the voting being as follows:

For:

41-23

309 Main Street - Proposal to continue supporting Senior Citizens Association Palmerston North by notifying the intention to grant community occupancy via a lease of Council land

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That Council continue to support Senior Citizens Association Palmerston North Incorporated by notifying the public of its intention to grant community occupancy of Council land, via a lease at 309 Main Street, Palmerston North, in accordance with the Support and Funding Policy 2022.

2. That the Committee note the land affected by the community occupancy lease to Senior Citizens Association Palmerston North Incorporated is described as Lot 2 DP 40465.

Clause 41-23 above was carried 13 votes to 0, the voting being as follows:

For:

42-23

16 Featherston Street - Proposal to grant a lease to Takaro Sports Incorporated

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That Council grant a lease of the land at 16 Featherston Street (part of Takaro Park), Palmerston North described as Lots 1 – 12 inclusive and Lots 14 and 15 DP 2938 to Takaro Sports Incorporated, in accordance with Council’s Support and Funding Policy and Section 54 of the Reserves Act 1977.

Clause 42-23 above was carried 13 votes to 0, the voting being as follows:

For:

43-23

117 Vogel Street - Proposal to grant a lease on Council land to Te Kohanga Reo National Trust Board (Te Awhina Kohanga Reo)

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That Council grant a lease of the land at 117 Vogel Street, Palmerston North, being described as Lot DP 78520 to Te Kohanga Reo National Trust Board (Te Awhina Kohanga Reo) in accordance with Council’s Support and Funding Policy.

Clause 43-23 above was carried 13 votes to 0, the voting being as follows:

For:

44-23

21 Guildford Street, Ashhurst - Proposal to grant a lease to Ashhurst Community Trust

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That Council grant a lease of the land at 21 Guildford Street (part of Ashhurst Village Valley Centre), Ashhurst being described as part of Sections 339 and 340, DP 152 to Ashhurst Community Trust, in accordance with the Council’s Support and Funding Policy 2022.

Clause 44-23 above was carried 13 votes to 0, the voting being as follows:

For:

45-23

Committee Work Schedule

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Strategy & Finance Committee receive its Work Schedule dated August 2023.

Clause 45-23 above was carried 13 votes to 0, the voting being as follows:

For:

The meeting adjourned at 10.54am.

The meeting resumed at 1.54pm.

Councillors Lew Findlay and Debi Marshall-Lobb were not present when the meeting resumed.

46-23	Hearing of Submissions: Waterloo Park Land Exchange Proposal
	Moved Vaughan Dennison, seconded Karen Naylor. The COMMITTEE RESOLVED 1. That the Strategy & Finance Committee hear submissions from presenters who indicated their wish to be heard in support of their submission. 2. That the Committee note the Procedure for Hearing of Submissions, as described in the procedure sheet.
	Clause 46-23 above was carried 11 votes to 0, the voting being as follows: For: Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Orphée Mickalad, William Wood, Kaydee Zabelin and Billy Meehan.
	The Committee considered submissions on the Waterloo Park Land Exchange Proposal with supporting oral statements including additional tabled material. The following persons appeared before the Committee and made oral statements in support of their submission and replied to questions from Elected Members: Jacqueline Carr (28) Jacqueline Carr spoke to her submission and made the following additional comments: · Most places in the world are planting trees and retaining green spaces. · The small strip already has trees and could link up with other tree areas and people’s gardens. Trees are important to reduce the likelihood of excessive heat and cold. · How many of those houses will be passive houses? How many will have small areas to grow their own gardens? Growing fruit trees on the reserve can help provide for them. · We are supposed to be an eco-city. · People are more important than profit; the land is more important than people. · Requests Council to think more in terms of a cyclic pattern rather than a grid system. Shelley Windley-Lewis (36) Shelley Windley-Lewis spoke to her submission and made no additional comments. Rosemary Watson (30) Rosemary Watson spoke to her submission and made no additional comments. She presented the city with a box full of fresh produce locally grown by the Tilbury Avenue community to demonstrate that a variety of produce can be successfully grown in the area. Beth Lew (16) Beth Lew spoke to her submission and made the following additional comments: · Clarified that when she made her submission she thought Waterloo Park was the name of the industrial area. · She helps residents grow their own gardens. Rosemary Watson, Retain the Reserve Petition (39) Rosemary Watson spoke to the submission and made the following additional comment: · She listed the street names of those who signed the petition and noted some residents living close by did not receive the letter whilst others living further away did. Linda Bell (15) Linda Bell spoke to her submission and made the following additional comments: · The increased population in the area will need more green space for recreational use. · Area for area: use for use exchange for a car park is a poor trade-off. Adelia Sadler (31) Adelia Sadler spoke to her submission and made no additional comments.

47-23

Summary of Submissions - Waterloo Park Land Exchange Proposal

Memorandum, presented by Aaron Phillips, Activity Manager - Parks.

Councillor Leonie Hapeta left the meeting at 3.14pm.

Moved Vaughan Dennison, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the memorandum titled ‘Summary of Submissions – Waterloo Park Land Exchange Proposal’ presented to the Strategy & Finance Committee on 1 August 2023.

Clause 47-23 above was carried 10 votes to 0, the voting being as follows:

For:

Councillors Vaughan Dennison, Karen Naylor, Mark Arnott, Brent Barrett, Patrick Handcock, Lorna Johnson, Orphée Mickalad, William Wood, Kaydee Zabelin and Billy Meehan.

Councillor Leonie Hapeta entered the meeting again at 3.17pm.

	Karakia Whakamutunga
	Councillor Vaughan Dennison closed the meeting with karakia.

The meeting finished at 3.17pm.

Confirmed 20 September 2023

Chair

Memorandum

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: Drinking Water Compliance

Presented By: Mike Monaghan, Group Manager - Three Waters

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That the Committee receive the memorandum on the bacteriological compliance status of the city bore supplies to provide clarification on the issues and strategies to address, presented to the Strategy & Finance Committee on 20 September 2023.

1. ISSUE

1.1 Recent changes to legislation have resulted in parts of Council’s water supply being non-compliant. The non-compliance stems from Council not being able to meet the new disinfection requirements, which are designed to manage the risk of bacteria within the reticulated water supply network. The non-compliance specifically relates to the four City bore supplies which do not have sufficient chlorine contact time.

1.2 Note the majority of Council’s network is compliant, including the water supplied from Ashhurst, Longburn, Bunnythorpe and the Turitea dams, which equates to approximately 60% of the drinking water total supply.

1.3 The net result is that many Drinking Water Suppliers across New Zealand (e.g. Councils, Schools and other community sites) are unable to meet the new disinfection standards in the short term.

2. BACKGROUND

2.1 The Water Services Act 2021 (WSA 2021) came into effect on 15 November 2021, setting new standards for three waters services in New Zealand. The new standards have resulted in significant changes to achieve compliance for drinking water supplies, which was previously regulated under the LGA 2002 and the Health Act 1956.

2.2 A new Drinking Water Regulator, Taumata Arowai, was established to monitor performance and compliance of Drinking Water Suppliers, as well as stormwater and wastewater (which will be phased in from July 2024).

2.3 Significant changes under the WSA 2021 require Councils to:

a) Provide updated Drinking Water Safety Plans,

b) Comply with new Drinking Water Quality Assurance Rules, which includes mandatory residual disinfection,

c) Identify risks via Source Water Risk Management Plans,

d) Provide a framework for transparent reporting on performance,

e) Provide mechanisms to improve capability and quality of water services.

2.4 The significant impacts for Palmerston North City Council relate to item b) – compliance with new Drinking Water Standards related to residual disinfection.

Drinking Water Safety Plans

2.5 Council has four Water Supply Safety Plans, one for each separate water supply. In order of population supplied, the four Drinking Water Safety Plans cover:

i. Palmerston North City,

ii. Ashhurst,

iii. Longburn,

iv. Bunnythorpe.

2.6 The main purpose of updating the Water Safety Plans is to improve safety by identifying gaps that need to be addressed in order to meet the new legislation and standards. The key gaps that have been identified include:

a) Disinfection of water supplies (to align with new Treatment Rules),

b) Upgrades to existing bores and headworks to meet the new source water rules,

c) Network monitoring (to align with new Treatment Rules).

Mandatory disinfection requirements

2.7 The new Drinking Water Quality Assurance Rules (DWQAR) require mandatory residual disinfection of drinking water supplies (e.g. through the addition of chlorine). This is a significant change from the previous Drinking Water Standards, under which disinfection was optional.

2.8 Historically, many smaller cities within New Zealand elected not to disinfect their drinking water supplies. As a result, many water supplies have not been designed to cater for the addition of a disinfectant, which typically requires treatment plants and contact reservoirs for every water source. Hence, significant (and often complex) upgrades are often required to achieve compliance under the new rules.

2.9 Council utilises chlorine to disinfect our drinking water supplies. While chlorine is an effective disinfectant, there are two key parameters required to achieve compliance. These are:

a) The chlorine must be present in sufficient concentration, which is a minimum of 0.2 ppm (parts per million),

b) To be effective, chlorine requires time to neutralise bacteria, which is known as contact time.

2.10 The minimum concentration of 0.2 ppm chlorine must be present in all parts of the water supply network and is referred to as residual chlorine. Residual chlorine is essential to provide protection against contaminants that may enter the network from various sources, for example pipe breakages or backflow/siphoning.

2.11 The majority of Council’s water supply network has sufficient residual chlorine. However, one sampling location within the Roberts Line bore supply area falls below the minimum requirement of 0.2 ppm. This is partly due to the type of chlorine used and the water chemistry in this supply zone. There are several options to address this issue including changing the type of chlorine used, which is currently being explored.

2.12 If drinking water is supplied to end users before there has been adequate contact time, there is a potential risk that any bacteria present may not have been completely neutralised. Hence, the new Drinking Water Quality Assurance Rules stipulate disinfection and sufficient contact time. Where contact time cannot be provided, an approved alternative method to neutralise bacteria is through the addition of an Ultraviolet (UV) Reactor.

2.13 A UV reactor was recently installed at the Papaioea Park bore site and hence the site is exempt from the contact time rule and is therefore fully compliant in this regard.

2.14 The remaining three bore sites within the Palmerston North City supply zone do not provide sufficient contact time, as they were designed and constructed prior to the new requirements and do not have UV reactors. The options include provision of contact reservoirs or sufficient length of pipework between the treatment plant (i.e. the chlorine dose point) and the first customer. Work is currently underway to determine the best option for each site. Note that contact reservoirs may also provide some storage capacity and hence improve resilience.

2.15 Figure 1 shows an aerial view of the Roberts Line Bore, which is an example of an urban environment that would present significant challenges to secure land for a contact reservoir.

Figure 1: Roberts Line Bore – located in an urban environment (located at #65)

2.16 The provision of new contact reservoirs and/or UV can only be achieved in the medium to long-term, as both solutions require significant funds and suitable area (which may require land purchase), with existing bores typically located in urban environments. All new bores that are proposed for city growth allow for contact reservoirs and/or UV.

2.17 The new rules stipulate a strict sampling regime with additional monitoring and sampling required across the network to prove compliance. Sampling has been increased - however a full review is being undertaken to identify gaps and address as required.

Upgrades to Existing Bores

2.18 The new Source Water Rules allocate a class rating for water sources from 1 to 4. Class 1 is the most safe and secure rating, allowing the water source to undergo a reduced level of treatment.

2.19 PNCC has two bores that do not meet the Class 1 status, as a portion of the pipework and fittings are located in chambers below ground. The two bores are located at Papaioea Park and Roberts Line. Both bores have been taken offline until designs and upgrades can be completed later this FY.

Recent Improvements

2.20 Council has undertaken an audit of all bore sites to identify areas of non-compliance. An action plan was developed to bring each site up to compliance. The works are currently underway with approximately 80% having been completed. The upgrades include concrete aprons (to stop water ponding), sealing of the outer casing, sealing of apertures to prevent contamination, security fences to restrict access (by people and farm animals) and back flow prevention. Figure 2 shows the Ashhurst bore, post recent upgrades.

2.21 Chlorine dosing has been adjusted at several bore sites to optimise the level of residual disinfectant (chlorine) in the network. This has resulted in significant improvements in terms of meeting compliance.

2.22 Multiple water samples are taken from fifteen locations within the four water supplies. The water sampling regime has been increased to provide a clearer picture of water quality and to comply with reporting requirements.

2.23 Real-time monitoring to meet the new rules has been installed at the Bunnythorpe bore site, however this improvement is still required at the other bore sites. This work is programmed for the 2023/24 financial year.

2.24 Safe Operating Procedures (SOPs) have been updated or compiled as required under the new regulations. The SOPs typically cover key operational areas, including hygiene practices, dealing with hazardous chemicals and emergencies.

Figure 2: Ashhurst Bore post upgrades to achieve compliance (e.g. fence, concrete plinth, sealed casing)

2.25 Items addressed at the Ashhurst bore are typical across the water supply network and include:

a) Extension of the concrete pad and removal of potential for ponding,

b) Sealed outer casing (annulus) and watertight or screened venting and cables,

c) Backflow prevention mechanism,

d) Security to prevent unauthorized access and farm animals.

3. NEXT STEPS

3.1 As previously stated, a prioritised action plan has been compiled to address gaps, including improvements from the updated Water Safety Plans. A summary of the key actions is listed in Table 1 below, including timelines and budget requirements to achieve compliance (note that Long-Term Plan funding is subject to approval).

3.2 A strategic review of network sampling requirements is underway. This is expected to result in optimised chlorine dosing and additional sampling points to further improve performance and compliance.

3.3 Achieving disinfection compliance will likely require a mixture of new contact reservoirs and/or UV plants within the Council supply area. Work is underway to confirm the optimal requirements; however, the physical works will take several years to complete. Funding for new contact reservoirs and/or UV reactors has been included in the draft programmes for the 2024/34 Long Term Plan.

3.4 Council achieved a 90% compliance rating for the 2022/23 year. The first five months of the 2022/23 financial year were rated based on the old Drinking Water Standards, under which PNCC achieved 100% compliance. The improvement programme is designed to ensure Council achieves 100% compliance within the next five years.

Table 1: Action plan and budgets

1. #	2. Action detail	3. Allocated budget (23/24 to 28/29)	4. Timeline	5. Status
1.	Update Water Safety Plans	Current FY Minor Opex	Nov 22 - Nov 2023	In progress
2.	Disinfection exemption	Current FY Minor Renewals	Sept 2023	In progress
3.	Sampling strategy	Current FY Minor Opex	October 2023	In progress
4.	Disinfection and resilience upgrades	$1.3M	2023/24	In progress
5.	Contact reservoirs and/or UV	$TBC	On-going via LTP	Investigations

Disinfection Exemption

3.5 Taumata Arowai accepts that complying with the new Drinking Water Quality Assurance Rules may be a significant challenge for many water suppliers. Hence a pathway exists for suppliers to apply to the Chief Executive of Taumata Arowai for an exemption from compliance from some requirements.

3.6 Officers are applying for an exemption from compliance with some of the Drinking Water Quality Assurance Rules. The exemption request specifically relates to the disinfection rules (i.e. the current inability to achieve sufficient contact time and residual disinfection within a minority of the Palmerston North City supply zone).

3.7 Exemptions may be granted for a maximum of five years. As part of the exemption request, Council confirms commitment to implementing upgrades to achieve compliance within this timeframe.

3.8 The exemption request relies on updating of our Water Safety Plans and Source Water Risk Management Plan, which identify gaps to be addressed. These documents are currently in-flight.

3.9 Consequences for non-compliance with the Drinking Water Quality Assurance Rules are provided under the Water Services Act. The Act states that suppliers have a duty to provide safe drinking water that complies with the standards. Any reckless act that exposes people to serious risk (including injury, illness or death), including acts undertaken without reasonable excuse, may result in Council being liable on conviction to a fine of up to $3 Million.

4. Compliance and administration

Does the Committee have delegated authority to decide?		No
Are the decisions significant?		No
If they are significant do they affect land or a body of water?		No
Can this decision only be made through a 10 Year Plan?		Yes
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions? Partially – funding is also indicated within the Long-Term Plan 2024-34		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		Yes
The recommendations contribute to Goal 4: An Eco City
Waters This memorandum provides clarification on Council’s plans to meet compliance with legislation in regard to the provision of safe drinking water. The actions are: 1. Continue with ongoing improvements to existing disinfection processes, 2. Develop and implement programmes that improve the level of compliance with disinfection Rules to meet the Drinking Water Quality Assurance Rules, 3. Apply to the Chief Executive of Taumata Arowai for an exemption from parts of the disinfection compliance rules.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	The intent of this memorandum is to inform Council of the issue of non-compliance with the disinfection rules under the Drinking Water Quality Assurance Rules -a legislative requirement. The compliance work also relates to Council’s Waters Plan: Priority 5 – Invest in infrastructure that serves to protect, enhance and preserve the environment. Purpose 3 – Council provides water services for the provision of safe and readily available water. Measures of success - Safe drinking water. What do we want to achieve – Water supplies that are safe and secure, and Council meets the most recent legislative requirements for water safety.

Attachments

Nil

Memorandum

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: Draft Water Supply Bylaw - Deliberations on Submissions

Presented By: Peter Ridge, Senior Policy Analyst

APPROVED BY: David Murphy, Chief Planning Officer

RECOMMENDATION(S) TO Council

1. That Council adopts the Palmerston North Water Supply Bylaw 2024 and the Palmerston North Water Supply Bylaw Administration Manual 2024 (as shown in Attachments 2 and 3), which will come into effect on 1 February 2024.

1. ISSUE

1.1 The Council has consulted on the draft Water Supply Bylaw. The purpose of this memorandum is to provide advice on the issues raised by submitters, make recommendations for any further amendments to the draft Bylaw as a result of consultation, and to recommend the adoption of the Bylaw and Administration Manual.

2. BACKGROUND

2.1 On 5 April 2023 the Council approved the draft Water Supply Bylaw and Administration Manual for public consultation. The written consultation period was open from 8 April until 8 May 2023. The Council received 40 written submissions during this time. The Strategy & Finance Committee heard oral submissions from four people on 7 June 2023.

3. Analysis of submissions

3.1 Attachment 1 is an analysis of the issues raised by submitters. This sets out the arguments made by submitters for and against the specific proposals on which Council was consulting. Submitters also raised a number of additional matters which were not included in the original proposal. These are also addressed in Attachment 1.

Summary of recommended changes

3.2 Amend clause 2.2 of the Bylaw to read: “The Council, in making this Bylaw, acknowledges the particular interest in this Bylaw of tangata whenua as and those who exercise mana whakahaere and kaitiaki of water, and particularly recognises the role of hapū and iwi and Rangitāne o Manawatū as mana whenua.”

3.2.1 A large number of submitters expressed concern with the Council’s proposal to include in clause 2.2 recognition of Rangitāne o Manawatū’s status as tangata whenua and their role as kaitiaki of water. This concern was rooted largely in a misunderstanding of the role of iwi in relation to land and water, and the concept of kaitiaki. Many submitters suggested that this clause would effectively grant ownership of water to iwi or confer on iwi some additional statutory or legal rights. This is not the case and misunderstands the concept of kaitiaki by attempting to translate it into a western legal concept of ownership. Clause 2.2 does not confer any new rights on any group; it simply recognises that Rangitāne o Manawatū, as tangata whenua, already exercise kaitiaki. By recognising this in the Bylaw, the Council acknowledges that, when it makes decisions about water supply, it will have regard to the particular relationship that Rangitāne have with water in the district.

3.2.2 While the inclusion of te reo and concepts such as kaitiaki are relatively new within Palmerston North bylaws, the practice has been well established in legislation. The concept of ‘kaitiakitangata’ is recognised in the Resource Management Act 1991, so there is precedent for including such concepts in a planning or regulatory instrument.

3.2.3 Te Tūmatakahuki hapū observed that the specific reference to Rangitāne o Manawatū appeared to be exclusive and could potentially prejudice the recognition of other iwi or hapū in the future. These points are acknowledged. There is merit in adjusting the proposed wording to be less exclusive. It is not for Palmerston North City Council to determine which iwi or hapū have relationships with water in this district. Therefore, we propose revised wording that recognises both tangata whenua and those who exercise mana whakahaere and kaitiaki of water. The revised wording also extends the recognition beyond Rangitāne o Manawatū to include other iwi and hapū.

3.3 Minor technical amendments: These were suggested by Horizons Regional Council and are generally accepted. They include:

· Using the term ‘water meter’ consistently throughout the Bylaw and Administration Manual (rather than ‘meter’ and ‘water meter’ interchangeably).

· Including installation and replacement of water meters and backflow prevention devices in clause 8.2(b) as a reason for why Council may need to access the point of supply.

· Noting in clause 27.10 that where a water meter is in need of repair or replacement, that repair or replacement happens within three months.

3.4 The other points made by submitters are acknowledged, but Officers do not recommend any further changes. The arguments for not making further changes are included in Attachment 1.

3.5 Additional minor changes are recommended by Officers. They include adjusting the date of the Bylaw (from 2023 to 2024) and updating the proposed date of commencement to February 2024. These changes are to allow sufficient time after the adoption of the Bylaw for an implementation plan to be developed, approved and executed.

4. NEXT STEPS

4.1 Following adoption of the Bylaw by the Council, Officers will develop an implementation plan for approval by the Executive Leadership Team. This is the next stage of the Council’s Policy Framework. This will outline the actions needed to bring the Bylaw into effect by the stated commencement date.

Officers will communicate the outcome of Council’s decisions to stakeholders, including those who made written and oral submissions. We will also outline the changes suggested by submitters but which were not accepted by Council, along with a summary of the reasons for not making those changes.

5. Compliance and administration

Does the Committee have delegated authority to decide?		No
Are the decisions significant?		No
If they are significant do they affect land or a body of water?		No
Can this decision only be made through a 10 Year Plan?		No
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 4: An Eco City
The recommendations contribute to the achievement of action/actions in Waters The action is: Complete the review of the Water Supply Bylaw.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	Making decisions as a result of the consultation process is required before Council can adopt the draft Water Supply Bylaw. Public consultation is an integral part of the decision-making process and ensures that Council is fully aware of the views of the community before making a decision that affects the community.

Attachments

1.	Draft Water Supply Bylaw 2024 - Analysis of Submissions ⇩
2.	Draft Water Supply Bylaw 2024 ⇩
3.	Draft Water Supply Bylaw 2024 Administration Manual ⇩

Report

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: Draft Speed Management Plan 2024-2027 - Approval for Consultation

PRESENTED BY: Peter Ridge, Senior Policy Analyst

APPROVED BY: David Murphy, Chief Planning Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That the Committee approve the draft Speed Management Plan 2024 – 2027 (as shown in Attachment 1) for public consultation.

Summary of options analysis for Draft speed management plan 2024-2027 – approval for consultation

Problem or Opportunity	The Council is required to develop and publish for consultation a draft speed management plan that sets out the policies and objectives for speed management in its district and identifies the proposed speed limit changes for the next three years. This report recommends that the draft Speed Management Plan (draft SMP) as attached is approved for public consultation.
OPTION 1:	Approve the draft SMP 2024-2027 for public consultation (recommended)
Community Views	Some initial community views have been sought during the development of the proposals in the draft SMP. Stakeholders were generally in support, although some expressed reservations about the impact of specific changes. Some other submitters were in favour of more extensive speed limit reductions. A summary of this initial engagement is provided in Attachment 2.
Benefits	Consulting with the community about the draft SMP will provide the Council with valuable feedback about the proposals. This feedback will help us to make refinements to improve the proposals.
Risks	Given earlier consultation on the interim Speed Management Plan (for school speed limits), there may be some confusion in the community about why Council is proposing further changes. This risk can be mitigated by clearly communicating the different stages of the review process and reinforcing earlier messages about the staged review of speed limits. There is a further risk that the proposed consultation period is overshadowed by the general election. However, the election dates cannot be avoided as the statutory deadline for publishing the draft SMP is 5 October 2023.
Financial	The costs of consultation will be met from within existing budgets. The cost of implementation is programmed into the budgets which will be considered as part of the 2024-2034 Long Term Plan, but these budgets are not yet confirmed.
OPTION 2:	Do not approve the draft SMP 2024-2027 for public consultation
Community Views	None of the groups engaged with in June and July expressed the view that the proposals should not be presented to the community for public consultation. While some groups expressed reservations about specific aspects of the proposals, they were in favour of more engagement rather than less.
Benefits	There are no identified benefits to this option.
Risks	Council cannot set a speed limit for any road unless the speed limit is included in the adopted Speed Management Plan and certified by the Director of Land Transport at Waka Kotahi. Therefore, if the Council does not approve the draft SMP for public consultation, it will be unable to adopt the SMP and make speed limit changes between 2024 and 2027 (barring an exceptions-based approach dependent on special approval from the Director of Land Transport).
Financial	There are no particular financial implications for this option. Council would not incur the costs associated with consultation, but it would also be unable to make any speed limit changes, and consequently would lose access to the funding available from Waka Kotahi to implement those speed limit changes.

Rationale for the recommendations

1.1 The Council is a road controlling authority (RCA) with responsibility for setting speed limits on roads under its control. The Setting of Speed Limits Rule 2022 provides the legal process for setting speed limits.

1.2 Previously speed limits were set via a bylaw. The new process requires a RCA to adopt a Speed Management Plan which sets out the objectives and policies for speed management and identifies the speed limits that it will change over the next three years.

1.3 Apart from an exceptions-based process requiring approval from the Director of Land Transport at Waka Kotahi^{^[1]}, a speed limit can only be changed if it is included in the RCA’s adopted speed management plan. The intent is for an RCA to take a planned rather than ad-hoc approach to speed management and changing speed limits. Waka Kotahi, as the RCA for state highways, is also required to produce a speed management plan for its state highways.

1.4 Speed management plans produced by individual RCAs are compiled into a regional speed management plan by the regional council. This ensures a broadly regional approach is taken to setting speed limits, minimising the potential for inconsistent approaches within a region. The regional speed management plan is required to be certified by the Director of Land Transport before it can come into effect.

1.5 There are statutory deadlines related to the development and adoption of speed management plans. A speed management plan must be published for public consultation by 5 October 2023. A regional speed management plan must be submitted to Waka Kotahi for certification by 29 March 2024. These deadlines are set by Waka Kotahi to enable speed management plans to be completed by 1 July 2024 for the commencement of the next three-year cycle of funding.

1.6 The purpose of this report is to outline the draft Speed Management Plan and obtain the Committee’s approval for public consultation so that the first deadline can be met.

2. Background and previous council decisions

2.1 The Strategy & Finance Committee received a report on 22 March 2023 that outlined the proposed scope for the draft Speed Management Plan and provided a draft set of objectives and policies for endorsement. The Committee recommended to the Council confirmation of the proposed scope. The Committee also recommended endorsement of the draft objectives and policies. The Council confirmed those recommendations on 5 April 2023.

2.2 Staff have undertaken technical analysis of the areas and roads included in the proposed scope. Early community engagement was also undertaken through June and July, to obtain initial feedback from identified stakeholders. A summary of this feedback is included in Attachment 2 of this report.

3. Description of options

3.1 The first option is to approve the draft Speed Management Plan 2024-2027 (draft SMP) for public consultation. This would enable staff to publish the draft SMP and consult with the community and key stakeholders about those proposals. An overview of the planned consultation process is contained in section 7.

3.2 The draft SMP includes proposed change speed limits as summarised in the table below. Full details are included in the draft SMP in Attachment 1.

Roads/Area	Existing speed limit	Proposed speed limit
City centre within the inner ring road, including: Andrew Young Street Ashley Street Berrymans East Street Berrymans Lane Broadway Avenue from the Square to Ruahine Street Campbell Street from Cuba Street to Walding Street Coleman Place Cross Street Cuba Street from Rangitikei Street to the intersection with Bourke and Pitt Streets Donnington Street Fitzherbert Avenue from Church Street to Ferguson Street George Street King Street Linton Street from Church Street to Ferguson Street Lombard Street from Cuba Street to Walding Street Main Street East from the Square to Princess Street Main Street West from the Square to Pitt Street Queen Street Rangitikei Street from the intersection with Walding and Grey Streets to the Square Jersey Lane Maple Lane The Square Inner The Square Outer Taonui Street from Cuba Street to Walding Street	50 km/h	30 km/h
Milson Line between Flygers Line and Richardsons Line	80 km/h	60 km/h
Summerhill Drive	60 km/h	50 km/h
Kahuterawa Road (sealed section) Birch Way Lacebark Drive Greens Road	80 km/h	60km/h
Kahuterawa Road (unsealed section)	80 km/h	30 km/h
Turitea Road from Harts Road Guyland Drive Ngahere Park Road Pinelands Drive Oram Drive Kereru Drive Amuri Lane Water Works Road Chablis Court	80 km/h	60 km/h
Longburn Rongotea Road/No 1 Line intersection	100 km/h (Longburn Rongotea Road)	70 km/h intersection speed zone (ISZ)^{^[2]}
Turitea Road/Valley Views	80 km/h (Turitea Road)	60 km/h intersection speed zone (ISZ)
Te Wanaka Road	70 km/h	60 km/h
Kelvin Grove Road from McLeavey Drive to James Line	70 km/h	60 km/h
Gillespies Line	70 km/h	50 km/h

3.3 The draft SMP also includes the objectives and policies that have guided the proposals for changing speed limits. The initial objectives and policies were endorsed by Council on 5 April 2023 but were primarily focussed on the speed limits around schools. While the objectives are unchanged, a revised set of policies were developed for the full SMP which more appropriately reflect the matters being considered during the development of the proposals. In summary, the policy statements are:

· The speed limit in built-up urban areas with high volumes of pedestrian and non-motor vehicle users should be slower than 50km/h

· The speed limit should have regard to the average speeds of vehicles using the road

· The speed limit should have regard to the level of development within the area the road is located

· The speed limit should be consistent within the local area, the broader road network, and as far as possible within the wider region, and should be aligned with the One Network Framework^{^[3]}.

3.4 The second option is to not approve the draft Speed Management Plan 2024-2027 for public consultation. This option would bring the current process to a halt until further direction was provided by Elected Members.

4. Analysis of options

Option 1 analysis

Rationale for change

4.1 Speed limits which are safe and appropriate are a key part of Council’s obligation to create a safe community. Vehicles which are travelling at unsafe speeds create a hazard for other road users, and collisions can cause harm to both the occupants of motor vehicles and non-motor vehicle road users. Existing speed limits are regularly reviewed to ensure they are still the safe and appropriate speed for that road use and for the environment. In a changing and growing city, many existing speed limits may no longer be safe and appropriate. This review of speed limits, therefore, is the opportunity for Council to review parts of its roading network and identify where changes could be made to improve road safety outcomes. Public consultation is an important part of that process, giving the community an opportunity to have input into the decision-making process. Option 1 – approving the draft SMP for public consultation – gives the community and other identified stakeholders that opportunity to have their say on speed limits.

Rationale for scope

4.2 The scope of the proposal was initially set to identify areas where there was a significant mismatch between the existing speed limit and the Safe and Appropriate Speed limit (SAAS) as calculated by Waka Kotahi using the known data and technical guidance. We then identified a smaller number of areas where there was a disproportionately high number of crashes which could have been prevented with a slower speed limit. We also looked for roads where an infrastructural intervention was unlikely to be prioritised. This gave us a list of areas where a speed limit change could be simply and easily considered, and road safety outcomes improved. More challenging roads will be considered as part of subsequent speed management plans.

4.3 In addition to these specified areas, three further areas were included in scope – the city centre, intersection speed zones, and consideration of trialling a ‘slow speed neighbourhood’.

4.3.1 The city centre was included in the scope because spaces such as these are already identified in the One Network Framework as slow speed environments. Mean operating speeds (‘average speeds’) are already low because the nature of the space restricts how fast vehicles can travel – existing raised platforms, traffic signals, roundabouts, and narrow roads. The city centre also typically features higher numbers of pedestrians and active transport users. A collision between a vehicle travelling 50km/h and a pedestrian has an 80% chance of death for the pedestrian; if the vehicle is travelling at 30km/h the chance of death is 10%. Slower speed limits therefore reinforce the area as a slow speed environment while also improving safety and connectivity for active road users and pedestrians.

4.3.2 Two intersection speed zones (ISZs) were identified – at No. 1 Line/Longburn Rongotea Road, and at Valley Views/Turitea Road. This type of intervention is primarily used for rural intersections where permanently lowering the speed limit for the main road is not practical, but where it is unsafe for vehicles approaching the intersection from side roads. A third ISZ was considered – for SH56/Te Wanaka Road – but as Waka Kotahi is the road controlling authority for SH56 we are unable to propose the ISZ be installed on a state highway. We have discussed this with Waka Kotahi, and they are willing to include the ISZ in their State Highway Speed Management Plan. Consequently, we are proposing to lower the speed limit on Te Wanaka Road in support of the ISZ.

4.3.3 The ‘slow speed neighbourhood’ trial was considered, as it had the potential to realise similar benefits for smaller residential areas where average speeds are already low, and where there is a greater expectation of more pedestrian activity. Staff saw value in considering slower speed limits for some neighbourhoods alongside the ‘play streets’ concept, and a number of candidate areas were identified. These included:

· The Rosalie Terrace neighbourhood area, where residents had expressed interest in creating a play street on Trump Place;

· The Limbrick Street neighbourhood area, with close access to the awa;

· The Racecourse Road neighbourhood area, with close access to Rangitāne Park and Otira Park.

4.3.4 There was insufficient time available to conduct more detailed assessments of these areas for inclusion in this draft SMP and engage with residents to develop the ideas further. Consequently, staff will continue to investigate and engage with the community on the concept of slow speed neighbourhoods for potential inclusion in a future SMP.

4.4 Some additional changes were identified during the technical assessment. The Setting of Speed Limits Rule requires that we identify any roads with an existing 70km/h speed limit and either propose a changed speed limit or provide an explanation for the retention of that speed limit. We have identified three roads which have a 70km/h limit that we are recommending for change: Kelvin Grove Road (from McLeavey Drive to James Line), Te Wanaka Road, and Gillespies Line.

4.4.1 Kelvin Grove Road has a Safe and Appropriate Speed of 40km/h, as assessed by Waka Kotahi based on known data and technical guidance. However, that speed limit is inappropriate given the level of roadside development. Average speeds along this section of Kelvin Grove Road range between 51 and 66 km/h. We are recommending lowering the speed limit to 60km/h, which would make it consistent with Roberts Line which is accessed off this section of Kelvin Grove Road.

4.4.2 Te Wanaka Road is part of the Kikiwhenua development, and we are working with Waka Kotahi to install an ISZ at the intersection with SH56, which would lower the speed limit to 60km/h on the state highway when traffic is waiting to enter the intersection. Lowering the speed limit on Te Wanaka Road to 60km/h would therefore make the intersection safer and more consistent.

4.4.3 We discovered a small section of Gillespies Line has a speed limit of 70km/h, even though the posted speed limit is 50km/h. We are therefore proposing a technical amendment to lower the speed limit to 50km/h, so that it aligns with the existing posted speed limit.

4.5 The scope of the proposals presents a realistic programme of achievable improvements for safer speed limits over the next three years. Subsequent speed management plans from 2027 onwards will identify additional areas for consideration and will build on these proposed changes.

Implementation and financial implications

4.6 The draft SMP envisages implementation of the proposed speed limit changes over the three years from 2024 to 2027. A detailed programme of implementation will be developed closer to the adoption of the draft SMP in February 2024.

4.7 The estimated cost for implementation is between $149K and $232K. This covers new signage, paint and line markings, and contractor costs for installation. The precise cost will be dependent on factors such as the type of signage used, and whether infrastructural treatment such as speed cushions are needed in the city centre to achieve compliance with the proposed lower speed limits. This does not include the costs for implementing the ISZs, which are already included in existing budgets for 2023/24.

4.8 The funding for implementation is included in the draft budgets for the Long Term Plan 2024-2034 and in the proposed programmes for the Regional Land Transport Programme. These costs are eligible for part-funding from Waka Kotahi, subject to approval.

Initial community engagement

4.9 Some initial community engagement has already been undertaken during the development of the proposals contained in the draft SMP. Identified stakeholders were given the outline of the proposals and invited to provide their views. These views have been considered and, wherever possible, incorporated into the draft SMP.

4.10 The general sentiment of stakeholders is that the proposals represent a reasonably balanced approach to changing speed limits. While some stakeholders were not wholly supportive of the suggested changes, and some supported more wide-ranging changes, the proposals appeared to be broadly appropriate to most. A summary of the views from this initial engagement process is included as Attachment 2.

4.11 While this initial community engagement has been useful for helping to shape the proposals, formal consultation provides an opportunity for community feedback on the specific details of the proposals. Approving the draft SMP for public consultation gives the entire community, including identified stakeholders, a chance to provide feedback to the Council on the proposals and suggest improvements.

Option 1 is recommended

4.12 Option 1 is the recommended option. The proposals in the draft SMP are in line with the scope as endorsed by Council earlier this year and represent a realistic programme of speed limit changes that will improve safety outcomes. The public consultation process will provide the community with an opportunity to give feedback to the Council, and this can be achieved within the statutory deadlines.

Option 2 analysis

Option 2 would introduce delays

4.13 If the Committee does not support the draft proposals in their current form and wishes to reconsider the scope or direction of the proposed speed limit changes, then this would require substantial additional work. This would introduce delays to the project and mean that Council will not meet the statutory deadlines set by Waka Kotahi. The additional work would also have the effect of pushing out other projects that staff are working on.

Option 2 could limit Council’s ability to set speed limits

4.14 If the Committee does not approve the draft SMP for public consultation in any form then the Council will have no legal way to change speed limits over the next three years. It may also affect the Council’s ability to access funding from Waka Kotahi.

Scope for minor amendments

4.15 The Committee may instead wish to make amendments to the draft SMP before it approves it for public consultation. Some minor amendments to the consultation document may be achievable. However, substantial revisions would likely require further work and advice from staff and would need to be reported to a further meeting of the Committee. This would be after the statutory deadline, which would make the Council non-compliant with the requirement to publish the draft SMP by 5 October 2023.

Option 2 is not recommended

4.16 While there is scope for some minor amendments to the consultation document, there would be significant delays arising from substantial change to the proposals. These delays would result in the Council being non-compliant with the statutory deadline. If no speed management plan was approved for public consultation, the Council would be unable to set speed limits for the next three years. Therefore, option 2 is not recommended.

5. Conclusion

5.1 The recommendation is to approve the draft SMP for public consultation. This is because the proposals are in line with the scope as endorsed by Council earlier this year, and the proposals represent a realistic programme of speed limit changes that will improve safety outcomes. Approving the draft SMP for consultation will give the community the opportunity to provide feedback and suggest any changes for improvements. Approving the draft SMP will ensure that the Council complies with the statutory deadline for publishing a draft speed management plan for public consultation.

6. Next actions

6.1 If the Committee approves the draft SMP for consultation, then staff will prepare the consultation document for publication and begin consultation as outlined in section 7 of this report.

7. Outline of community engagement process

7.1 The timeline for the consultation period is as follows:

· 30 September – 31 October: written submission period

· 6 December: hearing of oral submissions (Council)

· February 2024: deliberations on submissions

· March 2024: adoption of full Speed Management Plan (Council)

7.2 Consultation and engagement will include the following approaches:

· Direct contact with identified stakeholders;

· Supplying information about the proposals to property owners/occupiers adjacent to the proposed areas of change;

· Public drop-in sessions at various locations around the city.

7.3 In addition to these methods, a consultation page on the Council website will host details of the proposals along with a submission form for people to provide feedback. The proposals and the opportunity to make a submission will be promoted via our social media channels. Printed copies of the consultation document and submission form will be available at the central and community libraries.

8. Compliance and administration

Does the Committee have delegated authority to decide? Terms of Reference		Yes
Are the decisions significant?		No
If they are significant do they affect land or a body of water?		No
Can this decision only be made through a 10 Year Plan?		No
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 1: An Innovative and Growing City
The recommendations contribute to the achievement of action/actions in Transport The action is: progressively review speed limits throughout the City on a staged basis.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	The review of speed limits around our City contributes to the improvement of safety on our transport network. Speed is a significant factor in the survivability of both drivers and pedestrians in the event of a collision. Slower speeds in appropriate locations therefore contributes to improved safety outcomes for our community.

Attachments

1.	Draft Speed Management Plan 2024-2027 Consultation Document ⇩
2.	Summary of initial stakeholder engagement June-July 2023 ⇩

REPORT

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: Ashhurst and Te Apiti Campervan Dump Station Budget

PRESENTED BY: Kathy Dever-Tod, Group Manager - Parks and Logistics

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council approve an increase to the budget for Programme 1535 – City-wide: Campervan Dump Stations from $113,595 to $213,595.

2. That Council note that revenue will be increased by $100,000 of secured external funding, subject to consultation on the proposed dump station, for Programme 1535 – City-wide: Campervan Dump Stations, which means there will be no rates impact from increasing the budget.

3. That Council note that, as per the condition of the Ministry of Business, Innovation and Employment funding, consultation on the proposed new campervan dump station will be carried out. The consultation results and any subsequent recommendations will be reported back to Council.

Summary of options analysis for

Problem or Opportunity	Programme 1535 City-wide: Campervan Dump Stations has a budget of $113,595 for a new campervan dump station, including an assumption any balance of the project cost would be met through external fundraising. The total cost is estimated at $213,595. An application to the Ministry of Business, Innovation and Employment (MBIE) Tourism Infrastructure Fund for $100,000 has been successful to meet the balance of the cost. This report seeks Council approval to increase the budget for 2023/24 to $213,595 so that Council Officers can proceed to consultation on the proposal.
Community Views	· Programme 1535 for the campervan dump stations was consulted on through the 10 Year Plan. No submissions were received in relation to this programme as part of the LTP process. · Community consultation on this campervan dump station specifically will be undertaken providing the increase in budget is approved.
OPTION 1:	Council increases the budget for Programme 1535 (City-wide: Campervan Dump Stations) from $113,595 to $213,595
Benefits	· The project will provide a more convenient and accessible campervan dump station that meets NZ Motor Caravan Association standards. · Proceeding with this project will allow for the removal of the existing campervan dump station in the Ashhurst Domain, which is substandard, poorly located, and has regular maintenance issues. · The project supports, and contributes towards, the development of tourism infrastructure in Te Apiti.
Risks	· That community consultation on the campervan dump station results in significant scope change or abandonment of the project, requiring the external funding to be returned.
Financial	· Now that $100,000 of external funding has been approved, the programme budget in Programme 1535 needs to be increased to $213,595 to enable the project to proceed and the funding to be utilised. · Operational costs will likely be the same as the existing dump station, as the existing substandard station will be decommissioned, however, it is anticipated that there will be a slightly higher annual renewal cost due to the new facility being a larger, higher quality, facility.
OPTION 2:	Council declines the increase in budget and withdraws its funding application
Benefits	· The budget within Programme 1535 can be considered a saving, although as this is a planned project, this is considered a minor benefit.
Risks	· Not proceeding may have a negative impact on the relationship with NZ Motor Caravan Association as they are anticipating the new station. · Council would likely need to establish a new campervan dump station within Ashhurst Domain in the future anyway as the current facility is substandard and has multiple constraints.
Financial	· Ongoing higher maintenance costs in the existing facility within Ashhurst Domain to try keep it operational.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 Palmerston North City Council, along with the New Zealand Motor Caravan Association (NZMCA), has been working to make Palmerston North a Motorhome Friendly City. A Motorhome Friendly City has several features that it must meet; and a 24/7 dump station on public land is one of them.

1.2 A dump station in Ashhurst was prioritised due to the number of related highway and tourism projects in the area and the poor performance and substandard condition of the existing facility within Ashhurst Domain.

1.3 The new dump station project will be delivered through Programme 1535 (City-wide: Campervan Dump Stations) which has a current budget of $113,595.

1.4 As the project has a total project cost of $213,595, external funding was applied for to enable the project to proceed. Council was successful in securing $100,000 from the MBIE Tourism Infrastructure Fund, which means the project can now proceed. The MBIE funding is conditional on Council completing consultation on the proposed project.

1.5 This report seeks Council approval to increase the budget for 2023/24 to $213,595 so that Council Officers can proceed with the project, starting with public consultation on the proposal.

2. Background and previous council decisions

2.1 To achieve Motorhome Friendly status, Council installed its first NZMCA Standard dump station at the end of Totara Road in 2021/2022. This station serves the motorhome traffic entering/ exiting the City from Pioneer Highway.

2.2 Programme 1535 (City-wide: Campervan Dump Stations) was included in the 2021-31 LTP to facilitate a further dump station that could serve the motorhome traffic coming into the City, then considered for Rangitikei Line.

2.3 After considering the level of developments and projects planned for the Ashhurst area such as the Te Ahu a Turanga highway development and the Te Apiti Masterplan, it was decided that a dump station in Ashhurst was a more appropriate location.

2.4 Options for a site were assessed and a preliminary site was chosen at the entrance to the sports field section of the Ashhurst Domain as shown in Figure 1. This site is favoured for several reasons:

· This site serves motorhome traffic entering and exiting Te Ahu a Turanga, Te Apiti planned developments, the Ashhurst Campground and the Pohangina area.

· The site has adequate waste piping to manage the waste effectively.

· The site is far enough away from residential properties so as not to cause any noise issues, but in a visible location safe for users.

· The Ashhurst Domain sports field carpark allows for overflow campervan traffic to wait without causing issues for any other traffic or the roading network.

· The site also serves the existing Manawatu Canine Centre in Ashhurst Domain, which has high volumes of motorhomes visiting for events.

Aerial view of a road with a parking lot and a parking lot

Description automatically generated

Figure 1: Proposed dump station location

2.5 Council Officers originally planned to consult on the proposed location for the dump station at Ashhurst Domain Sports Field Carpark as part of consulting on the Ashhurst Domain Reserve Development and Management Plan. However, the timing of that work and the current funding available from MBIE Funding require this project to progress more quickly and be consulted on independently.

3. Description and Analysis of options

Option 1: Council increases Programme 1535 (City-wide: Campervan Dump Stations) from $113,595 to $213,595

3.1 This option advances projects seen as important to the Te Apiti Masterplan and supports the development of recreational facilities and amenities in Ashhurst.

3.2 This option has no additional cost for Council over and above that already budgeted; it increases the budgets to match the additional external funding secured.

Option 2: Council declines the increase in budget and withdraws its funding application

3.3 Option 2 sets aside the dump station.

3.4 If the dump station project did not proceed an alternative capital programme for the replacement and relocation of the current Ashhurst Domain Dump Station may be required.

4. Conclusion

4.1 Council has been successful in securing significant external funds to projects associated with the Te Apiti Masterplan and Ashhurst Domain.

4.2 Progressing to the consultation stage presents low risk with strong potential benefits.

4.3 It is recommended Council approve the budget increases and require reporting back on progress following consultation on the dump station and investigation into the feasibility of the rail overbridge, reinstatement of the pony trail ramp and options for the Saddle Road Bridge.

5. Next actions

5.1 Consult the Ashhurst community and report back to Council.

6. Outline of community engagement process

6.1 A community consultation plan will include consultation with Rangitāne o Manawatū, neighbours, sports field user groups, the Manawatu Canine Centre, as well as Ashhurst residents.

6.2 The New Zealand Motor Caravan Association has already been engaged and support the proposal.

Compliance and administration

Does the Committee have delegated authority to decide?		No
Are the decisions significant?		No
Can this decision only be made through a 10 Year Plan?		No
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the achievement of action/actions in Active Communities The actions are: Improve walkways and shared paths to support the City’s most popular activity and Te Apiti Masterplan.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	Supports the recreational and tourism development plans encapsulated in the Te Apiti Masterplan.

Attachments

Nil

report

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: Ashhurst Te Apiti Three Bridges Loop Track Investigations Budget & Waka Kotahi Fund Update

PRESENTED BY: Kathy Dever-Tod, Group Manager - Parks and Logistics

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council adds a new operating programme titled ‘Ashhurst Te Apiti Three Bridges Loop Track Investigations’.

2. That Council approves an increase in operating revenue and expenditure budget of $156,875 for the investigations and design phase of the Te Apiti Three Bridges Loop Track programme, this budget to be 100% funded by Waka Kotahi subsidies.

3. That Council instruct the Chief Executive to report back at the conclusion of the Te Apiti Three Bridges Loop Track investigations and design work with a view to applying to Tu Ahu a Turanga Recreation Fund for implementation works.

Summary of options analysis for

Problem or Opportunity	The Finance & Audit Committee adopted a recommendation to apply to the Waka Kotahi Te Ahu a Turanga Recreational Paths Fund for $551,000 towards the investigation and development of the Te Apiti Masterplan Three Bridges Loop Track. Waka Kotahi requested that the programme of work be split into three separate interlinking projects to reflect the three phases of work: · Phase 1: Investigations and Options Analysis for three projects. · Phase 2: Reinstating the Pony Trail Escarpment Ramp construction; and · Phase 3: Path Improvement Works along the terrace. Waka Kotahi have now approved $156,875 for the Phase 1 project, and this report seeks approval to use these funds to undertake the investigations and design.
Community Views	The Te Apiti Masterplan was developed as a collaboration across a variety of iwi, stakeholders, and community groups.
OPTION 1:	Approve a budget of $156,875 for the Three Bridges Loop Track investigations and design
Benefits	Clear understanding of the feasibility of several Three Bridges Loop Track projects. The potential to apply for further funding towards implementation of the track.
Risks	That the investigation works cannot be completed within the external funding envelope, requiring either rescoping or additional Council funds.
Financial	$156,875 in external funding to complete investigation works.
OPTION 2:	Council declines the new budget and advises Waka Kotahi the application is withdrawn
Benefits	A smaller workload for staff.
Risks	Damage to relationship with the groups and stakeholders in the Te Apiti Masterplan. Less certainty about the viability of the proposed works should they be considered again in the future.
Financial	No financial implications.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 Council Officers applied to the Waka Kotahi Te Ahu a Turanga Recreational Paths Fund for $551,000 towards the investigation and development of the Te Apiti Masterplan Three Bridges Loop Track.

1.2 Waka Kotahi requested that the programme of work be split into three separate interlinking projects to reflect the three phases of work:

· Phase 1: Investigations and Options Analysis for three projects.

· Phase 2: Reinstating the Pony Trail Escarpment Ramp construction; and

· Phase 3: Path Improvement Works along the terrace.

1.3 Waka Kotahi have now approved $156,875 for the Phase 1 project, and this report seeks approval to use these funds to undertake the investigations and design.

1.4 Waka Kotahi will consider separate funding applications for the Phase 2 and Phase 3 projects once the Phase 1 project is complete.

2. Background and previous council decisions

2.1 On 27 April 2022, the Finance & Audit Committee adopted the following recommendations:

1. That the Chief Executive is authorised to prepare a bid to the Waka Kotahi Te Ahu a Turanga Recreational Paths Fund on behalf of the Council.

2. That the amount of the Council bid to the Waka Kotahi Te Ahu a Turanga Recreational Paths Fund is $551,000, as described in Option 2 of this report and comprised of:

· $491,000 to enhance the existing pathways on the Ashhurst side of the river; and

· $60,000 to investigate the options and costs of addressing pedestrian, cycling and equestrian safety on the Saddle Road Bridge and equestrian facilities on the Pembroke Street rail overbridge.

3. That the Council note the funding application reflects the initial estimate of the cost to construct the chosen option, and further investigation is required before an engineer’s estimate can be prepared.

4. That the Chief Executive report back to the Finance & Audit Committee on the outcome of the funding application, including any financial implications for consideration as part of the draft 2023/24 Annual Budget process.

2.2 Upon discussing the application with Waka Kotahi, they requested the funding application be split into three phases, to meet their requirement that no phased amount exceed $250,000. As such, the programme of work was split into three separate interlinking projects to reflect the three phases of work to be completed.

2.3 The estimated budget split for the three phases is as follows:

Phase	Estimated Budget Split
1: Investigations and options analysis for three projects	$156,875
2: Reinstating the Pony Trail Escarpment Ramp construction	$245,475
3: Path Improvement Works along the terrace	$148,650
Total	$551,000

2.4 Phase 1 will investigate options to overcome the three main ‘choke points’ in the proposed Three Bridges Loop Track. These are considered choke points because if any one of these cannot be solved, then the Loop Track may need to be re-examined in terms of route. They are:

· Pembroke Street Rail Overbridge;

· McRaes Bush Escarpment Ramp; and

· Saddle Road Bridge Crossing.

3. Description and Analysis of options

Option 1: Approve a budget of $156,875 for the Three Bridges Loop Track investigations and design work

3.1 This option advances projects seen as important to the Te Apiti Masterplan and supports the development of recreational facilities and amenities in Ashhurst.

3.2 This option is fully funded by Waka Kotahi so has no financial impact on ratepayers.

Option 2: Council declines the increase in budget and withdraws its funding application

3.3 Option 2 sets aside the current direction to support the Te Apiti Masterplan.

3.4 It would reduce the long-term maintenance and renewal costs if the Three Bridges Loop Track does not proceed.

4. Conclusion

4.1 Council has been successful in securing significant external funds for projects associated with the Te Apiti Masterplan and Ashhurst recreation opportunities.

4.2 Given this, it is recommended Council approve the budget and progress the investigation phase of the project.

5. Next actions

5.1 Officers will report back at the conclusion of the investigative phase to provide an update and recommendations on next steps, including whether to apply for further funding.

6. Outline of community engagement process

6.1 Engagement, as part of the feasibility investigations, will be undertaken with Rangitāne o Manawatū, Kiwirail, neighbours to the specific projects, Manawatu Canine Centre (as a leaseholder close to the proposed rail overbridge), RECAP (community orchard close to proposed reinstated pony trail ramp), and Ashhurst equestrian representatives, Council transport engineers (Saddle Road Bridge will revert to local road).

7. Compliance and administration

Does the Committee have delegated authority to decide?		No
Are the decisions significant?		No
Can this decision only be made through a 10 Year Plan?		No
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions?		No
Are the recommendations inconsistent with any of Council’s policies or plans?		Yes
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the achievement of action/actions in Active Communities The action is: Improve walkways and shared paths to support the City’s most popular activity and Te Apiti Masterplan.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	Supports the recreational and tourism development plans encapsulated in the Te Apiti Masterplan.

Attachments

Nil

Memorandum

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: Aokautere Urban Growth Area - Information relating to the description, timing and quantum of the development of infrastructure work programmes to enable growth in Aokautere

Presented By: Sam Dowse, Senior Planner and David Murphy, Chief Planning Officer

APPROVED BY: David Murphy, Chief Planning Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That the Committee note the infrastructure programmes identified in Attachment 1 of the Aokautere Urban Growth Area memorandum to support Proposed District Plan Change G, for prioritisation as part of the 2024 Long Term Plan process.

1. ISSUE

Proposed Plan Change G: Aokautere Growth (Plan Change G) has been publicly notified and has been given immediate legal effect by the Environment Court. A hearing is scheduled for December 2023.

If Plan Change G is approved, transport network infrastructure issues identified on Summerhill Drive and State Highway 57 Aokautere Drive will need to be addressed in advance of any development in the area. In addition, stormwater management controls are required as part of enabling development to manage the effects of stormwater on the receiving environment, including the gully network.

The National Policy Statement on Urban Development (NPS-UD) requires Council to provide sufficient development capacity in the district to meet expected demand for housing in the short, medium, and long term. In order to be sufficient to meet expected demand for housing, the development capacity of the land proposed to be rezoned must be, among other things, ‘infrastructure-ready’. Development capacity is ‘infrastructure-ready’ in the medium term if there is adequate existing development infrastructure to support the development of the land, or funding for adequate infrastructure to support development of the land is identified in a Long Term Plan.

This issue has been canvassed in a previous memorandum to the Planning & Strategy Committee in March 2022, with the Committee resolving to be provided information relating to the description, timing and quantum of the infrastructure work programmes to enable growth in Aokautere.

This memorandum provides the requested information and work programmes to the Committee. These work programmes will be proposed for inclusion in the 2024 Long Term Plan, subject to Plan Change G being approved.

2. BACKGROUND

At the 9 March 2022 Planning & Strategy Committee a memorandum was presented relating to infrastructure requirements and funding to support Plan Change G. Since then, Plan Change G has been notified, and Council Officers are preparing for the hearing in December 2023.

The NPS-UD requires Council to provide sufficient development capacity for housing and business land to meet the needs of people and communities. To be ‘sufficient’, development capacity must be:

a) plan-enabled (land zoned for short and medium-term demand and identified for future urban zoning for long term demand); and

b) infrastructure-ready; and

c) feasible and reasonably expected to be realised.

Development capacity is ‘infrastructure-ready’ in the medium term if there is either adequate existing development infrastructure to support the development of the land, or funding for adequate infrastructure to support development of the land is identified in a Long Term Plan.

Additional transport and stormwater infrastructure has been identified as necessary to support development in Aokautere. Accordingly, the necessary funding to provide the development infrastructure (which is defined in the NPS-UD to be network infrastructure^{^[4]} or land transport controlled by a local authority or council controlled organisation) must be identified in the Long Term Plan.

In response to Council Officers’ March 2022 memorandum, the Planning & Strategy Committee resolved that:

1. The Chief Executive direct the preparation of work programmes for land transport and stormwater infrastructure required to service Aokautere growth.

2. Council will be provided with information relating to the description, timing and quantum of the infrastructure work programmes to enable growth in Aokautere.

These work programmes have been prepared for the necessary development infrastructure, and for inclusion in the Long Term Plan 2024-2034.

Securing funding commitment in the Long Term Plan will assist officers in demonstrating that development capacity generated by the rezoning of land in Aokautere for urban growth will be infrastructure ready for the purposes of the NPS-UD.

Servicing Aokautere

The following sections outline the description, timing and quantum of the transport and stormwater infrastructure work programmes to support growth in Aokautere.

Transport

Council’s independent traffic expert for Plan Change G has confirmed that the growth area can be developed for residential and local business purposes, subject to specific mitigation measures being put in place.

Some of the mitigation measures are recommended to occur ‘from the outset’ (meaning before any further development of the Aokautere area). These include substantial upgrades to several intersections, including those identified in Attachment 1, along with the addition of cycle paths between the northern end of Ruapehu Drive and the city. These works are required to ensure that the additional transport and traffic activity from the residential development enabled by Plan Change G can be safely accommodated, given identified areas with level of service and safety concerns.

Several transport network programmes are required to enable development in the Aokautere urban growth area, totalling $50,550,000 million across various years of the 2024 Long Term Plan.

The programmes are detailed in Attachment 1.

While there are other recommendations for works as development proceeds (e.g., the installation of four new intersection controls internal to the structure plan area), these matters are able to be addressed in a manner commensurate with development/growth. These works will need to be funded through a combination of rates/debt, development contributions and Waka Kotahi co-funding.

A related feature of the transportation recommendations is the need for Waka Kotahi to undertake intersection works involving State Highway 57. Council Officers are working with Waka Kotahi around the works being completed within the timeframes necessary to support development of the growth area. Discussions are ongoing. Programmes to co-fund these upgrades as necessary are identified in Attachment 1.

Stormwater

A stormwater management strategy for the Structure Plan area proposes specific design criteria and conceptual design options for stormwater controls to mitigate the assessed impacts of development. The stormwater management strategy involves managing stormwater which is generated from existing and new development within Aokautere. This ensures a comprehensive management response for the Plan Change G area.

Council will need to deliver on certain components of the stormwater management infrastructure, including some of the stormwater detention facilities and in-stream stabilisation and erosion protection measures to mitigate flood and erosion risk. As with any development, this is a cost of growth. Stormwater detention systems to accommodate new growth can be funded through debt and development contributions. However, the infrastructure required to address stormwater from existing development will need to be funded from rates.

Officers have calculated that stormwater programmes are required at a total cost of $18,355,500 million across various years of the 2024 Long Term Plan. These work programmes have been included in the draft 2024 Long Term Plan.

The stormwater work programmes are detailed in Attachment 1.

3. NEXT STEPS

The next steps in the Plan Change G process are:

· Finalising Council’s s 42A technical reporting and submitting those reports on 15 September 2023.

· Holding pre-hearing meetings with submitters on the plan change in the week of 25 September 2023.

· Holding the hearing for Plan Change G in December 2023.

· Including the identified infrastructure programmes in the 2024 Long Term Plan to support growth in Aokautere, if proposed Plan Change G is approved.

4. Compliance and administration

Does the Committee have delegated authority to decide?		Yes
Are the decisions significant?		No
If they are significant do they affect land or a body of water?		No
Can this decision only be made through a 10 Year Plan?		No
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions?		No
Are the recommendations inconsistent with any of Council’s policies or plans?		No
This is consistent with the City Growth Plan, which specifically seeks to: 1. create and enable opportunities for employment and growth 2. provide infrastructure to enable growth and a transport system that links people and opportunities Support the development of more housing that meets community needs
The recommendations contribute to Goal 1: An Innovative and Growing City
The recommendations contribute to the achievement of action/actions in City Growth The actions are: · Implement the National Policy Statement on Urban Development; and · Update the District Plan to rezone identified growth areas for housing and business needs.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	Ensuring land-use and infrastructure planning aligns to ensure that Council will enable development in a manner consistent with the NPS-UD, and that rezoning of Aokautere is successfully achieved to provide development capacity for the City.

Attachments

Aokautere infrastructure work programmes ⇩

REPORT

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: Pioneer Reserve - Proposal to Grant an Easement on Reserve Land to Powerco

PRESENTED BY: Bryce Hosking, Group Manager - Property and Resource Recovery and Kathy Dever-Tod, Group Manager - Parks and Logistics

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That the Strategy & Finance Committee approve notifying the public of the proposal to grant an easement at Pioneer Reserve, Palmerston North to convey electricity to Powerco, in accordance with Section 48 of the Reserves Act 1977.

2. That the Committee note that the land area affected by the easement for Powerco is described as Lot 2 DP 88159.

Summary of options analysis for

Problem or Opportunity	Powerco has recently become aware that they have placed new ground-mounted transformers and switchgear inside the boundary of Pioneer Reserve, being Council owned land. The location of the transformer was incorrectly identified as being placed on road reserve, when in fact it was within a recreation reserve. The Reserves Act 1977 requires any form of utility for services on reserve land to be covered by an easement, however, there is currently no easement within Pioneer Reserve. Powerco has proactively identified this matter and has requested an easement to be created to ensure the legal status of these utilities aligns with the Reserves Act. The alternative would be for them to relocate the transformer which would be a costly exercise and potentially disruptive for residents. This report requests approval from Council to begin this process by notifying the public of Council’s intention to grant an easement in accordance with Section 48 of the Reserves Act 1977.
OPTION 1: (Preferred option)	Notify the public of Council’s intention to approve the proposal to grant an easement to Powerco at Pioneer Reserve, in accordance with Section 48 of the Reserves Act 1977
Community Views	Community views will be sought during the public notification period.
Benefits	Registering an easement within Pioneer Reserve is considered good governance and ensures the activity is compliant with the requirements of the Reserves Act 1977.
Risks	Whilst this was an error, Council may still be criticised for allowing the transformer and associated services to be installed on a recreational reserve as opposed to the road reserve in the first place. Formalising the arrangement through an easement ensures this arrangement now aligns with the legislative requirements.
Financial	There are no financial implications with this easement as all costs are met by Powerco as the owner of the services.
OPTION 2:	Decline the proposal to grant an easement to Powerco at Pioneer Reserve and require the services to be relocated
Community Views	Community views will not be sought.
Benefits	Requiring Powerco to relocate the transformer would remedy the issue as the transformer would no longer be sitting on a recreational reserve without an easement.
Risks	Powerco will need to relocate the transformer and associated services which would be a costly exercise and may cause disruption of services to residents. Council may be viewed as causing unnecessary disruption.
Financial	No further costs would be incurred.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 Powerco has recently become aware that their contractors have placed new equipment within Pioneer Reserve while replacing equipment within the neighbouring roading corridor. Powerco has requested an easement be created to ensure the legal status of these utilities align with the Reserves Act.

1.2 The Reserves Act 1977 requires any form of utility for services on reserve land to be covered by an easement, however, there is currently no easement registered for this matter within Pioneer Reserve.

1.3 This report requests approval from Council to begin this process by notifying the public of Council’s intention to grant an easement in accordance with Section 48 of the Reserves Act 1977.

2. Background and previous council decisions

2.1 Council Officers were contacted by a representative of Powerco requesting Council to grant an easement over the transformer and switchgear units that were established within Reserve Land, acknowledging that whilst the current situation was done in error, it still did not align with the legislative requirements of the Reserves Act.

2.2 In general Council encourages, wherever possible, service companies to locate their services in the road corridor. This allows service companies to operate under a standard roading corridor right-of-way.

2.3 This is not always possible or an appropriate outcome, hence on occasion these utility services are required to be located within reserve land.

2.4 The location of the transformer and switchgear within Pioneer Reserve is shown below in red.

Requirements for Easements

2.5 In 1968 the Electricity Act provided the legal basis for utilising land for the purposes of conveying electricity. In 1977 this method of utilising land in reserves for the purposes of conveying electricity was superseded by the Reserves Act 1977.

2.6 The Minister of Conservation advises that any easement over 60 years is considered a ‘permanent effect’ under the Reserves Act 1977. As this easement is a permanent easement it therefore exceeds 60 years and can be considered to have a ‘permanent effect’. As a result, the Reserves Act consultation process is triggered, and Council must consult with the public on the proposed establishment of the easement under Section 119 of the Reserves Act and seek views and canvas any objections to the proposal.

2.7 Consultation feedback and a decision to grant an easement on reserve land will then need to be brought to the Committee in a subsequent report.

3. Land Status

3.1 The legal description of the land to be subject to the easement and historic summary comments of this land are below:

Title	Reserve Status	Comment
WN55C/901 Lot 2 DP 88159 Parcel ID 4064747	Recreation Reserve	The land was transferred to Council in 1917 and then later vested as recreation reserve under Section 239 Resource Management Act 1991

4. Description and Analysis of Options

Option 1: Notify the public of Council’s intention to approve the proposal to grant an easement to Powerco at Pioneer Reserve, in accordance with Section 48 of the Reserves Act 1977

4.1 Option 1 involves Council beginning the easement process by notifying the public of the Council’s intention to grant an easement in accordance with Section 48 of the Reserves Act 1977.

4.2 After the public consultation has concluded, submissions will be brought back to the Council for consideration.

4.3 A Council resolution accepting the easement proposal would be required before an easement could be registered to Powerco.

4.4 Under Section 4 of the Conservation Act, iwi must be consulted on any permanent easement proposal. Rangitāne have been engaged prior to this report and did not oppose the easement.

Option 2: Decline the proposal to grant an easement to Powerco at Pioneer Reserve and require the services to be relocated

4.5 This option would see Powerco power supply facilities exposed to risk given that it is not legally covered by an easement agreement.

4.6 The result would require Powerco to relocate both the transformer and switchgear outside the reserve.

4.7 This option is considered to cause unnecessary disruption.

5. Conclusion

5.1 Option 1 is considered good governance and will ensure the activity is compliant with the requirements of the Reserves Act 1977.

5.2 In addition, Powerco has agreed to meet all costs associated with this easement.

6. Next actions

6.1 Public notification of the proposal to grant the easement, seeking submissions and objections.

6.2 Provide the opportunity for any submitters that wish to be heard to speak to the Council.

6.3 Consider the objections and submissions and provide advice to the Council on whether to accept, modify or decline the easement proposal.

6.4 Providing the easement was approved by the Committee, Council Officers will then work with Powerco’s legal team to enact the easements.

7. Outline of community engagement process

7.1 Public Notice under Section 119 of the Reserves Act 1977 is being proposed.

7.2 Minimum of one-month period advertised in the Manawatu Standard.

8. Compliance and administration

Does the Committee have delegated authority to decide?		Yes
Are the decisions significant?		No
If they are significant do, they affect land or a body of water?		No
Can this decision only be made through a 10 Year Plan?		No
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions?		No
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the achievement of action/actions in Active Communities The action is: Administer the Reserves Act 1977.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	This action ensures Council meets its legal obligations under the Reserves Act 1977 with regards to reserves planning and legislative requirements for utilities sited in reserves.

Attachments

Nil

report

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: 279 Albert Street (part of Hokowhitu Domain) - Proposal to continue supporting Hokowhitu Bowling Club Incorporated by notifying the public of the intention to grant community occupancy via a lease of Council land

PRESENTED BY: Bryce Hosking, Group Manager - Property and Resource Recovery

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That Council continues to support Hokowhitu Bowling Club Incorporated by notifying the public of its intention to grant community occupancy of Council land at 279 Albert Street (part of Hokowhitu Domain), Palmerston North in accordance with the Support and Funding Policy 2022 and Section 54 of the Reserves Act 1977.

2. That Council notes the land affected by the community occupancy of Hokowhitu Bowling Club Incorporated is described as Lot 18 DP 32630 and part of Lot 214, 215, 216 and 217 DP 791.

Summary of options analysis for

Problem or Opportunity	The Hokowhitu Bowling Club has requested support from Council by granting community occupancy through a new lease agreement. This report seeks Council’s approval to commence the public notification process for the preferred option (Option 1) in accordance with the Support and Funding Policy and Section 54 of the Reserves Act 1977.
OPTION 1: (Preferred Option)	Notify the public of Council’s intention to continue supporting Hokowhitu Bowling Club by granting occupancy via a new lease of the existing site being 279 Albert Street (part of Hokowhitu Domain)
Community Views	Community views will be sought during the public notification period.
Benefits	The community views, along with any objections received, will be considered to inform the decision. Council can continue supporting and developing the relationship with the Club. This enables the Hokowhitu Bowling Club to continue its activities.
Risks	No risks are identified.
Financial	The cost of public notification will be minor. Providing Council eventually enter a new lease, Council will continue to receive the annual rent of $500 plus GST.
OPTION 2:	Do not notify the public of the intention to support through a new lease, effectively ending the Hokowhitu Bowling Club’s occupancy of Council land
Community Views	Community views to inform the Council’s decision on the Club’s proposed occupancy will not be sought.
Benefits	Should the lease end, and Council request the Hokowhitu Bowling Club to vacate the premises, Council will explore options for the continued use of the land prior to potentially seeking alternative community occupancy options. This process is a requirement under the Support and Funding Policy and gives the opportunity to investigate alternative use of the land when a leasing arrangement ends. Under the current lease, at the expiration of the lease Council has the option to purchase the Hokowhitu Bowling Club’s buildings and improvements within three months of the date of the expiration at a price agreed between both parties.
Risks	Council may be criticised for not supporting the Hokowhitu Bowling Club. The Hokowhitu Bowling Club will be required to vacate the land and, unless agreed otherwise, remove all assets, and return the land to its original state. They will then need to find alternative premises, which they may not be able to do.
Financial	Council would no longer receive the annual rent of $500 plus GST. Council staff time would be required to assist with the process of requiring the removal of their improvements.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 The Club has been occupying Council land at 279 Albert Street (part of Hokowhitu Domain), Palmerston North since 1937. Their lease expired on 31 March 2019. The Club now requests a new lease so they can continue to occupy the site.

1.2 Under the Council’s Support and Funding Policy if a for-purpose organisation requests a new lease for the occupancy of Council land at the end of their agreed term, the proposal is to be publicly advertised to seek feedback from the public.

1.3 In addition, as the leased land is reserve land, any new lease is also subject to the requirements of the Reserves Act 1977 which requires public notification of Council’s intention to grant a new lease.

1.4 This report seeks Council’s approval to commence the public notification process in accordance with the Reserves Act 1977 and the Support and Funding Policy, noting that this is the first step in the process and only seeks approval for consultation and consultation feedback.

1.5 The final decision to lease to the Club will be brought to the Strategy & Finance Committee in a subsequent report.

2. Background and previous council decisions

2.1 The Hokowhitu Bowling Club Incorporated has held a registered society status since 1936. The Club has occupied the site since 1937; since that time the Club has played an active role in the community. The Club provides both social and competitive sporting activities.

2.2 The Club has over time developed the area; the Club own all improvements including clubrooms and sporting facilities. The Club has made significant investments to improve its facilities.

2.3 The Club also work in partnership with other for–purpose groups in the community, making their facilities available for other for-purpose groups to utilise on a regular basis.

2.4 Council has supported the Club (and predecessor clubs) since 1937, providing the Club tenure of Council Reserve land at community rental rates.

2.5 The previous lease was entered in April 2009 for a term of five (5) years with one right of renewal of five (5) years, and expired in March 2019.

2.6 Several bowling clubs were negotiating to merge, therefore the Club has remained on a month-by-month tenancy since 2019. Council Officers have been advised that all clubs remain separate.

2.7 As the decision about merging with the other bowling clubs has been finalised, the Club wish to enter a new Deed of Lease with Council.

3. THE PROPOSAL

3.1 The proposed lease area is approximately 1.014ha and is situated at 279 Albert Street (part of Hokowhitu Domain), Palmerston North as outlined in red in Figure 1 below.

3.2 If the lease is granted, the proposed annual rent is $500.00 plus GST. This is consistent with the rental framework in Council’s Support and Funding Policy.

3.3 The proposed term would be five (5) years, with a right of renewal for a further five (5) years. If a new lease is entered, the site use will remain the same.

Figure 1: Proposed leased area

4. Assessment of proposal under the support and funding policy

4.1 The Support and Funding Policy provides a framework for how Council will deliver support and funding to groups, organisations, and individuals to achieve the vision of the city. One form of support within the policy is to enable for-purpose groups to occupy Council-owned property at community rental rates.

4.2 All for-purpose groups expressing an interest in occupying Council-owned property, either for a new occupancy or renewal of an existing occupancy, must make an application. The application is then assessed by Council Officers to ensure that firstly they meet the policy’s eligibility criteria before proceeding any further.

4.3 The application from the Club is attached to the report as Appendix 1.

4.4 Further assessment considerations are outlined in the policy. In broad terms, the assessment covers three main areas:

a) The Policy for the Use of Public Space – guidelines relevant to the application.

b) Reserves Act 1977 – including consideration of the values and purpose of the reserves and the impacts on the public use of the reserve.

c) Impact on the locality and park operations.

A copy of the assessment is attached as Appendix 2.

4.5 In summary, following the assessment against the policy, Council Officers conclude that the Club meet all criteria required.

5. Leasing powers under Reserves Act

5.1 In addition to the Support and Funding Policy requirements, as the land is a reserve held under the Reserves Act 1977, the leasing provisions also apply.

5.2 ‘Section 54(1)(b) of the Reserves Act 1977 allows for an administering body to:

‘lease to any voluntary organisation part of the reserve for the erection of stands, pavilions, gymnasiums, and, subject to sections 44 and 45, other buildings and structures associated with and necessary for the use of the reserve for outdoor sports, games, or other recreational activities, … which lease shall be subject to the further provisions set out in Schedule 1 relating to leases of recreation reserves issued pursuant to this paragraph:

provided that a lease granted by the administering body may, with the prior consent of the Minister given on the ground that he or she considers it to be in the public interest, permit the erection of buildings and structures for sports, games, or public recreation not directly associated with outdoor recreation.’

5.3 ‘Necessary’ is not interpreted as requiring that all or even most visitors or users of the reserve need/want to use the service or activity provided under the lease. Reserves often have activities on them that only some of the visitors to the reserve use. The balance of the reserve, Tui Park, is available for general use by the community.

5.4 The proposal would see the continued use of part of the reserve by the Club The lease does not alter the current user experience or change the existing capacity for other activities.

6. land Status

6.1 A summary of the land status information is:

Title

Reserve Status

Officer Comment

Lot 18 DP 32630

Lots 214, 215, 216, and 217 DP 791

Recreation Reserve

Subject to the Reserves Act 1977

7. GIVING EFFECT TO THE PRINCIPLES OF THE TREATY OF WAITANGI

7.1 The Reserves Act 1977 is subject to Section 4 of the Conservation Act and requires that administering bodies under the Reserves Act 1977 give effect to the principles of the Treaty of Waitangi.

7.2 Rangitāne o Manawatū representatives have considered the proposal. Rangitāne are comfortable with this proposal and happy for it to proceed.

8. Description of options

Notify the public of Council’s intention to continue supporting Hokowhitu Bowling Club Incorporated by granting occupancy via a new lease of the existing site being 279 Albert Street (part of Hokowhitu Domain)

8.1 This is the preferred option.

8.2 Council will seek feedback on continuing to support the Club through the process outlined in the Support and Funding Policy.

8.3 Council must give people the opportunity to submit on the proposal and be heard before deciding to grant a lease as per sections 119 and 120 of the Reserves Act 1977.

8.4 After considering feedback, Council can then decide to enter a formal lease with the Hokowhitu Bowling Club.

8.5 The Club contribute to the community and show strong alignment with Council’s strategic direction. The Club add to Council’s priority to ensure the use of all community recreation facilities is optimised.

Do not notify the public of the intention to support through a new lease, effectively ending the Club’s occupancy of Council land

8.6 The impact of this option would mean the opportunity to seek community feedback on the Club’s continued occupancy of the site would not occur.

8.7 In turn, this would mean that the lease would cease, and Council would follow the process outlined in the Support and Funding Policy to determine the future use of the land (refer 5.5.1(b)). The first step in this process is to carry out a strategic options review.

8.8 The implication of this option on the Club would mean that they would not be able to continue leasing the site.

8.9 This option poses the risk that Council will be perceived as not supporting the activities of the Club that have occupied the site since 1937.

9. Conclusion

9.1 The proposal is consistent with the purpose of recreation reserves as the Hokowhitu Bowling Club is a facility supporting public recreation and enjoyment of the Hokowhitu Domain. It also meets the requirements of the Support and Funding Policy with continued occupancy allowing the Club to offer a wide range of sporting and recreation activities to the community.

9.2 Public notification on the continuing support will provide opportunities for submissions and objections to be made before a decision is made fulfilling the requirements of the Support and Funding Policy 2022 and section 54 of The Reserves Act 1977.

9.3 It is recommended the Committee proceed with Option 1. The Club’s activities contribute to outcomes to achieve Goal 3 of Council’s Strategic direction. The Club is sharing their space with other for-purpose groups and the Club enhance the uniqueness of the space.

10. Next actions

10.1 Public notification of the intention to grant the lease, seeking submissions and objections.

10.2 Provide the opportunity for any submitters that wish to be heard to speak to Council.

10.3 Consider the objections and submissions and provide advice to Council on whether to accept, modify or decline the lease proposal.

11. Outline of community engagement process

11.1 The proposed consultation process meets the public notification requirements of the Support and Funding Policy 2022 and the Reserves Act that requires a minimum of one-month period advertised in the Manawatū Standard, Dominion Post and on the Council website.

12. Compliance and administration

Does the Committee have delegated authority to decide?		Yes
Are the decisions significant?		No
If they are significant do, they affect land or a body of water?		No
Can this decision only be made through a 10 Year Plan?		No
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 3: A Connected and Safe Community
The recommendations contribute to the achievement of action/actions in Connected Communities The action is: Administer the Reserves Act 1977
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	The recommendation is in line with Council’s Support and Funding Policy which supports community groups to deliver benefits contributing to the cultural economic, environmental, and social wellbeing of the city.

Attachments

1.	Application ⇩
2.	Assessment of Occupancy of Lease ⇩

REPORT

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: 119 Highbury Avenue (part of Tui Park) - Proposal to continue supporting Te Whatu Raranga o Highbury Weavers by notifying the intention to grant community occupancy via a lease of Council land and building

PRESENTED BY: Bryce Hosking, Group Manager - Property and Resource Recovery

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That Council continue to support Te Whatu Raranga o Highbury Weavers by notifying the public of its intention to grant community occupancy of Council land and building, via a lease at 119 Highbury Avenue (part of Tui Park), Palmerston North, in accordance with the Support and Funding Policy 2022 and Section 54 of the Reserves Act 1977.

2. That the Committee note the land affected by the community occupancy lease to Te Whatu Raranga o Highbury Weavers is described as part of Section 1 Survey Office Plan 452061.

Summary of options analysis for

Problem or Opportunity	The Highbury Weavers has requested further support from Council by granting community occupancy through a new lease agreement. This report seeks Council’s approval to commence the public notification process for the preferred option (Option 1) in accordance with the Support and Funding Policy 2022 and Section 54 of the Reserves Act 1977.
OPTION 1: (Preferred Option)	Notify the public of Council’s intention to continue supporting the Highbury Weavers by granting occupancy via a new lease of the existing site at 119 Highbury Avenue
Community Views	Community views will be sought during the public notification period.
Benefits	The community views, along with any objections received, will be considered to inform the decision. Council can continue supporting and developing the relationship with Highbury Weavers. This enables the Highbury Weavers to continue their activities.
Risks	No risks are identified.
Financial	The cost of public notification will be minor. Providing the Council eventually enter a new lease, Council will continue to receive the annual rent of $350 plus GST.
OPTION 2:	Do not notify the public of the intention to support through a lease, effectively ending the Highbury Weavers’ occupancy of Council land and building
Community Views	Community views to inform the Council’s decision on the club’s proposed occupancy will not be sought.
Benefits	Should the lease end, and Highbury Weavers be requested to vacate the premise, Council will explore options for the continued use of the land prior to potentially seeking alternative community occupancy options. This process is a requirement under the Support and Funding Policy and gives the opportunity to investigate alternative use of the land when a leasing arrangement ends.
Risks	Council may be criticised for not supporting the Highbury Weavers. The Highbury Weavers will be required to vacate the land and building and will need to try to find an alternative premise, which they may not be able to do.
Financial	Council would no longer receive the annual rent of $350.00 plus GST.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 The Highbury Weavers has been occupying Council’s land and building at 119 Highbury Avenue, Palmerston North since 2013. The lease expired on 31 August 2023. Highbury Weavers now requests a new lease so it can continue to occupy the site.

1.2 Under the Council’s Support and Funding Policy, if a for-purpose organisation requests a new lease for the occupancy of Council land at the end of their agreed term, the proposal is to be publicly advertised to seek feedback from the public.

1.3 In addition, as the leased land and building is reserve land, any new lease is also subject to the requirements of the Reserves Act 1977 which also requires public notification of Council’s intention to grant a new lease.

1.4 This report seeks Council’s approval to commence the public notification process in accordance with the Reserves Act 1977 and the Support and Funding Policy, noting that this is the first step in the process, and only seeks approval for consultation and consultation feedback.

1.5 The final decision to lease to the Highbury Weavers will be brought to the Strategy & Finance Committee in a subsequent report.

2. Background and previous council decisions

2.1 The Highbury Weavers have occupied the site since 2013. Since that time, the purpose of Highbury Weavers is to encourage the development and use of traditional Maori weaving skills and to holistically enhance the wellbeing of members and the wider community.

2.2 Highbury Weavers have also been playing an active role in the community, participating in cultural festivals including the recent Matariki celebrations.

2.3 The Highbury Weavers lease both the building and land owned by Council.

3. The proposal

3.1 The proposed lease area is approximately 110m² and situated at 119 Highbury Avenue, Palmerston North, as outlined in red in Figure 1 below.

3.2 If the lease is granted, the proposed annual rent is $350.00 plus GST. This is consistent with the rental framework in Council’s Support and Funding Policy.

3.3 The proposed term would be five (5) years, with a right of renewal for a further five (5) years.

3.4 If a new lease is commenced, the use of the site will remain the same.

Figure 1: Proposed leased area

4. assessment of proposal under the support and funding policy

4.3 The application from the Highbury Weavers is attached to the report as Appendix 1.

4.4 Further assessment considerations are outlined in the policy. In broad terms, the assessment covers three main areas:

a) The Policy for the Use of Public Space – guidelines relevant to the application.

b) Reserves Act 1977 – including consideration of the values and purpose of the reserve and the impacts on the public use of the reserve.

c) Impact on the locality and park operations.

A copy of the assessment is attached as Appendix 2.

4.5 In summary, following the assessment against the policy, Council Officers conclude that the Highbury Weavers meet all criteria required.

5. leasing powers under reserves act

5.1 In addition to the Support and Funding Policy requirements, as the land is a reserve held under the Reserves Act 1977, the leasing provisions also apply.

5.2 ‘Section 54(1)(b) of the Reserves Act 1977 allows for an administering body to:

5.4 The proposal would see the continued use of part of the reserve by Highbury Weavers. The lease does not alter the current user experience or change the existing capacity for other activities.

6. land status

6.1 A summary of the land status information is:

Title	Reserve Status	Officer Comment
Section 1 Survey Office Plan 452061	Local Purpose (community) Reserve	Subject to the Reserves Act 1977

7. Giving effect to the principles of the treaty of waitangi

7.1 The Reserves Act 1977 is subject to Section 4 of the Conservation Act and requires that administering bodies under the Reserves Act 1977 give effect to the principles of the Treaty of Waitangi.

7.2 Rangitāne o Manawatū representatives have considered the proposal. Rangitāne are comfortable with this proposal and happy for it to proceed.

8. Description of options

Notify the public of Council’s intention to continue supporting the Highbury Weavers by granting occupancy via a new lease of the existing site at 119 Highbury Avenue

8.1 This is the preferred option.

8.2 Council will seek feedback on continuing to support Highbury Weavers through the process outlined in the Support and Funding Policy.

8.3 Council must give people the opportunity to submit on the proposal and be heard before deciding to grant a lease as per sections 119 and 120 of the Reserves Act 1977.

8.4 After considering feedback, Council can then decide to enter a formal lease with the Highbury Weavers.

8.5 Highbury Weavers contribute to the community and show strong alignment with Council’s strategic direction. The Highbury Weavers add to Council’s priority to ensure the use of all community recreation facilities is optimised.

Do not notify the public of the intention to support through a new lease, effectively ending the Highbury Weavers’ occupancy of Council land

8.6 The impact of this option would mean that the opportunity to seek community feedback on the Highbury Weavers’ continued occupancy of the site would not occur.

8.8 The implication of this option on the Highbury Weavers would mean that they would not be able to continue leasing the site.

8.9 This option poses the risk that Council will be perceived as not supporting the activities of the Highbury Weavers that have occupied the site since 2013.

9. Conclusion

9.1 The proposal is consistent with the requirements of the Support and Funding Policy. Continued occupancy will allow Highbury Weavers to continue offering activities to the community.

9.2 Public notification on the continuing support will provide opportunities for submissions and objections to be made before a decision is made, fulfilling the requirements of the Support and Funding Policy 2022 and section 54 of The Reserves Act 1977.

9.3 It is recommended the Committee proceed with Option 1. Highbury Weavers’ activities contribute to outcomes to achieve Goal 3 of Council’s strategic direction.

10. Next actions

10.1 Public notification of the intention to grant the lease, seeking submissions and objections.

10.2 Provide the opportunity for any submitters that wish to be heard to speak to Council.

10.3 Consider the objections and submissions and provide advice to Council on whether to accept, modify or decline the lease proposal.

11. Outline of community engagement process

12. Compliance and administration

Does the Committee have delegated authority to decide?		Yes
Are the decisions significant?		No
If they are significant do, they affect land or a body of water?		No
Can this decision only be made through a 10 Year Plan?		No
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these actions?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 3: A Connected and Safe Community
The recommendations contribute to the achievement of action/actions in Connected Communities The action is: Lease Council land and facilities to for-purpose organisations in line with the Community Funding Policy.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	The recommendation is in line with Council’s Support and Funding Policy which supports community groups to deliver benefits contributing to the cultural, economic, environmental, and social wellbeing of the city.

Attachments

1.	Application Form - Request to Occupy Council Land ⇩
2.	Assessment ⇩

Committee Work Schedule

TO: Strategy & Finance Committee

MEETING DATE: 20 September 2023

TITLE: Committee Work Schedule

RECOMMENDATION TO Strategy & Finance Committee

1. That the Strategy & Finance Committee receive its Work Schedule dated September 2023.

COMMITTEE WORK SCHEDULE – SEPTEMBER 2023
Item No.	Estimated Report Date	Subject	Officer Responsible	Current Position	Date of Instruction/ Clause number
1.	~~September 2023~~	~~Information relating to the description, timing and quantum of the infrastructure work programmes to enable growth in Aokautere~~	~~Chief Infrastructure Officer~~ ~~Chief Planning Officer~~		~~9 March 2022~~ ~~Clause 11.4~~
2.	~~September 2023~~	Waka Kotahi Recreation Pathways Fund Associated with Te Ahu a Turanga Highway - report on the outcome of the funding application, including any financial implications for consideration as part of the draft 2023/24 Annual Budget process	~~Chief Infrastructure Officer~~		~~27 April 2022~~ ~~Clause 30~~
3.	~~September 2023~~	~~Quarterly Performance & Financial Report (quarter 4 ending 30 June 2023)~~	~~Chief Financial Officer~~	Presented to Council 6 September 2023	~~Terms of Reference~~
4.	~~September 2023~~	~~Treasury Report (Quarter 4)~~	~~Chief Financial Officer~~	Presented to Council 6 September 2023	~~Treasury Policy~~
5.	~~September 2023~~	~~Draft Water Supply Bylaw - deliberations report~~	~~Chief Planning Officer~~
6.	~~September~~ October 2023	Draft Interim Speed Management Plan - deliberations report	Chief Planning Officer	Report going to extraordinary meeting on 11 October	Council 5 April 2023 Clause 46
7.	~~September~~ November 2023	Part Waterloo Park - Proposal to exchange land - deliberations report	Chief Infrastructure Officer	In progress	Terms of Reference
8.	November 2023	Treasury Policy Review	Chief Financial Officer	In line with LTP	Treasury Policy
9.	November 2023	Rates review	Chief Financial Officer	Workshop on 9 August	Terms of Reference
10.	November 2023	Amendment of Palmerston North Animals and Bees Bylaw 2018	Chief Planning Officer		22 March 2023 Clause 9
11.	November 2023	Quarterly Performance & Financial Report (quarter 1 ending 30 September 2023)	Chief Financial Officer		Terms of Reference
12.	November 2023	Treasury Report (Quarter 1)	Chief Financial Officer		Treasury Policy
13.	November 2023	Vegetation Framework to include a Tree Policy focused on Council administered streets and public spaces	Chief Planning Officer		Committee of Council 9 June 2021 Clause 31.8
14.	August 2024	Draft Waste Management and Minimisation Bylaw – Approval for Consultation	Chief Planning Officer		11 August 2021 Clause 21

Attachments

NIL

[1] The ‘alternate method’ for setting speed limits allows a road controlling authority to seek permission from the Director of Land Transport to change a speed limit. This process can be used to make minor corrections to a speed limit, or in exceptional circumstances to make a more significant change where a full speed management plan is not appropriate. This ‘alternate method’ is not a viable option for making ordinary speed limit changes that should be included as part of the speed management plan.

[2] An intersection speed zone is where the speed limit on the main road is briefly reduced whenever traffic is waiting to enter or leave the intersection.

[3] The One Network Framework replaced the One Network Road Classification as the tool used by Waka Kotahi for classifying roads according to their purpose. It identifies different road types according to their score on a matrix that considers both ‘movement’ and ‘place’. Using this Framework means we are acknowledging the different purposes which the roading network serves, not just for moving vehicles from one place to another. It also means we are using an approach that is consistent across the country, so that our roads and speed limits will be familiar to people regardless of where they are from.

[4] For water supply, wastwater, or stormwater.

Vaughan Dennison (Chair)
Karen Naylor (Deputy Chair)
Grant Smith (The Mayor)
Mark Arnott	Lorna Johnson
Brent Barrett	Orphée Mickalad
Lew Findlay (QSM)	William Wood
Patrick Handcock (ONZM)	Kaydee Zabelin
Leonie Hapeta

Submission No.	Submitter
17	River Stop Awapuni (Annette Nixon)