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Environmental Services Committee

AGENDA

Thursday 5 October 2017

Commencing at 1.30pm

Council Chamber, 2 Baring Square East, Ashburton

Committee Membership Cr Peter Reveley (Chair) Cr Diane Rawlinson (Deputy Chair) Cr Thelma Bell Cr Leen Braam Cr Neil Brown Cr Russell Ellis Cr Lynette Lovett Cr Mark Malcolm Cr Liz McMillan Cr Selwyn Price Cr Alasdair Urquhart Cr Stuart Wilson

Donna Favel Mayor, ex officio Quorum – no less than seven (7) members

The purpose of local government:

(1) The purpose of local government is – (a) to enable democratic local decision-making and action by,

and on behalf of, communities; and (b) to meet the current and future needs of communities for

good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.

(2) In this Act, good-quality, in relation to local infrastructure, local

public services, and performance of regulatory functions, means infrastructure, services, and performance that are – (a) efficient; and (b) effective; and (c) appropriate to present and anticipated future

circumstances.

(Local Government Act 2002 – Amendment Act 2012)

ASHBURTON DISTRICT COUNCIL Environmental Services Committee Meeting

Timetable

Time Item

1.30pm Meeting commences

ORDER OF BUSINESS 1 Apologies

2 Extraordinary Business

3 Conflict of Interest Declarations

4 Minutes – Environmental Services Committee – 24/08/17

1

5 Forward Programme 3 6 Matters for Committee Decision

6.1 Town Centre Working Group – 7/09/17 4

7 Activity Reports

7.1 Building Services 8

7.2 Planning 10

7.3 Regulatory 10

27 September 2017

Environmental Services Committee 24 August 2017

Committee Minutes

4 Environmental Services Committee Minutes of the Environmental Services Committee meeting held on Thursday 24 August 2017, commencing at 9.30am, in the Council Chamber, 2 Baring Square East, Ashburton.

Present Mayor Donna Favel; Councillors Peter Reveley (Chair), Thelma Bell, Leen Braam, Neil Brown, Russell Ellis, Lynette Lovett, Mark Malcolm, Liz McMillan, Diane Rawlinson, Alasdair Urquhart and Stuart Wilson.

In attendance District Planning Manager, Environmental Monitoring Manager and Committee Secretary.

1 Apologies Cr Selwyn Price Sustained

2 Extraordinary Business

Nil.

3 Declarations of Interest Nil.

4 Confirmation of Minutes That the minutes of the Environmental Services Committee meeting held on 27 July 2017, be taken as read and confirmed.

Rawlinson/Urquhart Carrie

5 Forward Programme No additional items.

6.1 Dog Control Policy and Practices Report July 2016 to June 2017 The Environmental Monitoring Manager confirmed that the animal control contractor is required to investigate and follow up on unregistered dogs. Around 200 properties (urban and rural) are checked by the contractor each year.

That the report be received. Ellis/Lovett Carried

That the Dog Control Policy and Practices Report be notified in a prominent local newspaper.

That the report be sent to the Secretary for Local Government within one month of adoption.

Ellis/Bell Carried

6.2 Naming of Road – Oaklea Subdivision, Tinwald

That the unnamed Road 3 within the Oaklea subdivision on Melcombe Street in Tinwald, approved under Sub11/0021, be named Roxburgh Place.

Urquhart/Wilson Carried

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Environmental Services Committee 24 August 2017

7 Activity Reports

That the reports be received. Urquhart/Rawlinson Carried

• Triannual ReportThe final report for the 2016-17 year was received. Further information was sought on the why thecustomer request management (CRM) monitoring can’t be reported and why there is no gambling venuedata.

• RegulatoryIt was reported that Neighbourhood Support is proceeding with the ‘Gets Ready’ licence fee and Council’s funding of $3,000 will be paid to Safer Ashburton to assist with this. The Committee would be interested in hearing whether the software is successful and asked for this to be reported back.

The meeting concluded at 10.11am.

2

5 Forward Programme – Environmental Services Committee

Meeting Date Report / Other Responsibility

November 23

December 14 (Council) Results of Free Parking Trial GM Environmental Services

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Environmental Services Committee 5 October 2017 Matters for Committee decision

Minutes

6.1 Town Centre Working Group

Minutes of the Town Centre Working Group meeting held on Thursday 7 September 2017, commencing at 9.35am in the Council Chamber, 2 Baring Square East, Ashburton.

Present Mayor Donna Favel; Crs Diane Rawlinson (Chair), Leen Braam, Neil Brown, Russell Ellis and Selwyn Price.

In attendance Vincie Billante (Community Relations Manager) and Phillipa Clark (Committee Secretary).

1 Apologies Nil.

2 Extraordinary Business Additional items for discussion were agreed: - Tables on the Green- Festive lighting- Wheelie bins in CBD- Burnett Street- SmartParking

3 Conflict of Interest Nil.

4 Confirmation of Minutes – 9/12/16 That the minutes of the Town Centre Working Group meeting held on 9 December 2016, be taken as read and confirmed.

Price/Brown Carried

5 Terms of Reference

The Draft Terms of reference were discussed and amended. Appendix 1

• Delegations- Retailers and Businesses

The Mayor would like to see the retailers association formed again and suggested the Working Group could take a leadership role to bring parties together. Her vision is that businesses and retailers would form and take ownership of this group. Recent shoplifting is an issue that the group could collectively address.

Working Group members agreed that rather than Council leading the response, it should be a community initiative overseen by retailers and, where necessary, the Police. Council’s role would continue to be one of enabling – ie through street design, lighting, parking etc, and creating an attractive and safe town centre.

It was further agreed that if the retailers formed an association, or joined with Business Mid Canterbury, that body would become the group Council liaises with.

- East St bus stop

The Community Relations Manager advised that another role for the Working Group could be to look at the transportation issues that arise from requests from the businesses, such as the expansion of the East Street bus stop asked for by the i-Site manager (which was rescinded by Experience Mid Canterbury CEO).

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Environmental Services Committee 5 October 2017 Matters for Committee decision

But with the future of the district’s i-Sites and the location of the new Council administration and library facilities yet to be determined, there is no immediate need to progress this.

- Cycleways

The Mayor referred to previous Councils’ proposals for a connecting cycleway through the town centre and suggested that the cycleway project should resume under the oversight of the Working Group.

The Community Relations Manager spoke about the wider transportation implications such as pedestrian access and bus stops and the Working Group agreed to include this in the delegations. It was acknowledged that the cycleway and town centre transportation issues are likely to crossover with the role of the Urban Road Reference Group.

It was noted that the Mayor and Councillors who undertook a mobility scooter trial around the CBD this week have been made aware of issues such as uneven pavements, signage on footpaths and timing of pedestrian crossing lights. This will inform the Working Group’s recommendations to address through Service Delivery Committee.

Cr Wilson attended the meeting at 10am.

- Festive lighting

Oversight of festive lighting and decorations includes banners and requests for more park benches along the Green.

Recommendation to Environmental Services Committee

That the Town Centre Working Group Terms of Reference be adopted. Appendix 1

Price/Ellis Carried

6 Review of Discussion with CBD Stakeholders - Town Centre Concept Plan There was brief discussion on the matters raised by the retailer and business representatives who met withthe Working Group in December. Of note, the Town Centre Concept Plan, produced by Boffa Miskell in 2008, has key objectives for public spaces and development of the town centre that remain relevant today.

The Mayor proposed that the 18 key projects identified in the Plan be reviewed and prioritised by the Working Group. While the Group agreed that projects are relevant, the need to prioritise them at this stage wasn’t supported.

The Community Relations Manager advised that town revitalisation may become a key item within the Long Term Plan (Delphi) process where community and stakeholder groups will be consulted. Officers are currently making a business case for the LTP to create a position within the Environmental Services Planning Team for a structural planner, having identified a need for an officer to work with developers and community stakeholders within the town centre on development issues. - Revitalisation initiatives It was noted that the ‘First Retail’ Hamilton City initiative involved consultation with retailers to find a wayof increasing foot traffic. The First Retail Group met with stakeholders and provided customer servicesstrategies to smaller shops.

Cr Ellis spoke about the Upper Hutt City funding incentive to get new businesses into empty shops and noted that the issue of revitalising central business retail areas is not unique to Ashburton. He further commented that any temporary beautification solutions – such as hanging baskets, should have some contribution from the retailers, as opposed to watering them as what was offered by the local retailers.

Other recommendations made will be subject to ongoing review by the Working Group who agreed that inclusion of property owners and retailers in the consultation process is vital.

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Environmental Services Committee 5 October 2017 Matters for Committee decision

7 Wheelie Bins The Community Relations Manager reported that landlords will receive a letter from Council this week to clarify their ratepayer status – ie whether there is a single rate or multiple rates paid on a building with multiple tenancies. All business owners will receive a hand-delivered letter to indicate the progress of when the bins will arrive for their businesses, with delays expected of up to six weeks for the recycling bins. The rollout has highlighted there are a small number of landlords in the CBD who haven’t been rated appropriately for the number of businesses on their property. As an interim solution businesses are being asked to use Council bags which will be collected until the bins arrive.

8 Burnett Street The Working Group agreed that it would be useful for Council to have a concept plan for Burnett Street. With the Eastfield developments and the proposed MSA upgrade, Council needs to look at the street design, traffic flows and the potential for partial street closure or a pedestrian mall. Tancred Street could be included.

Cr Brown proposed that the plan be drafted as a high level concept plan. It would be a starting point for Council to seek comment from developers and stakeholders.

The Working Group acknowledged that Council has delayed upgrade work in the town centre due to other pending developments but progress now needs to be made.

Cr Malcolm attended at 10.30am.

Recommendation to Environmental Services

That options for partial closure of Burnett and Tancred Streets be investigated.

Brown/Ellis Carried

9 Picnic Tables Cr Rawlinson suggested that picnic tables be installed on the Green. The Working Group agreed that this should be deferred until more details have been provided on the cycleway. It was noted that part of the cycleway was to be constructed along the Green which would require widening the path.

10 Festive Lighting The Community Relations Manager provided a brief update on plans for new festive lighting. Council is working in partnership with EA Networks on developing the concept plans for lighting that could be used year-round. The design is being developed by Xyst, who did the lighting for the Clock Tower and i-Site/ Toilets on East Street. These plans will be shared with the Working Group once completed.

11 Smart Parking Results of the free parking trial will be reported to the Environmental Services Committee in November. The Working Group asked for the report on the SmartPark system to provide data on –

• Number of cars parked / length of time parked (on average) per day• Number and location of empty / available parks (on average) per day• Number of cars parked / length of time parked (on average) after monitoring hours per day• Number of cars parked / length of time parked at weekends• Location of most frequently used parks

The meeting concluded at 10.48am.

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Environmental Services Committee 5 October 2017

Town Centre Working Group Terms of Reference

Purpose and Scope The purpose of the Town Centre Working Group is to provide oversight of initiatives for the revitalisation and beautification of the Ashburton central business district.

Membership Membership of the Working Group comprises:

• Mayor, Donna Favel (ex officio)• Cr Diane Rawlinson (Chair)• Cr Leen Braam• Cr Neil Brown• Cr Russell Ellis• Cr Selwyn Price

The quorum is three members.

Meeting Frequency The Town Centre Working Group will meet as required but at a minimum, quarterly. Subcommittee members shall be given not less than 5 working days’ notice of meetings.

Delegations The Town Centre Working Group has responsibility for the following functions: • Oversight of revitalising initiatives in the CBD• Oversight of transportation and cycleway initiatives in the CBD• Oversight of festive lighting• Oversight of parking upgrading in the Ashburton urban area.

Liaison The Town Centre Working Group will engage with key stakeholders in the CBD (retailers, businesses, developers and property owners).

Reporting The Town Centre Working Group will report to the Environmental Services Committee.

Recommendations on items not covered by the Environmental Services Committee delegations shall be forwarded to the relevant Committee or Council meetings.

Date Adopted:

[To be adopted by the Environmental Services Committee 5 October 2017]

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Environmental Services Committee 5 October 2017 Activity reports

7. Activity Reports

7.1 Building Services

7.1.1 Building Consents/Amendments Note: figures in brackets are for the corresponding month the previous year

Month Building Consents Received

Building Consents Received

YTD

Building Consents

Issued

Building Consents

Issued YTD

% Processed within 20

Days

Inspections Carried Out (max wait time in brackets)

CCC Issued

within 20 Days

Jan 47 (42) 47 (42) 51 (62) 51 (62) 94.1% 178 (2) 100% Feb 53 (83) 100 (125) 63 (78) 114 (139) 91.9% 265 (2) 98.6% Mar 85 (101) 185 (226) 71 (80) 185 (219) 98.6% 260 (2) 98.8% April 62 (130) 247 (356) 62 (115) 247 (334) 98.4% 246 (2) 98.4% May 118 (89) 357 (445) 120 (118) 367 (452) 100% 353 (5) 100% Jun 106 (87) 463 (532) 105 (105) 472 (557) 100% 287 (4) 97% July 104 (102) 567 (634) 102 (68) 574 (625) 99% 259 (4) 98.7% Aug 116 (59) 683 (693) 100 (81) 674 (706) 100% 257 (3) 98.7% Sept Oct Nov Dec

Month Building Amendment

Received

Building Amendment Received YTD

Building Amendment

Issued

Building Amendment Issued YTD

% Processed within 20

Days Jan 4 (5) 4 (5) 3 (5) 3 (5) 100% Feb 11 (8) 15 (13) 8 (11) 11 (16) 100% Mar 8 (5) 23 (18) 13 (5) 24 (21) 100% April 20 (5) 50 (23) 20 (4) 44 (25) 100% May 20 (5) 70 (28) 21 (5) 65 (30) 100% Jun 21 (0) 91 (28) 23 (4) 88 (34) 100% July 40 (3) 131 (31) 26 (2) 114 (34) 100% Aug 27 (8) 158 (39) 34 (3) 148 (37) 100% Sept Oct Nov Dec

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Environmental Services Committee 5 October 2017 Activity reports

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Environmental Services Committee 5 October 2017 Activity reports

7.2 Planning

7.2.1 Resource Consents

Resource Consents August 16 August 17

No. of resource consent applications decided1 27 20 No. of resource consents decided within statutory timeframe 27 20 Notified/ Limited notified applications decided 0 0

Other

No. of 223 Certificates processed 11 8 No. of 224 Certificates processed 6 10 No. of building consents reviewed against District Plan2 18 24

7.2.2 Land Information Memorandums

LIMs August 16 August 17 LIMs Produced 70 55 LIMs Produced within 10 working days 70 55

1. Includes applications for subdivision, land use and other consents (e.g. application to changeconditions of consent).

2. Building consent applications are assessed against all relevant rules in the District Plan todetermine if resource consent is required. The applicant for building consent is advised accordinglyif resource consent is required.

7.3 Regulatory

7.3.1 Questions Raised at Last Meeting Several questions were raised at the last Environmental Services Committee meeting. The first related to the inability to report on customer request management (CRMs) monitoring. The reason for this is that the CRM system bases compliance on the date that the CRM is closed within the Property and Rating system. For Environmental Services activities, the performance measure is based on the initial response to the request, however the actual investigation frequently extends well beyond this timeframe. For example, if enforcement action is undertaken as a result of the request or the outcome of a consent application is required. Consequently the CRM report will not mirror the result of the performance measure. We are looking at ways this could be improved, but it is complicated because different activities would require different triggers.

Another query was why we have three questions in the Annual Residents’ Survey relating to satisfaction with animal control services but only one performance measure. This is not confined to animal control; all questions in the survey relating to satisfaction levels follow the same format. The first question asks about satisfaction with the service. The respondent is then asked whether or not they have used the service. If the respondent has indicated they are dissatisfied, they are then asked why not. Rather than being three separate questions, they all feed back to a general level of satisfaction and that is what the performance measure is based on.

The heading for the sale of alcohol performance measures has caused confusion by including reference to gambling venue licensing. This will no longer appear in future reports.

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Environmental Services Committee 5 October 2017 Activity reports

The Department of Internal Affairs is responsible for enforcement of this activity. The Council’s role is limited to issuing class 4 gambling venue consents in accordance with its Gambling Venue Policy. The policy is due for review in July 2019.

Questions were raised about the local Civil Defence response plans for Methven and Rakaia. These plans are formulated with and for the local community, the idea being that local communities take responsibility for their own well-being and plan accordingly. They sit apart from the wider CDEM operations and are not included in the email distribution lists, however the Emergency Management Officer keeps them abreast of what is happening during a declared incident. If all systems are down and he cannot, the principle of self-sufficiency is intended to ensure the community can respond. Operational response plans, as opposed to general advice, are not suitable for the website. They contain detailed information for trained personnel, not the general public, and this includes personal contact details of private individuals.

It is understood that some Ward Councillors were unaware consultation was taking place on local response plans. Going forward staff will make sure Councillors are advised.

JANE DONALDSON Group Manager Environmental Services

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Environmental Services Committee Delegations

Type of Committee Council Committee

Subordinate to Council

Subcommittees None

Working Groups Town Centre

Joint Committees Canterbury Regional Civil Defence

Advisory Groups None

Legislative Basis Committee constituted by Council as per schedule 7, clause 30 (1)(a), LGA 2002.

Committee delegated powers by Council as per schedule 7, clause 32, LGA 2002.

Membership Twelve Councillors and Mayor (ex officio)

Quorum Seven

Delegations Council delegates to the Environmental Services Committee all of the

duties and decision-making powers within the following areas of responsibility:

Regulatory activities including:

Building control

Hazardous Substances

Environmental protection and health, nuisances and complaints

Fencing of swimming pools

Animal control and dog registration

Litter

Alcohol licensing

Naming of roads

Noise control

Parking enforcement

Resource management

Street names and property numbering

Subdivision and development control

Class 4 Gambling Venues

Rural fire

Civil Defence

Freedom Camping

Food safety

Community Services including:

Community Safety

grants for community projects and to social agencies

To conduct statutory hearings on regulatory matters including:

Dog and stock control

Health

Swimming Pools

Building

Resource Management

Litter

The power to appoint hearing panels comprising members of the Environmental Services Committee shall be delegated to the Chair of Environmental Services.

Those hearing panels so appointed shall be authorised to deal with the

appeal for which they are appointed without further instruction from the Committee.

Planning and strategic direction with regard to:

Building regulation

Animal control

Alcohol Licensing

Gambling

District Plan

to make decisions on District Plan changes exclusive of

making them operative

the initiation of District Plan changes or District Plan

variations

administration

open space

Civil Defence and Emergency Management

Freedom Camping

Community safety and wellbeing

Local Approved Products

All the duties and responsibilities listed above must be carried out in

accordance with the relevant legislation including:

Amusement Devices Regulation 1978

Animal Welfare Act 1999

Building Act 2004

Building Research Levy Act 1969

Civil Defence Emergency Management Act 2002

Dog Control Act 1996

Fencing of Swimming Pools Act 1987 (Repealed 1/01/2017 by S19 of the Building (Pools) Amendment Act 2016)

Fire Service Act 1975

Food Act 2014

Food Hygiene Regulations 1974

Forest and Rural Fires Act 1977

Forest and Rural Fires Regulations 2005

Gambling Act 2003

Hazardous Substances and New Organisms Act 1996

Health Act 1956

Heritage New Zealand Pouhere Taonga Act 2014

Impounding Act 1955

Litter Act 1979

Machinery Act 1950

Psychoactive Substances Act 2013

Public Bodies Contracts Act 1959

Public Works Act 1981

Resource Management Act 1991

Sale and Supply of Alcohol Act 2012

Summary Proceedings Act 1957

Limits to Delegations Matters that must be processed by way of recommendation to Council include:

making operative District Plan changes

decision to notify the Reviewed District Plan and make operative amendments to fees and charges relating to all activities.

Powers that cannot be delegated to committees as per the Local

Government Act 2002 and sections 2.3 and 2.4 of this Delegations Manual.

Delegated authority is within the financial limits in section 6.