clutha district council - cluthadc.govt.nz · 2.2 contract 735 – milton water reticulation...

CLUTHA DISTRICT COUNCIL

Notice is hereby given that a Meeting of the Service Delivery Committee will be

held in the Council Chambers, 1 Rosebank Terrace, Balclutha on Thursday, 3 May

2018, following the Corporate Services Committee meeting.

Steve Hill CHIEF EXECUTIVE

Committee Members

Councillor John Cochrane (Chairman) Mayor Bryan Cadogan Councillor Geoff Blackmore Councillor Alison Ludemann Councillor Stewart Cowie Councillor Hilary McNab Councillor Gaynor Finch Councillor Ken Payne Councillor Bruce Graham Councillor Carol Sutherland Councillor John Herbert Councillor Bruce Vollweiler Councillor Rachel Jenkinson Councillor Selwyn Wilkinson Councillor Michelle Kennedy

Service Delivery Committee – 3 May 2018

SERVICE DELIVERY COMMITTEE 3 MAY 2018

APOLOGIES PUBLIC FORUM None advised at the time of printing this agenda. Item Page # Title

1. 4 Group Manager’s Update (For the Committee’s Information) Sets out Service Delivery activities since the last meeting of the Committee, including an update on staffing issues within the department.

2. 6 Operations Update

(For the Committee’s Information) Reports progress on various operational matters within the department, including Roading, Water, Community Services, Solid Waste and Swimming Pools.

3. 7 Capital Delivery Update

(For the Committee’s Information) The report provides information on various Projects/Contracts that are in progress at this time.

4. 11 Infrastructure Strategy Update

(For the Committee’s Information) The report provides information on various Projects/Contracts that are in progress at this time.

5. 24 New Ablution Block at the Gymkhana Grounds Lawrence

(For the Committee’s Recommendation) The report asks the Committee to recommend to Council the building of a new ablution block by the Lawrence Gymkhana Club.

6. 28 Revocation of Recreation Reserve Status

(For the Committee’s Recommendation) The report asks the Committee to recommend to Council the revocation of the Recreation Reserve Status of a block of land in the Waipahi Survey District.

7. 35 Our Place Balclutha & Milton Projects Update

(For the Committee’s Information) The report provides an update on progress with the Our Place Balclutha & Milton Projects.

Service Delivery Committee – 3 May 2018

8. 38 Christie Street Playground Trees (For the Committee’s Decision) The report advises the Committee on issues regarding the trees in the Christie Street Playground and asks for a decision on their future.

Service Delivery Committee – 3 May 2018 Group Manager’s Update

Service Delivery Committee Item for INFORMATION

Report Group Manager’s Update

Meeting Date 3 May 2018

Item Number 1

Prepared By Jules Witt – Group Manager Service Delivery

File Reference A188834

REPORT SUMMARY

The report sets out my activities since the last meeting of the Committee.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Group Manager’s Update report.

REPORT

1 Activities Since Last Meeting

The report sets out my activities since the last meeting of the Committee.

Date Activity

23 March Staff Performance Reviews

26 March Staff Performance Review

26 March Civil Defence Monthly meeting

27 March Staff Performance Reviews 28 March Regional Development Fund Application meeting



30 March – 3 April Easter

4 April Staff Performance Reviews 5 April Council Meeting

6 April M-Files Steering Group meeting

9 April Service Request System meeting

11 April Contract 739 & 756 monthly meeting

11 April Meet with representative from Greenstone Group

16 April Tuapeka RWS AGM

17 April Waipahi RWS AGM

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Service Delivery Committee – 3 May 2018 Group Manager’s Update

18 April Community Board meetings

18 April Moa Flat RWS AGM

19 April DHB Joint Working Group on Water meeting

19 April Balmoral One RWS AGM

20 April Staff Performance Reviews 23 April Meet with ORC – sewer discussions

23 April South Bruce RWS AGM

24 April Meet with ORC re Sewage overflow policy issues

25 April ANZAC Day 26 April Water Balance meeting

26 April Richardson RWS AGM

26 April Clydevale/Pomahaka RWS AGM

30 April Glenkenich RWS AGM

1 May North Bruce RWS AGM

2 May Balmoral Two RWS AGM

2 May Meet with Fulton Hogan re water

3 May Standing Committees

3 May Wangaloa RWS AGM

2 Work in Progress

2.1 Staffing

Gareth Phillips has been appointed as the new Operations Manager replacing Paul Jamison. Gareth is relocating from Whakatane and will start in the position on 16 May 2018.

Gareth has an Applied Science qualification and local government experience, particularly in the water services area with a broad management range including project, contract and asset management and development, team leadership, telemetry, compliance and health and safety.

2.2 ORC Sewer Discharge Prosecution

As we advised at the last meeting, Council had been served papers officially notifying us of a prosecution being taken by the Otago Regional Council regarding a sewer overflow that occurred in Hasborough Place, Balclutha, in October 2017.

We have pleaded guilty to this charge based on legal advice and I have met with ORC staff to discuss an agreed response and approach to sentencing. There also needs to be further discussion about policies for managing sewer networks and the approach to deal with issues such as blockages that do happen from time to time.

5

Service Delivery Committee – 3 May 2018 Operations Update


Report Operations Update


Item Number 2

Prepared By Jules Witt – Group Manager Service Delivery


REPORT SUMMARY

The report details items from the Operations Team that are for information only.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Operations Update report.

REPORT

1 Roading

Andrew Haulage has completed the last footpath to be upgraded this year. This will make a total of 1.4km of footpaths renewed under this contract at a cost of around $400,000. This represents approximately 20% of the total length of footpaths identified to be in bad to poor condition in our network.

2 Three Waters

Rural Water Scheme AGMs are currently underway. All the schemes have been given a list of the projects for their areas that are either planned or in progress and there have been vigorous discussion about issues on the schemes and the upcoming contract renewal and it has been requested that Council also look at bringing this work back in-house. This will be covered off as part of a reduced 17A review process over the next month or two.

3 Swimming Pools

Milton Centennial Pool

The pool closed for the season on Friday 20 April. There was a cold snap of weather a week before we closed which meant the heat pumps struggled to keep the pool warm and the temperature dropped to 25.5oC. We closed for 1.5 days to help the water temperature recover which it surprisingly did and the last 5 days while quiet and on reduced hours, had the pool back up to its normal temperature of 28.5 oC.

6

Service Delivery Committee – 3 May 2018 Capital Delivery Update


Report Capital Delivery Update


Item Number 3

Prepared By Gerry Essenberg – Capital Delivery Manager


REPORT SUMMARY

The report details items from the Capital Delivery Team that are for information only.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Capital Delivery Update report.

REPORT

1 Roading

1.1 Contract 771 – Bridge Repairs

Andrew Haulage has commenced work on this contract. There are 53 sites in total to be completed.

1.2 Contract 732 Reseal and Pre-reseal Repairs

Fulton Hogan has completed work on this contract which is now in the maintenance Period

1.3 Contract 772 – Pavement Rehabilitation 17/18

Southroads Ltd has commenced work on Kakapuaka Road. There has been a significant amount of inferior subgrade material located under the proposed formation which will need to be removed at an additional cost of approximately $60,000 and this has used up most of the contingency for this contract but it is still within the original contract sum.

1.4 Contract 778 Lismore Street Culvert Renewal, Lawrence

Fulton Hogan Ltd has commenced work on site with the removal of the existing structures. This project will change a single lane bridge/culvert to a two lane structure with increased hydraulic capacity.

7


Figure 1. Culvert Renewal, Lismore Street, Lawrence.

2 3 Waters

2.1 Contract 734 – Heriot and Kaitangata Sewer Treatment Plants

Following commissioning the Heriot plant has not yet been able to meet the Resource Consent requirements. The cause is the trade waste effluent from a truckwash being outside the design parameters. This issue is being investigated and further options for treatment. First results from the Kaitangata Plant show that it is achieving targets.

2.2 Contract 735 – Milton Water Reticulation Upgrade

Tenders closed and only one tender was received that is significantly over budget. The work will be rescoped and retendered for the next financial year.

2.3 Contract 764 – Oxidation Pond Desludging

CW Glasgow Limited has commenced desludging of the Owaka Pond.

2.4 Contract 765 -- Stirling, Balclutha, Puerua and Whitelea Road Switchboards Replacement

This contract is out to tender.

8


2.5 Contract 777 – Rural Water Supply Reticulation Upgrades

Andrew Haulage 2011 Ltd has commenced work on Rutherford Road pipe replacement for the Tuapeka East Water Supply.

2.6 Contract 779 – Tapanui Urban Reticulation Upgrades

Whitestone Roading has commenced work on this contract. They are using pipe cracking to minimise the reinstatement and feedback from local residents are that they are doing a very tidy job and are communicating well with locals.

2.7 Contract 780 – Moa Flat and Tuapeka West Reticulation Upgrades

Roxburgh Excavation Ltd has completed the work on this contract at Moa Flat.

They are awaiting the arrival of additional pipe from Australia before commencing on Cockleshell Road.

3 Contract 781 Rosebank Sawmill Subdivision

The tender has been awarded to Southroads Ltd for $ 891,975.79 for Stage 1 and 2. Two tenders were received. The Engineer’s estimate was $1,029,794. The other tender was for $1,048,742.

Stage 1 is to be completed in July with Stage 2 to be subject to further approval. Stage 2 is completion of services and footpaths.

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Additional works such as the sewer treatment plant, State Highway intersection and power are still to be committed.

4 Balclutha Swimming Pool

Work on the portal frame column bases has been completed apart from painting.

Work has commenced on the construction of the new office.

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Service Delivery Committee – 3 May 2018 Infrastructure Strategy Update


Report Infrastructure Strategy Update


Item Number 4

Prepared By Gregory Borichevsky – Infrastructure Strategy Manager


REPORT SUMMARY

The report details items from the Infrastructure Strategy Team that are for information only.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Infrastructure Strategy Update report.

REPORT

1 General

During the period, the team has focussed on consent reporting and compliance requirements for 3 Waters; conclusion of the NZTA Audit; and Rural Water Supply Committee AGMs, while the LTP consultation and submissions are underway.

2 Water Balance Investigation and Report

Significant work was completed on the investigations of the water balance by Richard Taylor, Thomas Consultants. This has involved working with staff and contractors to provide access to metering and telemetry data stored for all 22 schemes at the Clutha District Council. Using his standard water balance methodologies, Richard will produce a water balance report by 26 April which will form part of our water loss assessment required to report on the compulsory DIA measures work data.

3 NZTA Audit Report Received for FY 14/15, 15/16 & 16/17

As reported to the Service Delivery Committee at its meeting of 22 March 2018, an Investment Audit (Procedural) was carried out by Tony Pinn, Senior Investment Auditor of the New Zealand Transport Agency. The audit focussed on Council’s systems and procedures for managing the delivery of transport outcomes for the 3 year period from 1 July 2014 to 30 June 2017. The final audit report is appended.

The NZTA Audit Rating Assessment for all issues was “Effective” producing an overall rating of “Effective” for the 3 year period.

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The following is a brief summary of the findings:

• Final Claims – Reconciled the 3 years of claims to Council’s GL structure of the Land Transport Disbursement Account. It is easy to follow and provides a clear audit trail.

• Transactions – Sample invoices selected were eligible for NZTA financial assistance and were correctly coded.

• Retentions – Two older retentions from 2011 contracts were noted. Still valid up to 30 June 2018, when maintenance period expires and retentions released.

• In-house Professional Services – Noted the changed costs and structure in light of the NZTA’s new policy on funding. The lump sum allocation of 6% requires more transparency (see NZTA recommendation below), however NZTA concluded the information was sufficient and the approach acceptable.

• Procurement – 5 Physical Works contracts and 1 Professional Service contract were reviewed. All complied with NZTA requirements and good records are held on tender evaluation processes. Council’s NZTA Procurement Strategy to be updated for the new Professional Services structure.

• Contract Management – Reviewed a number of contract files and followed through minutes of regular contract meetings. All were found to be in order.

• Road Safety – Selected a small sample and confirmed Road Safety Audits were considered.

The audit report included an NZTA recommendation: That Council reviews its in-house professional services activity costs for maintenance and operations.

4 RWS AGMs and LTP Consultation

A series of 11 Rural Water Scheme AGMs are being held across the district over a 3 week period looking at the LTP projects and related budgets and to set agreed Unit Rates for the coming year. Options for renewal of the Water Services O&M Contract are being discussed and the committees are being updated on staff changes and capital projects.

5 ORC Consent Reporting & Potential Non-Compliance Issues & ORC Inspections

As advised in our last report, ORC’s water consents compliance reporting issues are being addressed to produce a number of overdue annual reports which are required to provide an overview of water sample analyses results, identify trends and anomalies, and provide supplementary information such as maintenance and repair logs. ORC had recently advised of potential non-compliance due to overdue reports and other matters.

ORC’s new compliance team leader, Mike Cummings and the new environmental officer, Alana Hall (locally based) attended a meeting at Balclutha to review the status of overdue consent compliance reporting and confirm ORC requirements for submitting these reports, the automated delivery of compliance monitoring meter readings, electronic transfer of laboratory results, and maintenance and repair logs.

An ORC site inspection of Balclutha, Sterling, and Kaitangata discharge points and water takes was conducted as part of their visit including an inspection of the new membrane water treatment facility at Kaitangata. ORC advised that they are routinely conducting unannounced and unaccompanied inspections of our water consent take

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and discharge locations. The Fulton Hogan 3 Waters contractor was advised that such inspections by ORC are being conducted without notice.

A process has been established for producing and delivering the overdue Consent Reports for past years towards bringing our compliance up to date and ensuring future compliance with all our water take and discharge consent reporting conditions. The first of these overdue reports have now been delivered to ORC. A database for tracking and assigning actions for water consent compliance is also being developed to consistently achieve compliance.

6 Preliminary Inspection of the Balclutha and Puerua Water Takes and WTPs

A field inspection with staff and the contract plant operator was undertaken on 12 March 2018. The general conditions at the Balclutha facility were found to be safe and well managed although the site area being used for chemical storage could be improved by removal of a redundant building and expansion of the storage area.

At Puerua WTP, a number of issues were identified which will require rectification including the functioning of recent upgrades to the backwash circuit. A potential safety issue with the unauthorised water blasting of an asbestos concrete pipe was also identified, reported for rectification, and is under action. The existing water intake screen arrangement on the Puerua River requires upgrading to meet consent conditions for the exclusion of fish and elvers.

The use of a Johnson profile water screen equipped for compressed air purging is being considered to meet the consent conditions while reducing sediment load into the WTP and this is under investigation. In addition to Richardson, there are 6 other water intake screens that may require improvements or upgrades to achieve compliance at Milton, Balclutha, Glenkenich, Waipahi, North Bruce, and for a planned new intake at Kaitangata.

7 Hina Hina Bridge Replacement

A late March site visit by NZTA focussed on the funding approval processes and requirements for a proposed bridge replacement of the deteriorated structure currently planned in FY 20/21. Stantec have produced a Strategic Business Case as required by NZTA seeking the first stage of funding approval to develop a Detailed Business Case to support the replacement of the ageing structure.

The condition of the bridge is being regularly monitored and has limited use to <5 tonnes which requires a 12.5 km detour for heavy traffic including emergency services. The current weight and speed restrictions minimises the use of the bridge by tourists and locals alike, inclusive of emergency vehicles, campervans etc.

A tender result for upgrading the existing structure was rejected by NZTA in favour of total replacement due to the incremental cost and longer life resulting from a new bridge which has an NPV (40 years) of $2.13 mil as compared to the repair option which has an NPV of $1.92 mil. Preliminary geotechnical investigations including drilling and testing of the foundations require resource consent and these are underway. These are planned to be completed this financial year.

13

While every effort has been made to ensure the accuracy of this report, the findings, opinions, and recommendations are based on an examination of a sample only and may not address all issues existing at the time of the audit. The report is made available strictly on the basis that anyone relying on it does so at their own risk, therefore readers are advised to seek advice on specific content.

24,356,547

14

Effective

Effective

Effective

Effective

Effective

Transport Investment On-line Effective

Overall

Rating

15

Reseal and Preseal Repairs 2015/18

The Nuggets Road Seal Extension

Bridge Repairs 2016/17

Strengthening of Bridge 311, Maclennan

Roading Network Maintenance 2017/20

Network Professional Services 2017/20

20

Rating Definition

Effective

Investment management – effective systems, processes and

management practices used.

Compliance – Transport Agency and legislative requirements met.

Findings/deficiencies – opportunities for improvement may be

identified for consideration.

Some

improvement

needed

Investment management – acceptable systems, processes and

management practices but opportunities for improvement.

Compliance – some omissions with Transport Agency

requirements. No known breaches of legislative requirements.

Findings/deficiencies - error and omission issues identified which

need to be addressed

Significant

improvement

needed

Investment management – systems, processes and management

practices require improvement.

Compliance – significant breaches of Transport Agency and/or

legislative requirements.

Findings/deficiencies – issues and/or breaches must be addressed

or on-going Transport Agency funding may be at risk.

Unsatisfactory

Investment management – inadequate systems, processes and

management practices.

Compliance – multiple and/or serious breaches of Transport

Agency or legislative requirements.

Findings/deficiencies – systemic and/or serious issues must be

urgently addressed or on-going Transport Agency funding will be at

risk.

21

INVESTMENT AUDIT - CLUTHA DISTRICT COUNCIL, FEBRUARY 2018 The draft audit report has been reviewed and as such I can confirm that:-

The facts disclosed have been stated correctly.

No facts material to an issue have been omitted.

No unfair inference has been conveyed, either generally or in particular.

The report contains no information that would be required to be withheld under the Local Government Official Information and Meetings Act.

Kind Regards

Christian Bopp Senior Infrastructure Engineer Clutha District Council 1 Rosebank Terrace, PO Box 25, Balclutha 9240 P: (03) 419 0200| Free: 0800 801 350 | M: 027 451 6021| Fax: (03) 418 3185 [email protected] For more information about Council visit www.cluthadc.govt.nz

www.anynumberistoomany.org

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mailto:[email protected]

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http://scanmail.trustwave.com/?c=2838&d=87Wx2qg6H1mxOBjMCqiocZDwb6spLkJThtqyHKnKsQ&u=http%3a%2f%2fwww%2eanynumberistoomany%2eorg

Service Delivery Committee – 3 May 2018 New Ablution Block at the Gymkhana Grounds Lawrence

Service Delivery Committee Item for Recommendation

Report New Ablution Block at the Gymkhana Grounds Lawrence


Item Number 5

Prepared By Loesje Morrison – Community Facilities Supervisor


REPORT SUMMARY

The report advises the committee in matters relating to a New Ablution Block at the Gymkhana Grounds in Lawrence.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the New Ablution Block at the Gymkhana Grounds Lawrence report.

2 That the Service Delivery Committee recommends to Council that the Lawrence Gymkhana Club build a new ablution block at the Gymkhana Grounds in Lawrence.

REPORT

We have received a request from the Lawrence Gymkhana Club seeking permission to build a new ablution block at the Gymkhana grounds in Lawrence. The new toilet block will replace the old substandard facilities that are currently there.

The Gymkhana Grounds offer a large open space for recreational activities in Lawrence and the grounds host a number of regular events each year including the annual Lawrence Horse Trek, Lawrence Rodeo, and Lawrence Dog sale, Quarter Mile Drag Race, Duathlons and South West Farmarama. In addition to this the club hosted the Goldfields Cavalcade and over 300 participants from the Great NZ Trek this year.

The proposed new building (see attachment) will be located in the area beside the existing/new storage shed (see attachment). The 3-bay shed, fitted out as an ablution block will house 7 female toilets, 4 male toilets and a urinal, accessible toilets and new showers for male and females.

The toilet block will require 2 x 10,000 litre tanks with the grey water pumped to Greenfield.

24

Service Delivery Committee – 3 May 2018 New Ablution Block at the Gymkhana Grounds Lawrence

Funding

The club is not seeking assistance from Council to fund this building. The overall required funding will be sought from grants, fund raising and from clubs who use the grounds.

25

Initial concept for ablution block design - toilet/shower blocks on each side + open area in the centre with basic kitchen facilities

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Service Delivery Committee – 3 May 2018 Proposal to Commence Revocation of Recreation Reserve Status, Waipahi

Service Delivery Committee Item for RECOMMENDATION

Report Proposal to Commence Revocation of Recreation Reserve Status, Waipahi


Item Number 6



REPORT SUMMARY

This report requests the Service Delivery Committee consider initiating the process to revoke the Recreation Reserve status for Sec 82 86 95 Block VII Waipahi Survey District 5013352 (3.6434 acres).

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Proposal to Commence Revocation of Recreation Reserve Status, Waipahi report.

2 That the Service Delivery Committee recommends to Council:

“That Council resolves to proceed with the reserve revocation process for the Recreation Reserve Sec 82 86 95 Block VII Waipahi Survey District 5013352 (3.6434 acres) for the reason that it is not required as a recreation reserve.”

REPORT

1 Background

Council have received a request from Mr J R Bagrie to purchase Sec 95 Block VII Waipahi Survey District 5013352 (2 acres).

Mr Bagrie would like to incorporate Sec 95 with the land he currently owns to make the whole block workable as one unit. Mr Bagrie has previously cleared and maintained this land for many years.

2 Land Status

The areas in question were gazetted as Recreation Reserve in 1963. However, before any reserve land can be sold or used for other purposes the reserve status must be revoked. The first step in this process is for the Council to resolve to proceed with the reserve revocation process. The land has not been used for the purpose it was created in recent years and is not required by Council as a recreation reserve.

28

Service Delivery Committee – 3 May 2018 Proposal to Commence Revocation of Recreation Reserve Status, Waipahi

3 Consultation

Mr Bagrie has approached all neighbouring persons claiming to be affected by the proposed revocation for their objections to the proposal.

There are no objections from neighbouring property owners in regards to the sale of the 2 acres. A letter has been received with the signatures of neighbouring residents to that effect and this letter is attached for your information.

There is a comprehensive consultation process including a gazette notice that Council must undertake before the revocation can proceed. Further detail about this are included in the attachment from Sumpter Moore. We will need to also consider who pays for the advertising etc.

Council also has other land on the other side of the railway line at the Toko A&P Grounds that has been identified for revocation and the intent is to include this land in the same notification process.

4 Valuation

The current valuation for the property Sec 82 86 95 Block VII Waipahi SD – Recreation Reserve is $61,000.

Area of land Mr Bagrie is interested in – 0.088 ha, pro-rata value $13,500

Balance of reserve – currently used for baleage as a fundraiser for the hall/community, not recreation

29

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Mein .To

From:

Jules Wilt - Glutha District Council

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2 8 FEB 2018

5 October 2017

REVOCATION OF RECREA, TION RESERVE

As per ), our email of the 281' September I he\ e had a I k\,., ith a revocation of reserve SIS'us

In accordance with the Reserves Act

Section 24 allows for the local urnority or the administerinc ,CDC would be both) 10 notify the Commissioner in writjnn 11 ~ - -- 11- Case t e

Iai resolution. that the classification or purpose of the \vh I ' 'clanged . or that the reservation o' the \\, hole or part of the I d A e

Considering tills resolution the Minister nlay by notice in the G ^e ore that happens the adntiitistering body of the reserve f' ,,'Shall Publicly nowy the pro O, ,d ' '''~U ing Witl\ the Commissioner

Is 24(2)(b)) reserve 10n specifying tile reasons for the proposal

the date of f y Can I Ten object to the revocation witi In one month aftergiven in writing. It will then be ionvarded to the Commissioner a! h 'e administering body in relation to those objections after Ih d ' ' 'those objections. g O y has considered

The Minister then shall (as soon as practicable) consider the r ,then ITF in h any response from the administering body. The Minister

As you can see there is some rigniaro e and it can takCotin I a d 9 a O e an it can take some time. but startling with a resolution Of

For future reference it should be noted that thera different kind of reservation ifor example historical. natur . s ' f ~ ' a~\\Quid be much more difficult. In this case it is a recre ,' ' ec Ior, ,,, d as I would appeal the govern, ,, I does not consid, ' , ' 'Other forms of reser\ es I a~ eSSei. .Iel as some

SUMPTER MOORE LAWYERS

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32

Notice o ating Val ation

by the: C UT A DISTRICT Co NCl

Clutha District Council

PO Box 25

Balclutha 9240

Local authorities use information contained in the district valuation roll to set rates. This notice details information on

your property that is contained in the district valuation roll of Glutha District Council. The Rating Valuations Act 1998obliges councils to maintain the valuation rolls but allows them to choose their valuation service provider.

The Valuer-General regulates the maintenance of district valuation rolls to ensure that they meet the minimumstandards set out in the Rating Valuations Act 1998, the Rating Valuations Regulations 1998, and the RatingValuations Rules.

An owner or ratepayer Of different) may object to any information contained in a notice of valuation within the time andin the manner specified in regulations made under the Rating Valuations Act 1998. If you object to a value that is acomponent of your valuation, the Clutha District Council will review that value, and may also review any other valuecomponents of the rating unit, i. e. land value, value of improvements, capital value, or annual value.

This notice has been issued as a result of a General Revaluation. Clutha District Council has contracted Quotable

Value Limited to carry out this work. If you wish to discuss this rating valuation call toll free on 0800 787284 or writeto QV, Private Bag 39818, Wellington Mail Centre, Lower Hutt 5045 or fax (04) 5764486.

Rating U it Value (as at I September 2017, being the 01"tha District Councillatest revaluation date)

$60,000Land Value

$1,000Value of Improvements

$61 0 OCapital Value

qv

Please quote Valuation Reference

2886,14000in all correspondence

Rating it etails ForRatepayer's Name(s)Nature of ImprovementsArea of Land

Legal Description

Object'OnS must be lodged in writing 00 later than 9 February 2018.Please refer overleaf for details on the objection procedure or to lodge online visit our website at rating values. co. nz

O Waipahi HighwayCLUTHA DISTRICT COUNCIL

Fencing36434 hectares

SECS 828695 BLK Vll WAIPAHI SD -RECREATION RESERVE-

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Service Delivery Committee – 3 May 2018 Our Place Balclutha & Milton Projects Update


Report Our Place Balclutha & Milton Projects Update


Item Number 7

Prepared By Eion Mills - Amenities Project Manager


REPORT SUMMARY

This report provides a summary of the progress of the ‘Our Place’ projects for the committee’s information.

Where decisions need to be made by Council these will be separately reported. Progress has been impacted by a recent change of priority where the Amenities Project Manager has had to be supporting the drafting of a Provincial Growth Fund application for the Lawrence to Waihola cycle trail extension. This is an essential task and requires a substantial amount of his time.

RECOMMENDATION

1 That the Service Delivery Committee receives the Our Place Balclutha & Milton Projects Update report.

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REPORT

1 Balclutha Projects

Memorial Hall • Request for funds of approx. $6K for a formal feasibility study to bring together the separate research streams. There is budget for this and this has been approved.

• Co-ordinating group scheduled meeting for 7th May. Each sub-committee to report progress.

Walking and Cycling • No progress.

Balclutha Bridge Entrance and Lighting • NZTA are supportive of entrance fencing upgrade (they would need to approve suitability from safety aspect) but believe it is CDC responsibility.

• Re: Lighting. NZTA are currently planning an LED lighting upgrade – additional structure lighting could be incorporated.

• Re: Barrier above Bridge Playground. NZTA would support an appropriately designed wooden barrier upgrade - at CDC cost.

Naish Park/Centennial Park Development • Asplundh arborist evaluated trees in

Naish Park and estimated $35K to undertake all work.

• Old Boys Clubrooms – checking status of ownership

Public Toilets – Elizabeth Street • No progress Balclutha Bridge Playground • Flying Fox structure. Balclutha Rotary

Club is planning to visit the site to consider (Rotary originally built the structure)

Clyde Street Reserve (Rosebank Triangle) • No progress

Balclutha Swimming Pool • Pool users survey completed. Results not yet analysed.

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Arthur Strang Reserve • No progress

Pocket Parks • No progress

2 Milton Projects

Milton Swimming Pool • Pool users survey. Results not yet analysed.

• Initial conceptual design work commissioned for the Milton Service Centre and Library incl. the possibility of a swimming pool

Service Centre Facilities • As per above Walking and Cycling • No progress Moore Park • No progress Memorial Park • No progress Stewart Reserve • No progress Taylor Park • No progress Residential Development • No progress

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Service Delivery Committee – 3 May 2018 Christie Street Playground Trees

Service Delivery Committee Item for DECISION

Report Christie Street Playground Trees


Item Number 8



REPORT SUMMARY

The report advises the Service Delivery Committee on issues regarding the trees in the Christie Street Playground.

RECOMMENDATIONS

1. That the Service Delivery Committee receives the Christie Street Playground Trees report.

2. That the Service Delivery Committee confirms their decision on the future of the

Christie Street Playground Trees.

REPORT

1 Background

A letter of concern has been received from a resident at No 15 Christie Street regarding two trees in the Christie Street Playground. The two large trees are especially concerning to the neighbouring property in extreme weather conditions when they feel that their safety is at risk.

The two trees in question are a sequoia and an oak tree. The resident has expressed concern regarding the size of the trees, leaf fall and safety to their residential property and would like these trees felled.

Council has recently completed the Balclutha Reserve Management Plan Update and Community and these trees were not highlighted as part of this process for removal or consulted on specifically. This reserve is expected to become a public greenspace with the play equipment removed once the equipment has reached the end of its life. As such it will be a green area with grass and trees in the medium term.

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2 History

This is not the first time that there has been discussion over these trees and correspondence with regard to them goes back as far as 2014.

In 2014 David Glenn an arborist commissioned by Council assessed the trees in the park and found no valid reason as to why the trees should be felled at that time. Over the years the trees have been monitored and regularly assessed for changes.

A further inspection was completed in March this year by the arborist Wayne Phillips from Asplundh. All the trees in the park were assessed and his report on his findings is as follows:

‘Sequoia trees have a robust root system and are not prone to falling. Oak trees are similar in nature. The trees in question are only young trees and although leaf and needles are shed from the trees which are a natural occurrence the trees are stable and healthy except for an adverse weather event I believe these trees are fine’.

3 Update

Further to the inspection a number of recommendations were made and staff have programmed these works to be completed before spring. They are as follows:

• Tree work in this reserve is only remedial work more so to stop children swinging on lower limbs of trees and breaking them and to clear property lines.

• Redwood /Sequoia - monitor tree, small amount of limb die back, mulch around base of tree.

• Oak - trim tree back off property line, also remove lower limbs to stop children swinging on them, remove grass clippings away from base of tree mulch and water.

• Plant some small trees to the south of the reserve possibly Acer Palmatum- Japanese Maple which will not grow too large and are deciduous and will keep within the structure of plantings in the reserve.

4 Assessment of Options

Council have a number of options to consider:

1. Do nothing. The trees remain and are monitored closely. Work outlined in the arborist report to be completed.

2. Fell the Redwood and retain the oak and prune as recommended – any major work will need to be budgeted for in the LTP.

3. Fell both trees and look to replant appropriate trees in this location given the likely future use – any major work will need to be budgeted for in the LTP.

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5 Consultation

With the development of the RMP Community Plan no submissions were received in relation to the trees at Christie Street playground from the residents.

A copy of the Policy on Trees in Road Reserve has been attached for your information. However, the policy may not be directly applicable to the trees in the Christie Street playground but it may guide the Service Delivery Committee as to what, if any, further consultation is required.

6 Budgets

The felling of the trees is major works and this will need to be considered through a staff submission to the LTP – the approximate cost to fell these trees is $3,000+GST each.

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Policy NumberPrepared byAuthorised byDate IssuedDate to be reviewed

CLUTHA DISTRICT COUNCIL POLICYTrees in Road Reserve &02 - 01 - 002

Amenity TreesManager District AssetsCouncil

I6 September 2010 Page16 Se ternber 2014 No. Pa es

Policy on Trees in Road Reserve & Amenity Trees

This policy sets out responsibility for trees in road reserve and amenity trees on Councilowned and administered land.

The policy aims to set out procedure for dealing with applications for tree trimming orremoval that will ensure it is controlled and undertaken by suitably qualified persons tomaintain the amenity value of public areas.

Council will take responsibility for safety from trees on land it owns and administerswhere they were planted by the community and deemed to be the responsibility ofCouncil.

No person may plant, remove or trim an amenity tree without the written approval ofCouncil.

Council will not permit the planting of trees, flax or other plants on rural road reserves.These should be planted on private property inside a fenceline on the boundary.Existing trees on rural road reserves will be removed or sprayed by Council as fundingallows.

Council may approve amenity tree planting on rural road reserves. These will beconsidered on a case-by-case basis.

Council will only remove or trim trees where they compromise safety, and thereforewhere Council sees no risk they will require applicants to provide a report from anarborist or other approved person that the tree is unsafe.

Council wishes to ensure the community is properly consulted before any urban amenitytree is removed for reasons other than health and safety.

Where practical a new tree should be replanted for every tree removed in an urban area.The location of the replacement trees need not be planted at the same site.

The Trimming/Removal of Trees in Road Reserve Flow Chart below is to be used whendetermining whether a tree in road reserve may be trimmed or removed.

Purpose

5

Policy

Urban Amenity trees

An applicant who believes a tree should be removed on the grounds of health and safetymust first satisfy Council there is a risk by report of an aborist or other approved person.

Procedures

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Policy NumberPrepared byAuthorised byDate IssuedDate to be reviewed


Manager District Assets Amenity TreesCouncil

16 September 201016 Se ternber 2014

Where an applicant requests the removal of a tree for other than health and safetyreasons, the following procedure must be followed:

. Identify reasons for wanting tree removed/trimmed.

. All relevant neighbours must be consulted where possible.

. Users of reserve area or recognised beautification groups etc must beconsulted.

. Supporting evidence and photographs should be supplied.

. Advise of proposed replacement planting giving consideration to eliminatingthe applicants concerns in the future.

. Information and supporting evidence to be provided to Community Board/District Assets Committee for approval/ disapproval.

Where the removal of an amenity tree is approved the applicant is responsible for allcosts of felling and removal of the tree/debris and reinstatement of the grounds etc.Work is to be undertaken within one month of approval.

Tree removal/ trimming shall be undertaken by an arborist or by another approvedperson to Council's satisfaction.

Trees in the urban road reserve

When making the decisions consideration shall be given as follows (numbers relate toflow chart below) :

All applications shall be in writing on the application form and shall provide allrequested information.

Council will progressive Iy identify on plans trees that are deemed to be amenitytrees and are the responsibility of Council or a community group.

A tree is a danger to the public when:

. It shades a street or road as per Rule Tran. 7 of the District Plan.

. It has branches at a height that are less than two metres over footpaths.

. It is of an age or condition that the tree or significant branches may fall ontopublic space while in use by the public (to be determined by an Arborist).Note: In the case of low traffic roads/streets or areas where public use is lightand there is little likelihood of the public being present during conditions wherethe tree or significant branch may fall, this will not constitute "in use by the public".

. The roots are damaging footpaths or road surfaces and removing the treeis the best long term option.

A tree is deemed to be affecting a building when it

Is within 50 metres and shades a building for more than 6 daylight hoursduring winter months.

PageNo. Pa es

2

5

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Policy NumberPrepared byAuthorised byDate Issued

Date to be reviewed



16 September 2010 Page16 Se ternber2014 No. Pa es

Is deciduous and its leaves block a building roof guttering (trunk within IOmetres of building).

. Has branches overhanging a building.

. Has roots that affect drainage from a building or building foundations.

. Is of an age or condition that branches or the tree may fall onto a building(to be determined by an Arborist).

All costs relating to obtaining an Arborist report on the tree shall be incurred bythe applicant. The applicant may be refunded by Council if the tree is an amenitytree and the report by an approved Arborist certifies the tree or its branches arelikely to fall other than during a storm (Act of God).

Trimming the tree will always be the first option. Consideration is to be given tothe continued viability of the tree, its appearance, its amenity value and ongoingtrimming costs.

Where the applicant is an electricity network operator the process set out in theElectricity (Hazards from Trees) Regulations 2003 shall be followed. Where theservice is a Council service the provisions of the Local Government Act shallapply.

The applicant shall seek approval from neighbouring property occupiers.Neighbouring property occupiers are those with property boundaries within a I 00metre radius of the tree.

Trimming or removal of trees other than amenity trees or those creating a risk tothe public as per 5 above shall be at the applicants cost. No applicant maycommence trimming or removal of a tree in road reserve without demonstratingthat the person(s) undertaking the activity has an approved OSH Safety Plan,Traffic Management Plan and Public Liability Insurance and have notifiedpossible affected utility authorities e. g. Electricity Network Operator, Telecom,Council Water Services. The tree(s) shall be removed and the site made goodwithin two da s of commencement unless otherwise approved by Council.

The applicant must supply in writing the name of the operator, an operationalplan, traffic management plan and the time and date of any proposed treetrimming/removal work at least three working days prior to the work commencing.Council may elect to have a staff member or contractor present during the works.

Where the applicant is unable to obtain the approval from neighbouring propertyoccupiers as per 7 above, the matter is to be referred to the Council DistrictAssets Committee who shall have delegated authority to make final determinationas to whether approval is given.

The removal or trimming of trees by Council shall be undertaken as fundingpriorities allow and depending on risk to the public. Applicants may facilitate thequick removal of a tree if they are prepared to arrange the removal as per 8above. Trimming of trees will be undertaken by Council Contractor.

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5

I O.

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Date to be reviewed



I6 September 201 O Page16 Se ternber 2014 No. Pa es

The applicant shall arrange to have any replacement tree(s) planted, includingany necessary protection and support structures, as their cost. Replanting shalltake place in the appropriate planting season but within one year of removal. Theapplicant must obtain prior approval from District Assets Department regardingthe species of tree, location and protection/support structures before undertakingany planting.

TRIMMING/REMOVAL OF TREES IN URBAN ROAD RESERVE

I. CDC receives

application to trim/remove a tree in road

reserve

2.1s the tree an

amenity tree?

No

5. Is it a dangerto the public?

Yes

4

5

4. Will trimming remove thedanger to public or adverse

affects on building?

No

Yes^,.

7. Have

neighbouringoccupiers given

approval?

3. Is it a dangerto the public or

affecting anexisting

building?

Yes

10. CDCremoves

the tree

^..

No

No

IYes

Yes^.

I ^-

4. Will trimmingtree result in a

permanentaesthetica!Iy

unpleasing tree?

IO. CDCremoves

the tree

9. Councilmakes decision

8. Applicantresponsiblefor removal/

trimming oftree

No

6. Has it been

requested by aservice

provider?

Yes

^.

Refuse

application

No

6. Service

providerprocessfollowed

Yes

Yes

Has applicantappealed decision?

10. CDC

trimsthe tree

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Date to be reviewed

CLUTHA DISTRICT COUNCIL POLICY02 - 01 - 002 Trees in Road Reserve &Manager District Assets Amenity TreesCouncil

I6 September 2010 Page16 Se ternber 2014 No. Pa es

Urban Amenity Trees - for the purpose of this policy are trees that are planted byCouncil or a Community Group and form part of the urban streetscape.

Rural Road Reserve - this is defined as road reserve that are adjacent to a publiclymaintained road where the speed limit is I 00km/hr or a LSZ.

Amenity Value - as defined in the Electricity (Hazards from Trees) Regulations 2003and for the purpose of this policy amenity value in relation to a tree, means the naturaland physical qualities and characteristics of that tree that -

(a) contribute to people's appreciation of the tree or the area in which that tree issituated; or

(b) provide desired shelter or desired screening to a property adjoining the propertyon which the tree is situated.

Definitions

Electricity (Hazards from Trees) Regulations 2003Local Government Act

N/A

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5

Council's District Plan Rule TRAN. 7 VegetationCouncil's Roading Policy Combined

Relevant Legislation

Trees, Amenity trees, Vegetation, Trees in road reserve, Tree trimming, Tree removal

Legal Compliance

Related Policy and Documents

Key Words

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