a g e n d a - grey district · 12/9/2016 · 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 12 September 2016

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 Kevin Brown, QSM Councillor Tony Coll Councillor Allan Gibson Councillor Peter Haddock Councillor Murray Hay Councillor Cliff Sandrey Councillor Doug Truman, QSM The information in this document is provided to facilitate good competent decisions by Council and does in no way reflect the views of Council.

ORDINARY MEETING OF THE GREY DISTRICT COUNCIL

to be held in the Council Chambers, Grey District Council, 105 Tainui Street, Greymouth

on Monday 12 September 2016 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: 5.20-5.30pm – Friends of History House 5.30 – 5.45pm – Mr Richard Arlidge – Proposed Community Facility at Punakaiki 5.45pm – 6pm – Mr Mark Boere - NZ Fire Service Changes 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: The Runanga Workingmen’s Club sub-committee members for the commemoration of the 50th anniversary of the Strongman Mine disaster.

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.

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

APOLOGIES .......................................................................................................................................................................... 4 [1] UPDATES TO THE INTERESTS REGISTER ...................................................................................................................................... 4 [2] IDENTIFY ANY CONFLICTS OF INTEREST IN THE AGENDA .................................................................................................................. 4 [3]

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

CONFIRMATION OF MINUTES OF ORDINARY MEETING OF COUNCIL HELD 8 AUGUST 2016 (PAGES 7-14) ............................................. 6 [1]

[C] List of acronyms used ...................................................................................................................................... 16

[D] Status report of Council decisions ................................................................................................................... 17

(16/07/563) R/8: KARORO DOMAIN – REQUEST TO CHANGE NAME TO KARORO SEEBECK DOMAIN ............................................... 18 [1]

[E] Agenda Items ................................................................................................................................................... 20

F/7: STRONGMAN MINE DISASTER - COMMEMORATION OF 50TH

ANNIVERSARY ............................................................................. 21 [1] F/7 : BUDGET CARRYOVERS FROM 2015/2016 FINANCIAL YEAR ............................................................................................... 23 [2] F/7: KARORO DOMAIN - FUNDING FOR COMMUNITY VOLLEYBALL NET .......................................................................................... 31 [3] F/3: MOTION - PONDING ON SHAKESPEARE STREET PROPERTIES ................................................................................................. 32 [4] C3/5: DELEGATION TO CHIEF EXECUTIVE OFFICER - INTERIM ELECTION PERIOD: ............................................................................ 34 [5] W/16: STAFF WARRANT UPDATE ......................................................................................................................................... 36 [6]

[F] Miscellaneous Items ........................................................................................................................................ 38

DOCUMENTS SIGNED ........................................................................................................................................................... 38 [1]

[G] Departmental Reports ..................................................................................................................................... 39

CORPORATE SERVICES .......................................................................................................................................................... 41 [1] CORPORATE PLANNING & COMMUNITY .................................................................................................................................. 52 [2] ASSETS & ENGINEERING ....................................................................................................................................................... 59 [3] ENVIRONMENTAL SERVICES ................................................................................................................................................... 69 [4]

[H] Finance report ................................................................................................................................................. 75

LIST OF MONTHLY PAYMENTS ................................................................................................................................................. 76 [2] STATEMENT OF COMPREHENSIVE REVENUE AND EXPENSE ........................................................................................................... 81 [3] STATEMENT OF MOVEMENTS IN EQUITY ................................................................................................................................... 82 [4] BALANCE SHEET .................................................................................................................................................................. 83 [5] FUNDING IMPACT STATEMENT – WHOLE OF COUNCIL ................................................................................................................ 84 [6] ELECTED MEMBERS REMUNERATION........................................................................................................................................ 85 [7] BANK & INVESTMENTS ......................................................................................................................................................... 86 [8] BORROWING ...................................................................................................................................................................... 87 [9]

SPECIAL FUNDS ................................................................................................................................................................... 89 [10] ACTIVITY FUNDING IMPACT STATEMENTS .................................................................................................................................. 93 [11] ACCOUNTS RECEIVABLE AND RATES DEBT .............................................................................................................................. 115 [12]

[I] In-Committee items ....................................................................................................................................... 116

COUNCIL-IN-COMMITTEE ............................................................................................................................................ 116 [1]

[J] Council resume in-open meeting .................................................................................................................. 117

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 12 September 2016 Apologies and Declarations of Interests

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[A] Apologies and Declarations of Interests

Apologies [1] Councillor Sandrey

Updates to the Interests Register [2] Elected members to please advise if there are any changes to be made to the current Interests Register.

Identify any conflicts of interest in the agenda [3] 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 ~ 12 September 2016 Minutes of previous meetings

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[B] Minutes of previous meetings


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Confirmation of Minutes of Ordinary Meeting of Council [1]held 8 August 2016 (pages 7-14)

SUGGESTED RECOMMENDATION 1.1

That the minutes of the Ordinary meeting of Council held on 8 August 2016 be confirmed as true and correct.

RECOMMENDATION: (FULL COUNCIL) 1.2


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Grey District Council Agenda ~ Ordinary Meeting of Council ~ 12 September 2016 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 ~ 12 September 2016 Status report of Council decisions

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[D] Status report of Council decisions

Resolution Date Ref No. Subject Update

8 February 2010 10/02/0541 Support Services Report

Grey Aquatic Centre – Roof Deflection

Nothing further to report.

16 April 2012 12/04/0319 Port Cranes – Future of Nothing further to report.

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

Matter ongoing.

14 September 2015 15/06/361 CBD Redevelopment – CBD Referral – Share Street - Town Square

Final Lease under negotiation. Refer Assets Management Report. Refer In Committee Report.

15 February 2016 16/02/476 CEO – Process to be determined for advertising of 2017 vacancy

Matter ongoing.

11 July 2016 16/07/563 Karoro Domain – Request to change name to Karoro Seebeck Domain

Report on pages 18-19.


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(16/07/563) R/8: Karoro Domain – Request to change [1]name to Karoro Seebeck Domain

OUTCOME SOUGHT: 1.1

Council makes a final determination.

SIGNIFICANCE: 1.2

It is important to know that Suburbs Rugby League requested to be involved in any re-naming of the Reserve.

BACKGROUND: 1.3

Council, following a request from Mrs Bev Coll for the Karoro Domain to be re-named Karoro Seebeck Reserve, tasked the Mayor and Councillor Hay to meet with Mrs Coll and to formulate a recommendation to Council. The Mayor and Councillor Hay suggest the following: That Council agrees for the children’s park within Karoro Domain to be named Seebeck Children’s Park subject thereto that any signage in this regard be approved by Council and funded by the Coll family. The suggestion does not involve a formal name-change for the Domain and the need for public consultation may well be averted. There seems to be three options, namely:

- To accept the recommendation made by the Mayor and Councillor Hay.

- To ask the Mayor and Councillor Hay to discuss potential other options with Mrs Coll.

- To decline the request made by Mrs Coll. The nature of the item is such that a further coverage of the format issues is deemed unnecessary.

SUGGESTED RECOMMENDATION: 1.4

That the recommendation made by the Mayor and Councillor Hay be approved. OR That Council asks the Mayor and Cr Hay to also pursue other options to be identified by Council with Mrs Coll and report back with a recommendation. OR That Council, notwithstanding the process embarked on in consultation with Mrs Coll, declines the request.


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RECOMMENDATION: (HIS WORSHIP, COUNCILLOR HAY) 1.5

That Council agrees for the children’s park within Karoro Domain to be named Seebeck Children’s Park subject thereto that any signage in this regard be approved by Council and funded by the Coll family.

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 12 September 2016 Agenda Items

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[E] Agenda Items


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F/7: Strongman Mine Disaster - Commemoration of 50th [1]Anniversary

OUTCOME SOUGHT: 1.1

Council determines the request for funding from the Runanga Workingmen’s Club after hearing them.

SIGNIFICANCE: 1.2

The request for funding comes outside of the Annual Plan process which is unfortunate. However, the event is significant for the District. The quantum of the funding request makes the issue one of lower significance for purposes of public consultation.

BACKGROUND: 1.3

The Runanga Workingmen’s Club has created a sub-committee to commemorate the 50th anniversary of the Strongman disaster. The committee has identified two main focus areas being:

- A commemoration booklet incorporating a pictorial/photographic history

- Identifying remaining families and staff in order to make them part of the official programme.

The organising committee has identified a need for funding of $10,000 to supplement other incomes like sponsorships, grants and advertising rights. They are applying to a variety of organisations including Trade Unions, DWC etc. and the request to Council is to provide actual funding and underwriting to an amount of $10,000. The organising committee has asked to be given the opportunity to speak to this request. No provision has been made for the expenditure in the Annual Plan. Alternative sources of funding that Council may consider include:

- An over-expenditure. The quantum is, however larger than what normally would be dealt with as an over-expenditure.

The event as such is significant to the District as a whole and Council has the option to:

- Fund the entire $10,000, or

- Fund say $5,000 and underwrite the other $5,000 with the understanding that the committee must use its best endeavours to secure outside funding.

- Not fund it at all.


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The matter is of low significance value and, on that basis, the customary format issues are not covered.


That Council determines the funding request after hearing the verbal submission from the organising committee.

RECOMMENDATION: (HIS WORSHIP – FINANCE) 1.5


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F/7 : Budget Carryovers from 2015/2016 Financial [2]Year

OUTCOME SOUGHT: 2.1

That Council approves the Carryovers from the last financial year to allow projects to be completed or if on-going projects, to be further advanced.

SIGNIFICANCE: 2.2

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

BACKGROUND: 2.3

The attached Table (attachment one) contains requested carryovers from last year’s approved budget. The carryovers total $7,617,444 (as compared to last year carryover requests of $4,789,424). There are 38 individual project lines requested to be carried forward (last year 47). The carryovers are requested so that Council still honours its agreed commitments of last year’s Annual Plan. 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 carry overs where at all possible. These can fall in three broad categories, namely: - The Annual Plan is drawn up based on as close as 100% staff engagement

as possible. If the Plan does not do this, it would mean that staff costs may have to be funded from rates. Should “new” projects or tasks be introduced it is then done at the expense of projects identified and funded in the Annual Plan. This has certainly happened this year with extensive staff involvement in projects like 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, i.e. in Christchurch. This results in delays.

- There certainly has been a measure of over-committing to work programmes which, despite staff working very long hours, could not be achieved. Council has in 2016/7 committed to a smaller work programme as a means of ensuring that it is more achievable and allows scope for these delayed projects to be undertaken. 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


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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: 2.4

1. Approve all carryovers 2. Approve some carryovers 3. Approve no carryovers

PRACTICABLE OPTION EVALUATION – OPTION 1: 2.5

Approve all carryovers.

LEGAL/STATUTORY IMPLICATIONS: 2.6

Council resolved that some of the projects would be carried out as part of the adoption of the 2014/2015 Annual Plan.

FINANCIAL IMPLICATIONS: 2.7

Total carryovers requested total $4,789,424. 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.

STRATEGIC IMPLICATIONS: 2.8

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 2.9GOVERNMENT 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 2.10

Non-completion of the projects associated with the carryovers will impact on Council’s existing decisions. Given the nature of this item, all the practicable options have not been worked through, as they represent obvious variations from the above comments.


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That the carryovers as submitted in the Agenda report totalling $4,789,424 are approved and that the current financial year’s budgets be amended to reflect the carryovers by the Corporate Services Manager by 30 September 2016.

RECOMMENDATION: (HIS WORSHIP - FINANCE) 2.12


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ATTACHMENT ONE: CARRYOVER DETAILS 2.13

Activity Project actual

expenditure

approved budget

Carry-forward amount

Comment Reasons to carryover

Economic Development

Signage, Interpretation and Public Art

36,356 57,879 21,523 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, Ngati Waewae, and Runanga.

Events and Recreation

Cycle Hub 14,700 30,000 15,300 Council approved the funding for the Cycle Hub project as part of the 2014-2015 Annual Plan. The signage and map was completed and the final stage including marketing Greymouth as a Cycle Hub and the start of the West Coast Wilderness Trail.

Council approved the remaining funds to be paid to the West Coast Wilderness Trail Trust to market Greymouth as the start of the Trail.

Economic Development

Parking Strategy 24,319 30,000 5,681 Finalisation of the Strategy will occur after the election and once the public has been consulted on the draft.

These funds will be used to complete the contract.

Council Property Tainui Street - Filling Room 13,801 25,200 11,699 Required for shelving/fit out of the new filling room.

Space has been converted, lined, and painted. Still need to fit out with shelving

Council Property Semi Covered Pole Shed - 56,100 56,100 Design complete and will be tendered August 2016. Construction at Preston road WWTP site

Work still to be completed, tendered advertised, staff committed to other projects

Council Property Tainui Street Entrance Sign 1,900 12,240 10,340 Work completed but charged under 16/17 budgets due to timing of work.

Required to cover expenditure charged in 2016/17.

Flood Protection Structural repairs - Johnston Street 7,422 83,592 53,688 Repairs between building and box culvert complete. Work on structural steel and systems

Works partially completed, staff and contractors committed to other projects


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Activity Project actual expenditur

e

approved budget



still to be completed.

Flood Protection Flood Station Alarms - 11,071 11,701 SCADA upgrade in progress with some stormwater sites still to be added.

Work still to be completed, staff committed to other projects

Refuse McLean's Pit Cell Construction 27,229 167,805 140,576 Cell 3 design is underway and nearing completion

To be completed for tender in October 2016.

Refuse Cobden Landfill Reinstatement 7,784 44,653 36,869 Ongoing work to rehabilitate the ex Cobden dump site

Required for planting, paths and site rehabilitation in this finical year.

Refuse Dry Storage Building McLean's Pit Recycling

166,906 224,400 57,494 Building under construction Funds committed and building 85% complete

Refuse Clean Hardfill/EQPB Demolition Site 19,703 45,900 26,827 Consent lodged with respective Authorities

Consent lodged with respective Authorities

Refuse Operations Budgets 1,687,110 1,784,718 75,000 Required for over expenditure of McLean's Pit Dry Storage Building (Per Tenders Committee Resolution).

Council confirmed funding to go to the Dry Storage Building

Refuse Operations Budgets 100,000 Required to fund emergency protection works undertaken at Jellyman Park

Required to fund emergency protection works undertaken at Jellyman Park

Sewer Greymouth Scheme 396,682 3,000,000 2,603,318 Ongoing works required to complete the scheme.

Funds required to complete the overall scheme - works deferred due to lack of availability of contractors.

Sewer Emergency Discharge Upgrade 300 149,682 149,382 Design work nearing completion and will be tendered shortly. Involves the renewal of the Somerled Ave Pumping Station. Combine with W.531.798

Design work nearing completion and will be tendered shortly. Involves the renewal of the Somerled Ave Pumping Station


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e

approved budget



Sewer Pond Effluent Upgrade 12,590 213,358 200,768 Design work nearing completion and will be tendered shortly. Involves the renewal of the Somerled Ave Pumping Station along with installation of flow meters and SCADA/communications

Design work nearing completion and will be tendered shortly. Involves the renewal of the Somerled Ave Pumping Station along with installation of flow meters and SCADA/communications

Sewer Blackball Scheme Construction - 75,717 75,897 Required to finalise legal easement over private land

Low response rates from property owners.

Sewer Dobson/Taylorville/Kaiata WW Scheme

303,915 564,936 261,021 Minor works still to be completed. Sum includes private property Building Consent Fees Funds

Funds committed. Minor works still to be completed. Sum includes private property Building Consent Fees Funds which will be a funding commitment for some time.

Sewer Sewer - Runanga Renewal 224,903 568,553 319,270 Ongoing woks to renew sewer reticulation and associated equipment per 2012 LTP.

Funds required for Stage II project. Design is now complete for this stage and to be tendered.

Sewer Sewer - Runanga Wave Band Repair

- 22,400 22,400 Work programmed to be completed with dry weather conditions by end of 2016

Work commenced and programmed to be completed with dry weather conditions by end of 2016

Water Implement Lifelines Recommendations

39,953 125,013 85,060 Runanga and Taylorville valves in place. Commissioning work to be completed including the installation of the Greymouth valve and p wave sensors.

Runanga and Taylorville valves in place. Commissioning work to be completed including the installation of the Greymouth valve and p wave sensors.

Water Water Supply Generator Weather Protection

- 18,869 18,869 Design complete and will be tendered August 2016. Construction at Preston road WWTP site

Work still to be completed.

Water Greymouth Pressure Reduction 11,657 173,062 161,405 Ongoing work with Greater Greymouth Master Plan and Leak reduction program. Funds required for setting up of District Metered Areas

Ongoing work with Greater Greymouth Master Plan and Leak reduction program. Funds required for setting up of District Metered Areas (DMA's).


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e

approved budget



(DMA's). Rename as Greymouth Water Management Plan

Water Greymouth Treatment Plant Upgrade

145,647 226,137 80,490 Required to complete building for Generator (Weather Protection), high NTU bypass, shoulder sealing and pavement upgrade around plant buildings.

Required to complete building for Generator (Weather Protection), high NTU bypass, shoulder sealing and pavement upgrade around plant buildings.

Water Booster Pump Boddytown/Reservoir 133 22,102 21,969 To be completed once Greater Greymouth Master Plan is finalised. To be added to W.542.750

To be completed once Greater Greymouth Master Plan is finalised.

Water Runanga Filtration Plant 6,702 700,244 693,542 Project design nearing completion. Land Acquisition also moving forward. Contract to be tendered.

Project design nearing completion. Land Acquisition also moving forward. Contract to be tendered.

Water Dobson/Taylorville Treatment Upgrade

400,871 639,036 225,782 Project nearing completion. Funds committed.

Project nearing completion. Funds committed.

Water Booster Pump Boddytown/Reservoir - 35,700 35,700 To be completed once Greater Greymouth Master Plan is finalised. To be added to W.542.750

To be completed once Greater Greymouth Master Plan is finalised.

Water Replacement Pipeline - Omoto Reservoir

- 204,000 204,000 Delayed due to resilience investigation around Omoto Reservoir Site. Report to be delivered to Council for discussion. Works to proceed to ensure operation until new site funding can be secure.

Delayed due to resilience investigation around Omoto Reservoir Site. Report to be delivered to Council for discussion. Works to proceed to ensure operation until new site funding can be secure.


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e

approved budget



Stormwater Stormwater Misc. Replacement/Renewals

235,813 435,190 154,061 Required for repairs to Arnott Heights, Marsden Road and Murray Street Stormwater Renewals

Required for repairs to Arnott Heights (Storm Damage), Marsden Road (Relining) and Murray Street Stormwater Renewals (Collapsed - Earthenware)

Parks & Reserves CBD Renewal Project 48,544 1,000,000 951,457 Design nearing completion. Tender will be released soon.

Required for CBD Renewal Project

Public Toilets Cobden Public Toilet 266 216,000 215,734 Project on hold pending additional funding opportunities and review.

Project on hold pending additional funding opportunities and review.

Roading Unsubsidised

Upgrade Te Kinga Boat Ramp (Now Freedom Camping)

53,927 65,100 11,173 Planned to use for speed control devices on road leading into area

Bad weather has prevented this work being carried out when originally planned

Roading NZTA Subsidised

Slaty Creek - Lake Brunner Road - 500,000 500,000 Bridge Replacement for Slaty Creek No. 1 on Lake Brunner Road

Still working through funding approvals with NZTA. Going through Business case process.

Roading NZTA Subsidised

Emergency Works (May 2016 Storm Event)

255,523 350,000 94,477 Slip repairs on Taylorville Blackball Road

Initial 250k approved then subsequent 100k approved but not spent. Money required for final reinstatement works

Aerodrome Taxiway Repairs/Maintenance 9,309 18,180 8,871 Runway requires numerous dig out repairs to prevent weed intrusion

Unable to carry out when planned due to bad weather.

GRAND TOTAL 4,153,965 11,896,837 7,717,444


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F/7: Karoro Domain - Funding for community volleyball [3]net

OUTCOME SOUGHT: 3.1

Council considering a request for funding of a volleyball net.

SIGNIFICANCE: 3.2

It is a request for funding outside of the Annual Plan which is unfortunate. The quantum of the request is small which makes it a matter of low significance.

BACKGROUND: 3.3

An informal volleyball court at Karoro Domain is widely used by the public. The Volleyball net has seen the end of its useful life and needs replacement. A net can be sourced for $180.00 plus GST. Council’s Discretionary fund for 2016/2017 can sustain this expenditure. Given the low significance level of the request, the normal format issues are not covered.


That Council notes the general community benefit involved and approves an amount of $180.00 plus GST from the Discretionary Fund to fund a new volleyball net for the Karoro Domain.

RECOMMENDATION: (COUNCILLOR COLL – SPORT & RECREATION) 3.5


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F/3: Motion - Ponding on Shakespeare Street properties [4]

OUTCOME SOUGHT: 4.1

That Council determines the motion put forward by Councillor Brown.

BACKGROUND: 4.2

The below motion has been put forward by Councillor Brown and duly counter- signed by Councillors Truman, Coll and Gibson. Staff comment: Council, as part of the 2016/2017 Annual Plan meeting gave consideration to the issue and resolved as follows:

“that - 1. The submitter be thanked for her submission; and 2. Council proceeds with the minor improvement capital works at an estimated cost of $7,500

funded from general rates as part of the 2016/2017 Annual Plan and as soon as the Rugby Club has separated its system.

3. The outcome of the investigation be referred to the 2017/2018 Annual Plan.”

The motion of Councillor Brown is aimed at the minor improvement capital works to be started as soon as possible as a means of addressing the ponding of stormwater in Shakespeare Street properties as much as possible. For Council to undertake this work, the Rugby Park services separation must be completed. The principle of giving the Union an interest free loan of $10,000 as enticement (if necessary) to do so immediately is therefore linked to alleviating the problem in Shakespeare Street and not to put the Rugby Union in a better position. Notwithstanding, it is a principle that can be controversial, in spite of the small loan figure involved. It may set a precedent in relation to other residents still having to separate their services. A loan of $10,000 at 6% over three years would cost $3,667 p.a. An interest free loan will come to $3,334 p.a. The “benefit” to the Rugby Union will be $1,001 over the three years. The loan amount can be funded ex Council’s discretionary fund, or as an over expenditure to be recovered from next year’s rates.


That Council determines the Motion put forward by Cr Brown.


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ATTACHMENT – MOTION 4.4


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C3/5: Delegation to Chief Executive Officer - Interim Election [5]Period:

OUTCOME SOUGHT 5.1

Council, subject to two specific conditions, delegating responsibilities, powers and duties of Council to the Chief Executive Officer for the interim election period, with the exception of certain powers, functions and duties that by statute cannot be delegated.

SIGNIFICANCE 5.2

There is no basis for public consultation.

BACKGROUND 5.3

Following good practice, Council is requested to put measures in place to ensure the exercise of council responsibilities during the period from when current elected members leave office to when new elected members are sworn in. For purposes of this report, it is referred to as the interim election period.

Newly elected members come into office the day after the Electoral Officer’s declaration but in terms of Cl. 14 of Schedule 7 of the Local Government Act, 2002 are precluded from acting until they have sworn a declaration at the first Council meeting of the new triennium. Equally, outgoing Councillors are no longer Councillors and neither outgoing nor incoming Councillors can act as members of Council during the interim period.

Under statute the Chief Executive cannot call the first Council meeting until after the formal declaration of results and he must give seven days notice of this meeting. The timetable for the declaration and the swearing in ceremony is Thursday 27 October 2016.

The current Council is able to make urgent decisions subject to normal quorum and other requirements from election day (8 October 2016) until the day of the Electoral Officer’s declaration of the results of the election (13 October 2016).

While the official results will likely be known on Thursday, 13 October 2016, and placed on the Council’s website, in terms of the LEA sections 86 and 115, the public notice is deemed to be by way of a public notice in a local newspaper. The current Council may still act in their capacity as members up until the public notice, although it is unlikely that any Council meetings will be called in this time.

There is a period from 13-19 October to 27 October (that is, when the new Council is sworn in) when it will be necessary to have a process in place to enable urgent decisions to be made. The best practice of other local authorities is to authorise the Chief Executive to deal with urgent matters, in consultation with the Mayor-elect. There is another option, namely to, in terms of Clause 30(7) of Schedule 7 of the Act extend the tenure of Council committees until swearing in day. In the case of the Grey District, it is not an option as Council does not have a Committee system.


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It is envisaged that the nature of issues on which the Chief Executive may have to make a decision would be those normally requiring formal Council approval but no significant political debate. The delegation is also limited to those issues requiring an urgent decision and will exclude those issues precluded by statute to be delegated.

Should there be a need for an urgent decision that requires political input of a significant nature or any matter outlined in S. 32(1) of Schedule 7 Part 1 of the Local Government Act, 2002 during the period in question, an extraordinary meeting can be called at 24 hours notice. The Mayor-elect and Councillors-elect will then as first step, be sworn in, and then Council will consider the item.

Council in July 2010 made provisions to ensure the West Coast Civil Defence Emergency Management Group and any subcommittee constituted by the Group continues during this period. Equally the Liquor Licensing Committee will continue although the role of Council’s appointee will terminate.

Given the nature of the item, the normal agenda headings are not covered.


That Council -

1. Council members note that they are precluded from acting as Council members until they are duly sworn in.

2. Agree that, from the day following the Electoral Officer’s declaration until the new Council is sworn in, the Chief Executive be authorised to make decisions over and above his normal delegations in respect of urgent matters not likely to be politically controversial and not falling under S32(1) of Schedule 7 Part 1 of the Local Government Act, 2002, in consultation with the Mayor-elect.

3. Note that any decisions made under this delegation will be reported to the first ordinary meeting of the Council.

4. Note that should any urgent decisions arise during this period, requiring significant political input or involving a matter identified in S32(1) of Schedule 7 Part 1 of the Local Government Act 2002, then an extraordinary Council meeting will be called.

RECOMMENDATION (COUNCILLOR TRUMAN – REGULATORY FUNCTIONS ) 5.5


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W/16: Staff Warrant Update [6]

OUTCOME SOUGHT: 6.1

Council’s approval of warrant for new staff member John William Canning.

SIGNIFICANCE: 6.2

Not significant for purposes of public consultation.

BACKGROUND: 6.3

All Council staff that enter private property in the course of their duties requires a warrant from the Council for the purpose of inspections and/or investigation. The Compliance officer’s role performs function across the animal control, enforcement officer and bylaws of the council.

In order to legally comply the staff member requires the following powers:

1. John William Canning is a recently appointed officer with a compliance role for council and requires the following warrants to be able to perform his duties:

a. to carry out the powers and duties of one or more of the following:

i. An enforcement officer for the purposes of sections 171 - 178 of the Local Government Act 2002.

ii. A dog control officer for the purposes of the bylaws of the Grey District in force for the time being.

iii. A dog control officer for the purposes of section 11 of the Dog Control Act 1996.

iv. A pound keeper for the purposes of section 8 of the Impounding Act 1955

v. A litter control officer for the purposes of section 7 of the Litter Act 1979.

For the purposes of this agenda item the normal format is not followed.


That -

1. Council notes the content of this report.

2. The Grey District Council, acting pursuant to the Local Government Act 2002, the Dog Control Act 1996, the Impounding Act 1955, the Litter Act 1979, and all other powers and authorities in any way enabling it appoints John William Canning to carry out the powers and duties of one or more of the following:

a. An enforcement officer for the purposes of sections 171 - 178 of the Local Government Act 2002.

b. A dog control officer for the purposes of the bylaws of the Grey District in force for the time being.

c. A dog control officer for the purposes of section 11 of the Dog Control Act 1996.

d. A pound keeper for the purposes of section 8 of the Impounding Act 1955.

e. A litter control officer for the purposes of section 7 of the Litter Act 1979.


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3. An Inspector for the purposes of the bylaws of the Grey District in force for the time being.

RECOMMENDATION: (COUNCILLOR TRUMAN – REGULATORY FUNCTIONS) 6.5

That -

1. Council notes the content of this report.

2. The Grey District Council, acting pursuant to the Local Government Act 2002, the Dog Control Act 1996, the Impounding Act 1955, the Litter Act 1979, and all other powers and authorities in any way enabling it appoints John William Canning to carry out the powers and duties of one or more of the following:

An enforcement officer for the purposes of sections 171 - 178 of the Local a.Government Act 2002.

A dog control officer for the purposes of the bylaws of the Grey District in force for b.the time being.

A dog control officer for the purposes of section 11 of the Dog Control Act 1996. c.

A pound keeper for the purposes of section 8 of the Impounding Act 1955. d.

A litter control officer for the purposes of section 7 of the Litter Act 1979. e.

3. An Inspector for the purposes of the bylaws of the Grey District in force for the time being.

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 12 September 2016 Miscellaneous Items

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[F] Miscellaneous Items

Documents Signed [1]

1. West Coast Netball Centre Inc. variation of lease premises dated 24 August 2016

2. Lease Agreement – GDC to ITS Limited – 30 Gresson Street, Greymouth (office building and land) (Lot 3 DP 464046).


That the following documents be ratified:

1. West Coast Netball Centre Inc. variation of lease premises dated 24 August 2016

2. Lease Agreement – GDC to ITS Limited – Johnston Street (30 Gresson Street) Greymouth (office building and land) (Lot 3 DP 464046)


Grey District Council Agenda ~ Ordinary Meeting of Council ~ 12 September 2016 Departmental Reports

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[G] Departmental Reports


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Corporate Services Report - (pages 41-51)

SUGGESTED RECOMMENDATION

That the report be received and noted.

RECOMMENDATION: (FULL COUNCIL)

Corporate Planning & Community Report - (pages 52-58)




Assets & Engineering Report - (pages 59-68)


That the report be received and noted,


Environmental Services Report - (pages 69-74)





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Corporate Services [1]

AUDIT/ANNUAL REPORT/ANNUAL PLAN/LTP: 1.1

Audit NZ is currently on-site undertaking their annual audit work including financial audit of the 2015/16 accounts.

It is expected that the 2015/2016 Annual Report will be adopted at the inaugural Council meeting for the next triennium, scheduled for 27 October 2017.

IT: 1.2

Work has begun with West Coast Regional Council and Buller District Council to replace our internal phone systems (aka PABX). This is a shared service, aiming to be implemented by December 2016.

All issues have been dealt with in-house by Council’s staff and consultant, with no major system failures.

RATES & CUSTOMER SERVICES: 1.3

Reception has been busy with the 1st rates instalment due 31 August 2016 and dealing with various other inquiries and payments.

District Valuation Roll information and maintenance work undertaken (as at 31 July 2016)

Assessment Numbers

Rateable 50% rateable Non rateable Total

8496 14 521 9031

Building Consents

Completed consents initiate an update to the district valuation roll (e.g. there may be a change in property value)

Work to Process Work Completed

To check Being built Actioned this month

Actioned YTD

136 144 23 23

Sales

Work to process Actioned this month Actioned YTD

6 28 28

District Revaluation (Rating)

Objections

Work to Process Work Completed

Being processed Lodged with LVT Actioned this month

Actioned YTD

0 0 0 0

(as at 31 July 2016) * LVT = Land Valuation Tribunal


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The chart reflects the trend in property values over time and compared with the national trend. All values were based to 1000 in Dec 03 so it shows the change in the index, not the change in average sales price. Grey District rating revaluations have been revised as at September 2015, and have been first used for rating purposes from 01 July 2016.

RATES REBATES: 1.3.1

Application forms have been sent to all those who applied for a rebate in 2016. A large number of completed applications have been returned to Council for processing. Year to date processing is as follows:

RATING_YEAR total applications

average rebate granted *

total rebates

2017 (to 29 August 2016) 492 $568.08 $279,494

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 $610


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RUNANGA SERVICE CENTRE: 1.3.2

From the Council transactional side of the Centre, things have been busy with Rubbish Bag Tie vouchers being redeemed, and Rate Rebates application forms.

NZ Post Agency business remains steady with a regular number using ‘Bill Pays’.

A pamphlet drop has been carried out in Runanga and surrounding areas letting people that are new to the area know what services we can provide for them. So far there has been a couple of new faces and have been pleased they don’t have to go to town just to pay their Power Bill.

DATE RANGE GREY DISTRICT

COUNCIL CUSTOMERS

NZ POST AGENCY

CUSTOMERS

25 July to 26 August 2016 125 187

Year to date 213 327

Total last year for whole year 651 2,040

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

COUNCIL’S PROPERTY PORTFOLIO: 1.4

Council currently has 131 active land leases (Council as lessor).

Council currently has 152 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 1.5

July 2016

Work Order 15/16 This

Month Actuals

15/16 YTD

Actuals

Significant items to note

Grand Total 23,984 23,984

00000083. Retirement Housing - Blackmore Street

5,187 5,187

00000084. Retirement Housing - Blaketown 1,680 1,680

00000085. Retirement Housing - Cowper Street

2,316 2,316

00000086. Retirement Housing - Murray 1,404 1,404


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Street

00000087. Retirement Housing - Ngarimu Street

5,208 5,208

00000088. Retirement Housing - Shakespeare Street

1,166 1,166

00000089. Retirement Housing - Threadneedle Street

2,466 2,466

00000090. Retirement Housing - Dobson 2,177 2,177

00000091. Retirement Housing - Runanga 507 507

00000593. Retirement Housing - General 1,872 1,872

SUNSHINE COACH 1.6

Hire of the Sunshine Coach August 2016:

Organisation type Duration of hire Destination

School 3 Bruce Bay

School 1 Hokitika

School - Basketball 2 Nelson

Hockey 3 Blenheim

School – Tournament 7 Dunedin

School 3 Bruce Bay

School 1 Hokitika

Distance travelled for the month of August (26 July 2016 to 29 August 2016) 3,195km Total odometer reading 120,717 km

INSURANCE: 1.7

All insurance policies have been renewed per existing terms, albeit levels of cover have been reviewed as appropriate for assets insured.

Nil claims

IN HOUSE TASK FORCE 1.8

Period 17 July to 17 August 2016. A rather wet month overall, apart from the latter few days but thankfully there is not much growth at this time of the year. 45 tasks have been completed during this reporting period. Work completed was as follows:

COUNCIL SECTIONS MAINTAINED 1.8.1

7 Preston Road 7 Merrick Street Rear of 64 Doyle Street 89 Preston Road 23 Packers Quay 2 Cromarty Street


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46 Packers Quay 13 Seven Mile Road

OTHER AREAS OF MAINTENANCE 1.8.2

Star United area Cancer Society lawns Berm at South end of Preston Road Tasman Street banks Kotuku School grounds Aquatic Centre Lawns High Street berm Presto Road berms Herd Street area Chapel Street berm Abbeyfield section Area beside St John complex in Waterwalk Road Main South Road edges Aerodrome Road car parking area Aerodrome Road fenceline Area at the supermotard track Suburbs embankments Runanga berms Fox/Clifford Street berm

GARDEN MAINTENANCE 1.8.3

Bill Glynn Memorial Library Spring Creek pool

WALKING TRACK MAINTENANCE 1.8.4

Liddells Domatin Terrace Waterwalk Road

OTHER WORK 1.8.5

Cardboard and paper recycling Clean up rubbish at 110 Shakespeare Flat Equipment maintenance A variety of small tasks at the Library Several tasks at Council offices Remove rubbish from the Recreation Centre General yard work Chapel Street car park rubbish Start scraping down the foyer ceiling at History House No injury accidents occurred.


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COUNCIL WEBSITE: WWW.GREYDC.GOVT.NZ 1.9

Website statistics for August 2016: Data recorded between 27 July and 26 July 2016.


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TREASURY MANAGEMENT REPORT – AS AT 30 JUNE 2016 1.10


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Corporate Planning & Community [2]

LIBRARY & MUSEUM SERVICES 2.1

Statistics for July 2016 are reported in this document. Financial reports include GST.

HISTORY HOUSE MUSEUM 2.1.1

2.1.1.1 HISTORY HOUSE MUSEUM – JULY 2016 STATISTICS

This month

This month

last year

2015-16 Year to

date

2014-15 Year to

date

Visitors

171 236 171 236

Research Requests

11 14 11 14

Photographs Sold

10 6 10 6

2.1.1.2 HISTORY HOUSE MUSEUM - GENERAL

Restoration of the Kershaw Pump Compete The Kershaw pump pictured below has been in the limelight, thanks to media coverage of the preparation work undertaken by the Department of Justice periodic detention workers, and the funding sponsorship from Dulux/Guthrie Bowron. The actual sealing and painting work, which James Tunnicliff from Guthrie Bowron volunteered time and equipment to complete, delivered the result everyone was hoping for. It is important that preservation of exposed artefacts takes place before they deteriorate in the West Coast’s corrosive coastal conditions.

1914 Kershaw Pump - Before, During, After


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Acquisitions A model sailing ship in a hand painted wooden and glass case was kindly donated by Bruce Shrimpton, Greymouth. The replica vessel was made by Bruce’s Great Grandfather, Christian Christiansen in the late 1800’s. It is a full-rigged ship i.e. a sailing vessel with three or more masts – all ‘square-rigged’. Sometimes called simply a ‘ship’ in 18th century to early 19th century, to distinguish it from other vessels such as schooners, barques, barquentines, brigs, etc., a full-rigged ship may be referred to by its function instead, e.g.: collier (ship carrying coal) or frigate (war ship). This model gives visitors an example of the sea transport used by our early pioneering ancestors.

Visitor Feedback and Comments

“Lovely museum, lots of interesting items on display” Lorna Wade, Dublin, Ireland

“Very good” Wook Kyung Eo, Seoul, South Korea

“Wow, what an interesting place, keep up the great work”. Melwyn Hollart, Mt. Maunganui

“Enjoyable to see your history” Lynne and Murray Langley, Taieri Mouth, Otago

“A lot of information and history in one place – great!” Chris and Frank Dykstra, Australia

GREY DISTRICT LIBRARY 2.1.2

2.1.2.1 GREY DISTRICT LIBRARY – JULY 2016 STATISTICS

This month This month last

year 2015-16 Year

to date 2014-15 Year to date

Membership

New 47 34 47 34

TOTAL borrowers 10,035 9,678 N/A N/A

Collection

New items 308 at a cost of $9,276

102 at a cost of $4,197

308 at a cost of $9,276

102 at a cost of $4,197

Physical items:

Greymouth 32,099 28,804 N/A N/A

Runanga 1,967 1,872 N/A N/A

SUB-TOTAL 34,066 30,676 N/A N/A

Online items:

GDL Members 571 443 N/A N/A

Shared with Consortium 7,952 3,203 N/A N/A

TOTAL 42,589 34,322 N/A N/A

Issues

Physical items 7,525 8,545 7,525 8,545

Online items 153 249 153 249

TOTAL 7,678 8,794 7,678 8,794

Reserves

Physical items 124 243 124 243


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This month This month last year

2015-16 Year to date

2014-15 Year to date

Online items 28 36 28 36

TOTAL 152 279 152 279

Digital Literacy Training

Number of classes 1 6 1 6

Numbers attending 2 15 2 15

Foot traffic 13,132 14,050 13,132 14,050

Aotearoa People’s Network Kaharoa

Computer occupancy rates for the

last 4 weeks

Week 1 Week 2 Week 3 Week 4

74.7%

75.8% last year

75.2%

80.3% last year

74.5%

80.1% last year

66%

70.3% last year

Connections to APNK Wi-Fi

Last 30 days Same time last year

Last 365 days Same time last year

1,365 1,193 22,253 22,486

Runanga Library This month This month last

year

2015-16 Year

to date

2014-15 Year

to date

Issues 46 87 46 87

New members 0 0 0 0

Income $38.00 $53.00 $38.00 $53.00

Foot traffic 25 33 25 33

2.1.2.2 GREY DISTRICT LIBRARY - GENERAL

Programmes and outreach: In July, 473 people took part in 20 events or outreach programmes organised by the

Library including Storytime, delivery of books to housebound residents, and visits to local schools.

Digital Literacy Programme Term 3 of the Stepping Up programme has been very successful with most classes filled and some with waiting lists. Now that we are operating with a regular weekly class time, I am including statistics of the number of classes held each month and the numbers attending.


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2016 Grey District Library Poetry Competition and National Poetry Day For the second year, Grey District Library was successful in securing funding from the NZ Book Awards for a number of events in support of National Poetry Day on Friday 26 August. Throughout August, the Library operated a Poetry Competition attracting 90 entries by the closing date on Friday 19 August. A prize-giving event was held at the Library on Wednesday 24 August where poets were able to read their poems aloud, and the Mayor Tony Kokshoorn presented prizes to:

Winner 18 years and over category Michael Millar Highly Commended 18 years and over category Glenyse Perfect Commended 18 years and over category Cherie Halsey

Winner 13 years and under category Tara Foster Highly Commended 13 years and under category Sami Donaldson Commended 13 years and under category Ashleigh Matthews

On Friday 26 August Library staff visited the three rest homes – Grainger House, Dixon House and Kowhai Manor – and read the award winning poems as well as a selection of other entries to residents. Kōtui Manager’s Executive Committee The Manager, Library and Museum Services joined the Kōtui Managers Executive Committee in November 2015 after Grey District Library joined the consortium. The chair of the committee resigned in August to take up a role outside the public library sector and the Manager will assume the role of chair to the end November 2017. Displays

Highlighting Spring Gardens Poetry

SWIMMING POOLS 2.2

ATTENDANCE 2.2.1

Month Swim Hydro Slides

27 June - 25 July 2016 7618 1446

1 July 2016 – 25 July2016 6794 1436

27 June – 25 July 2015 6158 1145

1 July 2015 - 25 July 2015 5315 1110

Note-attendance figures for Aquatic Centre before Westland Recreation Centre Faecal Incidents One faecal incident in Learners’ pool requiring shut down of 4.5 hours for pool & hydroslides. General No issues with plant & boiler with the opening of the Westland Recreation Centre.

WESTLAND RECREATION CENTRE – OPERATIONS 2.3

The opening of the new centre was a great success with hundreds of people from the community in attendance. The ‘taster’ classes were heavily attended, as were the basketball finals.


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Fit out In the run up to the opening, we had smooth sailing with most of the fit-out, including the arrival and installation of the new gym equipment; the removal, sandblasting, painting and installation of the Fat Max equipment; installation of the water cooler, stage and mirrors; installation of the televisions and sound system; installation of the toilet and sanitation dispensers; and fit out of office furniture and other furniture and art throughout the Centre. We are still waiting on the cubbies in the fitness centre. Pricing A great deal of time has also been spent by staff in developing the membership structure and fees. Other facilities throughout the country have been researched, looking to compare apples with apples. We have also sought advice from industry experts and from our locals, including users of Fat Max and others who want to use a new Centre. While we are constrained by the $1.8m loan and our population, we are confident that we have developed pricing that will pay back the loan through memberships, not rates, and that our services reflect all of the feedback we have received from the community. In fact, the majority of the feedback we have received has been positive. Marketing Staff have pulled together all of the content required for the brochure on memberships, the pricing leaflet and the timetable for classes and this was all available before open day. All of the information and more is also available on Council’s website. The building signage was also updated to reflect one integrated facility. Staff All staff have now commenced and we have all rosters covered and the new organisation structure in place. With the extended hours, it will be more challenging to ensure coverage as we are running on a skeleton crew. Further appointments may be made if required. Licences, Agreements and MOUs We have a number of contractors providing group fitness classes, as well as independent instructors and personal trainers who are hiring the facility. We also have the different sporting clubs and other organisations who have booked the facility as well. All of these users and service providers have agreements or MOUs in place. We have also finished the negotiation with Les Mills with an excellent result, much less that what was originally on the table. Thanks to All To achieve all of the above, took a team effort from the Corporate Planning and Corporate Services staff. There were also many others, not working for Council, who pitched in and made things happen just because they were passionate about the project. Many thanks to everyone who contributed to this incredible project and helped to make this such an outstanding asset to our community.


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SIGNAGE AND INTERPRETATION/BRANDING PROJECT 2.4

The table below has the updated information on the all of the different projects in progress. Projects completed have been removed from the list.

Project Proposed Location Status

Moana Welcome signs On either side of town entrance

Design complete

Approved by the community

Awaiting affected party approval

Info and Interp Structure

Next to Community Hall and Reserve

Structure design complete, community working to finalise content and source images for interpretation

Community liaising with Ngati Waewae regarding pre-European history of the Moana area

Resource consent granted

Installation in progress

Blackball Secondary Marker

Mine Awaiting content from community

Runanga Interpretation Installation complete

Welcome sign Awaiting content from community

Wayfinding Awaiting content from community

Breakwaters Information Markers with micro interpretation

Along Floodwall to both Breakwaters

Installation in progress

Interpretation CASARA CASARA and West Coast Penguin Trust have developed designs, installation due by the end of August.

West Coast Penguin Trust have developed 3 panels in partnership with CASARA covering seabirds, coastal birds and penguins.

Carpark @ Lagoon Track

CASARA may complete this if budget is available.

Welcome sign CASARA is working on a design for the entrance.

Public Art Cobden Breakwater West Coast Society of the Arts agreed at AGM to develop Cobden Breakwater public art as a project for 2015/16 and have developed a process in conjunction with Council. SIPA fund tagged for WCSA.

Taramakau Bridge Area

Interpretation Working with Ngati Waewae to finalise content.


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SOCIAL MEDIA – A SNAPSHOT 2.5

Our Facebook page “Grey District Council” has increased to 2,007 followers, this page shares critical operational information and general information about Council and District activities. This is also an important forum to receive and respond to public feedback. The page has reached 2,904 people in our community, keeping them up to date with Council business.

“The Heart of the West Coast – Economic Development in the Grey District” is growing with 850 followers since it was set up at the end of April 2013. The page currently has reached 164 people with posts about the Community Economic Development Strategy and all of its projects. Our Facebook page “What’s On Greymouth” has grown even more with 1,553 current followers reaching 814 people with information about events in and around our District. The purpose of this page is to pull together all the fun things that are going on around town and providing this information to locals and tourists. Our Facebook page “The Real Stories” has been established and has grown to 516 followers. The purpose of this page is to create a forum where our community can tell the ‘real stories’ about our place; to celebrate all that we have here in the Grey District and the wider West Coast region. We are also able to post updates on the campaign and implementation of the Signage, Interpretation and Public Artwork Framework.


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Assets & Engineering [3]

Report for the August 2016 period.

CRITICAL PROJECTS 3.1

GREYMOUTH SEWERAGE SCHEME 3.1.1

A small number of property laterals are being installed in Parfitt Place in the lead up to this Council meeting. This will allow the properties in this area to connect to the new sewer only scheme. A connection between the older sewer only and the new sewer only pumping station on Waterwalk Road is yet to be completed but is planned for September. The vented access chamber lids that were installed in Boddytown have worked well. There is a significant odour entering the system from private property pump lines at the head of the Council reticulation (eastern end of Boddytown). This is believed to be the cause of the odour complaints Council was receiving. Staff will be discussing mitigation measures with these property owners in the coming month. Stage 4C Greymouth (remaining areas Marlborough Street, Leith Crescent, parts of Master Street and High Street) is still being worked on, however, the focus has been to get Runanga Stage Two out to tender. Once Runanga in underway the focus will be on getting 4C out to tender.

TAYLORVILLE, DOBSON AND KAIATA SEWERAGE SCHEME 3.1.2

The three private property pumping stations are progressing. Staff have written to the three property owners and are awaiting feedback before the installation of the private property pumping stations can be installed. One approval has now been received from a property owner and building consents will now proceed. One of the two generators that were ordered has arrived. The final generator is now being sized and will soon be ordered. Some sewer laterals require extension to the legal boundary and these will be progressed with the Contractor over the coming period. The old water aerial crossing from Taylorville to Dobson was removed mid-August, leaving only the new sewer and water lines in service. From an infrastructure resilience perspective this is also a good result as the communities now have a renewed aerial water supply and a new sewer aerial crossing including tower structures to the highest earthquake resistance standard.

BRUNNER (DOBSON-TAYLORVILLE) DRINKING WATER 3.1.3STANDARDS UPGRADE

The new Taylorville Booster Pumping Station will be in operation by the time of this Council meeting. Staff and Contractors have been working hard to complete the project which will see water from the Greymouth Water Supply reach Dobson and Stillwater reticulation. The old intake and pump station will be put into maintenance in the meantime with a recommendation to Council about its future to be provided at a future date. The Taylorville reservoir communication systems are now complete and operational.

GREYMOUTH DRINKING WATER STANDARDS UPGRADE 3.1.4

Staff are investigating a new lime dosing pump to deal with low flow times at site. The current pump was designed to deal with average flows. Low flow situations which occur over night are causing some fluctuations in pH levels overnight which results in alarms to the Contractor. A revised pump specification will result in removing this issue.


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RUNANGA DRINKING WATER STANDARD UPGRADE 3.1.1

The consultant and staff are progressing the design of the water treatment plant and will shortly have a tender document ready. The land swap is progressing with our immediate neighbour and is awaiting final approvals. Ground investigation work is currently underway.

Council will be aware of the issues facing the Hastings District Council and the Havelock North water supply. The findings from the Government initiated independent investigation will be of interest to see what improvements, if any may be necessary industry wide. Every water supply is different due to the depth of the intake bores, demand, ground conditions including chemicals that are naturally in the ground and the quality of the raw receiving water. Unlike the other Council water supplies for the new Runanga-Rapahoe water supply treatment will consist of filtration and UV treatment at the intake and booster pump station. Chlorination was not desired by the community which means there is no chlorine residual in the network to kill any bugs getting into the pipe network beyond the intake and booster pump station. However should this situation occur, a feature of the new supply is that in can be quickly connected to the Greymouth supply which is chlorinated. An additional precautionary measure Council is taking for the existing and new Runanga-Rapahoe supply is that if higher turbidity levels are detected due to floods, additional testing of the raw water is carried out to check if there is a possibility of E-Coli being present. If E-Coli is detected boil water notices will be issued until the Greymouth supply is connected and the correct choline residual levels are confirmed throughout the pipeline network.

PAVEMENT STRENGTHENING AND SAFETY IMPROVEMENT – 3.1.2STILLWATER TO BLACKBALL ROAD (WOOLLEY CREEK TO RUBY CREEK SECTION)

This project is complete, albeit that with the prolonged wet periods over the winter there has been some substantial slips to deal with. These works have been done and the area appears to be settling down.

(NEW ITEM) RUNANGA STAGE TWO SEWER RENEWAL AND PUMP 3.1.3STATION RENEWAL

The Runanga Sewer Renewal Stage Two works will be progressed this coming month and tendered once private property approvals are to hand. Should there be any delays with private property owner approvals the pump station will be tendered as a separate item as increasing the pumping capacity at the Somerled Avenue pumping station site will alleviate backup infiltration and inflow to the sewer system.

UTILITIES MAINTENANCE CONTRACT 3.1.4

Council has commenced the Section 17A Service Review process. The process is required to be completed to determine the most prudent method of providing these services. Once the review is completed, staff will commence writing a new contract specification, if required.

PROPOSED WORKS FOR THIS MONTH 3.2

In addition to normal contract monitoring and administration of maintenance, operations, renewal and capex works not mentioned elsewhere in this report the following work is proposed over the coming month:

Tender for remedial work on Arnott Heights trestle pipeline (outstanding from damage caused by Cyclone Ita)


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Contract documentation and tender for the relining of the stormwater line through 39 Marsden Road

Urgent design and planning for stormwater pipework renewal in Murray Street Design and tender for stormwater renewal in Herald Street, Dobson Urgent design and tender of a partial renewal of the Power Road Water pipeline Design and tender of the Boundary Street water pipework renewal from Guinness Street to

the Preston Road Bridge Design for stormwater pipework through 42 Marsden Road and 61 Marlborough Street Completion of SCADA upgrades Completion of the McLean’s Pit Cell 3 design ready for tender Investigation into installing baffles into the Runanga Water Reservoir (Timbertank)

Staff are currently seeking feedback from the Grey High, Westland Rec Centre, Police, & Preschool on proposed designs for changes to Shakespeare Street layout for traffic management and parking. These include 2 Pedestrian crossings and numerous pavement parking alterations to improve safety through this busy area

Combined GDC & WDC Reseal Contracts have been put out for Tender, Closing on 9 September 2016

Footpath Renewals contract has been put out for tender. Tenders closes 28 September Several Pavement renewal projects are currently in the design process.

SIGNIFICANT CONSTRUCTION AND RENEWAL CONTRACTS 3.3

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

GENERAL 3.4

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.

EXCEPTIONS & RISKS 3.5

EMERGENCY WORKS (FLOODS, STORMS, CYCLONES, TSUNAMI’S, 3.5.1EARTHQUAKES, AND WILDFIRES ETC.)

3.5.1.1 LAND AND OTHER TRANSPORT INFRASTRUCTURE

Nothing new to report this month.

3.5.1.2 WATER SERVICES INFRASTRUCTURE


3.5.1.3 COMMUNITY FACILITIES INCLUDING MUNICIPAL BUILDINGS


3.5.1.4 WILDFIRES

No wildfires reported this month.


Page | 62 of 117

VANDALISM 3.5.2

The Runanga Public Toilet continues to suffer from issues with its access door. Staff are working with the supplier to increase hinge strength and or place a bollard to ensure the door is unable to be pushed or blown back on itself breaking hinges and self-closing mechanisms. The exterior paint work created by a local artist has been vandalised by scratching the surface. This is absolutely heart breaking for all involved as the project to renew the toilet had been a great success. Covering the scratches is possible but will most likely reoccur again in the future. Council may wish to investigate a surveillance camera for the area.

The front door of the Council Office was vandalised by an aggressive customer. The door was repaired and matter referred to the Police. A lockdown procedure is now being developed to ensure staff safety during situations that may arise in the future with members of the public. Security screens are also being investigated for the reception area.

The Portacom was broken into late in August. This was picked up by Council's after hour’s security and reported to the Police.

HEALTH & SAFETY 3.5.3

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.

OTHER PROJECTS 3.6

WESTLAND RECREATION CENTRE (WRC) 3.6.1

The stadium was officially opened to the public on Saturday 20 August 2016. This marks the completion of most of the following projects

o Boiler Replacement

o Guide and Scout Hall Relocation

o Fat Max gym purchase

o Croquet Club Rooms relocation and reconstruction of greens and fences

o Stadium Site preparation works including removal of the old refuse tip material

o Design and construction of hazardous waste landfill for excavated refuse tip material at McLean’s Landfill.

o Additional piling works including investigations for the stadium

o Stadium Construction

o Site works for the stadium construction

There has also been staff involvement in offering helpful advice and information, being involved in the resource consents, building consents, funding, accounts, negotiations, or engineering and operation matters.

Also the Aquatic Centre staff have coped up with all the construction activities over the last 15 months and before that the boiler replacement.

There has also be lots of work by the WRC staff and others who have been involved with the fit out, opening day, ITC, management, marketing, admin and the operations for the combined centre. New staff have been employed for the gym and fitness classes and the facility is well and truly “open for business”.


Page | 63 of 117

The Stormwater collection system off the new Rec Centre roof has been connected to the Westurf water storage. This will provide water to Westurf into the future and will generally remove the need for them to take water from the Council water supply.

CBD RENEWAL 3.6.2

Traffic Model:

Staff are discussing this project and potential funding with a NZTA representative this week.

Tainui Street Shared Space and Town Square:

Design is on track with the detailed designs expected to be completed by the end of August.

OPERATIONS 3.7

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.

NETWORK UTILITY OPERATIONS 3.7.1

3.7.1.1 TRANSPORT (INCLUDES ROADS, BRIDGES, FOOTPATHS, TRAFFIC SAFETY, THE GREYMOUTH AERODROME AND CYCLE TRAIL)

Footpath Renewal contract is out for tender and bridge inspections are underway.

KiwiRail Pedestrian Crossing Points from Chesterfield Street to Rutherglen Road are being upgraded to new the KiwiRail Standard.

3.7.1.2 TRAFFIC SERVICES & ENVIRONMENTAL (INCLUDING, ROAD SIDE MOWING AND WEED SPRAYING)

Nothing new to report.

3.7.1.3 GREYMOUTH AERODROME

Minor drainage works and runway repairs have begun at the Aerodrome. The drainage works should alleviate some minor surface ponding issues around the runway.

3.7.1.4 WATER SUPPLIES (INCLUDES TREATMENT AND DISTRIBUTION)

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

Refer to the critical projects section above.

3.7.1.5 SEWERAGE SYSTEMS (INCLUDES SEWAGE COLLECTION AND TREATMENT).

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

The CCTV investigation into both sewer and stormwater systems is nearing completion. Staff will commence reviewing information and will provide a report to Council later in the year around outcomes and findings. A number of issues have been identified typically within larger bore Earthenware pipework. Several photos are included below showing the more extreme cases.


Page | 64 of 117


Page | 65 of 117

3.7.1.6 STORMWATER SYSTEMS, PUBLIC DRAINS, URBAN WATERWAYS AND GREYMOUTH FLOOD SCHEME


Page | 66 of 117

Refer CCTV comments above. Urban Waterway maintenance has been completed in South Street through private property to ensure flow and to mitigate surface flooding to a number of properties in the area.

FIXED ASSETS 3.8

SOLID WASTE MANAGEMENT (INCLUDES RECYCLING, REFUSE 3.8.1COLLECTION, AND DISPOSAL).


3.8.1.1 MCLEANS LANDFILL

Staff are confirming pump flow capacity from each pump on site to enable a full treatment capacity review as part of the cell three construction design. The design will then be completed ready for tender.

3.8.1.2 RESOURCE CENTRES (BLACKBALL, NELSON CREEK, MOANA)


PARKS & RESERVES INCLUDING WALKWAYS AND PUBLIC 3.8.2CONVENIENCES

Refer to report under Vandalism.

MUNICIPAL BUILDINGS (EXCLUDES HOUSING FOR THE ELDERLY, 3.8.3LIBRARIES, SWIMMING POOLS AND HALLS

MANAGED BY HALL COMMITTEES) 3.8.4

Earthquake strengthening work has been put on hold until funding is available.

MARINE STRUCTURES (EXCLUDES PORT OF GREYMOUTH) 3.8.5

Nothing further to report this month.

CEMETERIES 3.8.6

Staff are working on producing a plan for the extension of the Blackball Cemetery berm area. Once complete, this will be discussed with the AP submitter.

Signage will soon be installed at Gladstone and Karoro cemeteries requesting visitors to walk around monuments and not through them. This is to ensure the health & safety of visitors and reduce the potential for damage to monuments.

OTHER ACTIVITIES 3.8.7

Nothing further to report this month.

ADVICE FOR INFORMATION MEMORANDUMS & RESOURCE 3.8.8CONSENTS

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.


Page | 67 of 117

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.

Westland Recreation Centre

99% 100% CYB Construction Limited

Contract is completed.

McLean’s Pit Recycling Centre Dry Storage Building

25% 85% CYB Construction Limited

Tender Awarded.

Marsden Road Pedestrian Link

95% 100% Tru-Line Civil Limited

Contract is completed.

District Wide CCTV Investigation 2016

50% 90% Mainland Pipeline Inspections

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 | 68 of 117

ATTACHMENT C – INFORMATION MEMORANDUMS AND CONSENTS

2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

2016(to

date)

2016(predicte

d)

LIMs/PIMs 638 398 414 252 232 206 198 263 220 142 195 175 264

GDC Resource Consents 192 148 224 92 75 44 61 43 46 33 61 44 66

WCRC Consents 27 11 4 8 4 8 10 6 2 8 2 2 3

0

100

200

300

400

500

600

700

To

tal

Nu

mb

er

Calender Year

Reviewed LIMs/PIMs and Consents


Page | 69 of 117

Environmental Services [4]

PLANNING CONSENTS 4.1

SUMMARY OF CONSENT AND OTHER APPLICATIONS: 4.1.1

2016-2017 July Aug Sep Oct Nov Dec

Applications received:

(R) rejected s.88

Land Use 5 2

Subdivision 1 2

Subdivision s.223 4 2


Subdivision s.226

New Designation, Outline Plan or Waiver 2

Certificate of Compliance

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

3

Applications granted:

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

Land Use 5(N) 4(N)

Subdivision 4(N) 2(N)



Subdivision s.226

New Designation, Outline Plan or Waiver


Other Certificate 1

Applications withdrawn, cancelled or declined:

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

Land Use 1(W)

Subdivision

Subdivision s.223

Subdivision s.224

Subdivision s.226

New Designation, Outline Plan or Waiver


Other Certificate

Processed within statutory timeframe 100% 50%

TOTAL: 36 18

Monitoring of land use consents:

Started monitoring this month 4 0

Completed this reporting period 1 0


Page | 70 of 117

2016-2017 July Aug Sep Oct Nov Dec

Monitoring ongoing 3 4

GENERAL COMMENTS: 4.1.2

Below are the items for this month’s report for the Resource Management (consents and policy) Authority (RMA) for the period 26 July to 29 August 2016:

Council as the RM Authority continues to process all Resource Consents within the statutory time frames.

16 Project Information Memorandum (PIM)/planning checks on building consents were processed by Planning Services for this reporting period.

Planning Services provided input into one Liquor Licencing Certificate during this reporting period.

Planning Services provided input into 16 Land Information Memorandums (LIMs) during this reporting period.

4.1.2.1 POLICY AND PLANNING

WCRC - Regional Coastal Plan – hearings proposed to be held early 2017.

WCRC - Regional Policy Statement –hearings proposed to be held end of 2016.

WCRC – Land and Water Plan – plan change 1 has been notified and submissions close 16 September 2016.

Significant Natural Area Project – Planning is continuing to progress with the SNA project.

Paparoa National Park Management Plan – joint submission made by WCRC, BDC and GDC and BDC represented joint submission at hearing.

BUILDING CONTROL AND PROPERTY INFORMATION 4.2

SUMMARY 4.2.1

July Aug Sep Oct Nov Dec

Building Consents

Consents issued 28 35

Value of building work $1,402,841 $3,371,000

% Consents processed within statutory timeframe 100% 100%

% CCCs issued within statutory timeframes 17 40

Inspections undertaken 19 79

% inspections carried out at agreed times 100% 100%

Property information

LIMs issued 10 9


Page | 71 of 117

July Aug Sep Oct Nov Dec

%LIMS issued within statutory timeframes 100% 100%

Below are the items for this month’s report for the Building Consent Authority (BCA)/ Territorial Authority (TA) for the period 26 July 2016 – 29 August 2016:

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. 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.

5. The monthly internal audits of the BCA’s technical and management procedures continue to be undertaken.

6. Kaiata, Dobson and Taylorville residents are continuing to apply for Separation of Services consents to connect to the council reticulated sewerage network. Item ongoing.

7. Grey District Council Environmental Staff continue to liaise with Project Management team from Johnstaff and Fletcher Construction for the New Grey Hospital Project.

8. The Alpha One portal from Grey District Council to Selwyn District Council remains operational. Item ongoing.

9. Selwyn District Council portal access is being used by Grey District Council building Control officers processing building consents. A total of 9 Building consents have been processed to date.

10. Alpha One building consent applications are being processed in the new system, all issues are being dealt with by the Alpha One technical support team. Item ongoing.

11. Grey District Council Building control officers are now carrying out inspections electronically using the new tablets.

12. The second stage consent for the New Grey Base Hospital has now been granted and issued.

13. Building Control Team Leader Alan Farquharson and Environmental Services Manager Steven May attended the Senior Building Control Officers forum in Blenheim from 10-12 August 2016.


Page | 72 of 117

COMPLIANCE 4.3

BLACKBALL INITIATIVE: 4.3.1

As a result of submissions from Blackball residents to the Council Annual Plan, inspections were undertaken concentrating on the entrance to Blackball and those streets most commonly used by visitors to the town – 4 Properties – Tidied

– 1 Progressing – to continue

– 2 to make progress shortly

– 1 owner has no contact details

– We are continuing to work with those property owners who have not yet completed works where this is possible.

SUMMARY OF COMPLIANCE DATA 4.3.2

Earthquake Prone buildings July Aug Sep Oct Nov Dec

Buildings or groups of buildings (e.g. schools) currently on the list 248 248

Total No. of IEPs received 77 77

No. of buildings <34% 34 34

No. of buildings >33% 43 43

Total No. of Detailed Assessments received 76 77

No. of buildings <34% 41 42

No. of buildings >33% 35 35

Dog Registration July Aug Sep Oct Nov Dec

Number of known dogs in the District 2756 2739

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

1350

(49%)

2409

(88%)

Service requests July Aug Sep Oct Nov Dec

Noise Complaints

Number received 15 17

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

Animal Control

Number received 27 31

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


Page | 73 of 117

General

Number received 2 5

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

Health July Aug Sep Oct Nov Dec

Health inspections undertaken 12 9

% of total registered premises inspected to date (2016/2017)

(Total 104 premises)

12

21

(20%)

Parking enforcement* July Aug Sep Oct Nov Dec

Freedom Camping infringements

Withdrawn to Date

Observed Certified Vehicles

(privately owned vehicles)

7

0

16

1

Parking Infringements 2015/16 (for comparison)

Withdrawn

68

01

67

Parking Infringements 2016/17 45 46

Liquor Licencing July Aug Sep Oct Nov Dec

Manager Cert. Applications 8 8

Licence Applications 5 9

EMERGENCY MANAGEMENT 4.4

TRAINING 4.4.1

We are still working with Tai Poutini Polytechnic to develop programmes for our volunteers. Progress is slow due to lack of available subject experts.

Exercise Tangaroa is almost upon us. The final arrangements are being put in place. The plan is to exercise about 50 Grey District staff and volunteers. This is the largest exercise for many years and involves all 16 Civil Defence Emergency Management (CDEM) Groups, the Ministry of Civil Defence Emergency Management (MCDEM) the emergency services and many other government departments and Non-Government Organisations.

MEETINGS 4.4.2

The Director of CDEM, Sarah Stewart-Black, came to the West Coast CDEM Coordinating Executive Group (CEG) meeting at the Regional Council. Following that meeting she spent a couple of hours with the Mayor, Manager of Environmental Services, Steven May, and Allan Wilson the CDEM Officer. She seemed impressed with the work we are doing and encouraged us to continue to develop Civil Defence West Coast.

The CDEMO attended a meeting with NZTA regarding the ongoing issue with State Highway conditions throughout the region. This winter has been one of the mildest for many years so state highway contractors are happy.


Page | 74 of 117

Civil Defence West Coast is about to launch its own website. This will be a “one stop shop” for all emergency information with links to each of the four councils. A local company beat several other web developers to gain the contract to build and manage the website.

VISITS 4.4.3

The CDEMO gave a presentation about the structure of Civil Defence to the Grey/Westland Community Link Meeting at the New Coasters office in Albert Street. He also had discussions with the principal and staff of Paroa School regarding evacuations and the risk of tsunami.

OTHER 4.4.4

The CDEM Officer has purchased two hand held satellite telephones to supplement our desktop phones. This gives us much better back-up communications.

The CDEMO has indicated his desire to retire and has handed in his resignation notice effective 19 December 2016. Following Exercise Tangaroa the CDEMO is taking four weeks leave.

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 12 September 2016 Finance report

Page | 75 of 117

[H] Finance report Year to date to: 30 June 2016 NB: The information contained in these reports is in draft stage only and is prepared solely for monitoring year to date progress. It has not been subject to the same extent of internal review procedures and external audit that are applied to the annually adopted accounts. Actual 2016 = year to date figures Budget 2016 = budget as set in the Annual Plan/LTP Last Year = 2015 Annual Report

List of Monthly Payments - (pages 73-77) (Members’ interested to be declared)


That the list of monthly payments from 5 July – 1 August 2016 be received and noted.


Finance Report - (pages 78-112)


That the Finance Report as at 30 June 2016 be received and noted.



Page | 76 of 117

list of monthly payments [2]

Creditor Payments made under delegated authority between 05 July 2016 - 01 August 2016

Creditor name amount (incl. GST)

A G McMaster Limited

2,779.58

AFA Monitoring Ltd

244.88

Air West Coast Limited

404.27

Aiscorp Limited

22,988.17

Alcohol Regulatory and Licensing Agency

149.50

All Books New Zealand

4,326.24

Allan Devine Engineering Ltd

756.80

Alpha 77 Limited

4,197.50

Alsco Canterbury

50.22

Aotea Electric Westland Ltd

7,010.53

Aquacare AHC Ltd

2,118.17

Aqualine Ltd

564.22

Armourguard Security Ltd

635.86

AS Conference

1,211.20

Assa Abloy Entrance Systems NZ Ltd

1,013.38

Assetfinda

46,000.00

Auckland Rose Park Hotel

725.00

Austral Distributors Ltd

362.83

Axiom Data Logging Systems Pty Limited

375.49

Baird's Blasting Ltd

5,582.10

Bali Distributors

45.15

Bancorp Treasury Services Ltd

2,300.00

Bannockbrae Signs & Apparel

13,823.00

Big Al's Engineering

13,295.77

Birchfield Coal Mines Ltd

8,562.14

Blanchfield's Bakery

14.80

BOC Ltd

420.33

Bolinda

80.50

Boon Goldsmith Bhaskar Brebner

6,672.33

BP Oil New Zealand Limited

2,355.13

Bright Print

342.70

Buddle Findlay

7,661.88

Building Officials' Institute of NZ

931.50

Building Research Assn of NZ Inc.

800.00

Business Telephones Ltd

1,029.25

Canterbury/West Coast Sports Trust

603.75

Carpet Court

950.00

Cawthron

207.00

Central Paper Plus

387.63

Chorus New Zealand Ltd

1,873.98

Chris J Coll Surveying Ltd

2,561.91

Civica Pty Ltd

2,920.00

Coast FM Limited

703.80

Coast Glass Ltd

331.12

Coast Toyota

1,484.19

Computershare

51,148.44

Computershare

347.00

Conservation Supplies

955.47

Corcoran French

3,732.50

Corys Electrical Wholesaler

1,791.35


Page | 77 of 117



Credit Recoveries Limited

4,560.36

CRL Energy Limited

15,594.86

CYB Construction Limited

765,787.54

Datacom Solutions Limited

2,875.00

Davis Ogilvie & Partners Limited

59.57

Department For Courts

1,020.00

Department Of Internal Affairs

51.68

Development West Coast

4,000.00

Digital Mapping Solutions NZ Ltd

4,140.00

Dispatch & Garlick

4,548.51

District Environmental Health Services Ltd

8,050.00

Dixon Distributors Limited

336.00

Douglas Frederick Malcolm

2,316.49

Downer New Zealand Limited

43,022.35

Eagar For Leisure Ltd

89.13

ECS Limited

494.50

ECS Ltd

494.50

Ekip Contracting Ltd

14,178.51

Electronet Services Ltd

15,808.36

Electronet Transmission Limited

5,685.13

Ellery Neil Alan

175.50

Eroad Limited

898.15

Exeloo Ltd

6,773.50

Ezi-Sweep Industries Ltd

4,743.75

Fairfax New Zealand Ltd

502.68

Farmlands Co-operative Society Farmlands Co-opera tive Society L 742.66

Fat Max's Gym

800.00

Filtration & Pumping Commercial Ltd

91.89

Filtration Technology Ltd

10,240.61

Flagz Group Limited

663.21

Fly Fishing Westland

115.00

Fonterra Brands (Tip Top) Ltd

22.78

Fuji Xerox Finance Ltd

2,478.25

Fuji Xerox NZ Ltd

4,001.46

Fulton Hogan Chch Ltd

9,985.05

G & J Cleaners (1996) Ltd

745.75

Garrod Malcolm John

2,201.66

Genesis Energy Limited

109,715.41

Get Consulting Limited

4,312.50

GGG Audio Ltd

13,000.00

Gill Leslie Thomas

300.00

GNS Science

575.00

Graeme Wylde Engineering Surveyors

1,000.50

Grey District Council

175.50

Greymouth Aero Club Inc

123.63

Greymouth Evening Star Co Ltd

9,406.10

Greymouth Motors (2005) Ltd

675.05

Greymouth Nurseries

89.75

Greymouth Security

1,500.00

Greymouth Taxi Society Ltd

100.85

Griffen & Smith Ltd

943.03

Grundfos Pumps NZ Ltd

724.50

Guthrie Bowron

364.62

Hach Pacific NZ

332.93

Hannan & Seddon

688.25


Page | 78 of 117



Hartill Jessie

137.42

He Oranga Pounamu

180.00

High Street Medical Centre

250.00

Hirepool Limited

154.84

Hopkinson Kelsall Architects

575.00

House of Travel Holdings Ltd

2,226.00

Humes Pipeline Systems

2,422.99

Hynds Pipe Systems Ltd

1,073.99

Ian Coombes Ltd

213.44

Integrated Digital Solutions West Coast

17,805.93

Integrated Technology Solutions

57.50

International Sports Surfaces Ltd

19,693.75

KC Fence Systems Ltd

24,107.22

KiwiRail Holdings Ltd

9,400.53

KK's Cafe Limited

700.00

Koehli Tamara

30.00

Konica Minolta Business Solutions NZ Ltd

124.35

Lake Brunner Service Centre Ltd

59.43

Lance Toplis Auto Electrical Ltd

1,202.42

Land Information New Zealand

140.00

Landonline

136.00

Laser Electrical Greymouth

56,013.23

Leasing Solutions Ltd

650.47

LGNZ Conference

875.00

Liddell GT Contracting

5,052.69

Local Government Global Super Scheme

2,041.17

Mackenzie Tim

6,900.00

Mainland Pipeline Inspections Ltd

40,911.91

Maritime Safety Authority

143.24

Marketing Impact Limited

172.50

May Steven

70.50

MBD Contracting Limited

215,661.80

McEnaney Michael Bernard

152.64

Michele's Catering

672.00

Mico Plumbing & Pipelines

83.27

Mighty Ape Ltd

564.66

Ministry for the Environment

4,563.43

Ministry of Business Innovation & Employment 1,608.00

Ministry Of Justice - Court Fines

25.00

Muffler Shop

236.44

MWH New Zealand Ltd

39,845.31

New World Supermarket

200.00

New Zealand Fire Service

603.75

New Zealand Institure of Liquor Licensing Inspecto rs 60.00

New Zealand Post Ltd

1,788.88

New Zealand Recreation Assn

1,483.50

Nick Barber & Associates

4,830.00

Nickerson Patricia Anne

13.30

Noel Leeming

109.99

NZ Funds

5,249.43

NZ Parking Association

300.00

NZ Post (Runanga Agency)

9,327.78

NZ Society of Local Government Managers

172.50

NZ Transport Agency

21,693.83

NZ Transport Registry Centre RUC's

1,394.80


Page | 79 of 117



NZME Radio Limited - Greymouth

517.50

OCS Ltd

4,637.22

OPSEC Solutions Limited

5,750.00

Opus International Consultants Ltd

10,167.00

P M Commlite Limited

819.95

Paroa Hotel Ltd

150.00

Paymark Limited

31.05

PB Technologies Ltd

5,768.26

Pelican Corp (NZ) Limited

287.50

Petty Cash

54.80

Piner Pest Control Ltd

1,069.50

Pitney Bowes

693.45

Playground Centre Ltd

892.40

Premier Business Print

95.45

Process Flow Limited

23,431.49

Promapp Solutions Limited

862.50

PRP West Coast Limited

540.50

Quotable Value Ltd

10,522.50

RAMM Software Ltd

1,066.05

Rentokil Initial Ltd

56.67

Repco Merchants Ltd

39.96

Rhodes Monumental Masonry Ltd

1,529.50

Rob Dewhirst Consulting Ltd

18,639.20

Royal & SunAlliance House

495.76

RTL Roadsigns & Traffic Control Eqpt Ltd

5,402.13

Sandruss Family Trust

181.83

Scenicland Cabins Limited

117.78

Scenicland Laundry Limited

422.65

Scheepers Lorraine

1,771.59

Setpoint Solutions Ltd

1,737.42

SGS New Zealand Ltd

232.88

Shauna McClelland

4,485.00

Shirley Law Centre

284.00

Simpson Grierson

6,270.09

Smartpay Rental Services Limited

217.59

SMX Ltd

226.32

Sodablast Westcoast Ltd

430.35

Solarix Networks Limited

3,279.57

SOLGM Annual Summit

1,500.00

Sotherans Ltd

2,696.53

Spark New Zealand Trading Ltd

9,961.93

SPCA

5,000.00

Speirs Contracting Ltd

816.73

SSS - IT Security Specialists

207.00

St John South Island Region

239.00

Standards New Zealand

75.35

Stantons Plumbing Service Ltd

453.33

Staples New Zealand Ltd

6,773.69

Strategic Pay Limited

319.41

Subloos New Zealand Ltd

102,280.90

Sudima Hotel Christchurch Airport

499.00

SuperLife

4,215.83

Tai Poutini Polytech

5,463.28

Tarboton Stanley

256.93

Tasman District Council

1,342.50


Page | 80 of 117



Tasman Tyre Treads Ltd

219.19

The Library Supply Company

1,625.76

The Warehouse (South Island) Ltd

80.22

Think Water West Coast

2,747.22

Thomson Reuters New Zealand Limited

210.54

TJ Designs

420.00

TLC Home Services Ltd

1,928.09

Tony Wilkins Builders

2,071.97

Tourism West Coast

21,500.00

Treescape Limited

6,628.60

Treshna Enterprises Ltd

3,895.05

Trimble Philip

200.00

Triton Security Services

399.26

Tru-Line Civil Ltd

51,056.41

Trustees Executors Limited

1,150.00

Trustpower Ltd

65.00

Ulverscroft Large Print Books

542.67

Umbrellar Limited

76.94

Vehicle Testing NZ Ltd

118.00

VIP Security Limited

14,648.11

Walsh Management Services

1,562.08

Walton Lois June

92.73

Ward Property Services

747.50

Waste Management

266.89

Waste Management Institute NZ Inc

-

Weedworkz

22,208.63

West Coast Cricket Association

3,600.00

West Coast Door Services Ltd

2,589.23

West Coast Regional Council

74.75

West Coast Vets Ltd

17.00

Westland District Council

1,017.75

Westland Engineering Supplies 2000 Ltd

593.29

Westland Fire Equipment 2006 Ltd

1,503.63

Westland Lawnmower Service

1,255.00

Westland Workgear

252.15

Westmere Drilling Ltd

5,939.75

Westpac B/Charges

26,971.60

Westpac Card Services

3,550.53

Westroads Greymouth Ltd

333,150.98

Wheelers Book Club

59.95

Wilson Allan Stuart

70.50

Wireless Nation

153.87

Workplace Support

577.10

Yellow Pages Group

17.25

Young Ian Benedict

1,126.85

Zoggs NZ

373.84

2,588,947.10


Page | 81 of 117

Statement of comprehensive Revenue and Expense [3]

Note Actual 2015

Annual Plan 2016

Actual 2016

$000 $000 $000

REVENUE

Rates, including targeted water supply rates 3 14,772 15,162 15,531

Subsidies and grants 4 8,839 10,844 6,502

Development and financial contributions

171

58

64

Fees and charges 5 4,088 3,709 3,768

Interest revenue 6

748

579

616

Other revenue 7 1,179

520

532

Total revenue 29,797 30,872 27,013

EXPENDITURE

Personnel costs 8 (4,483) (4,545) (4,784)

Depreciation and amortisation expense 17 (7,624) (7,795) (7,834)

Finance costs 6 (1,881) (1,930) (1,869)

Other expenses 9 (11,961) (11,233) (12,241)

Total expenses (25,949) (25,503) (26,728)

Net surplus/(deficit) before tax 3,848 5,369 285

Income tax expense 10

-

-

-

Surplus/(deficit) after tax attributable to Grey District Council 3,848 5,369 285

OTHER COMPREHENSIVE REVENUE AND EXPENSE

Movement in asset revaluation reserve

-

-

-

Total other comprehensive revenue and expense

- - -

Total comprehensive revenue and expense 3,848 5,369 285


Page | 82 of 117

Statement of movements in equity [4]

Actual 2015

Annual Plan 2016

Actual 2016

$000 $000 $000

Balance at 01 July 376,989 377,437 380,837

Total comprehensive revenue and expense 3,848 5,369

285

Balance at 30 June 380,837 382,806 381,122


Page | 83 of 117

Balance sheet [5]

Note Actual 2015

Annual Plan 2016

Actual 2016

$000 $000 $000

ASSETS

Current assets

Cash and cash equivalents 11 7,237 7,670 2,006

Receivables 12 8,625 3,578 3,775

Other financial assets 13 10,463 4,668 13,588

Inventory 14 422 305 422

Non-current assets held for sale - - -

26,747 16,221 19,791

Non-current assets

Receivables 12 42 224 -

Property, plant and equipment 15 388,417 401,292 396,082

Intangible assets 16 328 287 274

Other financial assets 13 360 584 368

Investment property 18 3,263 3,531 3,133

392,410 405,918 399,857

TOTAL ASSETS 419,157 422,139 419,648

LIABILITIES

Current liabilities

Bank overdraft - - -

Payables 20 4,043 4,171 3,770

Employee entitlements 21 402 510 381

Deferred revenue 183 212 214

Borrowings 22 4,789 5,000 -

Derivative financial instruments 23 11 - -

9,428 9,893 4,365

Non-current liabilities

Provisions 24 2,203 2,155 2,380

Employee entitlements 21 532 428 586

Borrowings 22 25,631 26,857 30,320

Derivative financial instruments 23 526 - 875

28,892 29,440 34,161

TOTAL LIABILITIES 38,320 39,333 38,526

EQUITY

Retained earnings 25 225,877 232,768 229,690

Special funds 25 12,995 7,705 9,469

Trusts bequests and other reserves 25 169 536 167

Revaluation reserve 25 141,796 141,797 141,796

Total equity attributable to the Council 380,837 382,806 381,122

TOTAL EQUITY AND LIABILITIES 419,157 422,139 419,648


Page | 84 of 117

Funding Impact Statement – whole of Council [6]

2015 2015 2016 2016

Annual Plan Actual Annual Plan Actual

$000 $000 $000 $000

[A] SOURCES OF OPERATING FUNDING

General rates, uniform annual general charges, rates penalties 8,781 9,057 9,131 9,512

Targeted rates (other than a metered rate for water supply ) 5,612 5,496 6,031 5,780

Subsidies and grants for operating purposes 1,525 1,726 1,728 2,651

Fees, charges, and metered rates for water supply 3,907 3,806 3,709 4,076

Interest and dividends from investments 446 748 579 616

Local authorities fuel tax, fines, infringement fees, & other receipts 320 471 309 444

Total operating funding [A] 20,591 21,304 21,487 23,079

[B] APPLICATIONS OF OPERATING FUNDING

Payments to staff and suppliers 15,391 16,109 15,778 16,493

Finance costs 2,033 1,881 1,930 1,869

Other operating funding applications - - - 178

Total applications of operating funding [B] 17,424 17,990 17,708 18,540

-

Surplus (deficit) of operating funding [A - B] 3,167 3,314 3,779 4,539

[C] SOURCES OF CAPITAL FUNDING

Subsidies and grants for capital expenditure 10,363 7,156 9,116 3,851

Development and financial contributions 58 171 58 64

Increase (decrease) in debt 3,529 1,253 2,058 -

Gross proceeds from sale of assets 190 1,042 121 146

Lump sum contributions - - - -

Other dedicated capital funding - 604 - -

Total sources of capital funding [C] 14,140 10,226 11,353 4,061

[D] APPLICATIONS OF CAPITAL FUNDING

Capital expenditure

—to meet additional demand - - - -

—to improve the level of service 12,936 8,243 11,966 10,715

—to replace existing assets 5,106 3,946 4,596 5,071

Increase (decrease) in reserves ( 735) 392 ( 1,430) ( 3,531)

Increase (decrease) of investments - 959 - ( 3,655)

Total applications of capital funding [D] 17,307 13,540 15,132 8,600

Surplus (deficit) of capital funding [C − D] ( 3,167) ( 3,314) ( 3,779) ( 4,539)

Funding balance: [A − B] + [C − D] - - - -


Page | 85 of 117

elected members remuneration [7]

Honorarium 2016

Travel Allowance

2016

Total 2016

Total 2015

$ $ $

$

MAYOR Kokshoorn A.F 80,014 - 80,014

73,199

COUNCILLOR Becker A.D 21,239 425 21,664

20,709

Brown K.R 21,239 - 21,239

20,101

Coll A.P 21,239 - 21,239

20,101

Gibson A.J 21,239 - 21,239

20,101

Haddock P.R 21,239 - 21,239

20,101

Hay M 21,239 - 21,239

20,101

Sandrey C.R 21,239 - 21,239

20,101

Truman D.J 29,735 - 29,735

28,140

Total elected members remuneration 258,422 425 258,847

242,654


Page | 86 of 117

bank & investments [8]


Page | 87 of 117

borrowing [9]

Total external debt:

External borrowings Maturity date

Interest rate

(as at 30 Jun

15)

Balance at 01 Jul 2015

Loans uplifted

Amortisation of fair value

Loans repaid Balance at 30 June 2016

$ $ $ $

LOAN NAME

Westpac Multi Option Cash Loan 22 Sep 17 4.50% 1,265,000 - - - 1,265,000

Westpac Multi Option Cash Loan 22 Sep 17 4.50% 275,000 - - - 275,000

Westpac Multi Option Cash Loan 22 Sep 17 4.50% 2,410,000 - - - 2,410,000

Westpac Multi Option Cash Loan 23 Jul 16 4.35% 839,000 - - - 839,000

Westpac floating rate note 24 Oct 17 4.12% 5,000,000 - - - 5,000,000

Local Government Funding Agency 15 Mar 19 4.20% 3,000,000 - - - 3,000,000

Local Government Funding Agency 15 Mar 19 5.00% 2,050,092 - ( 12,638 ) - 2,037,454

Local Government Funding Agency 15 May 21 6.00% 5,346,696 - ( 50,826 ) - 5,295,870

Local Government Funding Agency 15 May 21 6.00% 5,285,910 - ( 41,914 ) - 5,243,996

Local Government Funding Agency 15 Apr 23 5.50% 2,948,181 - 5,487 - 2,953,668

Local Government Funding Agency 15 Apr 23 4.56% 2,000,000 - - - 2,000,000

30,419,879 - (99,892) - 30,319,987

Portion of Term Debt repayable within One year 4,789,000 - - - -

Portion of Term Debt repayable in One to Two years - - - - 9,789,000

Portion of Term Debt repayable in Two to Five years 10,050,092 - - - 15,577,320

Portion of Term Debt repayable in Five years or more 15,580,787 - - - 4,953,667

Total Term Debt repayable 30,419,879 - - - 30,319,987


Page | 88 of 117

Roading 0.5%

Stormwater 2.0%

Wastewater 41.2%

Water Supply 21.2%

Refuse 2.3%

Airport 1.8%

Port 8.1%

Library 0.6%

Restrooms 0.1%

Westland Recreation 6.1%

Pool - $1.5m rate funded loan

4.7%

Pool - MDI Loan 8.7%

Recreation 0.2%

IT 0.1%

Pensioner Housing 2.4%


Page | 89 of 117

special funds [10]

Reserve Activities to which the reserve relates

Balance 01 July

Transfers into fund

Transfers

out of fund

Balance 30 June

$000 $000 $000 $000

Special funds

Special Fund Interest Suspense - - - -

Greymouth Sewerage Fund Wastewater 1,380 - (1,380) -

Te Kinga Infra Upgrade Reserve All activities 84 4 - 88

Rural Sewerage Capital Works Reserve Wastewater 259 11 - 270

Cobden Stormwater Mitigation Reserve Stormwater 47 3 - 50

Barrytown Area Infra Reserve All activities 91 4 95

Atarau Area Infra Reserve All activities 4 - (4) -

Ahaura Area Infra Reserve All activities 155 7 - 162

Haupiri Area Infra Reserve All activities 129 5 - 134

Nelson Creek Infrastructure Reserve All activities 16 1 17

Ngahere Infrastructure Reserve All activities 178 8 - 186

Blackball Area Infra Reserve All activities 1 - - 1

Runanga Area Infra Reserve All activities 608 88 - 696

Kaiata Stillwater Area Infra Reserve All activities 186 8 - 194

Karoro Infrastructure Development Reserve All activities 575 26 - 601

South Beach/Paroa Infrastructure Reserve All activities 383 17 - 400

Camerons Infrastructure Reserve All activities 114 6 (7) 113

Gladstone Infrastructure Reserve All activities 209 9 (20) 198

Arnold Valley Area Infra Reserve All activities 96 4 - 100

Lake Brunner Area Infra Reserve All activities 191 9 - 200

Hohonu Area Infra Reserve All activities 44 2 - 46

Infra Renewal Reserve All activities 94 4 - 98

Moana Water Supply Water supply 8 1 - 9

Flood Protection Reserve Stormwater/Flood protection 107 5 - 112

Cemetery Extension Reserve Cemeteries 45 2 - 47

Cemetery Maintenance Reserve Cemeteries 295 19 314

Footpath Reserve Land transport 57 3 - 60

Roading Reserve - Exp Committed Land transport 1 69 - 70

Land Fill Reserve Solid waste management 181 5 (163) 23

Airport Maintenance Reserve Airport 160 107 - 267

Disaster Recovery Reserve All activities 1,915 87 - 2,002

Civil Defence Reserve Emergency management 31 2 - 33

Rural Fire Authority Reserve Rural fire authority 109 5 - 114

Economic Development Reserve All activities 1 10 (1) 10

Harbour Endowment LS Reserves Port - 105 (105) -

Land Sale Reserve All activities 6 88 (94) -

Reserves Subdivision Contributions Community facilities and parks 1 39 (26) 14

Maori Land Compensation Reserve Council property 194 10 (12) 192

TDS Reserve Economic development 57 3 - 60

Town Clock Reserve Community facilities and parks 21 1 - 22

Gas Management Plan Reserve Council property 16 1 - 17

District Planning Reserve District planning 58 3 - 61

Plant and Machinery Reserve All activities 559 165 (198) 526

Building & Property Gen Reserve Council property 28 1 - 29

Westland Rec Centre Maintenance Reserve Westland Recreation Centre - 18 - 18

Spring Creek Pool Spring Creek Pool - 77 - 77

Ogilvie Reserve Reserve Spring Creek Pool - 39 - 39

Corp Equip and Furniture Reserve Council administration 611 67 (160) 518

Staff Costs Reserve Council administration 7 - (7) -

Sunshine Coach Reserve Council administration 6 - - 6

Rental Housing Reserve Retirement housing 165 7 - 172

Miners Rec Centre Reserve Westland Recreation Centre 2,033 - (2,033) -

Library Reserve Libraries 39 1 (36) 4

SPECIAL FUNDS - Committed Expenditure All activities 1,440 54 (490) 1,004


Page | 90 of 117

Total special funds

12,995 1,210 (4,736) 9,469

Reserve Activities to which the reserve relates

Balance 01 July

Transfers into fund

Transfers

out of fund

Balance 30 June

$000 $000 $000 $000

Trusts and bequests

McGlashan Trust Community facilities and parks - 2 - 2

E White Bequest Community facilities and parks 37 2 - 39

Mayoral Flood Relief Fund Democracy 7 1 - 8

Grey United Tennis Resurfacing Reserve Community facilities and parks - - - -

Citizens Emergency Relief Fund Democracy 63 3 - 66

Perotti Bequest Community facilities and parks 13 1 (13) 1

Peters Bequest - Talking Books Libraries 19 1 (2) 18

Vera Corbett Bequest Libraries 30 1 - 31

Thomas Dehenny Bequest Community facilities and parks - 2 - 2

Total trusts and bequests 169 13 (15) 167

TOTAL SPECIAL FUNDS, TRUSTS, AND BEQUESTS

13,164 1,223 (4,751) 9,636

Balance 01 July

Balance 30 June

$000 $000

Cash and cash equivalents 7,237 2,006

Short-Term investments

10,463

13,588

Term investments 360 368

Internal borrowing

18,060 - -

15,962

Special fund purposes:

Special funds

Greymouth Sewerage Fund To fund the wider Greymouth Area Sewerage Scheme.

Te Kinga Infra Upgrade Reserve To fund land transport, water, and/or wastewater infrastructure upgrades required in the Te Kinga area.

Rural Sewerage Capital Works Reserve To fund enhancement and development sewerage schemes other than the Greymouth Area scheme.

Cobden Stormwater Mitigation Reserve To fund enhancement of stormwater management in Cobden.

Barrytown Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Atarau Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Ahaura Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Haupiri Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Nelson Creek Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Nelson Creek Infrastructure Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Ngahere Infrastructure Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Blackball Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.


Page | 91 of 117

Special funds

Runanga Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Kaiata Stillwater Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Karoro/Gladstone Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Karoro Infrastructure Development Reserve

To develop/improve infrastructure in the respective areas per the preference of people in the area.

South Beach/Paroa Infrastructure Reserve

To develop/improve infrastructure in the respective areas per the preference of people in the area.

Camerons Infrastructure Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Gladstone Infrastructure Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Arnold Valley Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Lake Brunner Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Hohonu Area Infra Reserve To develop/improve infrastructure in the respective areas per the preference of people in the area.

Infra Renewal Reserve To fund expenditure in connection with deferred maintenance, major maintenance and renewal in respect of land transport (including footpaths), wastewater, water supply, stormwater and solid waste

Moana Water Supply To fund any design options for a reticulated water supply servicing Moana (not signalled in this plan).

Flood Protection Reserve To fund capital works to enhance flood protection measures in the District for which Council is responsible for.

Cemetery Extension Reserve To fund additional capacity, renewal and maintenance of cemeteries.

Cemetery Maintenance Reserve To fund additional capacity, renewal and maintenance of cemeteries.

Footpath Reserve To fund the development or renewal of footpaths in the District (land transport activity).

Roading Reserve - Expenditure Committed

To spread funding of key roading (land transport) renewal projects, given that they do not have an equal funding requirement year to year.

Land Fill Reserve to fund capital works required for solid waste management

Airport Maintenance Reserve To fund the periodic re-seal of airport runway and other significant maintenance.

Airport Runway resealing reserve To fund the periodic re-seal of airport runway and other significant maintenance.

Disaster Recovery Reserve To fund Council’s excess on the loss of Council assets in the event of a major disaster (all activities).

Civil Defence Reserve To fund any extraordinary expenditure associated with providing Council’s emergency management function.

Rural Fire Authority Reserve To fund the expenditure associated with major rural fires and any significant renewals capital expenditure required for the rural fire activity.

Economic Development Reserve To fund economic development, including a share of land transport, wastewater, water supply, and stormwater development expenditure incurred via subdivision.

Harbour Endowment LS Reserves To fund any operating deficits of port related activities

Land Sale Reserve To fund purchase of land, key strategic assets and obtaining fee simple ownership of leasehold property; and to fund other significant projects as decided by Council as part of the Annual Plan.

Reserves Subdivision Contributions To fund the creation of new recreational areas/reserves.

Maori Land Compensation Reserve To fund part of the rent increases on land leased from the Mawhera Incorporation (all activities with associated leases).

TDS Reserve To fund a portion of any projects that may arise as a result of the Town Development Strategy.

Town Clock Reserve To fund renewal/major maintenance of town clock.

Gas Management Plan Reserve To fund a portion of any associated costs of identifying and mitigating effects of any land associated with historic gasworks.

District Planning Reserve To fund any large costs arising from District Plan reviews or one-off projects associated with planning and regulations.

Plant and Machinery Reserve To replace existing plant (vehicles), or effect major maintenance to existing plant.

Building & Property Gen Reserve To fund major maintenance and renewal of Council buildings and associated facilities excluding dedicated reserves (property activity).

Corp Equip and Furniture Reserve To fund the upgrade and renewal of office equipment and furniture; and to fund new office equipment and investment in new technology

Staff Costs Reserve To fund the cost of recruiting and replacing staff (all activities)

Sunshine Coach Reserve To fund any renewal and significant maintenance cost associated with the ‘Sunshine Coach’

Rental Housing Reserve To maintain in perpetuity, Council’s retirement housing stock.

Miners Rec Centre Reserve To fund the proposed Miners’ Recreation Centre

Library Reserve To fund any key maintenance work or equipment upgrades required at


Page | 92 of 117

Special funds

Council’s District library.

Special Funds - Committed Expenditure Holds amounts already committed by Council from other Special Funds, but not yet spent

Port Plant Renewal To replace existing port operational plant or effect major maintenance to existing port operational plant.

CWS Ltd Share Sale Reserve General purpose reserve available for use in any Council activities.

Trusts and bequests

McGlashan Trust Maintenance development of war memorial areas in the District.

E White Bequest Surface development/maintenance of reserve land lying alongside or adjacent to the Greymouth/Hokitika railway line, including Petrie Avenue (parks and reserves, parking).

Mayoral Flood Relief Fund To assist victims of flooding and other adverse events.

Grey United Tennis Resurfacing Reserve Money held on behalf of the Grey United Tennis club

Citizens Emergency Relief Fund To assist victims of flooding and other adverse events.

Perotti Bequest A bequest for general municipal purposes (any activities).

Peters Bequest - Talking Books To purchase talking books for the library.

Vera Corbett Bequest To purchase library books.

Reserve Board Equity Equity relating to Reserve Boards that Council has administrative responsibility for.


Page | 93 of 117

activity funding impact statements [11](activities grouped as per 2015 Long Term Plan)

ROADING 11.1

ACTIVITY FUNDING IMPACT STATEMENT 11.1.1

2015 2015 2016 2016

LTP Actual LTP Actual

$000 $000 $000 $000



Targeted rates (other than a metered rate for water supply ) - - - -

Subsidies and grants for operating purposes 1,671 1,435 1,573 1,534

Fees, charges, and metered rates for water supply 14 96 17 110

Internal charges and overheads recovered - - - -





Finance costs 30 13 10 11

Internal charges and overheads applied 78 567 163 550

Other operating funding applications - - - -


Surplus (deficit) of operating funding [A - B] 1,719 1,687 1,670 1,541



Development and financial contributions - 20 - 9

Increase (decrease) in debt ( 5) ( 18) ( 22) ( 22)

Gross proceeds from sale of assets - 17 - 11


Other dedicated capital funding - - - -



Capital expenditure


—to improve the level of service 873 647 818 923

—to replace existing assets 3,744 3,150 3,150 2,933

Increase (decrease) in reserves ( 103) ( 176) 58 69

Increase (decrease) of investments - 455 - ( 240)


Surplus (deficit) of capital funding [C − D] ( 1,719) ( 1,687) ( 1,670) ( 1,541)



Page | 94 of 117

ACTIVITY INCOME STATEMENT 11.1.2

2015 2015 2016 2016


$000 $000 $000 $000

REVENUE


Targeted rates (including targeted rates for water supply) - - - -

Subsidies and grants (operating and capital) 4,471 3,805 3,951 3,680

User charges & regulatory revenue (consent fees, infringements etc) 221 96 17 110


Other revenue 46 238 218 173

Total revenue 7,556 6,948 6,928 6,800

EXPENDITURE

Staff costs - - - -

Operating & maintenance costs 2,883 2,274 2,662 2,543



Other expenses - - - -

Depreciation 4,785 3,693 3,700 3,730

Total expenditure 7,776 6,547 6,535 6,834

Surplus (deficit) of activities ( 220) 401 393 ( 34)


Page | 95 of 117

STORMWATER & FLOOD PROTECTION 11.2


2015 2015 2016 2016


$000 $000 $000 $000


General rates, uniform annual general charges, rates penalties 853 758 922 955


Subsidies and grants for operating purposes - - - -

Fees, charges, and metered rates for water supply - 2 - 2


Local authorities fuel tax, fines, infringement fees, & other receipts - - - 30

Total operating funding [A] 853 760 922 987


Payments to staff and suppliers 320 200 353 372




Total applications of operating funding [B] 554 417 526 635

Surplus (deficit) of operating funding [A - B] 299 343 396 352


Subsidies and grants for capital expenditure - - - -

Development and financial contributions - - - -

Increase (decrease) in debt 171 ( 8) ( 10) ( 10)

Gross proceeds from sale of assets - -



Total sources of capital funding [C] 171 ( 8) ( 10) ( 10)


Capital expenditure



—to replace existing assets 467 161 397 266

Increase (decrease) in reserves - - ( 18) -


Total applications of capital funding [D] 470 335 386 342

Surplus (deficit) of capital funding [C − D] ( 299) ( 343) ( 396) ( 352)



Page | 96 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE



Subsidies and grants (operating and capital) - - - -

User charges & regulatory revenue (consent fees, infringements etc) - 2 - 2


Other revenue 18 - 18 30

Total revenue 871 760 940 987

EXPENDITURE

Staff costs - - - -

Operating & maintenance costs 320 200 353 372




Depreciation 725 811 803 800


Surplus (deficit) of activities ( 408) ( 468) ( 389) ( 448)


Page | 97 of 117

SEWERAGE 11.3


2015 2015 2016 2016


$000 $000 $000 $000


General rates, uniform annual general charges, rates penalties - - - -





Local authorities fuel tax, fines, infringement fees, & other receipts - 14 - -




Finance costs 1,095 907 943 900






Subsidies and grants for capital expenditure - 688 - 235


Increase (decrease) in debt 293 522 1,786 ( 1,113)

Gross proceeds from sale of assets - - - -



Total sources of capital funding [C] 333 1,241 1,800 ( 866)


Capital expenditure


—to improve the level of service - 3,746 3,020 690


Increase (decrease) in reserves 4 ( 2,372) ( 1,039) ( 1,321)

Increase (decrease) of investments 7 69 - ( 224)

Total applications of capital funding [D] 509 1,550 2,266 ( 425)




Page | 98 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE


Targeted rates (including targeted rates for water supply) 2,251 2,202 2,385 2,422

Subsidies and grants (operating and capital) - 688 - 235




Total revenue 2,345 3,080 2,509 2,752

EXPENDITURE

Staff costs - - - -


Finance costs 1,095 907 943 900



Depreciation 1,104 676 959 855


Surplus (deficit) of activities ( 874) 352 ( 466) ( 167)


Page | 99 of 117

WATER SUPPLY 11.4


2015 2015 2016 2016


$000 $000 $000 $000





Fees, charges, and metered rates for water supply 362 223 - 244


Local authorities fuel tax, fines, infringement fees, & other receipts - - - -



Payments to staff and suppliers 1,085 869 1,067 877







Subsidies and grants for capital expenditure 484 648 267 -

Development and financial contributions - 11 - 5

Increase (decrease) in debt 68 1,367 326 455




Total sources of capital funding [C] 552 2,026 593 460


Capital expenditure


—to improve the level of service 605 2,073 700 628


Increase (decrease) in reserves ( 46) ( 44) ( 24) -


Total applications of capital funding [D] 1,052 2,545 1,148 914




Page | 100 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE



Subsidies and grants (operating and capital) 484 648 267 -

User charges & regulatory revenue (consent fees, infringements etc) - 4 - 5



Total revenue 2,578 2,638 2,398 2,005

EXPENDITURE

Staff costs - - - -

Operating & maintenance costs 1,085 869 1,067 877






Surplus (deficit) of activities 356 673 290 ( 71)


Page | 101 of 117

SOLID WASTE MANAGEMENT 11.5


2015 2015 2016 2016


$000 $000 $000 $000




Subsidies and grants for operating purposes 36 46 44 51



Local authorities fuel tax, fines, infringement fees, & other receipts 36 - - -






Other operating funding applications - 29 - 206










Total sources of capital funding [C] ( 91) ( 305) ( 89) ( 44)


Capital expenditure



—to replace existing assets 18 - - 37

Increase (decrease) in reserves 13 10 10 -

Increase (decrease) of investments - 62 - 95





Page | 102 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE



Subsidies and grants (operating and capital) 36 46 44 51



Other revenue - - - -

Total revenue 2,094 2,039 2,088 2,289

EXPENDITURE

Staff costs - - - -




Other expenses - 31 - 206



Surplus (deficit) of activities 39 337 177 359


Page | 103 of 117

EMERGENCY MANAGEMENT 11.6


2015 2015 2016 2016


$000 $000 $000 $000




Subsidies and grants for operating purposes 5 - - -



Local authorities fuel tax, fines, infringement fees, & other receipts - - - -




Finance costs 4 - 17 -



Total applications of operating funding [B] 201 243 200 140

Surplus (deficit) of operating funding [A - B] 13 ( 63) 9 72








Total sources of capital funding [C] ( 8) ( 3) ( 7) ( 7)


Capital expenditure


—to improve the level of service 2 12 2 -

—to replace existing assets 3 1 - -

Increase (decrease) in reserves - - - 18

Increase (decrease) of investments - ( 79) - 47

Total applications of capital funding [D] 5 ( 66) 2 65

Surplus (deficit) of capital funding [C − D] ( 13) 63 ( 9) ( 72)



Page | 104 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE



Subsidies and grants (operating and capital) 5 - - -



Other revenue - - - -


EXPENDITURE

Staff costs 45 42 42 45


Finance costs 4 - 17 -




Total expenditure 221 248 211 145

Surplus (deficit) of activities ( 7) ( 68) ( 2) 67


Page | 105 of 117

ENVIRONMENTAL SERVICES 11.7


2015 2015 2016 2016


$000 $000 $000 $000




Subsidies and grants for operating purposes - 43 - -

Fees, charges, and metered rates for water supply 1,268 873 958 833






Finance costs - - - -

Internal charges and overheads applied 1,765 1,462 1,489 1,585



Surplus (deficit) of operating funding [A - B] ( 38) 52 32 ( 58)




Increase (decrease) in debt - - - -




Total sources of capital funding [C] 46 109 44 38


Capital expenditure


—to improve the level of service 8 - - 3

—to replace existing assets - 1 6 9

Increase (decrease) in reserves - 131 70 64


Total applications of capital funding [D] 8 161 76 ( 20)

Surplus (deficit) of capital funding [C − D] 38 ( 52) ( 32) 58



Page | 106 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE



Subsidies and grants (operating and capital) - 43 - -

User charges & regulatory revenue (consent fees, infringements etc) 1,358 873 958 833


Other revenue - 243 108 210

Total revenue 2,272 2,050 1,885 1,890

EXPENDITURE

Staff costs 1 11 10 14


Finance costs - - - -





Surplus (deficit) of activities ( 32) 160 37 ( 22)


Page | 107 of 117

OTHER TRANSPORT 11.8


2015 2015 2016 2016


$000 $000 $000 $000














Total applications of operating funding [B] 937 977 962 1,024

Surplus (deficit) of operating funding [A - B] ( 208) ( 292) ( 178) ( 227)




Increase (decrease) in debt 160 - 221 ( 1)

Gross proceeds from sale of assets 117 202 20 65



Total sources of capital funding [C] 277 238 241 64


Capital expenditure


—to improve the level of service - - - -


Increase (decrease) in reserves 66 38 60 88

Increase (decrease) of investments - ( 119) - ( 588)

Total applications of capital funding [D] 69 ( 54) 63 ( 163)

Surplus (deficit) of capital funding [C − D] 208 292 178 227



Page | 108 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE








EXPENDITURE

Staff costs 239 163 154 168




Other expenses - 1 - -



Surplus (deficit) of activities ( 395) ( 515) ( 441) ( 449)


Page | 109 of 117

PROPERTY AND HOUSING 11.9


2015 2015 2016 2016


$000 $000 $000 $000






Internal charges and overheads recovered 258 247 260 289

Local authorities fuel tax, fines, infringement fees, & other receipts - - - 14



Payments to staff and suppliers 744 1,203 675 716




Total applications of operating funding [B] 1,123 1,438 908 949

Surplus (deficit) of operating funding [A - B] ( 74) ( 418) 164 162




Increase (decrease) in debt ( 936) ( 71) ( 77) 313

Gross proceeds from sale of assets 1,030 805 100 49



Total sources of capital funding [C] 94 1,172 23 362


Capital expenditure


—to improve the level of service - 3 - 405



Increase (decrease) of investments - ( 38) - ( 32)


Surplus (deficit) of capital funding [C − D] 74 418 ( 164) ( 162)



Page | 110 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE





Internal charges and overheads recovered 258 247 260 289


Total revenue 1,363 1,985 1,172 1,111

EXPENDITURE

Staff costs - - - -

Operating & maintenance costs 744 1,203 675 716



Other expenses - 312 - 340



Surplus (deficit) of activities - ( 132) ( 116) ( 559)


Page | 111 of 117

COMMUNITY FACIITIES AND EVENTS 11.10


2015 2015 2016 2016


$000 $000 $000 $000







Local authorities fuel tax, fines, infringement fees, & other receipts 18 21 - -






Other operating funding applications - ( 29) - ( 28)


Surplus (deficit) of operating funding [A - B] ( 195) ( 299) ( 34) 707




Increase (decrease) in debt ( 92) ( 223) ( 66) 429






Capital expenditure


—to improve the level of service 2,268 1,699 7,222 7,640


Increase (decrease) in reserves ( 42) 1,344 ( 947) ( 2,953)

Increase (decrease) of investments - ( 136) - ( 2,262)


Surplus (deficit) of capital funding [C − D] 195 299 34 ( 707)



Page | 112 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE



Subsidies and grants (operating and capital) 2,832 3,513 6,501 2,448



Other revenue - 151 - -

Total revenue 6,066 7,038 9,875 5,926

EXPENDITURE

Staff costs 1,059 1,066 1,070 1,183




Other expenses - ( 9) - ( 14)

Depreciation 1,029 1,042 740 1,021


Surplus (deficit) of activities 1,426 2,219 5,697 1,142


Page | 113 of 117

DEMCOCRACY AND ADMINISTRATION 11.11


2015 2015 2016 2016


$000 $000 $000 $000



Targeted rates (other than a metered rate for water supply ) 233 266 266 278



Internal charges and overheads recovered 5,686 5,242 5,387 5,424









Surplus (deficit) of operating funding [A - B] 777 1,095 406 697




Increase (decrease) in debt ( 74) ( 8) ( 4) -

Gross proceeds from sale of assets - 18 1 21



Total sources of capital funding [C] ( 74) 10 ( 3) 21


Capital expenditure





Increase (decrease) of investments - 179 - 123

Total applications of capital funding [D] 703 1,105 403 718

Surplus (deficit) of capital funding [C − D] ( 777) ( 1,095) ( 406) ( 697)



Page | 114 of 117


2015 2015 2016 2016


$000 $000 $000 $000

REVENUE


Targeted rates (including targeted rates for water supply) 233 266 266 278

Subsidies and grants (operating and capital) 29 139 81 88


Internal charges and overheads recovered 5,686 5,242 5,387 5,424

Other revenue - 804 621 667

Total revenue 7,971 7,847 7,711 7,957

EXPENDITURE

Staff costs 3,421 3,201 3,268 3,374







Surplus (deficit) of activities 371 889 189 467


Page | 115 of 117

Accounts Receivable and Rates Debt [12]

-

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

4,500,000

Sep 2014 Dec 2014 Mar 2015 Jun 2015 Sep 2015 Dec 2015 Mar-16 Jun 16

Rates Debtors

Grey District Council Agenda ~ Ordinary Meeting of Council ~ 12 September 2016 In-Committee items

Page | 116 of 117

[I] In-Committee items

COUNCIL-IN-COMMITTEE [1] 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: 1.1

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 8 August 2016

Good reason to withhold exists under Section 7

Section 48(1)a

2. E/17: Town Square/Shared Street - Design details - Progression of

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. Minutes of meeting only 7(2)(b)(ii),79(2)(h), 7(2)(i)

2. The withholding of the information is necessary to enable the Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

7(2)(i)

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 ~ 12 September 2016 Council resume in-open meeting

Page | 117 of 117

[J] Council resume in-open meeting

CLOSURE 1.1