a g e n d a - grey district · 10/9/2017 · a g e n d a please note: a light meal will be served...

A G E N D A An Ordinary Meeting of Council will be held as follows:

Date: Monday 9 October 2017

Time: 6:00 pm Venue: Council Chambers

Grey District Council 105 Tainui Street

GREYMOUTH P Pretorius Chief Executive

Members: His Worship the Mayor – Tony Kokshoorn (Chair)

Councillor Anton Becker

Councillor Tony Coll

Councillor Allan Gibson

Councillor Tania Gibson

Councillor Peter Haddock

Councillor Murray Hay

Councillor Patrick McBride

Councillor Cliff Sandrey

The information in this document is provided to facilitate good competent decisions by Council and does in no way reflect the

ORDINARY MEETING OF THE GREY DISTRICT COUNCIL to be held in the Council Chambers,

Grey District Council, 105 Tainui Street, Greymouth

on Monday 9 October 2017 commencing at 6:00 pm

A G E N D A

Please Note: A light meal will be served for elected members at 5.00pm

Before Council: 5.45pm – 6pm – Greymouth BPA – update report

Note: A period is set aside for the public to speak to Council before the meeting. Members of the public are allocated a time to address the Council on items that fall within delegations of the Council provided the matters are not subject to legal proceedings, and are not already subject to a process providing for the hearing of submissions. Speakers may be questioned through the Chair by members, but questions must be confined to obtaining information or clarification on matters raised by the speaker(s). Such presentations do not form part of the formal business of the meeting with those requiring further action being referred to the Chief Executive for further reporting at another Council meeting.

During Council: Nil

COUNCIL IN OPEN MEETING GENERAL BUSINESS AND TABLED ITEMS

Items not on the agenda for the meeting require a resolution under section 46A of the Local Government Official

Information and Meetings Act 1987 stating the reasons why the item was not on the agenda and why it cannot be dealt with at a subsequent meeting on the basis of a full agenda item. It is important to note that late items can only be dealt

with when special circumstances exist and not as a means of avoiding or frustrating the requirements in the Act relating

to notice, agendas, agenda format and content.

LOCAL AUTHORITIES (MEMBERS’ INTERESTS) ACT 1968

Council members are reminded that if he/she has a direct or indirect interest in any item on the agenda be it pecuniary

or on grounds of bias and predetermination, then he/she must declare this interest and refrain from discussing or voting

on this item.

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017

Apologies and Declarations of Interests Page | 3 of 123

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Table of Contents [A] Apologies and Declarations of Interests ............................................................................................................ 4

APOLOGIES .......................................................................................................................................................................... 4 UPDATES TO THE INTERESTS REGISTER ...................................................................................................................................... 4 IDENTIFY ANY CONFLICTS OF INTEREST IN THE AGENDA .................................................................................................................. 4

[B] Minutes of previous meetings ........................................................................................................................... 5

CONFIRMATION OF MINUTES OF ORDINARY MEETING OF COUNCIL HELD 11 SEPTEMBER 2017 (PAGES 6-16) ....................................... 5 RECEIPT OF EXTRAORDINARY MINUTES OF THE TENDERS SUBCOMMITTEE UNDER DELEGATED AUTHORITY FOR INFORMATION OF COUNCIL DATED

15 SEPTEMBER 2017 (PAGES 17-18) ............................................................................................................................................... 5

[C] List of acronyms used ...................................................................................................................................... 19

[D] Status report of Council decisions ................................................................................................................... 20

[E] Agenda Items ................................................................................................................................................... 21

NOTICE OF MOTION – COUNCILLOR A GIBSON ......................................................................................................................... 22 NOTICE OF MOTION – COUNCILLOR SANDREY .......................................................................................................................... 25 F/7 : BUDGET CARRYOVERS FROM 2016/2017 FINANCIAL YEAR ............................................................................................... 28 C8/4 – PIKE RIVER DISASTER RELIEF TRUST – COUNCIL APPROVAL FOR WINDING UP ....................................................................... 37 G/3: SMART ENVIRONMENTAL - FINANCIAL GRANT TO THE DISTRICT FOR DEVELOPMENT PROJECTS .................................................... 39 F/7: REQUEST FOR FUNDING - GREYMOUTH SPCA ................................................................................................................... 40 P/10: PROPERTY PURCHASE 1370 LAKE BRUNNER ROAD – PROPOSED SAFER ROADING INTERSECTION ALIGNMENT .............................. 44 S/29: USING GOOD PLANNING TO ADDRESS IMPACTS OF A CLIMATE CHANGE ON COASTAL COMMUNITIES ........................................... 54 S/29: RAPAHOE - INUNDATION FROM A RISING SEA - STATUS REPORT .......................................................................................... 57

[F] Reports from Organisations ............................................................................................................................ 76

GREYMOUTH BUSINESS & PROMOTION ASSOCIATION MINUTES DATED 4 SEPTEMBER 2017 (PAGE 77-78) ........................................ 76 GREY DISTRICT YOUTH TRUST MINUTES DATED 18 SEPTEMBER 2017(PAGE 79) ............................................................................ 76

[G] Miscellaneous Items ........................................................................................................................................ 80

DOCUMENTS SIGNED ........................................................................................................................................................... 80

[H] Departmental Reports ..................................................................................................................................... 81

CORPORATE SERVICES .......................................................................................................................................................... 82 CORPORATE PLANNING & COMMUNITY .................................................................................................................................. 88 ASSETS & ENGINEERING ....................................................................................................................................................... 99 ENVIRONMENTAL SERVICES ................................................................................................................................................. 107 PORT OF GREYMOUTH ....................................................................................................................................................... 113

[I] Finance report ............................................................................................................................................... 116

LIST OF MONTHLY PAYMENTS ............................................................................................................................................... 117

[J] In-Committee items ....................................................................................................................................... 122

COUNCIL-IN-COMMITTEE ............................................................................................................................................ 122

[K] Council resume in-open meeting .................................................................................................................. 123

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 Apologies and Declarations of Interests

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[A] Apologies and Declarations of Interests

Apologies

Updates to the Interests Register

Elected members to advise if there are any changes to be made to the current Interests Register.

Identify any conflicts of interest in the agenda

Notwithstanding that an elected member may declare an interest at any later stage in this agenda (prior to taking part in the deliberation of a particular item) those items where an interest will be declared may wish to be disclosed now.

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 Minutes of previous meetings

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[B] Minutes of previous meetings

Confirmation of Minutes of Ordinary Meeting of Council held 11 September 2017 (pages 6-16)

SUGGESTED RECOMMENDATION

That the minutes of the Ordinary meeting of Council held on 11 September 2017 be confirmed as true and correct.

RECOMMENDATION: (FULL COUNCIL)

Receipt of Extraordinary Minutes of the Tenders Subcommittee under delegated authority for information of Council dated 15 September 2017 (pages 17-18)


That the extraordinary minutes of the Tenders subcommittee (open) meeting dated 15 September 2017 (T/1: CBD Renewal Stage 2 Structural Work – Canopy – Contract No. 2016-17-24B) be received.



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Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 List of acronyms used

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[C] List of acronyms used BCA Building Consent Authority LINZ Land Information New Zealand

BCO Building Control Officer LGOIMA Local Government Official Information and Meetings Act

CCC Code Compliance Certificate LGNZ Local Government New Zealand

CSO Customer Services Officer LTP Long Term Plan

CDEM Civil Defence Emergency Management

LVT Land Valuation Tribunal

CDEMG Civil Defence Emergency Management Group

MBIE Ministry of Business, Innovation and Employment

CEC Community Emergency Centre MCDEM Ministry of Civil Defence and Emergency Management

CEG Co-ordinating Executive Group MDI Major District Initiative

CIMS Co-ordinated Incident Management System

MOH Ministry of Health

Cpeng Chartered Professional ‘Engineer’ NBS New Building Strength

DEE Detailed Engineering Evaluation NGO Non Government Organisation

DHB District Health Board NZFS New Zealand Fire Service

DIA Department of Internal Affairs NZQA New Zealand Qualifications Authority

DOC Department of Conservation NZTA New Zealand Transport Authority

DWC Development West Coast OAG Office of the Auditor General

EMIS Emergency Incident Management System

OSH Occupational Safety & Health

EDLG Economic Development Liaison Group

PHO Primary Health Organisation

EOC Emergency Operations Centre PIM Project Information Memorandum

EMO Emergency Management Officer PCBU Person conducting a business or undertaking

GPS Global Positioning System RC Resource Consent

HSNO Hazardous Substances and New Organisms

RMA Resource Management Act

HSR Health and Safety Representative SO Standing Orders

HSWA Health and Safety at Work Act 2015

SOLGM Society of Local Government Managers

IAP Incident Action Plan SH State Highway

IEP Initial Evaluation Procedure SNA Significant Natural Area

IQP Independent Qualified Person TECNZ Tourism Export Council of New Zealand

LGA Local Government Act TLA/TA Territorial Local Authority

LIM Land Information Memorandum WAG Welfare Advisory Group

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 Status report of Council decisions

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[D] Status report of Council decisions

Resolution Date Ref No. Subject Update

3 April 2015 15/04/328 C/4: Greymouth Civic Centre – Future of

Due diligence completed. Legal documents to transfer hall and cancel current lease are progressing. Transfer will happen as soon as possible.

14 September 2015 15/06/361 CBD Redevelopment – CBD Renewal – Shared Street - Town Square

Refer Assets Management Report.

14 November 2016 16/11/011 R9/1: Application for Road closure and purchase of part road reserve – LINZ Parcel 3699719 adjoining 858 Atarau Road

Matter ongoing. Currently on hold while applicant decides whether to proceed further.

12 December 2016 16/12/034 Water supply - Kaiata Staff have made contact with the developer but at this stage are not in a position to report back as costs are still to be clarified.

12 December 2016 16/12/037 F/9: Council’s Indigenous Forests – Approving right to access for sustainable harvesting

Decision deferred until March/April 2018.

13 March 2017 17/03/079 C4/4: History House – Status as an Earthquake prone building

See Manager Corporate Planning and Community Report.

10 July 2017 17/07/156 Sport Complexes – sustainability into the future

Sport Canterbury West Coast will be leading this discussion with Councillor Tony Coll taking part. They will report back to Council.

14 August 2017 17/08/170 E/17: Tidy up Towns Working party to report back. Urgency required as Parks & Reserves Contract is to be renewed.

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 Agenda Items

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[E] Agenda Items


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Notice of Motion – Councillor A Gibson

OUTCOME SOUGHT:

Council to determine a Notice of Motion received by the Chief Executive from Councillor Allan Gibson.

SIGNIFICANCE:

An outcome of the motion may be that consultation be undertaken.

BACKGROUND

A copy of a Motion received from Councillor A Gibson is attached.

The procedure for a Notice of Motion is dealt with in Council’s Standing Orders. The relevant portions of the Standing Orders relating to this Notice of Motion are set out below:

3.10 NOTICES OF MOTION 3.10.1 Notices of motion to be in writing Notices of motion must be in writing signed by the mover, stating the meeting at

which it is proposed that the notice of motion be considered, and must be delivered to the Chief Executive at least 5 clear working days before such meeting.

3.10.2 Refusal of notice of motion

The Chairperson may direct the Chief Executive to refuse to accept any notice of motion which: (a) Is disrespectful or which contains offensive language or statements made

with malice; or (b) Is not related to the role or functions of the local authority; or (c) Contains an ambiguity or a statement of fact or opinion which cannot

properly form part of an effective resolution, and where the mover has declined to comply with such requirements as the chief executive may make; or

(d) Is concerned with matters which are already the subject of reports or

recommendations from a committee to the meeting concerned.

Reasons for refusing a notice of motion should be provided to the proposer.


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3.10.3 Mover of notice of motion Notices of motion may not proceed in the absence of the mover, unless moved by another member authorised in writing by the mover to do so.

3.10.4 Alteration of notice of motion A notice of motion may be altered only by the mover with the consent of the meeting.

3.10.5 When notices of motion lapse Notices of motion not moved on being called for by the chairperson, shall lapse.

The Mayor, in terms of S.41A of the Local Government Act 2002 has the prerogative to appoint all committees, subcommittees, it’s Chairpersons and members and, whilst it can be argued that a Working Party is not a committee or subcommittee, it is suggested that Council asks the Mayor to make the appointments in the event of Councillor Gibson’s Motion being approved.

SUGGESTED RECOMMENDATION:

That Council determines the motion put forward by Councillor A Gibson.

RECOMMENDATION: (COUNCILLOR A GIBSON)

1. That Council appoints a working party consisting of Councillor A Gibson and another Councillor, the Assets Manager and representatives of the monument masons on the Coast and Mr Alex Woods as representative of the public and a builder to review Council’s decision to provide in its Cemetery Policy for monument masons to have a formal qualification and registration noting that:

The decision has created an effective monopoly with the Grey District,

The decision was aimed at addressing earlier quality concerns, something which potentially could have been addressed by punitive action rather than the insistence on a formal qualification, and

The decision puts Council at odds with other local authorities on the Coast and most other local authorities in New Zealand.

2. That the working party reports back to Council via the CEO as soon as possible.


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ATTACHMENT


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Notice of Motion – Councillor Sandrey

OUTCOME SOUGHT:

Council to determine a Notice of Motion received by the Chief Executive from Councillor Sandrey.

SIGNIFICANCE:

An outcome of the motion may be that consultation be undertaken.

BACKGROUND

A copy of a Motion received from Councillor Sandrey is attached.

The procedure for a Notice of Motion is dealt with in Council’s Standing Orders. The relevant portions of the Standing Orders relating to this Notice of Motion are set out below:

3.11 NOTICES OF MOTION 3.10.1 Notices of motion to be in writing Notices of motion must be in writing signed by the mover, stating the meeting at

which it is proposed that the notice of motion be considered, and must be delivered to the Chief Executive at least 5 clear working days before such meeting.

3.10.6 Refusal of notice of motion

The Chairperson may direct the Chief Executive to refuse to accept any notice of motion which: (a) Is disrespectful or which contains offensive language or statements made

with malice; or (e) Is not related to the role or functions of the local authority; or (f) Contains an ambiguity or a statement of fact or opinion which cannot

properly form part of an effective resolution, and where the mover has declined to comply with such requirements as the chief executive may make; or

(g) Is concerned with matters which are already the subject of reports or

recommendations from a committee to the meeting concerned.

Reasons for refusing a notice of motion should be provided to the proposer.


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3.10.7 Mover of notice of motion Notices of motion may not proceed in the absence of the mover, unless moved by another member authorised in writing by the mover to do so.

3.10.8 Alteration of notice of motion A notice of motion may be altered only by the mover with the consent of the meeting.

3.10.9 When notices of motion lapse Notices of motion not moved on being called for by the chairperson, shall lapse.


That Council determines the motion put forward by Councillor Sandrey.

RECOMMENDATION: (COUNCILLOR SANDREY)

That -

1. Council notes the fact that it has paid $427,000 plus GST (being the insurance settlement subject to full restoration) to the organising committee for the restoration of the Runanga Miners’ Hall.

2. Council notes the fact that it has been a requirement for that committee to take ownership of the hall without delay.

3. Council notes that ownership of the Hall still sits with Council and that there has been very little progress in restoring the Hall.

4. Given the above, Council urgently asks for:

the organising committee to take over ownership of the Hall without delay.

a progress report from the organising committee in relation to the restoration of the Hall.

a financial report in relation to the project.


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ATTACHMENT


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F/7 : Budget Carryovers from 2016/2017 Financial Year

OUTCOME SOUGHT:

That Council approves the Carryovers from the last financial year noting measures implemented to ensure that carry overs are limited to projects that cannot be undertaken for bona fide reasons beyond Council’s control.

SIGNIFICANCE:

Financially significant, however the projects and financial implications have already been fully consulted on through Council’s Annual Planning/Long Term Plan process

BACKGROUND:

The attached Table (attachment one) contains requested carryovers from last year’s approved budget together with reasons why they were not undertaken in the year that it was approved.. The carryovers total $11,124,628 (as compared to last year carryover requests of $7,617,444). There are 47 individual project lines requested to be carried forward (last year 38).

Carryovers ensure that Council still honours its agreed commitments albeit in a following financial year. Some items are requested to be carried forward to this current year’s operating budget whilst some amounts have been requested to set aside in Special Funds for future expenditure demands.

Various reasons exist why projects have been delayed or late commencing and managers are thoroughly aware of the need to avoid carryovers where at all possible. Reasons fall in three broad categories, namely:

– Council staff are faced with unexpected projects which are then undertaken at the expense of other projects. The Annual Plan is drawn up based on as close as 100% staff engagement as possible. Staff salaries not allocated against projects become direct rate funded expenditure, which needs to be avoided. Therefore, in order to manage a budgeted capital, renewal and maintenance budget, 100% of available staff are required to work on such budgeted projects. If they have to attend to new projects, some of the budgeted projects have to take second place. This has certainly happened this year with extensive staff involvement in projects like the CBD Projects, Waste to Energy and finalisation of the Westland Recreation Centre.

– The shortage of major contract Contractors is resulting in Council projects often taking “second” place in the work programmes of available Contractors who often also work elsewhere. This results in delays. Council is well aware of the significant delays this had for the Greymouth Area Sewer/Stormwater Separation Contract.

– Delays by Third Parties made it impossible for Council to execute projects. The level of work involved in securing such Third Party agreements must not be under-estimated.

However, two other factors contributed to the current carry-overs. These are:


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- Especially Asset Management has for the latter part of the financial year been faced with, at one stage two vacancies in critical roles and one long term Special Leave. One of the vacancies has since been filled but the incumbent is in a steep learning curve. It appears likely that Council will be losing another engineering staff member. Recruitment in some technical roles is very difficult especially when certain competencies are involved.

- There certainly has been a measure of over-committing to work programmes, which, despite staff working very long hours, could not be achieved.

Notwithstanding the above, the quantum of the carry-overs is disappointing. Only $4.95 million of a budgeted $16.80 million has been done. All projects on the Carry over list now has a project plan that says when designs have to be done, tenders invited, contracts awarded and the work done. This will inform any decisions re the next year’s capital programme. This requirement will now form part of any budgetary process. Staff involved will also be undertaking project management refresher training as a means of ensuring that efficiencies are optimised. Managers are well aware of the fact that over-committing too work not only impacts on staff and staff morale but also distorts financial performance.

To minimise any confusion for staff managing projects, it is recommended that carryover amounts be included in the current financial year’s detailed budget codes for monitoring expenditure where relevant. It is also a matter of public transparency, which is most important.

The carryovers do not affect the current year’s rates revenue.

OPTIONS:

1. Approve all carryovers

2. Approve some carryovers

3. Approve no carryovers

PRACTICABLE OPTION EVALUATION – OPTION 1:

Approve all carryovers.

LEGAL/STATUTORY IMPLICATIONS:

Council resolved that some of the projects would be carried out as part of the adoption of the 2016/2017 Annual Plan.

FINANCIAL IMPLICATIONS:

Total carryovers requested total $11,124,628.

The carryovers do not affect the current year’s rates revenue. If projects are stopped, but reconsidered at a later date, the costs are likely to be more affected by inflation and other cost increase drivers.


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STRATEGIC IMPLICATIONS:

All of the projects relate to some extent more or less with achieving the key outcomes of Council’s Annual Plan/LTP.

DOES IT FALL WITHIN/MEET THE PURPOSE OF LOCAL GOVERNMENT IN THE GREY DISTRICT?

These items are all part of Council’s core services. The projects have been scoped to provide the most efficient and appropriate solution for the district.

EXISTING DECISION/POLICY IMPACT

Non-completion of the projects associated with the carryovers will impact on Council’s existing decisions.

Given the nature of this item, the remaining practicable options as identifiedare not further discussed..


That

1. The carryovers as submitted in the Agenda report totalling $11,124,628 be approved and that the Corporate Services Manager amends the current financial year’s budgets to reflect the carryovers by 31 October 2017.

2. Council notes the specific reasons contributing to the need for carry-overs and the measures put in place to reduce this to what is absolutely necessary into the future.

RECOMMENDATION: (HIS WORSHIP - FINANCE)


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ATTACHMENT ONE: CARRYOVER DETAILS

Activity Project actual expenditure

approved budget

Carry-forward amount

Reasons to carryover Comment

Cemetery Gladstone Cemetery Stage 2 - 43,258 43,258 While the planned for construction in 2016/17, staff monitored the remaining number of berms which lead to a delayed start. There are now around 30 berms remaining at Gladstone and the project is moving forward.

Committed. Design complete and will be tendered in October

Council Property Preston Road - Covered Storage - 56,100 56,100 Was tendered in 2016/17 but sufficiently over budget.

Design revised and will be tendered in this financial year.

Flood Protection Flood Station Fault Alarms 172 11,701 11,529 The main communication link was put in place from Tarry Creek back to the Council offices. The final stage of the project is yet to be completed which involves bringing level control information back to the SCADA systems.

Final install of level monitoring equipment to be completed.

Parks and Reserves CBD Renewal Project 543,601 951,457 407,856 Committed. Project delays for a number of reasons such as the discovery of Coal Tar.

Ongoing project inclusive of fees

Parks and Reserves Reserves General - Other Parks 7,392 19,563 12,171 Spend delayed until new standard planting was determined and rolled out for the CBD project.

To be used to assist the renewal of Garden beds in the CBD area outside of the CBD renewal project.

Refuse Cobden Landfill Reinstatement 12,864 63,550 50,686 Project had significant external financial inputs last year from central Government.

Ongoing project inclusive of fees. Council will look to push forward and commence work on the remaining portion of the reinstatement in this financial year. Extent of work will be staged to match funding..


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approved budget



Refuse Refuse - Litter Bin Renewals 8,195 17,965 9,770 Spend delayed until new standard street furniture was rolled out for the CBD project.

To be used to assist the renewal of Litter Bins in the CBD area outside of the CBD renewal project. Combined budgets under W44

Sewer Greymouth Scheme (Stage 1 & 2) 112,740 2,603,318 2,430,473 Ongoing project with Stage 4C design about to be completed. Stage 4C has been delayed due to private property owner agreements taken significantly longer than anticipated to negotiate. Remaining minor projects will follow Stage 4C as originally planned.

Ongoing Greymouth Scheme construction,with Stage 4C design about to be completed.

Sewer Pond Upgrade 25,772 200,768 30,000 Work delayed due to wet ground conditions around the Oxidation Pond site. Fine weather is required before this work can be completed.

Required in order to complete the installation of a new flow meter on the discharge line to Seven Mile Creek.

Sewer Blackball Scheme Legalisation - 96,197 96,197 . Dependant on landowner approvals. Staff resources have not allowed this work to progress.

Required to complete legalisation of easements over private property where Council sewer mains exist. This project will be handed over to a Consultant to complete.

Sewer Dobson/Taylorville/Kaiata WW Scheme 151,061 261,021 109,960 A number of outstanding items such as two private property pumping stations and the extension of some laterals is yet to be completed. Budget also includes private property building consent fees.

Ongoing finishing works and private property building consent fees.

Sewer Runanga Misc. Replacement/Renewal –785,054 –913,269 128,215

The majority of the project is now completed. This budget is being carried forward to cover costs already committed and remaining works

Runanga Stage 2 Renewal project nearing completion. Funds required to complete

Sewer Pond Wave Band Repairs - Runanga 12,819 22,400 9,581 Work delayed due to wet ground conditions around the Oxidation Pond site. Fine weather is required before this work can be completed.

Work will be completed when the new flow meter is installed over drier period this financial year.


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approved budget



Stormwater Redirect Flow into SW system Milton Road - 7,500 7,500 Will be completed once Rugby Park completes separation of the sewer/stormwater and connect to the new sewer only lateral on Marlborough Street.

Refer to reasons.

Stormwater Misc. Replacement/Renewal 155,653 519,995 319,816 Limited staff resources have led to these projects being delayed.

Required for repairs to Arnott Height Trestle and renewal of Churchill Street Stormwater Line Design has been done for Arnotts Heights

Water Impl LifeLines Recommendations 14,258 85,060 70,802 Woks delayed while detailed investigation was completed into the Omoto reservoir.

Required for the installation of the isolation valve on

Water Water Supply Generator Weather 375 18,869 18,494 Was tendered in 2016/17 but sufficiently over budget.

Design revised and will be tendered in this financial year.

Water GM Leak Reduction/Monitoring 26,318 161,405 135,087 Limited staff resources have led to these projects being delayed

Discussions with our Contractor have been carried out and work will be progressed this finical year.

Water Greymouth Filtration Plant 17,966 80,490 62,524 This project was delayed as other projects took priority. This was the final component of the stage one treatment upgrade to house the generator in covered shed

Delayed due to other projects

Water Runanga Filtration Plant Construction 9,742 693,542 683,800 Delayed due to other projects, the lack of staff resource and fine tuning of the construction stages to reduce risk to existing consumers on the Runanga Water Supply.

This project is now on the critical time path as MOH funding will expire in August 2018. Works to commence now to provide provision for connection to the Greymouth Water Supply Trunkmain at Sids Road.

Water Dobson/Taylorville Filtration 116,924 225,782 102,244 Works complete Transfer to Special Funds reserve for Dobson-Taylorville Water Supply

Water Booster Pump - Boddytown - 35,700 35,700 This project was delayed as other projects took priority

Project is required as Council does not currently meet it requirements for firefighting flows in the Boddytown area.


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approved budget



Water Greymouth Pump Replacement/Renewal 14,207 71,967 57,760 Delayed due to staff resource. Staff have been monitoring the existing pumps onsite. Whilst the pumps and motor are operating, these funds were to replace and realise improve electrical efficiencies.

Required for High Lift Pump/motor renewal and VSD change.

Water Runanga Misc. Replacement/Renewal 38,644 64,341 25,697 Under expenditure in 2016/17 to allow some funds to move forward to assist with the planned Treatment Plant upgrade works in 2017/18.

Required to assist with Treatment Plant upgrade works in 2017/18.

Water Maintenance of Omoto Pipeline and Investigation into alternate reservoir sites

618 204,000 203,382 Investigation into alternate reservoir sites is currently underway. Delays due to limited staff resources.

Direction was given to allocate limited funds to the existing reservoir and rising main to ensure some resilience was in place. Majority of funds were to be reallocated into new reservoir site investigation. Investigation into alternate reservoir sites is currently underway and finding will be included in the upcoming LTP.

Refuse McLeans Cell 3 136,922 4,861,571 4,724,649 Waste to Energy has provided Council with another option to consider before the next cell was built. Discussion and investigation has been ongoing for many months between the parties.

Project is on hold pending Council direction around Waste to Energy. Exact funds required moving forward will need to be determined following Council resolution around cell size

Aerodrome Runway Repair/Maintenance 11,767 57,063 45,296 Money budgeted for pavement remarking on runway and ongoing pavement repair works that have started

Runway not remarked in previous year due to shorter than usual marking season. Repair works not able to be completed due to consistently bad weather and lack of resourcing.

Land Transport Non NZTA Minor Water Facilities 220 4,751 4,531 Resurfacing of patching areas at end of boat ramp

This allows for other minor maintenance works to be carried out in this area.

Land Transport Non NZTA Footpaths & Berms 60,905 73,263 12,000 Underspent Maintenance allocation This should be carried forward to help make improvements in the CBD area.


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approved budget



Land Transport Non NZTA Breakwater Maintenance 1,906 10,297 8,391 Unable to carry out resurfacing works necessary due to lack of funds

Add to this year’s allocation to allow for resealing of breakwater access road (Southern Side)

Land Transport Non NZTA Road Legalisation 13,618 31,242 17,624 Ongoing road legalisation works around the district.

This is for ongoing works especially in the Blackball Area.

Land Transport Non NZTA Street Cleaning/Sweeping 12,334 54,347 10,000 Scaled back spending to allow for over spending in other areas

This Could be used for extra cleaning works in the CBD area

Land Transport Non NZTA Upgrade Te-Kinga Boat Ramp - 11,173 11,173 Money Carried over from previous year on the Carpark construction and was for speed control humps to be installed but contractor unable to commit until this current financial year.

Work has now been completed. Speed Humps and necessary signage have now been constructed and installed.

Land Transport NZTA Sealed Pavement Maintenance 272,981 579,451 30,964 Underspent allocation after balance with overspent allocations

Money Approved for carry over by NZTA already

Land Transport NZTA Level Crossing Warning Devices 20,959 29,382 8,423 Underspent Allocation, can be used for more works in new financial year


Land Transport NZTA Network & Asset Management 336,160 398,140 61,980 Underspent Allocation, can be used for more works in new financial year


Land Transport NZTA Unsealed Road Metalling 143,505 155,000 11,495 Underspent Allocation, can be used for more works in new financial year


Land Transport NZTA Sealed Road Resurfacing 927,195 1,206,590 114,552 NZTA Share returned as underspent Local Share shown can be used for CAPEX project upgrading Street Lights to LED. This will cover majority of local Share required. Upgrades to LED currently carry 85% FAR

Land Transport NZTA Pavement Rehabilitation 286,809 380,000 93,191 Underspent Allocation, can be used for more works in new financial year


Land Transport NZTA Structures Component Replacement 170,493 257,267 86,774 Underspent Allocation, can be used for more works in new financial year



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approved budget



Land Transport NZTA Slaty Creek No1 Lake Brunner Road - 500,000 500,000 This could potentially now be reallocated to Minor Improvements as Project size has increased to $1m per project from $300k effective as from this financial year.

Needs final confirmation from NZTA but this should be carried forward and into Minor Improvements to be built.

Land Transport NZTA Minor Improvements 233,222 329,429 96,207 Underspent Allocation, can be used for more works in new financial year


Land Transport NZTA Cycle Path Maintenance 3,280 49,614 46,334 Planned For sealing works in Camerons Area


Land Transport NZTA NZTA Minor Events 136,232 170,354 34,121 Underspent Allocation can be used for more emergency works in new financial year if required.


Land Transport NZTA NZTA Roading Activity Management Plan Business Case

14,117 30,000 15,883 Part of an ongoing project Money Approved for carry over by NZTA already

Economic Development Signage, Interpretation and Public Art 12,267 21,523 9,256 The funds are tagged for projects that are in progress with our different communities.

This is the matching fund that is used to fund the community signage, interpretation and public art. Council has ongoing projects with the Moana community and the Grey Heritage Trust (pillbox project).

History House General 97,361 160,543 63,182 These funds are specific to the operation and potential relaunch/redevelopment of the History House Museum.

Council is aware that the History House was closed due to its status as an earthquake-prone building. Staff also resigned over the last financial year, and the use of those funds as well as other operational budgets will be needed for the relaunch or redevelopment of the facility.

4,946,628 16,800,218 11,124,628


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C8/4 – Pike River Disaster Relief Trust – Council approval for winding up

OUTCOME SOUGHT:

Council to consider and approve the request from the trustees of the Pike River Disaster Relief Trust (the Trust) to wind up the Trust.

SIGNIFICANCE:

As an inactive trust, this is not significant, nor does it have any direct relationship to Council operations.

BACKGROUND:

The attached written request has reference. In terms of the Trust deed, any resolution for the winding up or dissolution of the Trust must be approved by the Grey District Council.

Apart from initially being the initial instigator in establishing the trust, and a small amount of on-going administrative support provided Council has had no direct involvement in the activities of the Trust. It is noted per the attached request that the Trust has distributed all its funds and fulfilled the purpose it was set up for. As a charitable trust, this has been done in a publicly accountable manner. There is therefore no known reason that Council should not agree to the request.

Given the nature of this item the customary format headings are not covered.


That Council gives its approval for the Pike River Disaster Relief Trust to be wound up.

RECOMMENDATION: (COUNCILLOR HAY – DEPUTY MAYOR)


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ATTACHMENT ONE: LETTER FROM PIKE RIVER DISASTER RELIEF TRUST


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G/3: Smart Environmental - Financial grant to the

District for development projects

OUTCOME SOUGHT:

Council noting a grant of $30,000 from Smart Environmental to be used for development projects to be determined in consultation with them and an indication from the Company in relation to a specific project it wants to fund ex the grant.

SIGNIFICANCE:

No basis for public consultation.

BACKGROUND:

Smart Environmental as new Solid Waste contractor made a kind grant offer of $30,000 to be used by Council for development projects to be identified by Council in consultation with them.

The following email has since been received from the Company:

Mayor Tony and Councillors, I have received a request to support the Greymouth Speedway for an upcoming event to the value of $5,000. I would be really pleased to do this in conjunction with Council as part of our overall annual sponsorship of $30,000. We would be pleased to be involved in any future events, and would appreciate our input into final selections to ensure that we are all happy with the event or occasion that is being supported. Regards Grahame

Council is asked to identify projects for funding from the sponsorship for negotiation with Smart Environmental. Councillor Sandrey circulated a proposal to the Mayor and Councillors. As it had not been done as a motion, it is suggested that he raises it at the meeting together with any other suggestions that Council members may want to put forward.


That -

1. Council thanks Smart Environmental for their kind offer of the grant.

2. Council identifies how the grant should be spent, including considering the suggestion put forward by Smart Environmental and that the collective proposal formulated, be negotiated with Smart Environmental.



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F/7: Request for funding - Greymouth SPCA

OUTCOME SOUGHT:

Council notes the challenges facing the Greymouth SPCA and considers a request for funding.

SIGNIFICANCE:

The request comes outside of the Annual Plan, which is unfortunate. Notwithstanding, the likely quantum of any financial support that Council may consider is not such that it will trigger the need for public consultation.

BACKGROUND:

The following has been received from the President of Greymouth SPCA.

I realise that with the restructuring that is going on presently with all SPCA branches becoming more of a one entity under the umbrella of “ Working As One SPCA “ some will wrongfully have the impression that funding can come from National Office, We have seen first hand with regards Greymouth St John this is not how it works unfortunately. the reality is that local branches still need to fund-raise for them selves, Let me explain briefly how this "working as one" will work. any money we have in our bank account goes into a national centralised fund, but is tagged for use in our area, our own bank account balance is dropping closer to being negative with each year, meaning on our own I would say we may have had another one or two years maximum left before we would have closed the doors, then GDC would have to pick up the costs associated with animal welfare issues much like with the dog control now. With a centralised fund (all the money from all the branches) in one account that will generate more interest, we would have to produce a business case to actually access our funding that is in the national kitty. be aware the bigger branches like Auckland and Christchurch receive millions every year in bequests, smaller centres receive virtually none, all our income comes from our cat boarding facility, and generosity of Greymouth businesses and general public , without the help of two major sponsors we would not survive one year in the current environment.

Working as One will allow better support for our manager and staff, and ultimately our volunteers, A stronger voice for the animals, more influence, i.e. when approaching Central Govt on issues, better care, consistent systems, and processes etc, a stronger inspectorate, improved staff training, career opportunities. Wages, invoices will be paid from head office, the after hours phone will be manned from head office instead of one of us having the phone diverted for after hours calls. Local committees cease to exist under the new regime as we will be run from one of three regional boards, but we will be encouraged to remain on as supporter groups. Greymouth SPCA covers from Greymouth to Otira including Kumara, when heading South, and to Punakaiki and Reefton in the North so a major area in size for a small group to respond to cases of cruelty, neglect, educate Schools and Public etc.


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The last few years have seen major increases in dumping of cats and kittens in rural areas, meaning wild cats are more prevalent in areas like the Grey Valley etc, a cat can breed three times in one season with up to 8 kittens in each litter so the numbers get out of hand really quickly our own little branch had a vet bill of $20000.00 earlier this year for a TWO MONTH period, this was to cover an outbreak of cat flu which required cats to be vaccinated at our own expense, and desexing expenses, all animals in our care leave our centre desexed. We are literally run off our feet and our staff are overworked and underpaid at present. We never get enough allocation from GDC for dumping our waste at McLeans Land Fill, several years ago we made it through with the help of Ian juggling things around, nowadays our allocation has been drastically reduced so we end up running over our allocation and have to PAY to dump our used cat litter, we scrounge bag ties off everyone we can think of but there becomes a time when people become sick of you asking every year for these so we have exhausted our friendly suppliers there. Because of the afore mentioned cat flu out break which was actually two out breaks we have been approved funding from a couple of charitable groups to acquire a portacom type building and use this as a seperate isolation block to prevent the spread of such a disease in future. what I would like to see come from the Smart Environmental Fund is either one or even two of these options, 1 / money to help with paying the vet fees for desexing the animals, 2 / help with better and more realistic levels of dump fees at McLeans Pit Landfill. 3 / donation to help fit out the isolation portacom with cat cages, we have quotes for this that have come in roughly ten to fourteen thousand for a set of three using stainless and or fibreglass cages depending on which option we choose, we do not have funding approved for this usage, only the purchase of a portacom.

Clearly, the financial challenges facing the SPCA are significant.

The following general comments are offered:

- The SPCA delivers an absolutely necessary service. In the event of it no longer providing services, Council will find it as “last resort” and will probably have to assume some of the tasks. This realisation has led Council to approve an annual grant of $3,000 to the Greymouth SPCA.

- The allocation of funding for waste disposal at McLeans Landfill is done based on a fixed process. Should Council decide to assist the SPCA, it is suggested that it is done on an ex gratia basis rather than by changing the process half way through the year.

OPTIONS:

That -

1. Council accepts that the SPCA delivers a most necessary service.

2. Council, on that basis confirms its 2017/2018 Annual Plan decision to give a grant of $3,000 annually to the Greymouth SPCA.

OR

That Council notes the plight of the Greymouth SPCA and considers a higher annual grant.


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That –

1. Council accepts that the SPCA delivers a most necessary service.

2. Council, on that basis confirms its 2017/8 Annual Plan decision to give a grant of $3,000 annually to the Greymouth SPCA.

Benefits (now and into the future)

It acknowledges that the Greymouth SPCA is finding it very difficult to continue without assistance.

It is strategically prudent.

Negatives (now and into the future)

It confirms a formal responsibility for something which had not been funded up to now.

It introduces an ongoing cost.

Council has already committed to an annual grant of $3,000.

Already committed to an annual grant.

Whilst a labour of love for those involved, it is a most necessary service which will have serious consequences for Council and its community if the service is no longer available.

Council’s earlier commitment recognises this.

Given the realities involved, the option is meeting the purpose requirements per S.10 of the Local Government Act.

Status quo.


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That Council notes the plight of the Greymouth SPCA and considers a higher annual grant as part of the next Annual Plan.


It introduces a higher financial commitment to acknowledge the service by the SPCA.

It acknowledges that $3,000 may not be sufficient.


It increases the annual financial commitment denies the reality that the Greymouth SPCA delivers services that Council would otherwise have to accept responsibility for.

Council is well within its jurisdiction to take this decision.

To be determined at Annual Plan.

Refer Option 1.

Yes.

N/A.


That -

1. Council accepts that the Greymouth SPCA delivers a most necessary service.

2. Council, on that basis confirms its 2017/8 Annual Plan decision to give a grant of $3,000 annually to the Greymouth SPCA

OR

That Council refers a potential higher financial grant to the next Annual Plan.

RECOMMENDATION: (HIS WORSHIP – FINANCE)


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P/10: Property Purchase 1370 Lake Brunner Road – Proposed safer roading intersection alignment

OUTCOME SOUGHT:

Purchase of the old School House and land situated at 1370 Lake Brunner Road from the Ministry of Education as a means of facilitating the implementation of a safer intersection alignment.

SIGNIFICANCE:

Not considered significant in terms of the Engagement Policy.

BACKGROUND:

Please refer to the attached letter, plans and aerial photograph provided by Darroch Limited of 17 August 2017, included as Attachment A. The reference to another Council is a typing error.

Darroch Limited acting on behalf of the Ministry of Education, have been engaged to dispose of Crown owned land situated at 1370 Lake Brunner Road.

This property has historically been used as teacher’s accommodation when the Rotomanu School was open. Since the schools closure the property has been rented out by the Ministry. Now the property is no longer being used for its intended purpose it has effectively become surplus to requirements and is now being put up for disposal by the Ministry. Given that it is Crown owns the land there is a very clear process that must be followed when it is disposed of.

Darroch Limited have approached Council to gauge if it is interested in acquiring this land pursuant to Section 50 of the Public Works Act 1981 and subject to the Ngai Tahu Claim Settlement Act 1998.

Staff do not have authority to directly purchase land when offered and this requires a decision of Council to approve any purchase.

Staff have already responded in part to the letter and addressed the requirements for items, one, two and four in the first page of the letter. This has effectively secured a delay in the proceedings until the October Council Meeting is able to address the options for purchase of this land.

The section in question is situated on a 900 bend on Lake Brunner Road at Rotomanu. Council have already acquired a small corner portion of this land where the road occupied it many years ago but was unable at the time to purchase the rest of the section as it was still being used by the Ministry of Education.

This corner is a tight section of road and there have been numerous crashes here over the years due to the fast approaches from either side. Engineering staff have only been able to carry out limited improvement works on this intersection/bend due to the nature of the site layout. Acquisition of this piece of land will enable the removal of the house and realignment of the road to ease the corner and significantly improve road safety in this dangerous area.


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In the last five years there has been one minor and one serious injury crashes reported at this intersection. In the last ten years there have been four minor and one serious crashes reported at this intersection.

Staff considered to making it into a T-junction with traffic from Moana having to stop. However, this is not deemed practicable as the higher volume road will stop whilst the lower volume road (Bell Hill) will have right of way. Staff Traffic Engineers have real concerns that such an arrangement may result in even more accidents. On that basis, it is not deemed a practicable option.

It must be accepted that the speed limit in the area will be reduced whether the solution as offered goes through or not.

OPTIONS:

Other than the status quo, there are two options presented for consideration:

Option 1: Grant approval to purchase/acquire the land for a public/local work.

Option 2: Decline approval and declare no interest in the land, accepting the status quo at the intersection.


Grant approval to purchase/acquire the land.

Depending on the outcome of talks between LINZ, Ngai Tahu and Darroch there are effectively four options for land acquisition/purchase available.

1. Purchase the property from Ngai Tahu Property.

2. Purchase the property on the open market should Ngai Tahu decline to purchase after the Right of First Refusal (RFR) offer is made.

3. Lease the land from the Crown for a term of less than 50 years or have the property vested in the Grey District Council under the Reserves Act 1977, as long as the lease or vesting did not fall within the definition of “disposal” under the RFR.

4. Compensate Ngai Tahu for agreeing to provide a waiver of the RFR, if Ngai Tahu deem it appropriate for the Iwi on a “without prejudice” basis.

For this option assessment it is assumed Council would purchase and vest the property, sell the house for relocation, then proceed with the safety improvement works. The safety improvement works would be a NZTA financially assisted project.


Provides for safety improvements at this corner/intersection.

Disposal of the House from the site could potentially recoup some of the costs involved in the acquisition of the land.

The social costs of various crashes are recorded by NZTA and detailed as $4,729,000 for a Fatality, $912,000 For Serious Injury, and $99,000 for Minor Injury Crashes. Prevention of these accidents by improving the corner geometry could be seen to be indirect cost benefits/savings of the work being carried out.


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This is an unexpected and unbudgeted expense at a time when council are looking more closely at ways to save costs. Latest valuation of this property is $138,000. As can be inferred from the above there are likely to be other added costs such as compensation and fees. Estimated total costs could be $165,000.

Legal and statutory processes will be followed. Council as a Road Controlling Authority has a duty to address dangerous situations.

Estimated to be $165,000 plus GST if any. The cost can be funded against ex Roading funds carried over from last year’s budget. The actual realignment of the road over the property to be purchased will be funded fully from NZTA budgets.

Deemed to meet Council’s overall vision and relevant community outcomes. This is deemed the most practical way to deal with a currently dangerous intersection. The property is currently available for sale. If it is to be sold to a third party, the current intersection alignment will have to be retained in spite of the large number of accidents in the area. It will be an opportunity lost.

Deemed to meet the purpose.

There are currently no known Council decisions that relate to this matter.


Decline the offer and declare no interest in this land.


Saves an unexpected/unplanned expense.


To not acquire this land and eventually realign the road means that only limited options are available here for ongoing road improvements. This could in turn lead to continuing crashes at this intersection.

Loss on an opportunity to purchase. If in the future Council decides to reconsider the matter, costs could be higher.

Not applicable.


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No direct financial implications. However, it must be accepted that higher crash statistics will remain.

May not meet the intent of Council’s vision and community outcomes. It certainly loses an available opportunity.

No applicable.

Status quo.


That -

1. Council approves the purchase/acquisition of the relevant land at 1370 Lake Brunner Road as a means of facilitating a road realignment that will reduce the number of traffic accidents and mandates staff to negotiate the purchase at a cost of no more than $165,000 (plus GST if any) funded from the NZTA Minor Improvement budget carry-over,

OR

2. Council thanks Darroch Limited for the offer and consideration in this matter but officially declare no interest in this property, but asks staff to pursue other matters that will make the intersection safer for use.

RECOMMENDATION: (COUNCILLOR HADDOCK – LAND TRANSPORT)


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ATTACHMENT A


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S/29: Using good planning to address impacts of a Climate Change on coastal communities

OUTCOME SOUGHT:

Council acknowledges the need for competent planning as a means of providing for the impacts of Climate Change, including rising seas on coastal communities.

SIGNIFICANCE:

Any policy forthcoming will have to be consulted on.

BACKGROUND:

It is undeniable that the Mean High Water Spring (MHWS) is migrating towards land and that the rate of migration is ever increasing. The threat to property in Rapahoe is part of a separate item on this agenda and highlights the reality that property along the foreshore may have to be abandoned over the next 20 years!

It would be unfortunate if the realities facing Council and the relevant properties is allowed to be overtaken by a debate whether or not climate change is or isn’t a reality. The evidence that sea levels are rising is undeniable irrespective of the causes of the phenomenon.

There are also other impacts involved.

Local authorities should be pro-active in managing the issue into the future. Council has been pro-active in making any development within 100m of the MHWS subject to Resource Consent. Hard engineering solutions (i.e. stopbanks, floodwalls groynes etc.) have also been used in cases but the cost of such solutions (and the reality that it remains a temporary solution) make it only partially successful and inappropriate in cases. In New Zealand the concept of managed retreat has become the default solution and Council has to accept that this will also become applicable in our District.

As West Coast local authorities, we can investigate and identify planning measures that may extend the time until managed retreat unavoidable. The WCRC will play a leading role in any such initiative. The attached article shows other local authorities looking at measures to manage the impact of rising seas on their coastal communities.

The purpose hereof is to suggest the creation of a Think Tank as an informal structure between the four Coast local authorities with a mandate to investigate and identify measures aimed at reducing the impact of Climate Change and, in particular rising seas on coastal communities and to develop a series of recommendations for the respective Councils to consider. In the case of Council, the persons likely to represent Council on the Think Tank would be the Planning Councillor and the Services Councillor with the Environmental Services Manager (he will likely involve the Planning Team Leader) and Assets Manager acting as advisors.

Given the nature of the item, the customary format issues are not covered.


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That -

1. Council confirms the need for pro-active management of Climate Change impacts including the ever-increasing threat of rising seas on coastal communities.

2. Council suggests to Buller District Council, Westland District Council and West Coast Regional Council; that the West Coast Regional Council takes the lead in setting up a Think Tank as an informal association between the local authorities with a view to identifying and formulating recommendations to the individual Councils on how to collectively manage Climate Change into the future.

RECOMMENDATION: (COUNCILLOR BECKER – RESOURCE MANAGEMENT)


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S/29: Rapahoe - Inundation from a rising Sea - Status

report

OUTCOME SOUGHT:

That Council notes the contents of the latest NIWA Report on Inundation of Rapahoe Township and seeks a coordinated approach to addressing the problem with the West Coast Regional Council (WCRC).

SIGNIFICANCE:

The primary responsibility to deal with the issue lies with WCRC. That Council is planning to undertake consultation with the affected community and it would be prudent to undertake the consultation jointly.

BACKGROUND:

The attention of Council is kindly drawn to the attached report prepared by NIWA. For purposes of this report, attention is, in particular drawn to the following two specific comments:

- “There is nothing to suggest that since 2006 erosion in general is getting worse at Rapahoe.” However, the report does explain this against the background that the remaining rock formation base for Beach Road and the temporary wall that has been put in place, slow the process down.

- “…and while not a critical risk from erosion in the short-medium term, this along with the increased flood risk suggest that opportunities should be explored to relocate these buildings over the next one or two decades as they reach the end of their useful life and to control any upgrade or future rebuilding in their present locations.”

This report links back to earlier reports, all of which show that the Mean High Water Spring (MHWS) is migrating inland. This report gives a timeline of 10-20 years. The report also refers to the exposure of the area to higher rainfall and potentially run-off. It must therefore be accepted that the entire geo-morphology of the area is under scrutiny.

The WCRC carries the primary responsibility in terms of its Soil Conservation and Rivers Control functions, their Coastal Plan and other statutory functions. Our Council’s responsibilities in relation to the issue relate to the residents as its constituents and also regulating future development in the affected zone. –

The District Plan provides for a 100 m setback rule requiring a Resource Consent for any building development within 100 metres from the MHWS. Therefore, should an application be received for any building development in the affected area, it will be subject to Resource Consent. A report from a Coastal Expert indicating how any such development can be undertaken safely is a requirement for any such application to be approved. Not only are there rules associated with this type of activity but the natural hazard section of the District Plan clearly explains Rapahoe as being an issue for coastal erosion and sea level rise.


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As per the 2017 amendments to the Resource Management Act (RMA) section 6, Matters of National Importance have inserted (h) which states:

“…all persons exercising functions and powers…in relation to managing the use, development, and protection of natural and physical resources, shall recognise and provide for the following matters of national importance…(h) the management of significant risks from natural hazards”. Accordingly, this issue has been elevated to national importance. Section 6 of part 2 of the RMA is a section that Council must assess as part of any resource consent application and can decline for this reason.

It appears that the NIWA report suggests that no new development in the area be approved. This represents “managed retreat” indicating that there is every acceptance that the land will, in time become beach or seabed.

The Building Act identifies legal requirements in terms of Building Law:

S.71 provides that a Building Consent Authority must refuse to grant building work on land that is subject to 1 or more natural hazards (inundation) or the proposed building work will worsen, or result in a natural hazard on that land or any other property.

S.72 provides that a Building Consent Authority must grant a building consent if it is satisfied the proposed passes three tests.

The Building Code Clause E1 requires buildings and site work to be constructed in a way that protects people and other property from the adverse effects of surface water. Clause E1.3.2 requires that floor levels are set above the 50-year flood level. Whether the building will need to comply with the 50-year flood level requirement or whether section 112 applies (in that the building continues to comply with Clause E1 to the same extent as before any alteration) will depend on specific circumstances.

It is noted that this report is already being placed on Land Information Memorandums (LIMs).

Other legislation places a responsibility on Council. These include:

- The Civil Defence and Emergency Management Act

- The Health Act

Obviously Council also has services in the area in the form of streets, and reticulation services.

The Councils have joint responsibilities for that community and its continued safety. The Rapahoe community are ratepayers who deserve from both Local Authorities, a consistent approach to dealing with it, open, frank and honest communication and assistance in something with the potential to turn their lives and futures upside down. Like with most, many of them have total financial equity invested in their homes, an investment which has a shortened and much restricted finite life.

Given the nature of the report, the customary format issues are not covered.


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That -

1. Council notes the contents of the report and, in particular the NIWA report and its findings in relation to the exposure of Rapahoe to a changing geomorphology.

2. Council seeks to coordinate an action plan with West Coast Regional Council as soon as possible.

RECOMMENDATION: (COUNCILLOR BECKER-RESOURCE MANAGEMENT; COUNCILLOR SANDREY- STORMWATER)


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REPORT FROM NIWA


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Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 Reports from Organisations

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[F] Reports from Organisations

Greymouth Business & Promotion Association Minutes dated 4 September 2017 (page 77-78)


That the Minutes of the Greymouth Business & Promotion Association Minutes dated 4 September 2017 be received.

Grey District Youth Trust Minutes dated 18 September 2017(page 79)


That the Minutes of the Grey District Youth Trust Minutes dated 18 September 2017 be received.


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Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 Miscellaneous Items

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[G] Miscellaneous Items

Documents Signed


That the following documents be ratified:

1. Instrument creating esplanade strip between Fern Valley Fresh ltd and Grey District Council (Seven Mile Creek)

2. Lease Instrument and Consent to Registration of Transmission between Grey District Council to PM Anderson being land at 93 Blake Street, Blaketown


Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 Departmental Reports

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[H] Departmental Reports

Corporate Services Report - (pages 81-87)


That the report be received and noted.


Corporate Planning & Community Report - (pages 88-98)




Assets & Engineering Report - (pages 99-106)




Environmental Services Report - (pages 107-112)




Port of Greymouth Report - (pages 113-115)





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Corporate Services

AUDIT/ANNUAL REPORT/ANNUAL PLAN/LTP:

Work is focussing on finalsing the 2016/2017 Annual Accounts. Council has revalued the majority value of its Property Plant and Equipment for this Annual Report (currently on a three yearly revaluation cycle). Audit were on-site for latter September.

Work is continuing on updating and refining the financial modelling system to be used for the 2018 – 2028 LTP.

IT:

Work is continuing towards the implementation of Electronic Content Management System (document management system) as a joint project with Buller District Council. The project plan is aiming for a go-live in early 2018. This will be the most significant transformation in information management for Council since the introduction of computers.

All other issues have been dealt with in-house by Council’s staff.

RATES & CUSTOMER SERVICES:

Work has remained busy dealing with rebate applications and following up with overdue ratepayers who are overdue with the 1st instalment and beyond.

RATING_YEAR total applications

average rebate granted *

total rebates

2018 (to 26 September 2017) 502 $573.22 $287,758

2017 (complete year) 616 $564.88 $347,967

2016 (complete year) 604 $576.61 $348,274

2015 (complete year) 583 $560.63 $326,846

2014 (complete year) 569 $548.51 $312,103

* Maximum rebate available $620 and ratepayers have until 30 June to apply for a current years rebate.

From the Council business side of the centre, things continue to be steady with Rates Rebates, Rubbish Bag Ties, and the odd bit of photocopying.

As with the NZ Post Agency, things have been fairly steady with Parcels and Bill Pays.

DATE RANGE

GREY DISTRICT NZ POST AGENCY


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COUNCIL CUSTOMERS

CUSTOMERS

25 Aug to 22 Sept 2017 43 158

Year to date 201 370

Total last year for whole year 555 1,787

Totals include paying Customers, non-paying Customers – dropping/picking up mail, and general Council enquires.

COUNCIL’S PROPERTY PORTFOLIO:

Council currently has 124 active land leases (Council as lessor).

Council currently has 148 active “licences to occupy” (road reserve rental, grazing licences etc…).

Staff remain busy dealing with a steady number of enquiries pertaining to new leases, freeholdings and general property enquiries.

RETIREMENT HOUSING PORTFOLIO

August 2017

Work Order 17/18 This Month Actuals

17/18 YTD Actuals

Significant items to note

Grand Total 6,604 14,905

00000083. Retirement Housing - Blackmore Street 558 1,382

00000084. Retirement Housing - Blaketown 1,500 3,792 Professional flat clean

00000085. Retirement Housing - Cowper Street 463 1,458

00000086. Retirement Housing - Murray Street 217 469

00000087. Retirement Housing - Ngarimu Street 1,142 1,907

Installation of security lights

00000088. Retirement Housing - Shakespeare Street 333 470

00000089. Retirement Housing - Threadneedle Street 490 1,001

00000090. Retirement Housing - Dobson 876 1,535

00000091. Retirement Housing - Runanga 408 1,065

00000593. Retirement Housing - General 617 1,827


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SUNSHINE COACH

Hire of the Sunshine Coach September 2017:

Organisation type Duration of hire

Destination

School 5 Christchurch

Special Olympics 2 Christchurch

School 1 Franz Josef

School 1 Greymouth

School 1 Springs Junction

Distance travelled for the month of August 1,972km

Total odometer reading 152,270 km

Unfortunately two incidents this month, with the incorrect fuel being put in the Coach on one occasion and damage being done to the roof of the coach when it was backed into a carport. Costs for both incidents will be returned to the parties involved.

IN HOUSE TASK FORCE

Reporting period 17 August to 17 September 2017

59 tasks have been completed during this reporting period.

Work was as follows:

118 Reid Street 7 Merrick Street

2 Cromarty Street 46 Packers Quay

3 Reid Street 13 Seven Mile Road

23 Packers Quay 89 Preston Road

7 Preston Road

South Beach Pony Club berms and banks

Main South Road edges

Runanga berms

Abbeyfield section

Cancer Society lawns

South end of Preston Road

Bute Street drain banks


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Aerodrome Road fenceline

Aorodrome Road car park area

Kotuku School grounds

Star United area

South end of Waterwalk Road

Preston Road berms

Tasman Street embankment

Cowper Street pump station area

Bill Glynn Memorial

Liddells

Waterwalk Road

Clean Dixon Park BBQ’s

Small task at the library

Paper recycling

Clean up debris from the forecourt at 106 High Street

General yard work

Animal capture task for M Malloch

Make up a bee friendly garden in Preston Road

Generator running

Aquarium maintenance

Various small tasks at Council

No injury accidents occurred


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COUNCIL WEBSITE: WWW.GREYDC.GOVT.NZ

27 August 2017 – 25 September 2017 (with previous month comparative)


Page | 87 of 123


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Corporate Planning & Community

MUSEUM & LIBRARY SERVICES

Statistics for August 2017 are reported in this document. Financial reports include GST.

History House Museum Strategic Working Group

At its meeting on Monday 14 August, the Grey District Council decided to form a working group to recommend a strategic approach and a clear pathway for implementation. The Working Group comprises three members of Council, three members of the Friends of History House in addition to the Manager Corporate Planning & Community and the Manager Library & Museum Services.

On Wednesday 13 August, staff met with the three Friends of History House members: Mary Trayes, Paul Schramm and John Boyes and their alternate, Katrina Brown and provided the same tour of the History House and Harbour Board buildings and the Pioneer Library that councillors followed prior to their council meeting on Monday 1 August.

The first meeting of the working group took place on Tuesday 19 September. There is an intention to meet fortnightly until December to prepare a proposal for Council’s consideration at their first meeting in 2018.

This

month

This month

last year

2017-18 Year to

date

2016-17 Year to

date

Visitors

0 193 0 364

Research Requests

5 20 10 31

Photographs Sold

0 22 0 32

Programmes and outreach:

During August 173 people took part in 21 events or outreach programmes organised by the Library including story time, delivery of books to housebound residents, and visits to local schools.

Spark JUMP Initiative

Spark JUMP is an initiative of the Spark Foundation and the 20/20 Communications Trust which provides subsidised broadband to families without internet access who have school-aged children who live in areas that have access to the 4G network.


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In September, the Grey District Library signed an MOU with the 20/20 Communications Trust to act as a local delivery agent for this initiative in the Grey District. Sessions will be scheduled for parents and caregivers to receive a modem and wireless broadband connection for $15, providing 30GB of access with no fixed term contract. As a pre-pay service, the modem can be topped up at any time in the same way as pre-pay mobile phones.

We are delighted to be involved in such an initiative as access to the internet is critical in getting all our children better placed to succeed in school and later in life. This will help to close the skills gap between families who can afford home broadband and those who can’t.

Summer Reading Challenge 2017-18

Each year the Grey District Library in conjunction with local schools, offers school-aged children a Summer Reading Challenge. A submission for funding support from Pub Charity is being prepared for a 13th October deadline which will help cover the cost of incentive prizes. Letters of support are being sought from local school principals and the response has been very good. The Mayor has also provided his letter of support and these all go towards a strong application.

Displays

Highlighting the election and political parties

Animal stories

In the children’s area, spotlight on horses

This

month

This month

last year

2017-18 Year to

date

2016-17 Year to

date

Membership

New 49 37 81 84

TOTAL borrowers 10,445 10,063 N/A N/A

Collection

New items 362 at a cost of

$6,076

303 at a cost of

$4,967

712 at a cost of

$15,544

611 at a cost of

$14,243

Physical items:

Greymouth 31,540 32,276 N/A N/A

Runanga 2,657 2,032 N/A N/A

SUB-TOTAL 34,197 34,308 N/A N/A


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Online items:

GDL Members 664 573 N/A N/A

Shared with

Consortium 13,879 8,195 N/A N/A

TOTAL 48,740 43,076 N/A N/A

Issues

Physical items 7,132 7,433 14,081 14,958

Online items 262 145 527 598

TOTAL 7,394 7,578 14,608 15,256

Reserves

Physical items 128 106 246 230

Online items 41 20 63 48

TOTAL 169 126 309 278

Digital Literacy Training

Number of classes 9 4 13 5

Numbers attending 42 14 47 16

Foot traffic 10,885 11,974 23,120 25,106

Aotearoa People’s Network Kaharoa

Week 1 Week 2 Week 3 Week 4

70.5%

69.8%

last year

66.8%

60.1%

last year

63.7%

65.2%

last year

70.3%

70.9%

last year

Last 30

days

Same time last

year

Last 365

days

Same time last

year

1,444 1,276 23,654 22,198

Runanga Library This

month

This

month

last year

2017-18

Year to

date

2016-17

Year to

date

Issues 69 58 93 104

New members 0 0 0 0

Income $50.30 $29.00 $76.30 $67.00

Foot traffic 29 28 36 53


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WESTLAND RECREATION CENTRE

***Due to a change in our reporting system, we are still struggling to produce accurate user numbers. We are hoping to have this resolved for our report to Council next month.

The Swim School crew have been busy catching up on multiple projects which

have been on the back-burner for quite some time. We are also enjoying this

time to do some major planning and prep work for ‘The Relaunch’ –

ultimately we want to push and market our unique programmes, get

underway with a few new ideas and really stress the importance of what we

teach – marketing to all ages and all abilities.

We are going to run a Holiday Programme in Runanga for the upcoming

October school holidays – we have broadened our usual swimming and water

safety focus to a general safety and survival focus for 10-13year olds because

of the unsafe temperature of Spring Creek Pool. We are very excited to have

the support and involvement of FENZ, Police, St Johns, LandSAR, NZ Army,

Coastguard and Surf Lifesaving for this programme.

Currently we are looking for new swim tutors – we will need new tutors to

resume our normal programming when the pool is back up and running.

Week Class Average Total Notes

21 August 2017 12.15 316

28 August 2017 12.65 329

4 September 2017 12.92 349

11 September 2017 13.46 350

18 September 2017 13.04 307

TOTAL 1651

1.1.3.2 AQUACISE CLASSES

Week Class Average Total Notes

21 August 2017 9.0 63

28 August 2017 11.14 78

TOTAL 10.07 141 Pool shut 2 Sept.


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The replacement of the beams has commenced this month. GDC senior management team receives weekly progress reports from WRC manager.

Week 1: Project commenced on 2 September, lap pool was drained successfully without any incidents. CYB started with preparations on 4 September. David Bennison from Ian Coomes, now the supplier of Myrtha lining inspected the lining on Tuesday 5 September. A list of concerns was discussed and we await feedback from them.

The pool floor has been covered by cloth, black plastic and sheets of plywood. The two scissor lifts arrived and are currently in the lap pool and preparation work started on the beams. A safety barrier was installed around the deep end of the pool to protect workers on the floor. The combined pools were drained and covered with the pool covers for dust prevention.

Week 2: The props were assembled this week. It was a time consuming process as margin for error cannot exceed more than 3mm.

David Browne Contracting has arranged for filters to protect the ventilation system from dust. These filters will be installed the week of 25 September.

Dr Alan Reay was on site on Wednesday 20 September.

No health and safety issues to report.

Week 3: Two rows of props were installed and CYB worked on assembling the platforms, which will be hoisted into position to allow cutting of the existing beams and installation of new ones.

CYB had a number of set-backs including having to move props which had been installed to supplied dimensions, so these aligned with the centre of existing purlins.

The props were installed according to the drawings, conscious that their positions are determined by the platform dimensions, which have also been made to drawings and had to be disassembled and re-assembled. There is an alignment issue with the platform cross-members and the team is awaiting approval of detail discussed on site with Engenium, so these can be altered and proceed with the work.

The peer review has produced some extra work which CYB will proceed with and record the time and materials taken; there is also likely to be work required to strengthen the existing purlin/beam connection.

All of these items will have cost implications.

The coating system for the new beams has been agreed and approved as Resene oil-based polyurethane, which was one of four options recommended by Resene. The beams are to be coated prior to installation if possible.

The consent for the structural work has been processed. The new beams have been moved to prepare them for the last coat of sealer. There are a few issues in regards to the platform but E-Quip engineering are on site to address the issues.


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The curtain will be fixed after the beam repairs as all parties involved were not available beforehand.

CYB will complete the work when staff can be allocated to it.

The frame of the sauna door is loose due to heat, it would not take much work to secure the frame and this has been added to the maintenance list.

A ‘tanking and coating’ solution is being investigated and priced to replace the poor tiling in the change rooms. Once we have the pricing we can evaluate against current operational budgets. The repair may have to be phased over time.

The pool has been offered to the swim school, swim club and surf lifesaving from 1 October as an alternative venue to WRC.

On 21 September we ran a trial with the diesel fuel heater as part of a test to find out if we can increase the temperature of the pool environment and the possible impact on water temperature. All the parties were invited to meet at the pool to provide us with their feedback. The water temperature was 13 degrees Celsius and increased slightly to 15 degrees which is 5 degrees under the Pool Safe NZ limit for open water swimmers.

After testing the water all parties agreed that WRC staff will continue to monitor the temperature fortnightly and report back to them. At this point in time they deemed the temperature as unsafe and dangerous for children. The swim club will continue to use Hokitika pool until the temperature at Spring Creek Pool has raised to save levels.

COMMUNICATIONS AND INFORMATION MANAGEMENT

PAGE/SITE LIKES LAST

MONTH CHANGE REACH

LAST MONTH

CHANGE

Grey District Council Facebook page

2,439 2,434 10,931 58,269

The Heart of the #WestCoastNZ Facebook page

876 877 877 890

What’s On Greymouth Facebook page

1,737 1,731 1,877 8,179

The Real Stories Facebook page

538 535 1,240 1,198

Westland Recreation Centre Facebook page

1,850 1,803 17,769 13,274


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Grey District Library Facebook page

371 364 3,151 2,121

Greymouth_nz Instagram account

417 391 N/A

GreyDistrict Twitter account

595 591 N/A

Greymouth NZ Twitter account

708 706 N/A

Current reach figures are for the 28 days prior to 24 September 2017.

‘Likes’ are the number of people who like or follow the page or account.

‘Reach’ is the total number of people who saw the posts and number of times people have engaged with the posts through likes, comments, shares and more. Note: This figure changes frequently and is highly dependent on the activity from the previous month, i.e. more events and topical news will increase engagement and reach.

Our pages/sites and their purpose

Grey District Council Facebook page Sharing critical operational information & general information about Council and District activities.

The Heart of the #WestCoastNZ Facebook page

Posts about the Community Economic Development Strategy and all of its projects.

What’s On Greymouth Facebook page Information about events in and around our District for locals and tourists.

The Real Stories Facebook page A forum for our community to tell the ‘real stories’ about our place & celebrate all that we have here in the Grey District and the wider West Coast region.

Westland Recreation Centre Facebook page

Sharing events, activities and general information about the Westland Recreation Centre.

Grey District Library Facebook page Sharing upcoming library events and general information about Library activities.

Greymouth_nz Instagram account Showcasing gorgeous Greymouth and the odd bit of Council news.

Grey District Council Twitter account Tweets about operational information & general information about the Grey District Council and activities.

Greymouth NZ Twitter account Tweets from the 'heart' of the West Coast NZ about the Grey District, a family friendly adventure hub and ideal base for exploring the West Coast.


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Following the popularity of the photo of the second largest bulldozer in the world last month on the Grey District Council Facebook page (it was shared 104 times and reached 39,296 people), reach has predictably decreased last month.

A revised content plan was put in place for the Westland Recreation Centre Facebook page. Users are reacting positively to the increased content, especially the daily class and activity listings. Page likes increased by almost 50 last month.

Work has started on the November Council newsletter, which will be sent out to ratepayers with the next rates instalment at the beginning of November.

The Senior Communications Officer will shortly be starting on the Annual

Report Summary.

There is no public consultation being undertaken at present.

Outcomes from recent public consultation can be found on our website, www.greydc.govt.nz/consultation.

PROJECTS AND PARTNERSHIPS - ECONOMIC DEVELOPMENT

Staff are currently finalising the details for the supply of power and lighting to the event. These are the last of the details required for the contract. Once these final steps are complete, staff will be in the position to finalise the contract or come back to Council for approval if the requirements are outside of Council’s original decision.

The Tourism Infrastructure Fund (TIF) application has been made and has been confirmed as eligible by Ministry of Business Innovation and Employment (MBIE) under their criteria. We await the outcome of this application to know if we have been successful. The application was for toilets, carpark, security lighting, information boards, bike stands, Wi-Fi router and BBQ facilities to be established in the skate park and surrounding locations of the Blackball shops. This application has been made with support and significant input from the Blackball community, DOC and draws upon best practice for infrastructure as well as awareness of TWC, Growth Study and Action Plan for delivering economic stimulus to local economies.

The Great Walk brand will be marketed by Air NZ and other partners internationally, with Blackball as the official starting point. The DOC has confirmed forecast activity to be: “On busy days, up to 56 people will be staying

http://www.greydc.govt.nz/consultation


Page | 96 of 123

overnight on the track and in addition cyclists are expected to carry out day trips from Blackball. Use of the track is projected to be 5000 – 7000 visitors per annum in 2019/2020 and increase in the following years.”

Following the engagement work to support the Blackball Open Day event in September, GDC has provided additional information about Council services to the shop in Blackball upon request from the wider community, i.e. pamphlets. The community has also received information about GDC infrastructure development and plans, i.e. culvert and road widening works to be completed.

This project awaits the finalisation of the deal between Mawhera Inc. and the Millennium Hotel. It is part of the whole concept and when it goes ahead, it will require staff time to find tenants and develop a business model. Staff maintain communication with innovation hubs and co-working spaces to understand the challenges and opportunities faced by other towns and regions in New Zealand, as well as in the rest of the world.

Contributions from staff are made via TPP’s Programme Advisory Communities (PAC’s) for Business and Information Communication and technology; digital events as part of a Digital Economy Plan are underway.

GDC staff attended this event on 16 September 2017, with two stalls; Council and the Westland Recreation Centre (WRC) with information and staff on hand to answer questions about the types of opportunities available.

We had enquiries about careers in accounting, support for an up-cycling project and opportunities to partner with an organisation that focuses on the needs of children with special needs, as we develop our CBD area in Greymouth.

The WRC stall had several enquires in regards to career pathways leading into lifeguarding, swim school tutors, gym floor and group fitness instructors as well as personal trainers.

Staff have been working with the i-Site, TWC and other local businesses and have developed a draft marketing plan. Staff are currently pricing some of the prioritised actions, including the development of video content, hero imagery, social media, printed publications, famils and national and international trade shows. The plan also includes promotion of the Westland Recreation Centre, visitor information to the District and Greymouth CBD as well as sports activities and events.


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Following support under the Annual Plan, Council has provided guidance for planter box locations in the CBD. Already Council support has encouraged other local businesses to get on board and support a project that benefits residents, visitors and a growing number of business owners.

We await feedback from Canterbury Employer’s Chamber of Commerce in respect of how they might support a business group in the district and or region.

Collecting Data and Analysis

Council has partnered with TPP and the West Coast Trades Academy to conduct a survey of local businesses. This work is ongoing, but so far the themes emerging include lack of connection to other business owners, lack of trust in available advice for digital and technology, need for recruits that have strong work ethic, desire to source local goods and services.

We are also conducting more surveys and develop a digital version for more efficient data collection.

Unchanged and completed in 2016, this work continues to be a useful resource that builds and maintains an updated view of resident needs across the district. Last year’s section focused on digital use.

New technology projects from central government remain of interest and we maintain watching brief on opportunities that may be appropriate for our residents, including Ministry of Social Development (Pilot to project to create digital jobs into businesses) and Department of Internal Affairs. These may be useful partners or sponsors for digital plans and events in the future.

Social Enterprise World Forum 2017 (SEWF 2017), a global event, takes place in Christchurch from 27-30 September 2017.

On 20 September, GDC hosted an event for local social enterprises, hosted by CoRe at the New Coasters office in Greymouth. This was an opportunity for local business owners to meet each other before attending the event, but also for those not able to attend the event to learn more about social enterprise.

Business owners and others from Grey will travel to Social Enterprise World Forum in Christchurch in September 2017, including Penny Kirk (DIA), Amelia How (Future Leaders’ Candidate), Denise Kilpatrick (Dragonfly Catering), Richard Mons (The Life Boat NZ) and Cassandra Struve (CoRe).


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A new Facebook page called ‘Social Enterprise West Coast/ Tai Poutini’ for Social Enterprises on the West Coast has been established, if Councillors wish to invite other Social Enterprises to the page this would help support this business

No further updates at this time.

Updates of accomplished projects and follow on projects are required to build on and support the Greymouth CBD Development, growth of entrepreneurism, improved service, develop District marketing, Digital Economy Plan and the Poutini West Coast Growth Study.

Staff have continued to maintain contact with local businesses impacted by the Town Square and Shared Street construction project.

The development of this plan including events, follows best practice, is focused on developing the skills and capability in our community. Partnering with Tai Poutini Polytechnic, new digital programmes have been launched and GDC maintains a link to TPP’s Digital Programme Advisory Committee.

Mike Shaffrey, from MBIE, will shortly host a meeting to begin this work. More information to follow after this meeting.

At the time of writing this report, Chris Steele, the Chair of the Trust has stepped down and a special meeting has been called on 29 September.

The West Coast Wilderness Trail Trust continues to go from strength to strength by growing its Official Partners Programme and maintaining relationships with MBIE, NZCT and the Councils. The focus continues to be on the website and marketing of the Trail; and the Trust will also be putting more time and energy into revenue generation and measuring the economic benefits of the Trail.


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Assets & Engineering

Report for the September 2017.

CRITICAL PROJECTS

The Greymouth Stage 4C sewer separation design is nearing completion. Staff have received the preliminary design and are now awaiting updates to be completed by the Consultant. Negotiations with the private landowners involved has added to the timeframe and staff are now updating the private property agreements and hope to have final sign off from property owners by the Council meeting in October. Once the design is finalised, private property agreements approved and the specification is finalised, the tender will be released to the market.

Staff continue to monitor the situation in Palmerston Street. While vented access chamber lids are still to be installed, no further feedback has been received from the property owners. Vented access chamber lids will still proceed in the near future.

No further progress on outstanding items has been achieved this month.

Staff have progressed the connection point to the Greymouth Water Supply. The installation of this connection is planned to occur on Thursday 5 October 2017 from 9pm until 6am the following morning. Tru-Line Civil will be undertaking the works while Westroads Greymouth carry out the realignment of the Greymouth Trunkmain during the same Greymouth Water Supply Treatment Plant shutdown. The plant shutdown has been advertised through the newspaper, on Council's website and Facebook page since 20 September, allowing all affected consumers significant warning of the shutdown. The Fire and Emergency New Zealand (Fire Service) and the Hospital have also been notified. Council has worked with the FENZ to ensure additional tanker supply is on hand during the shutdown.

The new wastewater pumping station and reticulation has been in operation for a month now and systems are operating well. A computer coding issue saw an overflow occurring from the site on the night of 21 September, which was resolved the following day. The new static screens operated well during the overflow. Council will be closely monitoring the new pumping station moving forward with all remote monitoring and trending in full operation. The overall project is nearing completion for a few items such as sealing and fencing to be completed.

Staff will shortly commence putting together the new tender documents for the Utilities Maintenance Contract. The aim is to have the document released for tender in late January 2018, for commencement on 1 July 2018.


Page | 100 of 123

Nothing further to report.

Roading – deferred to 30 June 2018 in the light of the LGA review.

Staff have been totally immersed in the official three yearly valuation over the past month and as such, minimal progress has been made on any other projects.

The official valuation has now been completed and peer reviewed. This is now with Audit NZ for review.

PROPOSED WORKS FOR THIS MONTH

In addition to normal contract monitoring and administration of maintenance, operations, renewal and capex works not mentioned elsewhere in this report staff are working on the following over the coming month:

Arnott Height Trestle Tender Documents

Renewal of the Stanton Crescent reservoir

Baffle installation in Runanga Water Reservoir (Timbertank)

Designing of the new trunkmain from the Greymouth Water Supply to the

existing Runanga Water Treatment Plant

Design and earthwork construction for the new Runanga Water treatment Plant once the new connection to the Greymouth Water Supply is active.

Staff Training

Portable Stormwater Pump per Annual Plan

Audit complete, working with Audit NZ on follow up questions.

Working with Audit NZ to review asset valuations.

Complete reseal list for this season and writing reseal tender documents. Looking at again combining reseals with Westland and also inviting Buller DC to participate.

Performing Economic evaluation of changing to LED Street lighting with regard to taking up an enhanced subsidy rate from NZTA. (85%FAR)

Planning for a district wide large culvert inspection run. The aim is to visually inspect all culverts with diameter of 900mm or greater. This is following the discovery of a nearly collapsed 1200mm dia culvert within the last 2 months

Complete designs and specifications for Blackball Main Road rehab and

drainage improvements

Complete heavy maintenance of Roa Road and reviewing design options and costings for final repair. Likely in 2018. Some work has been done.

SIGNIFICANT CONSTRUCTION AND RENEWAL CONTRACTS

Refer to Attachment A for progress on projects that are underway.

GENERAL – QUESTIONS AND ANSWERS


Page | 101 of 123

Any Issue/Any Issues? Please advise us of any issues relevant to the Assets Management & Engineering Group that Council would like comments or reports prepared for the next meeting or if there are matters; Council would like additional comments on at this meeting.

Advance notice prior to the meeting would be appreciated so that staff can investigate the matter and provide informed comment.

EXCEPTIONS & RISKS

Minor surface flooding and some tree windfalls, nothing major to report.

Staff continue to have concerns around the structural stability of the vertical pump columns at the Tarry Creek site. An initial inspection resulted in the column showing significant signs of corrosion similar to that identified at the Johnston Street site. Council has discussed this through the Greymouth Flood Committee and the Committee has agreed to seek funding from the rating district. Staff are keen to move forward the renewal of the columns as soon as possible pending funding clarification from the WCRC.

The portable pump that Council funded through the annual plan this year will be sourced over this coming period. A request for pricing will be put together and released towards the end of October.

The Blackball Water Supply Water Safety Plan has now been updated and resubmitted to the MOH for approval. New inclusion include critical control points which outline what actions needs to be taken when certain critical control points are identified.

The Cobden toilet block has been vandalised on a number of occasion this month with broken door locks and most recently, graffiti on the inside tiled walls. Staff are very disappointed that this new flagship facility is being damaged on a regular basis. Council will now be installing security cameras on site to monitor the facility and will prosecute any person identified as causing the damage moving forward. Again, the facility will be closed from 10pm until 7am each night moving forward.

Refer to the above item under community facilities.

Refer to Attachment B for a record of actual incidents relating to this Department.

A full report on incidents and near misses is provided at least monthly to the management team.


Page | 102 of 123

OTHER PROJECTS

This project is moving forward quickly now with paving stones being installed from the Mackay Street end moving back towards the River. These are looking great and have had an immediate effect of improving the aesthetics of the area. Work will continue in the coming period with feature trees being planted, the columns for the canopy will be installed and the final portion of work will be priced. This being the final portion of landscaping.

Street furniture contract is progressing

Canopy contracts have been awarded.

Refer above report.

Monthly meetings are now taking place with the Event organiser to ensure this new activity stays on track.

Considerable work continues to be undertaken with respect to initiatives relating to

reducing Council’s risk.

Staff were involved in liaison with the DHB, preparing the contract documents, awarding the tender and contract management. The centre has now been officially opened 26 August 2017.

Staff have prepared information and costs for inclusion in the recently submitted application.

Staff has attended committee meetings, reviewed contracts, and prepared information

and recommendations for areas for improvements.

OPERATIONS

Unless there are matters for Council’s attention under any of the following headings, maintenance and operations have been satisfactory for the previous month. Headings have been retained in case Council wishes to raise a specific issue, which staff can investigate and report on for the next meeting.

Due to a review of the new Class I (gone from 44 tonnes to 46 tonnes) and 50 MAX a number of Council bridges will need to be posted annually with speed restrictions. No load restrictions at this stage.


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Potholes identified through inspections have been fixed by the contractor. Areas are Deep Creek Road and Bell Hill Road.

Moving will commence next month.

Weed spraying has started and the contractor is trialling moss spraying on footpaths. Areas being trialled are Ahaura and Runanga

Minor patching works are to be programmed for the aerodrome runway.

CAA have completed their annual inspection of the aerodrome lights – report pending.

Greymouth, Runanga-Rapahoe, Dobson-Taylorville, Blackball, Stillwater

Nothing further to report this month.

Greymouth, Karoro-Paroa, Moana, Runanga, Blackball, Te Kinga

Staff have been monitoring the discharge limits for the Greymouth Sewerage Scheme closely over the last period. A review of data showed that the discharge limit was exceeded for a period recently. While this has since improved and the discharge is now within compliance, staff are having an urgent service of the UV equipment carried out by the manufacturer, which is planned for the first week of October. Staff will continue to keep Council updated via this report on a monthly basis.

Now that staff have completed the valuations, they will progress the tender documentation to carry out the repairs to the trestle. This is planned to occur before the end of the year.

FIXED ASSETS

The new Solid Waste Operations contractor continues to undertake the services well. Some complaints have been received over this period where bins have not been collected but these have been resolved by staff and contractor.

A group meeting between the three Council representatives was held this month for the revised Waste Minimisation and Management Plan. Staff will keep Council informed via this report and through the portfolio Councillor moving forward.

No new information to report this month.


Page | 104 of 123


A new master landscaping plan for the ex Cobden dumpsite has now been received by Council. Staff have gained the full support of the CASRA group and now expect to commence implementing the plan on site within existing budgets.

Staff are now looking at tendering the repainting of the Art gallery Building in town. This will be tendered once Council give direction around other building managed by the Assets and Engineering Department of Council.


The berm extension of the Gladstone Cemetery is being designed at present. This will be tendered over the next period for construction in November.


Attachment C confirms numbers of resource consents, LIMs and PIMs for which AMED has provided information, comments and advice. Note that these numbers do not include all of these applications processed by Environmental Services.


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ATTACHMENT A – SIGNIFICANT CONTRACTS

Contract

% of Work Complete

Contractor

Comment

Last Council Report

This Council Report*

Taylorville, Dobson & Kaiata Sewerage Scheme

98% 98% Tru-Line Civil Limited

Refer report details above.

Greymouth CBD Renewal Stage One – Civil Works

40% 50% Paul Smith Earthmoving 2002 Limited

Tender Awarded.

Runanga Sewer Renewal Stage Two

95% 98% Tru-Line Civil Limited

Tender Awarded.

Runanga Waste Water Pump Station Electrical

75% 98% Aotea Electric Westland Limited

Tender Awarded.

Greymouth CBD Renewal Stage Three – Street Furniture

10% Logic Street Scene

Tender Awarded.

*With the exception of projects that have been completed in the last month or where there is a continuing issue any projects that are substantially completed and are in their maintenance period have been removed from the above table.

ATTACHMENT B – HEALTH AND SAFETY INCIDENTS

Who Number**

Incidents reported in Staff Accident Register for the period: Nil

Incidents reported by Contractors*: Nil

More information can be seen in the Health & Safety Accident Register in Authority.

* Contractors working for Council are required to maintain their own records and report incidents to Council.

** If any incidents are recorded, reports will include where and what occurred plus what actions have been taken. Only actual incidents are reported here, any near miss incidents are also recorded and investigated.


Page | 106 of 123

ATTACHMENT C – INFORMATION MEMORANDUMS AND CONSENTS

2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 20162017(to

date)

2017(predicted

)

LIMs/PIMs 638 398 414 252 232 206 198 263 220 142 195 252 217 295

GDC Resource Consents 192 148 224 92 75 44 61 43 46 33 61 52 51 69

WCRC Consents 27 11 4 8 4 8 10 6 2 8 2 5 4 5

0

100

200

300

400

500

600

700

To

tal

Nu

mb

er

Calender Year

Reviewed LIMs/PIMs and Consents


Page | 107 of 123

Environmental Services

PLANNING CONSENTS

2017-2018 Jul Aug Sep Oct Nov Dec/Jan

Applications received:

(R) returned s.88

Land Use 6 4, 1(R)

3, 1(R)

Subdivision 3 3 1

Subdivision s.223 0 2



New Designation, Outline Plan or Waiver

0 0

Certificate of Compliance 0 0

Other Certificate (s.348 (LGA), s.241 and s.243(RMA))

0 0 1

Applications granted:

(N) Non-notified, (L) limited notification, (P) Public notification *Extension to lapse date

Land Use 3 4 7

Subdivision 2 1 1





0 0


Other Certificate 0 0 1

Applications withdrawn, cancelled or declined:

(W) Withdrawn, (C) Cancelled), (D) Declined

Land Use 0 0 1(C)

Subdivision 0 0





0 0


Other Certificate 0 0


Page | 108 of 123

2017-2018 Jul Aug Sep Oct Nov Dec/Jan

Processed within statutory timeframe 90%

TOTAL: 22 17 16

Monitoring of land use consents:

Started monitoring this month 0 0

Completed this reporting period 0 0

Monitoring ongoing 0 0

Below are the items for this month’s (DATE) report for the Resource Management (consents and policy) Authority (RMA) for the period:

Council as the RM Authority has started process a number of consents outside the statutory time frames, due to the nature of the consent, variety/complexity, the age of the District Plan and resourcing.

9 Project Information Memorandum (PIM)/planning checks on building consents were processed by Planning Services for this reporting period of which one resource consents were required as a result of checking.

Planning Services provided input into 29 Land Information Memorandums (LIMs) during this reporting period.

Planning Services provided input into 4 Liquor Licencing Certificates during

this reporting period.

Planning Services responded to 18 Customer Enquiries that were recorded through the Customer Response Management (CRM) database. It is noted that not everything goes through this database but this provides a good idea.

The legislative process for the Resource Legislation Amendment Act 2017 is

now complete, as the Bill obtained Royal Assent, 18 April 2017. The RLAA is now on the Legislation NZ website. This means that some consenting matters came into effect in April and the rest will come into force on 18 October 2017. The Planning department is going to hold a presentation of the changes in October and will invite Councillors if they are interested.

WCRC - Regional Coastal Plan – hearings proposed to be held 2017, however waiting on the outcome of the RPS.

WCRC – Land and Water Plan – WCRC still working through Plan Change 1.

National Environmental Standard for Plantation Forestry - this NES was gazetted in August and will not come into effect until 1 May 2018.


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Jul Aug Sep Oct Nov Dec/Jan

Building Consents

Consents issued 38 42 32

Value of building work $1,016,100 $2,773,161 $2,231,407

% Consents processed within statutory timeframe 100% 100% 100%

% CCCs issued within statutory timeframes 24 19 26

Inspections undertaken 118 104 108

% inspections carried out at agreed times 100% 100% 100%

Property information

LIMs issued 13 13 19

%LIMS issued within statutory timeframes 100% 100% 100%

0

20

40

60

80

100

120

140

160

Nu

mb

er

Chart Title

Inspections

BC's issued

% within 20 WD


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1. Council as BCA continues to process Building Consents within the statutory time frames. 100% within 20 working days.

2. Council as BCA continues to process Code Compliance Certificates within statutory time frames. 100% within 20 working days.

3. Council as BCA continues to substantially meet the requirements of agreed inspection times.

4. In a Territorial Authority capacity the BCOs continue to identify non complying building work and liaise with the Compliance Team.

5. Building (Earthquake-prone Buildings) Amendment Act 2016 took effect as

of 1 July 2017 and superseded the 2013 GDC Earthquake Prone Buildings Policy.

6. The TA still continues to address and respond to enquiries in respect of Earthquake-Prone buildings; much of this work is non-cost recoverable and still requires a substantial amount of our time and physical resources to resolve.

7. GDC BCOs continue to carry out inspections on the new hospital site in conjunction with Simon Percy (Building Manager - Westland District Council).

8. GDC continues to process building consent applications on behalf of Whakatane District Council and Tasman District Council, although the allocations have started to decline in number.

9. An External Contractor is currently reviewing GDC granted building consents with respect to quality assurance and our legal requirements as noted in the Accreditation regulations (reg 17).

10. Another External Contractor has been engaged to review the GDC BCA manual for the purpose of identifying where resources and emphasis needs to be spent prior to our accreditation review (reg 7).

11. A third contractor has been engaged to review GDC building consent applications to provide cover where we do not have the capacity i.e. beyond staff competency (reg 14).

1.3 COMPLIANCE

Summary of compliance data

Earthquake Prone buildings Jul Aug Sep Oct Nov Dec/Jan

Buildings or groups of buildings (e.g. schools) currently on the list 231 230 228

Total No. of IEPs received 77 77 77

No. of buildings <34% 34 34 34

No. of buildings >33% 43 43 43

Total No. of Detailed Assessments received 101 102 103


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No. of buildings <34% 52 52 52

No. of buildings >33% 49 50 51

Dog Registration Jul Aug Sep Oct Nov Dec/Jan

Number of known dogs in the District 2759 2710 2706

Number of known Dogs registered (KPI 95% of total)

1451

(59%)

2450

(90%)

2493

(92%)

Service requests Jul Aug Sep Oct Nov Dec/Jan

Noise Complaints

Number received 15 41 25

% Responded to within 2 hours (KPI 95%) 100% 100% 100%

Animal Control


% Responded to within 2 hours (KPI 95%) 100% 100% 100%

General


% Responded to within 5 working days (KPI 95%) 100% 100%

Health Jul Aug Sep Oct Nov Dec/Jan

Health inspections undertaken 5 10 12

% of total registered premises inspected to date (2017/2018)

(Total 103 premises)

5

15

(14%)

27

(26%)

Parking enforcement* Jul Aug Sep Oct Nov Dec/Jan

Freedom Camping infringements

Withdrawn to Date

Observed Certified Vehicles

(privately owned vehicles)

12

13

7

Parking Infringements 2016/17 (for comparison)

Withdrawn

59

69

39

01

Parking Infringements 2017/18 269 356 274

Liquor Licencing Jul Aug Sep Oct Nov Dec/Jan

Manager Cert. Applications 14 10 8

Licence Applications 6 5 10


Page | 112 of 123

1.4 EMERGENCY MANAGEMENT - SEPTEMBER 2017

CDC centre at Shantytown planned and progress made re staff training and radio fit-out.

Lifelines meeting attended in Westport

EMO meeting attended.

Welfare meeting attended.

Work on staffing of CDCs,

Update Grey EM documents.

Arrange radio check at Moana.

Meet with Grey Controllers

Tsunami plan data compilation

On call week

Preparation for new EMO

EMACE training needs assessment with TPP.

Rapid Response trailer assessment.


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Port of Greymouth

ADMINISTRATION OF PORT

The Port operation passed the Maritime New Zealand audit on 19 September and been issued with a Maritime Transport Operator Certificate (MTOC) valid for 10 years. This covers the whole operation of the Port and is a holistic assessment of the operating and Health and Safety systems in place.

A REGIONAL HARBOURMASTER

Port of Greymouth remains without a Harbourmaster and no changes are currently planned to the situation.

The Blue Light continues as a warning to Mariners, but the Port team have no powers to close the Port in extreme conditions.

CONSULTATION WITH PORT USERS

The Port Team Leader continues to have regular conversations with managers from both major fishing companies, Westfleet and Talley’s. The meetings are informal and discussions are based around practical issues which may need resolving and keeping the companies up-to-date with details such as the dredge and wharves.

He has spoken with most of the local fishermen this month and will invite them all to a formal meeting in October. He continues to have support from the local fleet and feedback has been positive.

THE WORKBOAT

Kohatu II passed her survey on 12 September, has been issued a Certificate of Survey and remains fit for purpose.

She has a minor head gasket leak which is being monitored prior to any decision to repair.

THE DREDGE

The dredge has also developed a head gasket leak, which will be repaired prior to her being put into operation.

The winches and cabling have all been tested and certified and are functioning correctly.

Discussions are still ongoing with regards to the use of the dredge during whitebait season and how best to proceed. One of the outlet pipes has already been damaged, and it is clear that it was not accidental. Any unlawful attempts to stop the dredge could result in high repair costs for the Port.


Page | 114 of 123

The Suzuki outboard which came with the dredge was inspected by Butler Marine in Christchurch. The wiring loom and computer module were not present and no running data could be obtained. Without these the motor could not be started and run. Enquiries with Suzuki Australia revealed that the outboard had a large number of hours on it, in excess of 6000, was not in good condition and was of no value. The cost of getting it running was unable to be determined, but would have been in the $1000s. In light of this it was sold for parts for a nominal value, $500.

SPECIFIC SERVICES:

The Bar has not been sounded this month, but she appears to have maintained the depth recorded at the previous sounding.

The lagoon has not been sounded since 29 June 2017.

The Blue Light remains as an advisory for Mariners and is functioning correctly.

The beacons and associated navigation lights are in a functional condition.

The slipway remains in good condition.

During the reporting period no fishing vessels have been slipped. A vessel from Westport has requested the services of the slip and is arranging a date, and three Greymouth vessels are due to be slipped.

Breakwater maintenance. No rock replenishment work has been undertaken during the reporting period.

Wharf maintenance: Minor repair work has been completed on the Packers Quay Wharf to replace rotten planks. The wooden fenders on the eastern Berthage will be replaced with tyres. These absorb impacts from vessels better, so reducing strain on the wharf and piles. It will also allow for larger vessels to berth. At the next low tides an inspection will be made of the lower sections of the Richmond Quay and Packer’s Quay wharves to ascertain their condition and what repair work is required.

General maintenance: Maintenance of the Port land and property continues. The Heritage Park remains an area of concern. OPUS have provided previous reports and survey information, but it is likely that the area around the railway carriages and wharf may need to be fenced off.


Page | 115 of 123

Health and Safety remains a priority for the Port and, as mentioned earlier, the new Council system, VAULT, is being used to record and plan all aspects. Risk assessments of the Port operation have been completed and input.

One minor injury has been reported where a staff member received a knock to his lower leg when uncoupling the large dredge auxiliary generator trailor.

CARGO

No cargo activity has been recorded during the reporting period, though the Anatoki has expressed an interest in collecting gravel from the Port.

OTHER

The Fishing Vessel Ikawai, whilst manoeuvring within the Lagoon, snagged an anchor buoy line for the dredge, dragging the dredge across the lagoon. No damage was done to the dredge, but the anchor line marker buoy and light were lost.

The Heritage Trust have applied for funding for the removal of the wharf cranes and, if successful, plan to start work as soon as consents have been issued.

FISHING

The end of the Hoki season marks a quiet period for the Port. The larger vessels have left, with two from Greymouth now being on the slip at Nelson.

A few of the small Greymouth vessels continue to be active when the weather permits.

The Port Team have not been made aware of any issues with regards to the whitebait season.

VESSELS

The majority of vessels in the Port are in good condition, though there remain a number which are unseaworthy and give rise to concern. The Port team have been in contact with these owners and plans are under way to either repair or remove them.

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 Finance report

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[I] Finance report

YEAR TO DATE TO:

Abridged report limited to monthly payments only. 2017/2018 progress financial statements will be included in later agendas once the bulk of the 2016/2017 Annual Report has been dealt with.

List of Monthly Payments - (pages 117-121)

(Members’ interested to be declared)


That the list of monthly payments from 29 August – 30 September 2017 be received and noted.



Page | 117 of 123

list of monthly payments

Creditor Payments made under delegated authority between 29 August 2017 - 30 September 2017

Creditor name amount (incl. GST)

3G Fitness 180.00

Aiscorp Limited 816.50

Alcohol Regulatory and Licensing Agency 724.50

All Books New Zealand 4,094.12

Alsco Canterbury 50.22

Anderson Barry John 61.80

Anderson Kathleen Ethel 61.80

Aon New Zealand 21,994.58

Aotea Electric Westland Ltd 33,596.56

Aquacare AHC Ltd 1,300.36

Armourguard Security Ltd 687.51

Arthur D Riley & Co Limited 543.98

Artico Hair Ltd 448.68

Assa Abloy Entrance Systems NZ Ltd 704.95

Bai Israel James 480.00

Bali Distributors 14.00

Bancorp Treasury Services Ltd 2,300.00

Bannockbrae Signs & Apparel 224.25

Barnett Melissa Alice 8.70

Berndt Heersink Fitness 240.00

Big Al's Engineering 2,129.48

Birchfield Coal Mines Ltd 7,940.52

Blacktopp Daniel Gene 12.00

Blanchfield's Bakery 34.20

Blue Track Holdings 971.75

BOC Ltd 659.92

Book Protection Products 2014 Ltd 618.80

BP Oil New Zealand Limited 2,669.40

BRANZ Ltd 92.00

Bright Print 16,048.25

Buddle Findlay 5,504.77

Buller District Council 90.33

Business Telephones Ltd 902.75

Cable Price (NZ) Limited 526.85

Can Do Property and Building Solutions Limited 8,156.95

Cancer Society of NZ 105.00

Cawthron 207.00

Chris J Coll Surveying Ltd 2,471.06

Civica Pty Ltd 81,334.11

Coast FM Limited 241.50

Coast Toyota 1,165.93

Coastguard West Coast Incorporated 575.00

Coleman Jaymie Erika 83.80

Colls Sportsworld Ltd 248.00

Computershare 105,099.18

Computershare 1,150.00

Conference Innovators Limited 625.00

Conroy Sarah Rose 540.00

Conservation Supplies 193.70

Corys Electrical Wholesaler 8,957.99

Crawford Refrigeration Ltd 473.51


Page | 118 of 123



Credit Recoveries Limited 8,959.79

CRL Energy Limited 4,446.36

Croft T Ltd 306.07

CSG Finance (NZ) Ltd 263.12

CYB Construction Limited 41,430.28

Datacom Employer Services Limited 10,840.14

Datacom Solutions Limited 2,875.00

Datacom South Island Limited 5,975.47

Davis Ogilvie & Partners Limited 5,024.64

Dawson Peter John 61.80

Department For Courts 2,190.00

Department Of Internal Affairs 2,318.08

Development West Coast 4,000.00

District Environmental Health Services Ltd 8,050.00

Dixon Distributors Limited 273.60

Dobson Reserve Board 1,271.80

Douglas Frederick Malcolm 686.79

Eagar for Leisure 370.88

Eatwell Janice Lorraine 2,232.92

Electronet Services Ltd 8,978.44

Ellery A & Sons Ltd 382.57

Ellery Erin Leigh 360.00

Elmac Consulting Limited 11,969.29

Employers Assistance Ltd 57.50

E-Quip Engineering Ltd 3,948.68

Equip GP Limited 718.75

Eroad Limited 898.15

ESM 2016 Limited 388.88

Ezi-Sweep Industries Ltd 2,551.56

Fairfax New Zealand Ltd 89.03

Fairhall Russell Alan 781.72

Farmlands Co-operative Society 548.79

Filtration & Pumping Commercial Ltd 7,095.73

First Security Guard Services Limited 1,322.50

Flair with Flowers 131.00

Fonterra Brands (Tip Top) Ltd 168.53

Fox Distributors (W/Coast) Ltd 28.30

Frogley Christopher John 459.50

Frucor Beverages Limited 538.16

Fuji Xerox Finance Ltd 2,478.25

Fuji Xerox NZ Ltd 15,273.52

Fulton Hogan Chch Ltd 2,069.84

G & J Cleaners (1996) Ltd 1,424.25

G H Foster Contracting Limited 12,824.80

Garrod Malcolm John 2,021.66

Genesis Energy Limited 94,140.43

Global Communications Limited 11,778.30

Go Wireless NZ Limited 116.84

Graeme Wylde Engineering Surveyors 2,691.00

Greer Rosemary 84.52

Grey District Council 12,075.63

Greymouth Aero Club Inc 123.63

Greymouth Boating Club Incorporated 6,231.98

Greymouth Evening Star Co Ltd 3,447.84


Page | 119 of 123



Greymouth i-Site 115.00

Greymouth ITM Building Centre 119.32

Greymouth Motors (2005) Ltd 1,498.33

Greymouth Municipal Band 3,000.00

Greymouth Nurseries 79.10

Greymouth Security 1,500.00

Griffen & Smith Ltd 803.33

Guard Safety 4,094.71

Guthrie Bowron 181.27

Hall Machinery Ltd 4,168.75

Hannan & Seddon 1,113.50

Harrington Linda 320.00

Harrison Grierson Consultants Limited 4,409.88

Hewison David Henry 61.80

Highline Rescue Technology Limited 1,505.35

Hirepool Limited 77.63

Holmes Consulting Group 3,220.00

Hopkinson Kelsall Architects 872.48

Horizon Technology 3,502.90

House of Travel Holdings Ltd 145.00

Hynds Pipe Systems Ltd 3,853.34

I.D. Solutions 798.10

Inman Alister Edward 35.20

Integrated Technology Solutions 57.50

Jeff Evans Limited 15,399.21

John Pfeifer Panel Beating 1,267.09

Johnson Maggi 280.00

Kiwi Red Limited 1,294.20

KiwiRail Holdings Ltd 2,221.53

KK's Cafe Limited 828.00

Konica Minolta Business Solutions NZ Ltd 51.76

Lance Toplis Auto Electrical Ltd 964.31

Land Information New Zealand 196.00

Landonline 25.00

Laser Electrical Greymouth 20,162.65

Les Mills New Zealand Limited 654.31

Mainland Pipeline Inspections Ltd 11,178.00

Mayors Taskforce for Jobs 1,216.24

McCallum Thomas 71.15

McLeod Jess 400.00

Mercantile Gazette Marketing Ltd 333.81

Mighty Ape Ltd 131.48

Ministry for the Environment 3,947.38

Ministry of Business Innovation & Employment 575.00

MJ Fitness 440.00

Monk Olivia Jane 540.00

Moonlight Hall Combined Comm Inc 700.00

MS West Coast Inc 21.00

MWH New Zealand Ltd 46,357.15

Network Photos (1997) Limited 1,638.99

New World Supermarket 42.62

New Zealand Post Ltd 2,440.40

NHP Electrical Engineering Products (N.Z.) Limited 883.20

Nutrition Fit 2004 Limited 327.06


Page | 120 of 123



NZ Inst of Liquor Licensing Inspectors 240.00

NZ Parking Association 300.00

NZ Post (Runanga Agency) 8,858.47

NZ Transport Registry Centre RUC's 960.40

NZME Radio Limited - Greymouth 1,173.00

OCS Ltd 4,020.19

O'Donnell James Bryan 502.84

Ogg Leona Margaret 331.00

Otago Polytechnic 2,070.00

P M Commlite Limited 151.69

P.B. Davy Auto Electrical 458.33

Paul Smith Earthmoving 2002 Limited 201,132.84

Paul Steegh Contracting Ltd 4,554.00

Paymark Limited 32.20

PB Technologies (Christchurch) Limited 524.23

PB Technologies Ltd 5,969.28

Pelican Corp (NZ) Limited 287.50

Permacrete Limited 437.00

Petty Cash 135.19

Pfeifer Tori 560.00

Phillips & Smith Ltd 241.96

Pitney Bowes 1,497.30

Premier Business Print 95.45

PreStressed Timber Limited 2,622.00

Price Waterhouse 575.00

Prime Pump Ltd 2,213.52

Promapp Solutions Limited 862.50

Quotable Value Ltd 10,742.22

R & J Tennent Plumbing 2,650.24

Rae Lance Nigel Eric 36.00

RAMM Software Ltd 13,017.76

Rangiora Lodge Motel 95.00

Rentokil Initial Ltd 4,599.92

Riddle Melanie Jane 61.80

Royal NZ Coastguard Boating Education Limited 2,185.00

RTL Roadsigns & Traffic Control Eqpt Ltd 3,941.04

Sarau Contracting Limited 6,711.58

Saunders & Co 1,610.40

Scenicland Laundry Limited 700.35

Schindler Lifts NZ Limited 368.00

Shades of Jade 90.00

Sharland C L 7,726.82

Shauna McClelland 345.00

Sinnott Beverley Ann 61.80

Skills Active Aotearoa Ltd 28.75

Smart Envirnmental Limited 102,717.37

Smart Environmental Limited 305.96

Smartpay Rental Services Limited 273.94

SMX Ltd 226.32

Solar Bright Limited 1,270.75

Solarix Networks Limited 5,342.11

Spark New Zealand Trading Ltd 10,499.64

SPCA 3,000.00

Speirs Contracting Ltd 5,690.69


Page | 121 of 123



SSS - IT Security Specialists 3,166.82

St John Greymouth Area Committee 1,000.00

St John South Island Region 588.00

Stanton's Plumbing Service Limited 1,659.45

Staples New Zealand Ltd 1,223.78

Strategic Pay Limited 4,678.66

Sturm Della Vera Grace 61.80

Tai Poutini Polytech 5,526.05

Tasman Tyre Treads Ltd 270.00

Technology One New Zealand Limited 4,709.25

The Everest 2017 Ltd 100.00

The Gap Cafe 300.00

Thermo Fisher Scientific NZ Limited 288.60

Think Water West Coast 2,258.63

Thomson Reuters New Zealand Limited 3,711.05

TLC Home Services Ltd 2,022.62

Tonkin & Taylor Ltd 5,117.50

Tony Wilkins Builders 7,817.44

Treshna Enterprises Ltd 370.93

Triton Security Services 785.66

Tru-Line Civil Ltd 31,621.74

Trustpower Ltd 98.95

Ulverscroft Large Print Books 587.51

Umbrellar Limited 12.65

VCS Environmental 448.50

Vehicle Testing NZ Ltd 158.76

VIP Security Limited 2,511.18

Warehouse Stationery 85.00

Waste Management 505.49

Wayman Phillip David 185.34

West Coast Planning Ltd 797.63

West Coast Regional Council 5,698.25

West Coast Sports Awards Trust 207.00

Westimber Limited 7,338.82

Westland Engineering Supplies 2000 Ltd 281.90

Westland Fire Equipment 2006 Ltd 235.18

Westland Lawnmower Service 314.50

Westland Workgear 2,892.04

Westpac B/Charges 20,411.15

Westpac Card Services 780.02

Westroads Greymouth Ltd 365,919.50

Wheelers Book Club 145.57

Wireless Nation 270.76

Workplace Support 559.39

Xylem Water Solutions NZ Limited 13,465.35

Yellow Pages Group 17.25

Zelan Limited 377.50

1,704,945.12

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 In-Committee items

Page | 122 of 123

[J] In-Committee items

COUNCIL-IN-COMMITTEE

Exclusion of the Public

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:

RECOMMENDATION:

That Council resolves to exclude the public on the grounds contained in Section 48(1) of the Local Government Official Information and Meetings Act:

Item No.

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 the passing of this resolution

1. In Committee Ordinary Minutes dated 11 September 2017

Good reason to withhold exists under Section 7

Section 48(1)a

2. In Committee Extraordinary Tenders Sub Committee Minutes dated 15 September 2017

Good reason to withhold exists under Section 7

Section 48(1)a

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 relevant part of the proceedings of the meeting in public are as follows:

Item No.

1,2. Minutes of meeting only 7(2)(b)(ii),7(2)(h),

That pursuant to Standing Orders 2.16.4 the Chief Executive, Managers and Minutes Secretary are permitted to remain at this meeting, after public has been excluded, because their knowledge will be of assistance in relation to the matters to be discussed.

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 9 October 2017 Council resume in-open meeting

Page | 123 of 123

[K] Council resume in-open meeting

CLOSURE