finance & business support committee agenda · pt lot 2 dp 64895 & pt res 2643, william st...

Finance & Business Support Committee

AGENDA

Thursday 1 December 2016

Commencing at approximately 11.45am (Follows the Services Delivery Committee Meeting)

Council Chamber, 2 Baring Square East, Ashburton

The District of choice for lifestyle and opportunity www.ashburtondc.govt.nz

Committee Membership

Cr Neil Brown (Chair) Cr Leen Braam (Deputy Chair) Cr Thelma Bell Cr Russell EllisCr Lynette LovettCr Mark MalcolmCr Liz McMillan Cr Selwyn PriceCr Diane Rawlinson Cr Peter ReveleyCr Alasdair Urquhart Cr Stuart Wilson

Donna Favel Mayor, ex officio

Quorum --- no less than seven (7) members

The purpose of local government: (1) The purpose of local government is ---

(a) to enable democratic local decision-making and action by, and on behalf of, communities; and

(b) to meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.

(2) In this Act, good-quality, in relation to local infrastructure, local public services, and performance of regulatory functions, means infrastructure, services, and performance that are --- (a) efficient; and (b) effective; and (c) appropriate to present and anticipated future

circumstances.

(Local Government Act 2002 --- Amendment Act 2012)

ASHBURTON DISTRICT COUNCIL

Finance & Business Support Committee Meeting

Timetable 11.45am (approx.)

Meeting commences

ORDER OF BUSINESS

1 Apologies

2 Extraordinary Business

3 Conflict of Interest Declarations

4 Forward Programme 1

5 Activity Reports

5.1 5.2 5.3 5.4 5.5 5.6

Tri-annual Performance Reports (Finance and Environmental Services) Information Systems Community Relations Finance Commercial Council Seal and Miscellaneous

2 2 3 3 4 5

25 November 2016

4 Forward Programme --- Finance & Business Support Committee

Meeting Date Report / Other Responsibility February Quarterly Carry Over Variance Report ---

December 2016 Finance Manager

1

5 Activity Reports

5.1 Triannual Performance Report The first Triannual Performance Report for 2016/17 is now available, and covers the 1 July 2016 --- 31 October 2016 period. The report has been divided into three parts to reflect activities in the appropriate committees of Council. This report covers activities within Finance & Business Support and Environmental Services. Attached

The purpose of the report is to allow Council and Activity Managers to track progress towards the Annual Plan 2016/17 non-financial performance measures throughout the year, allowing emerging issues to be detected early and ultimately improving service delivery across the organisation.

5.2 Information Systems 5.2.1 Projects

Brief Project Description

Start Date Estimated Completion Date

On track (yes/no)

Within budget (yes/no)

Carry-over (yes/no)

Comments

EDRMS September 2014

2017 No - - Workshops with a second supplier providing additional information on product functionality, scope and cost have been held. Assessment of these is being completed with clarification on functionality and cost being sought.

Desktop Replacement

May 2015 October 2016

No Yes No Delayed due to available staff resourcing. 80% complete. Remaining units to be replaced by end of 2016.

Infrastructure renewal/upgrade and relocation

August 2015 May 2016 No Yes No Phase 1 - Renewal of server hardware and relocation of library server completed.

Phase 2 --- New storage hardware in place and configured. Existing storage re-configured or retired. New firewalls installed and commissioned. Storage to be re-distributed across new environments. Completed. Phase 3 --- Decommissioning of library site, switch and network configuration and introduction of two independent internet connections for system resiliency. Completed Phase 4 --- Underway. Core switch configuration finalised. Required fibre infrastructure proof of concept tested successfully. Network installation and commissioning to commence but subject to service provisioning from 3rd party project stakeholders. Estimated completion first quarter 2017. Project delay due to resource availability (internal and external)

Finance and Business Support Committee 1 December 2016 Activity reports

2

Digitalisation of Property and Consent files

August 2015 2017/18 Yes Yes No Pilot completed with supplier. 1500 files scanned. Review of pilot to be assessed November 2016 with recommendation to LT on next action

Core Enterprise Software Upgrade

August 2015 2017 Yes Yes No Implementation of suppliers new user interface for Property, Finance, HR/Payroll. Rolling implementation as modules are released

Phase 1 - Environment upgrades completed Phase 2 --- Underway. Development of roll out program. Workshops held in August 2016 with respective module owners. Confirmation of program to be discussed with module owners to establish next actions

Process Development

Ongoing Yes Yes No Development of new and existing processes and support tools to support service delivery across Council Business Groups.

Assessment of priority work for 2016/17 completed with LT. Work underway with Managers and teams on assessment of identified priorities including Building Amendments, Commercial Property and Vested Assets amongst others

Aerial Imagery Renewal

July 2016 June 2017 Yes Yes No Renewal of existing Rural and Urban Aerial Imagery. In conjunction with other Canterbury Councils tender has been reviewed and awarded.

5.3 Community Relations 5.3.1 Projects



On track (yes/no)


Carry-over (yes/no)

Comments

Annual Report July 2016 Oct 2016 Yes Yes No All printed and sent to key stakeholders.

Grants & Funding Subcommittee

Nov 2015 Ongoing Yes Yes Yes Due to meet prior to Xmas to discuss 2017/18 funding rounds and processes.

Newcomers & Migrants Settlement Project for CREDS

July 2016 Ongoing Yes Yes No Start With A Smile campaign well underway. Currently in Methven.

LGA02 s17A Service Delivery Reviews

July 2015 8 August 2017

Yes No No S17A reviews underway; estimated most desktop analyses will be completed by February.

Community Swimming Pools

Sept 2016 Oct/Nov 2016

Yes Yes No Consultation with reserve boards commencing for the six community pools in the district to look at guidelines for operations and compliance with HSWA. Report will be presented to new term of Council as to outcome of consultation.


3

Economic Development Strategy & Action Plan

July 2016 Ongoing Yes Yes No Market Economics holding workshop on 29th November and key stakeholder meetings to develop EDS.

5.3.2 Youth Council The Youth Council met on 2 November 2016. Minutes attached. Pages 7-8

Applications for the 2017 Youth Council have now closed with 11 youth councillors elected (7 new, 4 returning). They will meet on 9 January 2017 for orientation and to create their strategic plan for the year. Current projects have included writing a letter to MP Jo Goodhew to express concern about the high level of young Mid Canterbury residents failing their restricted drivers licence exams and submitting an application to the Ministry of Youth Development Local Government fund to create and hold a youth focussed culture and food festival in 2017.

5.4 Finance 5.4.1 Projects



On track (yes/no)


Carry-over (yes/no)

Comments

Internal Audit 1 July 2016 30 June 2017 Yes NA NA Internal audit work has commenced for 2016-2017 with follow ups of rolling audits with reserve boards and memorial hall committee. A follow up has also occurred with the Rangitata Huts camping ground. Work has also progressed on a Deloitte review of creditors and payroll.

2017/2018 Budgets

1 November 2016

30 June 2017 Yes NA NA The 2017/2018 budget model has been set up on Technology One with managers all having access to their respective cost centres. The Finance team are meeting with overhead budget managers 23 to 25 November 2016.

5.4.2 Financial Reporting

The September Bancorp Treasury Report and the September Financial Variance was reported to Council on 24 November and is included on the agenda for further discussion by the Finance & Business Support Committee.

5.5 Commercial 5.5.1 Projects



On track (yes/no)


Carry-over (yes/no)

Comments

Rakaia Fire Shed Completed No No The extension work has been completed and code of compliance has been issued.


4

ACL workshop 1 March 2015

Unknown Yes Yes Yes ACL have advised that their plans for the extension of the ACL workshop have been placed on hold pending a review of the business case for this extension.

Community Pool on MOE land (Ashburton College)

Feb 2015 Nov 2015 Yes Yes No A project brief has been prepared for the demolition of the building by Logic Group. Once this has been formalised the project will take 15 weeks from tender preparation to make good to complete.

Hinds Rural Fire Shed

Nov 2014 30 June 2016

Yes No Yes Completed ---entrance sealed.

South Street Fire Shed

Sept 2015 Unknown Yes Yes No The fire parties are currently investigating the possibility of locating the rural and town fire services at the existing Burnett Street site.

5.6 Miscellaneous Matters 5.6.1 Council Seal

Documents recorded under authority since the last meeting ---

Date Document Property / Parties

1/09/16 Deed of Renewal of Lease 106 South St, Ashburton ADC / Vehicle Testing NZ Ltd

1/09/2016 Variation of Lease Hackthorne Road ADC / GH & GS Barton

6/09/2016 Sale & Purchase Agreement RS 38838, SH72, Mayfield ADC / Morrison

6/09/2016 Authority & Instruction Form RS 39150, Baxters Rd ADC / Waller Farming Ltd

6/09/2016 Transfer Lease Consent 293 Hackthorne Rd ADC / Portobello Ltd

9/09/2016 Licence to Occupy Pt Res 2509 Blk V Shepherds Bush Rd ADC / Cumberland Dairy Farm Ltd

12/09/2016 Licence to Occupy Res 4662, Andrew St & Clark St, Ashburton ADC / Electricity Ashburton Ltd

13/09/2016 Lease Variation Instrument / Authority & Instruction Form

293 Hackthorne Road ADC / GH & CS Barton

13/09/2016 Authority & Instruction Form RS 38838 Arundel Rakaia Gorge Rd ADC / Morrison

15/09/2016 E-dealing Form / Renewal of Lease Lots 18 & 20 DP 18524 33 & 35 Bryant St, Ashburton ADC / Quigley Contracting Ltd

15/09/2016 E-dealing Forum / Renewal of Lease Lots 27 & 28 DP 18524, 1-40 Bryant St & 29 Lagmhor Rd ADC / Quigley Contracting Ltd

16/09/2016 Sale & Purchase Agreement Awaiting settlement

27/09/2016 E-dealing Form Lot 20 DP 427688, 30 JB Cullen Dr ADC / N Mayne, Whitehouse Gleven Trustees Ltd

12/10/16 Lease Pt Lot 3 DP 479405, Range St ADC / Esquire Investments Ltd

12/10/16 E-dealing Form Sale of Cavendish Block LT Plan 498173, Pts RS 38856 ADC / Align Hinterlands Ltd


5

11/10/2016 E-dealing & Surrender of Easement Lot 27 & Pt Lot 34 DP 1992, Acton Rd ADC / LJ & VE McLachlan & McLachlan Trustee Services Ltd

18/10/2016 Deed of Variation of Lease RS 39798 & 39799 ADC / Ashburton Aviation Museum Society Inc

18/10/2016 Memorandum of Agreement Acquisition Pt Reserve 953 shown as L on SO 19618 ADC / LINZ

19/10/2016 Vest as Local Purpose Reserve (noise protection)

Lots 101 & 102, Ashburton Business Estate ADC / LINZ

19/10/2016 Consent Form (affected party approval) Lot 6 DP 1996, 577 Bakers Rd ADC / Barrhill Chertsey Irrigation Ltd

19/10/2016 E-dealing Form Lot 41 438598, 5 Sim Place ADC / Silk Estate Ltd

20/10/2016 Consent to Transfer Lease Bryant St - Lots 27 & 28 DP18524, Lot 29 DP18524, Lot 30 DP18524, Lots 32-42 DP183, Lots 9-17 DP 18524, Lot 18 DP18524, Lot 20 DP 18524 ADC / Quigley Taylor Ltd

20/10/2016 Deed of Lease Pt Lot 2 DP 64895 & Pt Res 2643, William St Depot ADC / Ashburton Menz Shed Inc

18/11/2016 Authority & Instrument Form Cancellation of Amalgamation

18 Kermode St ADC / Electricity Ashburton Ltd

21/11/2016 Sale & Purchase Agreement Awaiting settlement

22/11/2016 E-dealing Authority for Lease Variation 7 Bryant St, Ashburton ADC / JG & AJ Smith & BK Trustees (2015) Ltd

25/11/2016 Sale & Purchase Agreement Authority & Instrument Form

Lot 50 DP 18524, 2 Bryant St ADC / JC & Hyland & PJ Oliver

5.6.2 Letters of Thanks • Canterbury Clinical Network --- thanking Council for providing interim meeting room space

available to the Ashburton Service Level Health Alliance as it became established.• Mid Canterbury Hockey --- thanking Council for providing teams with parking and access to the

Domain camping and picnic area during the Secondary Schools Hockey Tournament. • Ashburton Palliative Care Trust --- in appreciation of the $500 donation forwarded by Council

from the Christchurch School of Medicine’s Community Contact Programme.

PAUL BRAKE Group Manager Business Support


6

Minutes of a meeting of the Ashburton Youth Council held on Wednesday 2 November 2016, in

Ashburton Council, Room 2, commencing at 6.06 pm.

Present

Mel J Haworth, Henry Hickman, Alisa Ikenaga, Thea Valmores, Alyce Lysaght, Josiah Penno (minutes), Sofia Marilla, Dheny Love Binobo, Meg Rawson.

1 Apologies

Angela, John, Sofia (late)

2 Notification of Extraordinary Business

3 Confirmation of Minutes

Alyce/Thea Carried

3.1 Matters arising from the minutes

4 Correspondence

That a subcommittee be formed for funding application process. (Dheny, Henry, Alyce) Dheny/Alyce Carried

5

5.1

Matters for discussion

Survey roster and goals

Deferred to next meeting

5.2 Video Planning Layout for video to be completed by Wednesday 9th of November. 5.3 Applications Currently 8 applications are in for next year councillors

That all youth council members are to approach one person and encourage them to join the youth council Mel/Dheny Carried

5.4 Helping with Projects That we approach business who wanted to hold a dive in movie and offer to collaborate with them to achieve it. Mel/Henry Carried

6. General Business

6.1 St Vincent de Paul

We are invited to take part in an event held at the new life church with the start with a smile couch on the 27th November

7

6.2 Council Meeting Dates

Mel/Josiah to attend Methven Community board meeting Monday 7th November

Alisa/Thea to attend full council meeting 15th December

7 Information Items

8 Next meeting

Wednesday 7th December 2016, Ashburton District Council

The meeting closed at 6.44pm.

8

Triannual Performance

Report 2016/17

Finance and Business Support

Report One for the period of 1 July – 31 October 2016

FINANCE & BUSINESS SUPPPORT TRIANNUAL PERFORMANCE REPORT 1 2016/17 | 1 July – 31 October 2016

2 Finance Business Support TPR 1 1 July -31 October 2016

Contents

About the Triannual Performance Report ............................................................................................ 3

CRM Report for Finance and Business Support .................................................................................... 4

Community Facilities & Support ............................................................................................................ 5

Community Safety & Wellbeing ..................................................................................................... 5

Elderly Persons Housing ................................................................................................................ 6

Economic Development ......................................................................................................................... 7

Business & Economic Development .............................................................................................. 7

District Promotion .......................................................................................................................... 8

Democracy & Governance ...................................................................................................................... 9

Council, Methven Community Board & Youth Council ................................................................. 9

About the Triannual Performance Report

The following outlines Ashburton District Council’s Triannual Performance Report (TPR), for the period of

July 2016 – 31 October 2016. This is the first report for the 2016/17 financial year.

The TPR is an interim report of Councils progress towards meeting its performance management targets. Regularly tracking progress against performance measures enables Council to detect and respond to

potential performance issues early.

In a change to previous years, the 2016/17 TPR includes Customer Request Management (CRM) monitoring reports for each committee. This has previously been reported to Council in a variety of different ways. By bringing it into the TPR, the information will be reported consistently to Council.

The report is structured in line with the Long Term Plan, Annual Plan and Annual Report, with activities

presented in groups. Each activity is evaluated against progress to achieving performance measures and targets, with explanatory comments provided by the relevant manager.

Progress is shown using the following symbols:

Achieved Not Achieved On Track

All performance measures that rely on resident satisfaction scores cannot be measured until the

satisfaction survey have been undertaken in early 2017.

Please note that this report has been divided into three parts to reflect activities in the appropriate

committees of Council. This report covers activities under the Finance and Business Support Committee of

Council.

CRM Report for Finance and Business Support

The following shows the requests received through the Customer Service Requests Management system for

each activity between 1 July and 31 October 2016.

Activity Received Completed

Complaints regarding Service 4 4 1 25%Information Request 226 210 200 95%Mail Management 16 13 4 31%Property Management/Maintenance 63 63 58 92%

On Time

ENVIRONMENTAL SERVICES TRIANNUAL PERFORMANCE REPORT 1 2016/17 | 1 July – 31 October 2016

5

Community Facilities & Support

Community Safety & Wellbeing

Grants

The Community Grants & Funding Subcommittee funding has been paid to all recipients awarded

for the 2016/17 financial year, including the first instalment for Council Funded Agencies (Safer

Ashburton, Art Gallery, and Events Centre) with signed Service Level Agreements. The second round of Biodiversity and Heritage Grants were open and 11 applications were received, with $28,140 granted to 7 successful applicants.

Youth Council

The Ashburton Youth Council has met four times in this triannual period. A new chairperson and deputy have been voted in (Mel Halworth as Chair and Joe Penno as Deputy Chair) and

nominations for the new Youth Council have been opened up. A new annual plan for AYC was

adopted in June/July which requires all youth council members to attend at least one Council meeting, Committee meeting, or Community Board meeting during the year.

Community Safety

The operating grant to Safer Ashburton was approved and first instalment paid upon receipt of

the signed Service Level Agreement for 2016/17. Council approved the funding for this year of $25,000 for the community safety ambassadors programme, with the new Council needing to

review its support of this ongoing in light of changing priorities of central government agencies. CCTV cameras are operational and monitored on Saturday nights by Town Watch volunteers under the guidance of the Police, and CCTV guidelines have been developed to assist officers and

outside agencies in the practical applications of the CCTV system for town safety issues. The

Police continue to coordinate the weekend nightly patrols for Saturday nights for all agencies.

Vincie Billante; Community Relations Manager

1. To work with organisations to contribute to the health, safety and social

wellbeing of residents.

Measure 2015/16 Result

2016/17 Target

Year to Date Goal

Result Staff Comments

Residents are satisfied

with the level of Council’s

involvement in social

services.

91% 85% 85% On -

track

2017 Residents

Survey.


with Council’s role in the

provision of community

events.

92% 85% 85% On -

track

2017 Residents

Survey.


6

Elderly Persons Housing

Council manages 112 Elderly Person Units throughout the district in order provide affordable accommodation to pensioners. Programmed maintenance is ongoing with internal

refurbishments and external painting, roof and other maintenance occurring on an annual basis.

Single Units

There are 18 people on the single unit waiting list:

Priority One (Lived in the District for a number of years)-8 applicants

Priority Two (Not living locally but have family/friends in the district)– 5 applicants

Priority Three (No connection with the District or have already turned a unit down)- 5 applicants

Two of the applicants have already been offered a unit which they have declined.

Double Units

There are 15 people on the double waiting list:

Priority One (Lived in the District for a number of years)-5 applicants

Priority Two (Not living locally but have family/friends in the district)– 1 applicants

Priority Three (No connection with the District or have already turned a unit down)- 6 applicants

There are three couples on the double waiting list. The remaining applicants are individuals that

have asked to have a double unit for a larger bedroom. Four applicants have already been offered a unit which they have declined. Five applicants are on both the single and double waiting list.

Unit occupancy this year has been 97 %. Over the last four months we have redecorated four units; three of these having bathroom upgrades. Three units are currently being redecorated – one

each in Rakaia, Methven and Ashburton

Colin Windleborn; Property Manager

1. Elderly person’s housing rental accommodation is well maintained and meets

the needs of residents.

Measure 2015/16

Result

2016/17

Target

Year to

Date Goal Result Staff Comments

Overall occupancy

rate of elderly persons

housing for the year.

100% 95% 95% 97%

Will be 100% when

redecoration

completed


7

Economic Development

Business & Economic Development

Council has tendered and awarded a contract to Market Economics Ltd to develop an Economic

Development Strategy and Action Plan for the wider district. Council officers met with Market Economics to outline the scope and have provided the list of contacts of key stakeholders in the community to help inform the strategy.

Council also received a request from Business Mid Canterbury to provide funding for the continuation of business masterclasses and professional development opportunities for local

businesses. The decision was made to support this for a maximum of six months commencing in August whilst the Economic Development Strategy is underway for $4,000 per month.

Council also purchased the Infometrics package to get updated economic analysis for the region compared to other TAs throughout NZ. This enables Council to have quarterly economic updates, and an annual economic analysis report. This information is also available to the public via Council website.


1. Quality business support and advice is available to local businesses

Measure 2015/1

6

Result

2016/17 Target

Year to Date Goal



with Council’s role in

employment and business development

initiatives.

79% 80% 80% On -

track

To be completed

once residents

survey is

undertaken in

2017.

2016/17 Projects

Project Status Comments

Start With A Smile Campaign. Ongoing – picking up momentum

in the community

Council has taken this on as part

of the CREDS work from the

Mayoral Forum; it was launched

in Sept 2016 to run til March 2017

Economic Development Strategy

& Action Plan

Commenced September 2016 To be finalised for Council in

early 2017


8

District Promotion

Council has a Liaison Group to work with the EMC Board to ensure alignment between Council and EMC and to promote effective working relationships between the organisations. The Liaison Group

has met with the CEO of EMC and the Board to discuss forward work programmes and district promotional activities, and attended the AGM for EMC.

A Section 17A Review under the Local Government Act of the cost effectiveness of Council’s options to deliver economic development and district promotion has been reported to Council in

March. The conclusion was the existing arrangement of the CCO delivering tourism and district promotion was cost-effective for Council, but there are some operational efficiencies that could be gained through the streamlining of the I-Site functions. Council will also work with the EMC Board to develop a clear tourism or visitor strategy for the district.

Council has formally approved EMC’s Statement of Intent which sets out the key performance measures for this organisation, and its reporting requirements.


1. Quality business support and advice is available to local businesses


2016/17 Target

Year to Date Goal


Residents are

satisfied with Council’s tourism

promotion

activities.

87% 90% 90% On -

track

To be completed

once residents

survey is

undertaken in

2017.


9

Democracy & Governance

Council, Methven Community Board & Youth Council

Staff have continued to provide support for Council, Committee and Community Board meetings.

This included the critical role played by the Committee Secretary in ensuring the local body elections for Ashburton District went according to plan, and the ongoing liaison with the Electoral Officer from Elections.Com for the 8th October elections.

During this triannual period, the previous term of Council resolved that:

Concerns raised by the community in regards to the consultation process for the application and approval of the water consent for Lot 9 be acknowledged;

The water consent for Lot 9 be retained for future use;

A framework for engaging with Ngai Tahu and Arowhenua Runanga be developed;

The Waste Management and Minimisation Plan 2016 be adopted;

That Business Mid Canterbury be granted $4,000 per month on a month-by-month basis to a maximum of six months for interim support whilst the economic development strategy is being developed;

That Phase 2 of the consultation for the Administration & Library Feasibility Study (Site

selection of the four sites) commence;

The following policies be adopted - Gambling Venue Policy, Dog Control Policy,

Smokefree Outdoor Areas Policy, Procurement Policy;

The Hostels Bylaw and Mobile or Travelling Shops, Stalls and Hawkers Bylaw be revoked;

The Mobile Shops, Stalls and Hawkers Bylaw, Wastewater Drainage Bylaw, Water Supply

Bylaw be adopted for consultation;

The following bylaws be adopted - Mobile Shops, Stalls and Hawkers Bylaw, Wastewater Drainage Bylaw, Water Supply Bylaw, Open Spaces Bylaw, Dog Control Bylaw, Brothel

Location Bylaw, Explanatory Bylaw, and Keeping of Animals, Bees and Poultry Bylaw;

The Proposed Plan Change 1 be notified;

That the one-hour free parking trial commence in September with the use of Smart Parking technology funded from the parking and traffic reserve account;

That Council will continue in the MOU with the Mid-South Canterbury Roading Collaboration;

That Council confirms quotes for upgrading infrastructure on the Tinwald Reserve and

funds this from the reserve contributions account;

That the District Diary with the Community Noticeboard moves to a monthly insert into the Courier community newspaper;

That Gary Lee be appointed to EMC Board for two years;

That Cr Don McLeod be appointed to Safer Ashburton and Community House boards until

Council resolves to make any new appointments;


10

That the CEO be given the delegated authority during the interim election period for

urgent decisions;

That the Chinese Settlement be considered by a working party in the new term of Council

and $20,000 from the heritage grant fund be allocated for a Chinese Heritage Assessment;

That a working party be established in the new term of Council for the Sister City Shiozawa 30th Anniversary, with a carryover of $15,000 from 2015/16 be used for the celebrations;

That the carry-over $220,000 for Ashburton rural fire shed be used to enhance the Ashburton Fire Station for a unified operational facility;

That the S17A Elderly Persons Housing Review be received and the service be continued with enhanced levels of service;

That Council declines the option to lease land on William St to the Mid Canterbury Vintage Machinery Club;

That Council works with the Tinwald Reserve Board, the Plains Museum Trust, and the Mid

Canterbury Vintage Machinery Club to determine if an agreement can be reached to site the club on the Tinwald Reserve.

That Council approves $28,410 for Biodiversity Funding ($6,362) and Heritage Funding

($22,048) first rounds for Community Grants and Funding.

The Committee Secretary coordinated the design and release of the Candidate Information

Handbook and the preparation for roll enrolments, the candidate information evening, and updating the website with the national election campaign collateral for the 8 October election. A new Council with a new Mayor was elected and the inaugural Council meeting was held on 26

October with all members doing their statutory declarations and meetings for the remainder of

the year adopted. Standing Committees, and appointments were made for the Deputy Mayor,

Chairs and Deputy Chairs. The 2016 Annual Report was also adopted.

Communications: For this triannual period, Council released 63 media statements on Council projects or issues, and have had to respond to the ongoing national media coverage about Lot 9

and water in general. Four issues of District Diary were distributed to households throughout the District. Council’s Facebook page has reached 1,675 followers.

Vincie Billante, Community Relations Manager

1. Council communicates openly and effectively with the community

Measure 2015/16

Result

2016/17

Target

Year to


Residents are satisfied with the

quality of information

provided by Council.

75% 85% 85% On -

track

To be completed

once residents

survey is

undertaken in

2017.


11

Residents are

satisfied with the

level of information


79% 80% 80% On -

track

To be completed

once residents

survey is

undertaken in

2017.

2. Effective governance, advocacy and decision-making by elected members


2016/17 Target

Year to Date Goal


Residents are

satisfied with the performance of the

Mayor and Councillors.

72% 80% 80% On -

track

To be completed

once residents

survey is

undertaken in

2017.

Residents are

satisfied with the

advocacy role


65% 70% 70% On -

track

To be completed

once residents

survey is

undertaken in

2017.

3. Council provides opportunities for community involvement in decision-making

processes.

Measure 2015/16

Result

2016/17

Target

Year to



community consultation

undertaken by

Council.

69% 60% 60% On -

track

To be completed

once residents

survey is

undertaken in

2017.

Triannual Performance

Report 2016/17

Environmental Services

Report One for the period of 1 July – 31 October 2016


2 Environmental Services TPR1_1 July - 31 October 2016

Contents

About the Triannual Performance Report ............................................................................................ 3

CRM Report for Environmental Services ............................................................................................... 4

Community Facilities & Support ............................................................................................................ 5

Emergency Management……………………………………. ......................................................... 5

Regulatory Services ................................................................................................................................ 8

Animal Control……………………………………………… ............................................................ 8

Alcohol and Gambling Venue Licensing……………….. ................................................................ 9

Building Regulation………………………………………………………………… ………………10

District Planning………………………………………. ................................................................. 12

Environmental Health……………………………………… ......................................................... 13

Land Information………………………………………….. ........................................................... 14


3

About the Triannual Performance Report

The following outlines Ashburton District Council’s Triannual Performance Report (TPR), for the period of

July 2016 – 31 October 2016. This is the first report for the 2016/17 financial year.

The TPR is an interim report of Councils progress towards meeting its performance management targets, as set in the Long Term Plan 2015-25. Regularly tracking progress against performance measures enables

Council to detect and respond to potential performance issues early.

In a change to previous years, the 2016/17 TPR includes Customer Request Management (CRM) monitoring reports for each committee. This has previously been reported to Council in a variety of different ways. By bringing it into the TPR, the information will be reported consistently to Council.

The report is structured in line with the Long Term Plan, Annual Plan and Annual Report, with activities

presented in groups. Each activity is evaluated against progress to achieving performance measures and targets, with explanatory comments provided by the relevant manager.

Progress is shown using the following symbols:

Achieved Not Achieved On Track

All performance measures that rely on resident satisfaction scores cannot be measured until the

satisfaction survey have been undertaken in early 2017.

Please note that this report has been divided into three parts to reflect activities in the appropriate committees of Council. This report covers activities under the Environmental Services Committee of

Council.

CRM Report for Environmental Services

The following shows the requests received through the Customer Service Requests Management system for

each activity between 1 July and 31 October 2016.

Activity Received Completed

Animals Requests 346 296 185 63%Building 12 5 1 20%CRM Bylaw Regulatory 24 14 8 57%Unsanitary Housing 6 6 2 33%Nuisance Litter/ Illegal Dumping 53 52 47 90%Noise Nuisance 161 124 97 78%Parking 6 5 3 60%Planning Request 7 6 5 83%Health Regulated Premises 1 0 0Fire 2 2 2 100%

On Time


5

Community Facilities & Support

Emergency Management As Fire and Emergency NZ (FENZ) will not officially come into effect until 1 July 2017 a Transition

Committee has been established to progress the various work streams that will be required to have the framework of the new organisation in place by the planned implementation date. The members of the Transition Committee have undertaken to meet with all the players in the sector

before the end of the year and to that end the Chair of the Transition Committee, David Strong, met with the ADC EMO, the PRFO of MSCRFA, the NZFS South Canterbury Area Commander and

some of the local volunteers in Ashburton on 13 September to provide an update on progress to date. A further meeting in Timaru on 15 September between the NZFS, MSCRFA and four members

of the Transition Cttee who are leading some of the work streams further reinforced the intent to keep the sector informed on progress, and to hear the views/concerns of those working in the

sector. The EMO, along with a small core of others on the Regional Rural Fire training Sub Committee, has

been planning for several months for the Regional Rural Firefighter Challenge, an annual event that has approximately 80-90 people involved from throughout Canterbury on each of the three days of the event. This year the event was held from 22-24 September and based at Castle Hill.

The concept focused on providing an opportunity for people involved in the sector to practice

their skills in the various functions of an Incident Management Team managing up to 10 crews

completing multiple tasks in the field each day, and was run in a manner reflecting how a real major rural fire event is run. Five crews from Ashburton District participated.

Approximately 20 ADC staff and additional representatives from local Police, Fire Service and

Ashburton District Neighbourhood Support participated in this national civil defence exercise on

31 Aug. The exercise was coordinated by the Ministry of Civil Defence and Emergency

Management at the national level and approximately 100 organisations across the country took part. The scenario was a tsunami generated on the Kermadec Trench to the North East of New

Zealand with potential impacts to most of the NZ coast line.

The usual round of VRFF AGM’s was completed between the months of Aug-Oct. New fire tankers have now been deployed to Willowby and Rakaia fire stations, and minor

extensions to those stations have been completed to accommodate the larger trucks. The new Hinds fire station is complete and the official opening was held on 16 October. Discussions are still

progressing on the extension to the Mt Somers fire station, and the co-location of the Ashburton Rural VRFF and the Ashburton VFB into an expanded station on the Burnett St site.

Public awareness of the ‘never happens? happens’ CDEM message continues to be promoted to the community through presentations to staff at Rosebank Rest Home and a number of third year

medical students from Otago University as part of the university’s Community Contact Week 2016.

The Methven Community Emergency Response Plan is now complete following several meetings with the steering committee during the year. It is now in version 8 and it is planned to present the completed draft back to the full Group on 8 December. Any further minor changes from that meeting will be implemented before advertising the final plan to the wider community.

Don Geddes; Emergency Management Officer


6 Environmental Services TPR1_1 July - 31 October 2016

1. The community has access to information about local hazards and how to

prepare for them.

Measure 2015/16

Result

2016/17

Target

Year to


Increase community

and business

awareness of the risks from hazards and their consequences

through community

presentations.

5 presntns.

(achieved)

5 presntns 2 presntns.

Two presentations

delivered

2. Rural fires are responded to promptly


2016/17 Target

Year to Date Goal


Registered

volunteer fire forces on flex paging

turnout are

despatched within

10 minutes of the alert time.

94.5% 90% 90%. 80%

44 incidents

responded to with

9 falling outside

the 10 minute

target (80% within

10 minutes)

3. Our civil defence and rural fire services meet the community’s needs

Measure 2015/16

Result

2016/17

Target

Year to



civil defence

services provided by Council.

97% 85% 85%. On -

track

To be completed

once resident

survey is

undertaken in

2017.

Residents are satisfied with the rural fire services


95% 85% 85% On -

track

To be completed

once resident

survey is

undertaken in

2017.


7

2016/17 Projects

Project Status Comments

Purchase and installation of

backup generator for Mt Hutt

Memorial Hall as part of the Methven Community Emergency Response Plan

Not started

Acquisition and installation of water tanks at Lake Clearwater for fire protection

in the hut settlement

Expected to be complete by end of January

Replacement fire tanker for Pendarves VRFF

Ordered from Japan


8

Regulatory Services

Animal Control

The employment of an additional and experienced Animal Control Officer has had a positive and

notable effect on the animal control services provided by MasterGuard Fire and Security Ltd. Our own Animal Control Officer continues to provide excellent support for our Contractor as well as over-seeing our re-homing service and conducting School presentations on animal safety.

Currently on track to meet end of Year targets.

Rick Catchpowle; Environmental Monitoring Manager

1. We maintain an accurate record of dogs and their owners


2016/17 Target

Year to Date Goal


Known dogs are

registered or otherwise accounted for.

98% 98% 70% 90% On target

2. We provide an efficient and responsive animal control service

Measure 2015/16

Result

2016/17

Target

Year to


Required response

times for animal control incidents

are met (urgent

incidents within 1 hour; lost, found and wandering dogs within 5 days)

100%

urgent

100%

others

100%

urgent

100%

others

100%

urgent

100%

others

100% On target

Residents are satisfied with

Council’s animal

control services.

83% 80% 80% On -

track

To be completed

once resident

survey is

undertaken in

2017.


9

Alcohol and Gambling Venue Licensing

A continuing busy period for our Alcohol Licensing Contractor and specific sectors of the alcohol industry due to the impact of new food safety legislation, which requires premises such as restaurants operating under an On-Licence to also operate under a Food Control Plan.

The District Licensing Committee continues to consider and determine applications for licences

and other related matters.


1. Licensees are well informed of local and legislative requirements regarding the

sale of alcohol


2016/17 Target

Year to Date Goal


Council’s licensee

newsletter is distributed to

licensees.

3 newslet. 4 newslet. 2 newslet. 2 news

letters On target

2. The responsible sale of alcohol is promoted through the Local Alcohol Policy

developed by Council in consultation with the community, and the issuing and

monitoring of alcohol licenses.

Measure 2015/16

Result

2016/17

Target

Year to


Residents are satisfied with how Council undertakes

its role in alcohol licensing.

86% 75% 75% On-

track

To be completed

once resident

survey is

undertaken in

2017.


10

Building Regulation

It has been a steady four months for the department so far, with 267 building consents issued with a value of work totalling $26,028,442. In comparison to the same period last year both building consent numbers (327) and value of work ($38,950,604) are lower this period. The drop is due to

the inconsistent dairy prices. The number of inspections has also decreased with 1,300 inspections having been carried out compared to 1,592 for the same period last year. Inspections are now

taking longer to complete as buildings are getting larger and more complex.

Michael Wong; Building Services Manager

1. We provide quality building and regulation services


2016/17 Target

Year to Date Goal


Council maintains its Building Consent

Authority accreditation.

Achieved Achieved Achieved Achieve

d

Next assessment is

scheduled for

February 2018

Building with

compliance schedules are audited each year.

11.4% 10% 3.33% 5.78% 29 audits have

been carried out

during this period

(current target for

the whole year is

51 to achieve the

KPI)

Swimming pool

fences are inspected

for compliance with the Fencing of

Swimming Pools

Act.

20% 20% 6.67% 12.5% 77 properties were

inspected during

this period(current

target for the

whole year is 124

to achieve the KPI)

2. We provide accurate information and advice to the community

Measure 2015/16

Result

2016/17

Target

Year to


Public information

sheets are reviewed

annually.

100% 100% 33.33% 33.33% 2 of our 6

information sheets

have been

reviewed and

updated so far


11

3. We provide an efficient and responsive building service


2016/17 Target

Year to Date Goal


Building consents are processed and decisions made within 20 working

days.

98.9% 100% 100% 97.72% There were 6

consents out of

263 which did not

meet the deadline.

The reasons

behind the failure

to meet the

deadline have

been investigated

and where

possible

improvements

have been added

to our systems.

Project information

memoranda are

issued within 20 working days.

100% 100% 100% 100% All PIMS were

issued within

timeframes this

reporting period

Complaints are responded to within 48 hours.

100% 100% 100% 100% Three complaints

that were

responded to in

this period within

48 hours


12

District Planning

The Planning Team was at full strength for the reporting period, activity was similar and slightly ahead of the same period last year. Staff were also kept busy with monitoring and enforcement

activities which were busier than previous years.

Ian Hyde; District Planning Manager

1. We provide an efficient and responsive consent processing service


2016/17 Target

Year to Date Goal


Resource consents

are issued within

required timeframes.

100% 100% 100% 100%

All Consents were

processed within

statutory

timeframes within

the period.

Subdivision plan

approval certificates

(RMA sect.223) are

issued within 10 working days.

100% 100% 100% 100%

All 223 Certificates

were issued within

10 working days

2. We provide quality and timely planning processes, advice and information

Measure 2015/16

Result

2016/17

Target

Year to


Complaints are responded to within

5 working days.

94.5% 100% 100% 100%

Residents are satisfied with the standard of

Council’s district

planning activities.

71% 75% 75% On-

track

To be completed

once resident

survey is

undertaken in

2017.


13

Environmental Health

Currently, food safety audits are conducted by an external contractor who continues to provide a professional service in line with the requirements of new food safety legislation.

Additionally, the new contractor for noise control continues to provide an effective monitoring service for noise complaints.


1. Food services and premises are safe and healthy for the community

Measure 2015/16

Result

2016/17

Target

Year to


Registered food

premises are risk assessed each year.

86% 80% 80% On

track

On target

Residents are

satisfied with the standard of

Council’s district

planning activities.

71% 75% 75% On-

track

To be completed

once resident

survey is

undertaken in

2017.

2. We respond efficiently to nuisance and noise complaints


2016/17 Target

Year to Date Goal


Noise complaints are responded to

within 2 hours.

100% 100% 100% TBC On target


14

Land Information

239 LIMs were processed for the reporting period. This is a similar level to the same period as last year suggesting that LIM activity will continue to be strong. Average processing time is under 5

working days.

Ian Hyde; District Planning Manager

1. We provide a prompt and efficient land information memoranda service.


2016/17 Target

Year to Date Goal


Land information

memoranda are

processed within 10 working days.

99.9% 100% 100% 100%

All LIMs completed

within target

Finance & Business Support Committee Delegations

Type of Committee Council Committee

Subordinate to Council

Subordinate Committees Ashburton Airport Authority, Audit and Risk, Community Awards,

Community Grants & Funding.

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

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

Membership Twelve Councillors and Mayor (ex officio)

Quorum Seven

Delegations Council delegates to the Finance and Business Support Committee all of the duties and decision-making powers within the following areas of responsibility:

Amenity provision including:

Ashburton Airport

Camping grounds

Community halls and facilities

Elderly persons housing

Community Services including:

Community initiatives and events

Financial Management including:

Statutory compliance in respect to financial disclosure

(delegated to the Audit and Risk Subcommittee)

Corporate risk and internal risk management (delegated

to the Audit and Risk Subcommittee)

Review the annual audit plan with the Auditors ensuring

the emphasis is placed on areas where the Audit and Risk Subcommittee, Council management, or the

Auditors believe is necessary (delegated to the Audit and

Risk Subcommittee)

Monitor and report on compliance with Long Term Plan /

Annual Plan policies under sections 101A-110 of the

Local Government Act 2002

Review of information derived from the audit (delegated to the Audit and Risk Subcommittee)

Council insurance

Council’s special funds accounts, loan accounts and

investment portfolios

Forestry

Writing off debt considered to be bad or uncollectible (greater than $5,000).

Organisational services including:

information services and record management

plant and vehicles

democracy

communications

customer services

Planning and strategic direction with regard to:

Community planning

Forestry

Camping grounds

Community halls and facilities

Elderly persons housing

Community initiatives and events

District promotion

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

accordance with the relevant legislation including:

Building Act 2004

Camping Grounds Regulations 1985

Civil Defence Emergency Management Act 2002

Forest and Rural Fires Act 1977

Freedom Camping Act 2011

Land Drainage Act 1908

Land Transfer Act 1952

Local Government (Rating) Act 2002



Local Government Official Information and Meetings Act

1987

New Zealand Geographic Board Act 2008

Public Bodies Contracts Act 1959

Public Bodies Leases Act 1969

Public Works Act 1981

Rates Rebate Act 1973

Rating Valuations Act 1998

Reserves Act 1977

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

include:

Amendment to fees and charges relating to all activities

Powers that cannot be delegated to committees as per the Local

Government Act 2002 and sections 2.3 and 2.4 of this Delegations Manual. Delegated authority is within the financial limits in section 7.1 of this Delegations Manual.