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Private Bag 7 (Torphin Crescent) Tokoroa 3444 Website: www.southwaikato.govt.nz Email: [email protected]

Tokoroa Office: Phone (07) 885 0340 Fax (07) 885 0718Putaruru Office: Phone (07) 883 7189 Fax (07) 883 7215Tirau Agency (Information Centre): Phone (07) 883 1202

Corporate and Regulatory Committee Meeting

PUBLIC BUSINESS AGENDA

A Corporate and Regulatory Committee Meeting

will be held in the Council Chamber,

Torphin Crescent, Tokoroa

on Thursday 13 February 2020

Commencing at the conclusion of Council

Public Business

OUR VISION

“Healthy people thriving in a safe, vibrant and sustainable community.”

Corporate and Regulatory Committee

Reporting to - Council

Constitution - full Council

Meeting frequency - six-weekly

Objective - to overview and, where necessary, determine activities in the Executive, Corporate and Regulatory Groups

Scope of activity

Enforcement of statutes, bylaws and rules including resource management, health, plumbing and drainage, sale of liquor, noise, air pollution, dangerous goods, dog control, animal/stock control, litter, general bylaws, building and traffic enforcement, emergency management and civil defence

Development of appropriate control mechanisms identified by the Council or referred by staff Initiate, discontinue or give instructions on legal proceedings within the scope of the committee

activities Monitor the financial and corporate governance arrangements of the Council Monitor and provide strategic input for Council's information services, legal, business improvement

and strategic policy and projects activities Review proposed changes to the Council’s other published financial documents, including the

Long Term Financial Strategy Monitor performance of the Council’s investment portfolio Monitor costs of borrowing Monitor the development of the Long Term Plan Consider and determine such reports as are placed before the Committee regarding the activities

of the Corporate and Regulatory Group

Consider and determine matters which would normally fall within the Scope of Activity of the Corporate and Regulatory Committee

Power to act

Pursuant to Clause 32 of Schedule 7 to the Local Government Act 2002, the Council delegates all of its responsibilities, duties and powers to the Corporate and Regulatory Committee, with the following exceptions:

a) The power to make a rate

b) The power to make a bylaw

c) The power to borrow money, or purchase or dispose of assets, other than in accordance with the long-term council community plan

d) The power to adopt a long-term plan, annual plan, or annual report

e) The power to appoint a Chief Executive

f) The power to adopt policies required to be adopted and consulted on under this Act in association with the long-term council community plan or developed for the purpose of the local governance statement

g) The adoption of bylaws, reviewed district plans or district plan changes

Management responsibility - Group Manager Community & Corporate; and

Group Manager Regulatory

AttendeesMembers Chairperson A Ngapo-Lipscombe

Mayor J ShattockDeputy Mayor W Machen

Councillors H DaineM GlucinaA JansenT LeeH NelisG PetleyP SchulteS Wallace

Staff Chief Executive B SmitGroup Manager Assets T AndersonGroup Manager Regulatory S RobinsonGroup Manager Community and Corporate G NaidooChief Financial Officer F FerrarCommunications Manager K FabrieHuman Resources Manager C BeachPersonal Assistant (Minutes) B Morunga

Agenda Confirmed by:

B Smit

Chief Executive

PresentationsTime Item Business

10.30am – 12.00pm 5.1 Community Contract Quarterly Reports

1.00pm - Powerco

1.30pm - Staff Activity Overview – Kevin Duthie

1.40pm - Staff Activity Overview – Julie Smale

RECOMMENDATIONS contained in Reports are NOT to be construed as COUNCIL DECISIONS.Refer to Council Minutes for RESOLUTIONS.

Corporate and Regulatory PUBLIC Agenda – 13 February 2020 3

Order of Business

1. Apologies............................................................................................................................

2. Confirmation of Agenda....................................................................................................

3. Conflicts of Interest............................................................................................................

4. Confirmation of Minutes....................................................................................................

4.1 Confirmation of Minutes - Public..........................................................................................

5. Reports..............................................................................................................................

5.1 Community Contracts Report – February 2020.................................................................

5.2 Executive Group Report – February 2020.........................................................................

5.3 Community and Corporate Group Report – February 2020...............................................

5.4 Regulatory Group Report – February 2020........................................................................

5.5 Performance Report – December 2019.............................................................................

6. Members Information Requests.....................................................................................

1. Apologies

2. Confirmation of Agenda

3. Conflicts of Interest


4. Confirmation of Minutes

4.1 Confirmation of Minutes - Public

Document Information

Report To: Corporate and Regulatory

Meeting Date: Thursday, 13 February 2020

Author: A Ngapo-Lipscombe

Author Title: Chairperson

Report Date: Tuesday, 28 January 2020

Purpose of Report

This report is for information purposes only.

The purpose of this report is to present past Minutes.

Recommendation

Corporate and Regulatory Committee - Thursday 5 December 2019Public Business

1. That the Minutes of the Public Business of the Corporate and Regulatory Committee Meeting held on Thursday 5 December 2019 are confirmed as a true and accurate record and the Recommendations therein approved.

2. That the Action Sheet, as attached, be received.


Corporate and Regulatory Committee Meeting

PUBLIC BUSINESS MINUTES

A Corporate and Regulatory Committee Meeting

was held in the Council Chamber,

Torphin Crescent, Tokoroa

on Thursday 5 December 2019

Commencing at 11.20 am

Attendees

Members Chairperson A Ngapo-LipscombeMayor J ShattockDeputy Mayor W Machen

Councillors M GlucinaT LeeP SchulteS WallaceG PetleyH DaineA JansenH Nelis

Staff Chief Executive B SmitGroup Manager Assets T AndersonGroup Manager Regulatory S RobinsonActing Group Manager Community & Corporate

A McFadyen

Chief Financial Officer F FerrarCommunications Manager K FabriePersonal Assistant (Minutes) B Morunga

1. Apologies

19/329 Resolved Cr Daine / Cr PetleyThat Cr Jansen be excused from the meeting at 3.00pm.


2. Confirmation of Agenda

19/330 Resolved Her Worship / Cr MachenThat the Agenda, as circulated, be confirmed.

3. Conflicts of Interest

No conflicts of interest were declared.

4. Confirmation of Minutes

4.1 Confirmation of Minutes - Public

There were no minutes to receive. The previous minutes dated 12 September 2019 were received on at the Council meeting on 24 October 2019.

5. Reports

5.1 Executive Group Report – December 2019

The CE, Ben Smit, presented the report with minimal discussion to note.

The Economic Development Manager, Paul Bowden, presented the business attraction website www.swnz.co. Mr Bowden indicated the main components of the website and their target audiences. It is intended to lift the perception of the district by way of telling the stories of success of those in the community.

19/331 Resolved Cr Machen / Cr Lee

That Report No 2019–500976, Executive Group Report – December 2019, be received.

5.2 Community and Corporate Group Report – December 2019

The Acting GM Community and Corporate, Andrew McFadyen, presented the report.

Cr Nelis questioned the number of policies overdue. It is noted there is approximately 30. Staff are working on capturing a robust process to review and update these in future.

19/332 Resolved Cr Wallace / Cr Schulte

That Report No 2019-501186, Community and Corporate Group Report – December 2019, be received.

5.3 Regulatory Group Report – December 2019

The GM Regulatory, Sharon Robinson, presented the report.

Mrs Robinson made highlights from each function in the Regulatory group and also provided Councillors with a new newsletter complied by the Building team for the community.

Cr Nelis noted that he is confused with what appears to be duplication in the statistics for Animal Control and Compliance. The GM Regulatory will discuss this feedback with staff.


19/333 Resolved Cr Lee / Cr Jansen

That Report No 2019-500977, Regulatory Group Report – December 2019, be received.

5.4 Performance Report – October 2019

The Chief Financial Officer, Fiona Ferrar, presented the report and commented that she and her team are happy to explain the performance reports in a session for Councillors.

Cr Wallace questioned whether a water fountain is being installed at Glenshea Park in Putāruru.

ACTION: Staff to investigate water fountain installation for Glenshea Park Putāruru.

Cr Daine questioned whether the Basketball Court project remains to go ahead. Her Worship commented that the Basketball Court project transpired as a recommendation from youth of Tokoroa. The project has been consulted on and has been signed off by the previous Council. The project is underway and she is not in support of changing the mindset as it would be counter-productive.

19/334 Resolved Cr Lee / Cr Machen

That Report No 2019-502553, Performance Report to October 2019, be received.

6. Members Information Requests

Her Worship commented that the Personal Assistants team will be compiling information for Councillors business cards and asked that Councillors advise the team of their preferences. The Chairperson advised that her SWDC business cards are bilingual.

Meeting closed 12.33 pm.

A Ngapo-LipscombeCHAIRPERSON


COUNCIL/COMMITTEE ACTION SHEET 2020PUBLIC - CURRENT

No MeetingAction Point/Requester Responsibility Due Date

Action Taken/Completion Date

1 Council

23/01/2020

Cr Machen had been approached by the business The Good Plumber who had volunteered to put in water fountains free of charge. Council has requested that this be followed up with the The Good Plumber.

GM Assets 13/02/2020 Staff have initiated further discussions with The Good Plumber and are awaiting a response.

2 Community and Assets

23/01/2020

Staff provide an update on costs incurred for illegal dumping occurring in the district and costs for tree maintenance (from recent weather conditions).

GM Assets 13/02/2020 When Landfill charges rose in March 2019 by 60% an increase in illegal dumping within reserves has been noticeable with the total cost for removal of dumped materials from March 19-Jan 20 being $3,600. Illegal dumping in road reserves, CBD areas, streets for the period July 19-Jan 19 totals $1,766.

Tree works related to the December 2019 storm event total around $41,550 (Street trees $32,800 and Park trees $8,750).

3 An update to be provided on the leak at the Tīrau Pools.

GM Assets 13/02/2020 This repair was completed in December 2019.

4 Staff to investigate with contractors to raise the signs at the recycling centre on Croad Place.

GM Assets 13/02/2020 Staff have instructed the contractor to adjust the signage and should be completed within a couple of weeks.

5 Staff to investigate and report the operational costs of the Tīrau i-SITE.

GM Community and Corporate

13/02/2020 Staff are working on a report to be presented at the next Community and Assets Committee Meeting.


5. Reports

5.1 Community Contracts Report – February 2020


Report To: Council


Author: Kiri Diamond

Author Title: Strategy and Engagement Manager

Report Date: Friday, 31 January 2020

Executive Summary

This report is the six-monthly Community Contract Report that provides a summary report of the progress of community contracts that are held within the 2019-20 financial year. Each contract report is attached and will be accompanied by a presentation from contract holder.

Annual community grants have been completed for this six-month period. Request for funds from the Creative Community Scheme totalled $17,114 and $9,240 was allocated. A total of $61,488 was requested from the Community Development Grants Scheme and $26,882 was allocated.

Recommendation

That Report No 2019–511868 Community Contract Report – February 2020, be received.

Purpose of Report


To advise Council of current activities, developments and issues within the Community Contracts.

Background

Community Contracts

Council engages with community providers to deliver services that are better provided by external service providers. These contracts a determined by the service providers’ ability to deliver a service that aligns with Council’s strategies and outcomes.

Council currently holds 13 contracts and one Memorandum of Understanding with service providers. Eleven of these contracts are managed by the Strategy and Engagement Manager and the Waikato Tourism and Te Waka contracts are managed by the Economic Development Manager.

The first table below is a table presenting the service providers, the annual amount received and the term of the contract held with Council. The four service providers in the below table in italics are providing a written report only.

The final table is the schedule of services providing who will be providing a verbal report to Council.


SERVICE PROVIDER AMOUNT (annually)

TERM OF CONTRACT WITH COUNCIL

Sport Waikato $ 80,000 1 July 2018 – 30 June 2021

Pride in Putāruru $ 117,750 1 July 2018 – 30 June 2021

South Waikato Arts Trust $ 92,000 1 July 2018 – 30 June 2021

Switched on Tourism $ 127,198 1 July 2018 – 19 December 2018 +

Overdale Community Centre $ 15,000 1 July 2018 – 30 June 2021

Tokoroa Council of Social Services $ 25,000 1 July 2018 – 30 June 2021

Graeme Dingle Foundation (Waikato Youth Empowerment Trust)

$ 20,000 1 May 2019 – 30 April 2022

Waikato River Trails $300,000 – Y1$290,000 – Y2$280,000 – Y3

1 July 2018 – 30 June 2021

Dynamo Event (reporting in 26 March) $ 8,000 1 July 2018 – 30 June 2021

Tokoroa Mountain Bike Club $117,000 1 July 2014 – 30 June 2019

Total Sport (Taniwha) $ 10,000 1 July 2018 – 30 Nov 2019

Tokoroa City Lion (Xmas Parade – MOU)

$ 7,000 1 July 2018 – 30 June 2021

SERVICE PROVIDER ECM TIME NAME OF PRESENTER

Sport Waikato 511037 10:30am Lisa Mansell and Michelle Holland

Pride in Putāruru 509368 10:40am Jenny Christison and a Trustee

South Waikato Arts Trust 505019 10:50am Ashleigh McCormack

Switched on Tourism 499333 11:00am Gary Brunton

Overdale Community Centre 511308 11:10am Yvonne Carter

Tokoroa Council of Social Services 511309 11:20am Josiah Teokotai

Graeme Dingle Foundation (Waikato Youth Empowerment Trust)

TBC 11:30am Clive Sommerville

Waikato River Trails 499607 11:40am Glyn Wooller

Attachments

ECM 511037 - Sport WaikatoECM 509368 - Pride in PutāruruECM 505019 - South Waikato Arts TrustECM 499333 - Switched on TourismECM 511308 - Overdale Community CentreECM 511309 - Tokoroa Council of Social ServicesTBC - Graeme Dingle Foundation (Waikato Youth Empowerment Trust)ECM 499607 - Waikato River Trails


5.2 Executive Group Report – February 2020




Author: Ben Smit

Author Title: Chief Executive

Report Date: Friday, 31 January 2020

Purpose of Report


RecommendationThat Report No 2020-509460, Executive Group Report - February 2020, be received.

Background

The issues discussed in this report are aligned with the Council vision, community outcomes, Council policies and the Council Strategy.

The following services are included in this group report: Human Resources, Economic Development, Financial Services and Communications.

Discussion

Human Resources

Recruitment

2017 2018 2019 2020

Total Number of Jobs Advertised 22 22 46 6

Jan - March 4 3 17 6

April - June 1 9 16

July - September 7 6 9

October - December 10 4 4

A number of new staff have started in 2020 and are settling in well.

Council currently have six roles open for vacancies including Senior Project Engineer, Library Assistant (Customer Service), Library Assistant Māori Liaison, Tokoroa Town Centre Coordinator, Duty Supervisor (SWSEC), Pool Attendant (Casual).

The HR Assistant and Communications Advisor have completed a new recruitment video, which will be on Council’s careers website and promoted through social media. The video has been shown to staff at the CE Quarterly in December and highlights current staff and teams working in their roles,


local events and snippets of the region. It is hoped that by promoting the video to potential candidates it will highlight the variety of roles available and the opportunities that living in the region has for residents and encourage people to apply.

Training

A Dotting session was held in December and attended by approximately 30 new staff who commenced employment with Council throughout 2019.

Managing the risks of Drug and Alcohol Education for new Senior Managers was held 30 January 2020.

Wellbeing

During December, a number of emails were sent out to all staff by the HR Manager with reminders and tips to keep stress levels down and prioritise realistic workloads before the Christmas/New Year break.

A scratch poster was received from the Southern Cross WellBeing team with 100 Random Act of Kindness. This was promoted to staff to spread positivity and left in the staff tearoom to be scratched and signed as each random act is completed. To date, 69 of the random acts have been signed off.

Policies

The HR Manager and Policy Officer have updated the Staff Handbook and this has been circulated to staff to read and sign the declaration.

Economic Development

Achievements

Meetings with potential investors within the South Waikato District

A number of face to face and telephone meetings have taken place between Council staff and potential investors during this period.

PeriodNumber of Investor Meetings by Current

LocationWaikato NZ Other NZ International

Dec 2019 – Jan 2020 2 2 0

SWDC and SWIF Trust

Two meetings took place between Council staff and the South Waikato Investment Trust (SWIFT) regarding collaborative working to promote the district to potential domestic and overseas investors.

Provincial Development Unit (PDU)

Two meetings took place with officials from the PDU during this period regarding current and future funding applications to the Provincial Growth Fund. A meeting also took place with senior management from Toi-Ohomai Institute of Technology and Te Wananga O Aotearoa regarding the proposed new tertiary service provision within the district and funding to facilitate expansion of Trade Training within Tokoroa.

Two projects focussed on the Waikato construction industry have been given combined funding of just over $1 million from the Te Ara Mahi allocation of the Provincial Growth Fund. Parliamentary Undersecretary for Regional Economic Development, Fletcher Tabuteau, visited Tokoroa on the 28 January 2020 to make the announcement at Raukawa House.


The Waikato Tainui/BCITO Workstart Programme, which has been funded for $393,500, is a joint effort between the Building and Construction Industry Training Organisation (BCITO) and local iwi Te Whakakitenga O Waikato (Waikato Tainui Iwi). It is a long-term programme to help rangatahi leaving secondary school, or who have already left, get started on a career in the building and construction industry. It starts with a 10-week work readiness programme that is followed by an apprenticeship, a NZQA construction qualification and support to complete a supervisor qualification. Waikato Tainui will be providing support, pastoral care and mentoring. The BCITO has strong connections to the burgeoning construction industry and its employers in the Waikato – so they will be able to facilitate these rangatahi into jobs that are close to home, while also supporting a growing industry with a skilled and ready workforce. It means the industry wins, the region wins and the rangatahi and their families win.

Building company Emergent Skills NZ Ltd has been funded $646,450 to set up the “Locals Building Local Homes at Volume” project. In the first year, the project seeks to train 35 people living in and near Tokoroa to build ten modular houses to address the need for affordable housing in the district. In the second year the project will train a further 65 people to build 20 more houses. The proceeds from the sale of the houses will fund the programme on an on-going basis. Emergent is working with the local Institute of Technology Toi Ohomai and the Ministry of Social Development to deliver the programme and with the South Waikato Trades Training Centre to link the newly skilled people with local employers. Staff have provided significant advice and support to Emergent Skills to ensure that this organisation establishes its first New Zealand facility in Tokoroa.

Stakeholder Engagement

Staff held meetings with the following stakeholders during the period:

Waikato Regional Labour Market Strategy Group

SCION

Te Waka

Waikato Regional Cycle Trails Network Group

Waipa District Council

Momentum Waikato

Raukawa Settlement Trust

Forestry Sector

Staff have provided significant support to the Forestry Industry Contractors Association (FICA) during the period to submit funding applications to the South Waikato Investment Fund Trust (SWIFT and to the Ministry of Education both of which are in support of the establishments of a Forestry Industry Youth Training & Engagement programme (FIYTE) within the district. FICA are planning to establish this programme in conjunction with the Central North Island Wood Council (CNIWC) and with funding support from Te Uru Rakau (Forestry New Zealand) and the 1Bn Trees part of the Government’s Provincial Growth Fund (PGF). This will be one of two pilot programmes being rolled out in New Zealand and its establishment within the district is directly related to Council’s work is establishing the Forestry Symposiums in 2019. Staff will continue to support the stakeholders involved within the establishment phase of this project and to ensure a smooth transition over to the management of the CNIWC during 2020.


Regional Economy Overview 2019

Staff have provided as an attachment to this a summary report for the district produced by Infometrics New Zealand and will provide a brief presentation to Council on the 13 February 2020 of the key insights this provides.

Marketing

Marketing staff are seeing significant levels of customer engagement with Council’s business attraction website, www.swnz.co having started our promotional campaign of digital advertisements on websites such as Trademe, Stuff and the NZHerald, as well as the launch of social media channels aimed at external audiences outside the district.

By way of comparison, prior to starting to roll out Council’s promotional campaign from September 2019, there have been 13 unique visitors to the website (excluding SWDC and developers) from 1 July 2019 to 30 August 2019. From 1 September 2019 to the 30 January 2020, this had risen to 7,980 unique visitors and is currently tracking at over 225 new users each day.

The visitors are directed to the website when the user clicks through from the digital advertisement on a website or through a social media advertisement link.

The ‘customer journey’ is illustrated below:


Examples of the digital and social advertisements:

How do the advertisements appear on a computer and on a mobile device:


Thus far the main traffic is being generated through Facebook advertisements (Social) and Google and staff are monitoring and analysing response rates and audience engagement by location; topic; platform; gender etc.

Since launching the promotional campaign in September 2019 there has been over 1.4m impressions (how many screens did the adverts get displayed onto). Significant audience engagement is taking place regarding affordable housing, which is generating many enquiries through to Trademe property (linked to the website).

Overseas Investments

New investors have purchased the Okoroire Hot Springs Hotel, Okoroire and the State Insurance building, Tokoroa. Staff from within the planning and economic development have started to engage with the new owners to ascertain future plans and offer support, where possible.

Te Waka - the Waikato Regional Economic Development Agency

Staff have requested on behalf of Council that Te Waka lead lobbying and engagement with both the Coalition Government and the National Party to help shape the future provision of regional economic development funding post the September 19 general election on behalf of the Waikato Region. Staff believe that there is an opportunity for whatever replaces the current Provincial Growth Fund to provide more equitable funding to the regions outside of the identified surge region which have received the bulk of funding. Te Waka have undertaken to take forward this work on behalf of the Region and will consult and liaise with all Councils during February 2020 regarding this.

Economic Development and Marketing Staff

No changes during the period.

Priority Work – Short Term

Provincial Growth Fund Applications: Staff will be progressing applications with the SWIF Trust for submission in before March 2020.

Marketing campaign: The Marketing officer will be implementing a 360-degree promotional campaign during the period including trailing and evaluating a public relations agency.

Developments: Staff are current working on a number of development projects in the district.

Housing Strategy: Staff are working on a detailed paper for delivery to Council in March 2020.

Forestry Sector: Staff will continue to support the establishment of the FIYTE program within the district.

Communications

1. Communications Focus

Focus during the quarter has been the LTP Amendment and Development and Financial Contributions consultation documents and processes, the Tokoroa CBD Upgrade, event planning, Style Guide and Policy reviews, Councillor tour preparation, website maintenance, wastewater promotion planning. The teams business as usual support role continued.

This report covers the period 25 November 2019 to 30 January 2020.

2. Media statements

Staff submitted four media statements during this period, covering the LTP Amendment – Putāruru Growth consultation opening, the decision on wheelie bins, opening of Lake Whakamaru Reserve and the opening of consultation on the Development and Financial Contributions Policy.


3. Media queries

Staff responded to seven media queries during the period. Queries included Dumfries Road (purchase and sale), shopping local promotion, Tokoroa Roosters, Countdown building/Council building/Tokoroa library scoping, Tīrau supermarket robbery, stolen puppies and Councillor orientation/strategy development programme.

4. Media coverage

Google alerts are searched on 'South Waikato District Council', 'South Waikato', individual town names and several others, project specific. Sentiment analysis is deemed positive, neutral or negative. Topics can appear as multiple sentiments depending on the angle of the story.

District news was the usual varied array including crime related stories, sport, a feature on Tīrau township, the Tīrau i-SITE, Arapuni Hall celebrating 50 years, the Provincial Growth Fund, Pacific Pine closure, family harm figures, shop frontages and Wai Ora/freshwater.

Negative mentions included intimidation at the skatepark, cemetery maintenance, Prospect Street (speeding/petition) and mobility parks in the CBD.

Neutral mentions included Healthy Rivers/freshwater and street trees.

Positive mentions included the Provincial Growth Fund, Tīrau i-SITE, Blue Spring, Tīrau electorate proposed boundary change, Wai Ora/freshwater, Deputy Mayor Bill Machen and the Mayor and her hybrid car.

5. Newsletters

Staff produced one issue of In Touch in the period – an eight page January/February issue. This will be distributed in the middle of February, sent electronically and uploaded to the Council website. It is worth noting that it will be the 50th issue.

Two weekly Tokoroa CBD Upgrade newsletters were produced during the period due to the Christmas break. These are hand delivered to Leith Place and beyond businesses; and included on social media, Antenno and our website. These were re-started at the end of January.

A building newsletter was initiated by the Building team during the period, with Communications support. This will be ongoing.

6. Print advertising

Six advertisements were published during the period, seasonal pools opening (2), Christmas Closure (1) and Putāruru Growth (3).

7. Antenno

The number of installs of Antenno continued to climb with the total number of device installs now at 1,095 district wide – an increase of 165 installs over the reporting period. It is worth noting that even the smallest custom zones are reaching at least one or two devices (ie, no 0 devices reached). We received 62 reports from residents, which is also a notable jump from previous reporting period (25). Noteworthy is the high use by Elected Members, increasing


incidents of Antenno notifications shared to other platforms and an increase in the types of issues reported. A breakdown of reports by topic is below.

8. Council website traffic

The graph reflects the top 10 page hits for the quarter from our website.

Pleasing to note that the home page (with the improved search function) is a priority page.


Home

Librar

ies home

Landfill h

ours

Te W

aihou W

alkway

Rating a

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y Sea

rch (D

IO)

Rates a

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ding pag

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Rubbish an

d Recyc

ling

Propert

y and Build

ing File

s (DIO

)

Council co

ntacts

Recyc

ling c

alendar

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

Website traffic - 25 November to 30 January

9. Social Media highlights

The lower number of posts due to the Christmas period resulted in a drop in impressions engagements and clicks; however the increase in fans (111 new fans in the period) highlights more people are looking to Council’s Facebook page for information about Council whether it’s about events, milestones, incidents and consultations. Fans currently stand at 4,460.

Top performing posts of this period were:

Whakamaru Reserve Reopening (posted Dec 13)Impressions 13,208, reach 12,722, engagements 1,883

Tokoroa Indoor Pools 24th Birthday (posted Jan 10)Impressions 11,171, reach 10,551 , engagements 3,114

Council introducing Wheelie Bins (posted Nov 26)Impressions 10,465, reach 9,931, engagements 3,279

Job Vacancy at SWSEC (posted Jan 23)Impressions 7,466, reach 7,289, engagements 2,250

Impression: The number of times that our post is displayed to any user since it was first posted.

Reach: The number of unique users who have seen the post even if they had scrolled past it on their feed.

Engagement: The total number of times that users reacted to (liked, loved, wowed etc), commented, shared or clicked on a post since it was first posted.

Financial Services

The Finance team have been busy with several large projects on the go at the same time:

Collating the information required for the Long Term Plan amendment and responding to audit queries.

Collating budget changes and providing reporting for the 2020/21 Annual Plan

Revising the format of the Performance report

It has been business as usual for the Revenue team with the VALOR valuation system going live in the next few weeks.


5.3 Community and Corporate Group Report – February 2020




Author: Gordon Naidoo

Author Title: GM Community and Corporate

Report Date: Thursday, 30 January 2020

Purpose of Report


RecommendationThat Report No 2020-509459, Community and Corporate Group Report – February 2020, be received.

Background

The issues discussed in this report are aligned with the Council vision, community outcomes, Council policies and the Council Strategy.

Discussion

Strategic Planning

Putāruru Growth Plan

The Long Term Plan Amendment is with auditors for review and staff await the final report before releasing the amended plan to the community. Consultation on the Development and Financial Contribution Policy is occurring and will close on Wednesday 26 February. A hearing date is planned for Thursday 12 March 2020. The final stage for the current Putāruru Growth Plan is the change to the District Plan, led by the Regulatory team.

Staff are gathering information for a district-wide growth plan to provide appropriate options for sustainable growth throughout the district. The current property utilisation programme will provide information on the properties owned by Council, and how the community uses the properties. Staff have completed the Tokoroa properties and usage and this will inform the option available for the use of the Countdown Building and the Tokoroa Council Office. This will be reported to Council in the near future.

Concept Plan

During December and January, evaluating the current Concept Plans across the district to set up for community consultation sessions in February has been a priority. This has been an important exercise to evaluate the stated aspiration with the actual present outcomes and to determine any issues, challenges and the appropriateness of the aspirations in today’s context.


The evaluation revealed that there was a lack of clarity in regards to town and district identity, lack of Iwi involvement in the planning, lack of strong consultative process within Council on projects within the towns and lack of connecting the Council vision of “Healthy people thriving in a safe, vibrant and sustainable community” to the townships. However, the evaluation highlighted the positive leadership within the towns; new community members’ participation with fresh ideas and open mindedness. This provided a space for realistic and trustworthy discussions and educating and influencing attitudes and behaviours towards the planning process in developing the Concept Plans for Tīrau, Arapuni, Putāruru and Tokoroa.

Priority Work

Annual Plan preparation to be ready for consultation in March and April.

Long Term Plan timetable to be finalised.

Engagement Strategy implementation to apply the use of the Council’s Significance and Engagement Policy across the multiple legislations so that there is consistency across Council despite the legislation being adhered to, i.e. Local Government Act, Resource Management Act, Reserves Act and Co-governance, Co-management Agreements and Memorandum of Understandings.

Town Concept Planning Sessions

Tīrau To confirm Thursday 20 February, Friday 21 February and/or Saturday 22 February

Arapuni Wednesday 12 February and Saturday 15 February

The priority for Putāruru Concept Plan has focused on youth. The current concept plan is executing the desired outcome to support the future growth of Putaruru. At the Putaruru Water and Food Festival on Saturday 1 February, a survey was conducted to ascertain the current state and future state of youth led by the Pride in Putaruru Committee and Youth Member Teri-Anne Petley Rata. A Youth Focus Group will be created to contribute towards the Putāruru Youth Plan within the Putaruru Concept Plan. Putaruru Moving Forward has supported the initial planning sessions with Community Development Planner.

Tīrau, Arapuni and Putaruru are on track to have a draft ready end of March.

Setting the scene for Concept Planning in Tokoroa in March.

Issues and Challenges

Tokoroa has not engaged with a Town Concept for 13 years. This has meant mapping the current groups that contribute to this diverse town from a cultural, social, health, justice, education, economic and employment sector with their goals vs realistic activities to reach the overall town aspiration.

Whilst Tokoroa has resilient leaders that continue to work for the betterment of this community, council need to work at building relationships with these leaders and groups to provide services that are suited for the communities within Tokoroa and collectively contribute to Council’s vision of “Healthy people thriving in safe, vibrant and sustainable community”.

Meetings in the Tokoroa Community in February will scaffold Concept consultations in March.

The ideation and evaluation of the project lifecycle sits in the Strategy and Engagement team to ensure that all criteria are meet (including Council and Executive Team sign off), before a project is confirmed for implementation.

A review of the current projects list and the ideas put forward by current councillors will be reviewed to determine how the projects fit with the concept plans and district plans. This will assist to the planning and prioritisation of work for staff.


Council education programmes do not currently have a consistent branding to ensure that community members identify council programmes. As part of the Engagement Strategy, the community programme coordinators, the communication’s team and marketing are working together to develop a council education brand that will provide the visual and language consistency that is required.

Forward focus

Strong strategic alignment and consistent engagement moving forward will assist to clarify the identities of the towns, which will strengthen the promotion of the towns and district to contribute to the District Growth Plan.

The processes used in engagement and planning have clear processes and communication to ensure that fairness and transparency is visible for the communities to improve the level of perceived trust that the communities have with council.

The Strategy and Engagement team are there to support all facets of Council when it comes to engagement with our people.

Corporate Policy

Achievements

A new reporting process has been developed and currently being reviewed by the Executive Team to better manage policy development and policy review to provide management greater clarity and advanced warning on Policies coming up for review. This process in the past has been somewhat ad hoc and has led to inconsistencies and some policies review being overdue.

Priority work

Council’s Policy Officer is currently working with the relevant managers on the review or creation of the following strategic policies and procedures:

1. Financial Contributions and Development Policy – out for Special Consultative Procedure (SCP)

2. Social Media Policy – ET to review at Strategic Meeting in February

3. Telecommunications Policy

4. Pensioner Housing Policy

5. Motor Vehicle Policy

6. Electronic Surveillance Policy

7. Loan Guarantees Policy

8. Dangerous, Affected and Insanitary Buildings Policy – awaiting a Special Consultative Procedure (SCP)

9. Reserves Management Plan

10. Stock Underpass Policy

11. Sanitary Sewage Private Drains Policy

12. Risk Management Policy

13. Recruitment and Induction Policy

14. Procurement Policy

15. Land occupancy Policy


16. Grants and Loans Allocation Policy


Forward focus

The focus moving forward at this stage is ensuring sound robust processes and reporting structures are in place to manage policy creation and review. An important component of this is appropriate tracking of key policy information such as version controls, revision dates, resolution dates, policy owners and approval responsibility.

Strategic Property

As previously mentioned, staff of working of the property utilisation programme that consists of multiple projects such as Countdown Building Utilisation, spatial mapping of properties and usage, conditions of buildings. This stocktake of council-owned property will be overlaid with the Local Government’s four factors of well-being to inform decision-making made by Council and staff.

Infrastructure Strategy

Achievements

Development and Financial Contributions Policy

The draft policy is now out for public consultation, closing on 28 February. A hearing of submissions on the draft policy is scheduled for 12 March.

Priority work

Over the next month staff will be focusing on finalising the systems associated with the implementation of the Development and Financial Contributions Policy when adopted by Council.

Forward focus

A draft 30 year three waters infrastructure strategy was complete during the year. Finalisation of the strategy was completed in December with work started on updating the Land Transport Strategy. Staff plan to have these completed to support the 30 year infrastructure strategy which will inform the Asset Management Plans and Long Term Plan.

Asset Information Support

Achievements

The asset information system (Assetfinda) has been upgraded to Version 4. This had been a significant upgrade as the software vendor moved to a web service based platform.

Priority work

A Business Analyst has carried out an assessment of our current data information system, determine what other features the software can provide and assess the needs of key stakeholders.

This information will then be analysed by staff and suggested improvements to be assessed and prioritised. Identified improvements will then be implemented.

Issues and challenges

The recent departure of a staff has left this area under resourced until appointment of a replacement. Recruitment will commence following the review and recommendations of the asset management system review.

This piece of work is underway and is scheduled to be completed mid-February. The scope of work includes the following; Asset and Finance Policies, Asset Accounting process and practice, Asset


Management information process and practice, current capability, software and systems and data analysis.

The work is intended to improve planning for the next LTP in order the make better evidence base decision around ongoing maintenance and renewals of the three water assets.

Growth Planning

Achievements

Part of the modelling for Putāruru growth was an assessment of flooding in areas where growth may occur. The flood assessment covered areas around the edge of the town and the existing residential areas, as growth can occur by infill housing within the existing urban area.

The growth modelling for Putaruru allowed an assessment to be made of the existing stormwater systems in the town. The resulting potential for flooding during a 1% event were published and property owners were notified. Affected property owners were offered the opportunity to have their floor levels measured. This was completed in September 2019.

The consultant was instructed carry out a refinement of the flooding model. An update of the flood data has been received in January 2020 and is currently been reviewed by staff. The current program is to disseminate the updated information by the end of February.

Priority work

Review the flood data and disseminate the information to property owners.

The priority for the next several months is to model the Three Waters in the Tokoroa and Tīrau townships.


5.4 Regulatory Group Report – February 2020




Author: Sharon Robinson

Author Title: Group Manager Regulatory

Report Date: Thursday, 30 January 2020

RecommendationThat Report No 2020-509461, Regulatory Group Report – February 2020, be received

Growth

Resource Management Resource Consent Applications - Quarterly Report

In the period 1 October to 31 December 2019, Council processed a total of 15 Resource Consents. Of which there were four Subdivision applications, seven Land Use applications and four "Other" applications as indicated in Graph A below which includes a comparison to the same period in the previous three years.

Graph A

October-December 2016 October-December 2017 October-December 2018 October-December 20190

2

4

6

8

10

12

6

11 11

43

5

9

7

10

1

4

Resource Consent Application Quarterly Comparison October to December 2016/17/18/19

Resource Consent Comparison Subdivision Resource Consent Comparison Land UseResource Consent Comparison Other


Graph B shows a breakdown of the 15 applications received by zone for consents received during the period October to December 2019.

Graph B

Subdivision Land Use Other0

1

2

3

4

5

6

2

5

1

2

1

3

0

1

0

Breakdown of Consents for period October to December 2019 (Tokoroa/Putaruru/Tirau)

Tokoroa Putāruru Tīrau

Tota

l Num

ber o

f Con

sent

s

In the 2019 calendar year, a total of 102 resource consent applications were lodged. This is a significant increase from the previous ten years where the number of consents Council received in the calendar years' 2009 to 2018 ranged from 51 to 88.

The year to date figure for consents processed from 1 July 2019 to 31 January 2020 totals 54 of which all have been processed within the statutory timeframes of 10, 20 or 40 days giving a result of 100%. The KPI states that at least 95% of non-notified consents are processed within those timeframes.

Putāruru Growth District Plan ChangeThe Putāruru Growth Plan Change is programmed for notification once the consultation hearings on the LTP Amendment and the new Development Contributions Policy (DCP) have been held. The hearings on LTP submissions were completed on 29 January 2020 and the draft DCP was issued for public consultation on 29 January 2020. Submissions will be received until Wednesday 26 February 2020.

At this stage Council is programmed to approve notification of the District Plan Change at its meeting on 26 March 2020. It must then follow the consultation process set down in the Resource Management Act.

Environmental HealthHealth

The Environmental Health Technical Officer recently attended a Recognised Persons workshop held by MPI in Rotorua in December. The workshop was hands-on and provided an opportunity develop, strengthen and enhance verification practice of food businesses.

In addition to several new premises opening near the end of last year, there have been a couple of businesses that have recently undergone a change in ownership. This has required licence updates within the Environmental Health Team – one of these being the Okoroire Hot Springs Hotel. The new owner attended a meeting and discussed requirements to be met with Health and Liquor, as well as


speaking with a Planning Officer. All Health licences were able to be registered prior to the summer break, the Licensing Inspector is currently working on the Alcohol licences.

Alcohol

Historically, December can be a quiet month in terms of people wanting licenses – December 2019 has been no exception. Special licences have been few.

Christmas Day is a day when most licensed premises are closed which for the most part is a relief for hospitality workers as it is a welcome day off. New Year’s Eve is probably the exception when it can be one of the busiest nights for premises.

There has been no feedback from Police of any incidents.

There have been two premises sold and at this stage, they are going through the temporary authority process.

Nexus Wine & Café and Kina’s Sports Bar were issued their respective licences in December after going through a hearing process.

Building ControlStaff continue to attend Business Case meetings as requested and public enquiries remain strong for proposed development of property. Demand for LIM reports are also high.

Resilience

Resource Management Monitoring and ComplianceThere has been an outstanding effort by planning staff on compliance monitoring with 55 hours achieved year to date (KPI – 80 hours per annum). The majority of compliance has been in response to complaints, which included signage, complaints regarding non-complying activities and general compliance. Future focus will include the monitoring of land use consent conditions eg Glenview Holiday Park and intensive farming approvals.

Planning staff are required to undertake compliance and monitoring work in conjunction with their other tasks, which have statutory timeframes. This can prove challenging and compliance work often requires prioritising eg environmental contamination investigated before an unauthorised sign.

Proposed NPS Indigenous Biodiversity

The Government is now consulting on the Draft National Policy Statement for Indigenous Biodiversity (NPS IB).

The proposals supersede the matters in Chapter 11 of the Waikato Regional Policy Statement (WRPS), which has, up until now, dictated how Indigenous Biodiversity and Significant Natural Areas (SNAs) in particular, have to be managed in the region. The South Waikato District Plan was notified prior to the WRPS being made operative after being amended as a result of appeals. While the SNA aspect was adequately addressed, the plan does not manage wider biodiversity in a manner that is required of Council’s functions under the Resource Management Act. As part of the appeals process, Council has agreed to undertake a Local Indigenous Biodiversity Strategy (LIBS) to meet its obligations. The NPS IB will both change the way Council deals with SNAs, but also introduces broader requirements for managing all biodiversity and not just SNAs.

The NPS IB introduces some high level concepts to guide its implementation. However, these are unlikely to be helpful in a decision making sense. The proposals also partially exclude wetlands in a


way that is not helpful and further confuses the wetland management issues Council submitted on for the Freshwater Reforms. The reforms also promote the engagement of Māori in the management of biodiversity and introduces the idea of ‘taonga species’ and a process for identifying, recording and protecting them.

Better integration of management regimes are supported, particularly across jurisdictional boundaries taking into account ki uta, ki tai (maintains to sea).

While social, economic and cultural well-being is referred to, it is not as a balancing influence, again placing environmental outcomes over all others.

Council is still required to identify and assess significant natural areas. However, the criteria is different to those in the WRPS and there are requirements to consider whether an SNA is of medium or high value. This is taken into account in the management framework for SNAs, with medium rated sites given more flexibility, with biodiversity offsets or environmental compensation a preferred approach using the ‘management hierarchy’. Effects on high value SNAs are directed to avoid in the first instance. Council will be required to amend its plan within five years to ‘give effect’ to these requirements. Certain types of infrastructure are enabled. This would include state highway roads, transmission lines and other nationally significant infrastructure.

The proposals do not relate to SNAs or biodiversity within production forestry operations. Existing activities, such as farming are set to be identified as existing activities (clearance of regrowth etc) and unaffected by the provisions. However, there are a number of proviso’s to this and the proposals do not look straight forward.

Rules for ‘other’ biodiversity and identified taonga will be required. In addition, ‘highly mobile fauna’, likely to be migratory birds will now have to be managed. Two examples by local ecologists relate to the Waikato context. The first is the location and management of native bat flightpaths in the wider Hamilton area. This species is at risk from development. The cost to manage them in Hamilton was not discussed, but understood to be extremely expensive. The other was as a result of a windfarm that require migratory flight paths between Kawhia and Raglan being monitored. These birds would otherwise not be at risk. The latter project to a number of years and cost in excess of $1 million. Which species and which part of the district the requirements would apply to is unclear.

Restoration and enhancement is encouraged, but does not align with the freshwater proposals.

There is a requirement to assess and increase the amount of indigenous vegetation cover for both rural and urban areas. For urban and rural areas this will be 10%. Areas that already exceed 10% will be required to do more.

Council will be required to change its plan to include matters for assessment of environmental effects.

Council will be required by the proposals to undertake much work, in conjunction with both regional Council and various Iwi. The proposals largely complicate what is a fairly settled framework in the Waikato region and additional rules and frameworks for non-significant indigenous biodiversity will need to be developed, the highly mobile fauna provisions are a concern as the scope is wide. In many instances, these areas are not under threat in a general sense but may be by development specific proposals.


There are still occasional complaints received that fall under the Health Act 1956 – due to the time required to seek advice from other colleagues (such as Rotorua Lakes Council and Taupo District Council staff) this mostly results in a delayed response/investigation.

Noise


The Noise Contract has recently been extended until August 2020, which now aligns with the Security Contract that is also held by the current contractors. At the conclusion of this extension, the Contract will conclude and need to be reviewed/retendered – the alignment of the two contracts could provide the opportunity for the two to merge/be considered together or consider other options.

Building Control

The team are in the fortunate position that all technical staff now have the qualification to meet the Regulation 18 requirement that;

“Any Building Consent Authority must have a system for ensuring that each employee and contractor who performs the authority’s building control functions by doing a technical job has an appropriate specified New Zealand qualification.”

Statistics

Currently, there is a six day average processing timeframe and inspections are still being undertaken within 24 hours of booking.

278 building consent applications have been received for the year 1 July 2019 to 29 January 2020 with an average of just under six days to process and grant building consents with a total value of $20.62 million.

218 Residential (4.8 day average)

28 Commercial (12.8 day average)

32 Industrial (7.2 day average)

40% of all applications were stopped at vetting for further information.

36% of all applications had a request for further information once processing started.

No current use of external contractors for processing is being undertaken. The intention is to only use contractors to process applications only when there is a conflict of interest and/or no suitable competency or resource in house.

Building Consent Authority/Accreditation

Quality Objectives

Maintaining accreditation

The team have received confirmation from International Accreditation New Zealand (IANZ) of the final clearance of all general non-compliance responses. The next assessment is scheduled for August 2021.

Provide adequate resources

No change to current resources, several technical staffs competencies have been increased following latest assessment review, fit for purpose.

Comply with procedures

Audits continue to be undertaken by a BCA staff to provide evidence that procedures are followed. Promapp has been rolled out throughout Council and processes are being mapped and reviewed.

Compliance with >95% within 20 days KPI

Currently tracking at 99.63%.


Endeavouring to achieve compliance with 100% within 20 days – team goal

99.63% due to a historic building consent that was with a contractor and went to day 21.

Communicate systems and procedures

All system and procedural changes are advised to all BCA staff and Group Manager by monthly reporting.

Train, audit and review Building Consent Authority staff

Assessment of training needs set at start of financial year in accordance with budget and BCA needs, training discussed and reported on at monthly meetings.

Review and audit procedures

Ongoing with scheduled audits undertaken.

Report back on performance

Monthly reporting to Group Manager Regulatory and Council.

Quality policy to be signed by CE and BCM to reflect management and organisation commitment

Enforcement/Derelict Buildings

Staff are receiving many enquiries about known problem buildings and there appears to be a lot of positivity from vendors and buyers around properties that can be developed and/or renovated. Staff has had an individual inform that they are interested in buying many derelict residential houses to renovate and sell on an ongoing basis.

Building Warrant of Fitness

The main focus of audits have seen the completion of sleeping accommodation buildings in Tīrau. Updating of current files is ongoing with buildings compliance schedules ensuring consistency, accuracy and filling in of the gaps following our recent IANZ audit where staff gained a lot of input from the Ministry of Business, Innovation and Employment (MBIE) observer.

Audits continue to be undertaken.

Swimming Pools

This is a big focus of inspections currently and progress has been made as the pie charts below show, these figures reflect the permanent in ground and/or decked pools.

Additionally there are regular temporary pop up type pools in all areas that take significant time and administration to educate and issue letters. These letters outline what the owner’s legal requirements are and Council’s recommendation that the pool is emptied immediately for safety reasons.

Council continues to work with the owners of non-compliant pools to get them up to standard, the most common issues are gates not being maintained to self-close and latch.


30%

7%2%61%

Tokoroa Ward Swimming Pools (Perm) as at 28/01/2020

CompliesNon CompliantRe-inspection req'dInspection due

6% 10%8%

77%

Putāruru Ward Swimming Pools (perm) as at 28/01/2020

Inspection dueNon CompliantRe-inspection req'dComplies

96%

4%

Tirau Ward Swimming Pools (Perm) as at 28/01/2020

Inspection dueCompliesRe-inspection req'd

Animal and Compliance ControlFreedom Camping/Reserve Patrols

Over the month of December and January, the Compliance Team resolved 20 Freedom Camping complaints and actioned 34 Reserve Patrols. These patrols consisted of Whakamaru Reserve, Dunham’s Reserve, Jones Landing, Little Waipa and Leslie Road.

The newly refurbished Whakamaru reserve was particularly quiet this year with approximately twelve families that camped in that location over the Christmas period. Campers commented that they were not happy with the removal of the trees at Whakamaru Reserve that had been sheltering the camping area from the heat and were therefore moving down to Dunham’s Reserve where there are trees to provide some relief from the sun. There were a couple of incidents with campers lighting fires at dusk.


All were approached and complied with instructions to put fires out immediately. There were no dog-related complaints received in the reserves although a number of people that had dogs kept them under control. There were also no alcohol related complaints.

The parking area at Leslie Road for the Te Waihou Springs was extremely busy some days with cars and campervans parked along the roadside for up to a kilometre. Officers spoke to people attempting to park in these areas to warn them that they could not park where it was making access through the area unsafe. Most drivers were happy to comply with instructions and moved their vehicles. No swimming in the springs was observed by the team.

Contractors responsible for the emptying of rubbish bins and the cleaning of the toilets at all of the reserves did an amazing job of keeping up with the workload this year. The usual overflowing rubbish bins of previous years was not a problem this year.

\Window Washers/Beggars

The Compliance Team received 20 complaints regarding beggars in the Central Business District over the December period. Beggars recognise Compliance Officers and their vehicles and hide out of site until officers leave the area. This has been a constant source of frustration for the team and has resulted in the Communications Team compiling a statement for the public on how to deal with this issue. The Compliance Team suggest that signage is erected in the CBD stating that begging is prohibited.

Litter/Illegal Dumping

Six incidents of illegal dumping of rubbish were actioned by the Compliance Team over December/January. Three of the alleged responsible persons were not from the South Waikato District with one being as far away as Whangarei. A letter was sent warning them of the offence, no feedback has been received. Without being able to speak to the suspected people to investigate, further the issuing of an Infringement is not possible. The onus to prove that the person whose address or name was in the rubbish is also the person who wilfully dumped the rubbish is almost impossible without a conversation with that person. The other three complaints were people that had obviously moved from a property, dumped the rubbish in a prohibited place and then moved on to addresses unknown. This was proven by officers visiting the last known address and finding that the property has new tenants. Although officers end up with no infringement issued people are learning that if they dump rubbish in a public place, an officer will be contacting them. The Compliance Team are positive about this process being an education tool to deter further incidents.

Emergency Management

Whakaari/White Island

Following the devastating events at Whakaari White Island, Waikato Civil Defence Emergency Management (CDEM) group offered assistance to the Bay of Plenty CDEM group. Emergency Managers throughout Waikato Councils were placed on standby. Assistance was not required.

Australian Bush Fires

The National Emergency Management Agency (NEMA) made an offer of assistance to Australia if required to assist with welfare to provide relief to the current staff caring for displaced and evacuated people. Emergency Managers throughout Waikato were requested to standby, no Civil Defence staff have been deployed.

Training


Training will continue this year to upskill staff and community teams who will support council should the need arise, we are lucky enough to be chosen hold another Civil Defence Centre Welfare course in Tokoroa at the end of March.

Relationships

Resource Management Nga Wahi Tuturu (Sites of Special Significance) District Plan ChangeCouncil’s Senior Planner, Patrick McHardy and Raukawa staff have commenced meeting with each of the Marae Committees for the eight Raukawa marae within the District. The marae have all been listed by Raukawa as Category A sites of cultural significance.

The Committees are advising on their aspirations for development at the marae, e.g kaumatua housing, the preferred extent of a future marae zoning and the types of rural activities that might be of concern if located nearby. The Raukawa Charitable Trust / South Waikato District Council Engagement Strategy for the project was endorsed by Council on 23 January 2020 and will likewise be considered by the Raukawa Board on 10 February 2020.


Due to continued staff shortage, the team has recently been assisted by Taupo District Council and a consulting firm who have been onsite completing health related work. Whilst the work completed contributes to the teams KPIs, this also provides the opportunity for staff to gain further experience through guidance and advice. The relationship with Rotorua Lakes Council also continues – mostly through phone and email enquiries.

The teams new Environmental Health Officer has now been granted a work visa and is expected to join the team at the end of February. Mrs Repeka Vueti is a seasoned Environmental Health Officer currently employed in Fiji.

Alcohol

Staff continue working with Police and Medical Officer of Health. The Liquor Inspector was invited to assist Police with a Controlled Purchase Operation (CPO) over the holiday period but this never eventuated. It is hoped a CPO will be held in the coming months.

Accord Meeting

The next Accord meeting is scheduled for 3 March at Council with the following meeting tentatively scheduled for 9 June.

This meeting gives Environmental Health staff a chance to talk with licensees and see how business is going but more importantly to update them and remind them of the legislation. A service is offered to all who attend where the Liquor Inspector will go to their individual premises and talk with staff about their obligations under the Act.

Building ControlLiaison is ongoing with Fire Emergency New Zealand (FENZ) Safety Officers for support when issues arise with any buildings that have a Building Warrant of Fitness that have any ongoing compliance matters and additionally any derelict properties and fire damage reports are attended to when requested.


The Building Control Manager continues to attend all Lakes Coast Cluster Group meetings where audit outcomes, topical issues and legislative knowledge is shared. Staff are hosting the next meeting on 21 February 2020.

Emergency Management

Events Promotion

The Civil Defence (CD) team participated in both Putāruru and Tokoroa Christmas Parades.

The CD team took part in the Putāruru Water Festival on 1 February. Most enquiries on the day were from retired locals seeking reassurance they were not going to be left alone during an event.

The next event is the Festival of Cultures on 8 February. The CD team will be promoting readiness with those who attend.

5.5 Performance Report – December 2019




Author: Fiona Ferrar

Author Title: Chief Financial Officer

Report Date: Monday, 3 February 2020

Purpose of Report

The report is for information purposes only.

Recommendation

That Report No 2020-512117, Performance Report to December 2019, be received.

Discussion

This report is to provide the Performance Report to December 2019.

At the previous meeting, Councillors requested more clarity as to whether the variances were good or bad. Staff use positives and negatives in the financial report to show debits and credits. Expenses are shown as positives (debits) and revenue from fees, rates, loans, reserves are shown as negatives (credits).

The variances can be confusing to portray. To try to simplify things, staff have calculated the percentage change for each line and have coloured them either green for good or orange for bad for the lines that have comments on the variances. This percentage variance key has been included on the Performance Report Explanations sheet at the beginning of the Performance Report.

The rule of thumb is that commentary is provided if the variance is over 10% and $20,000 or over $50,000. The lines that do not have comments on variances for each report, as the commentary would be the same, are shown below:


Depreciation – variances are due to the timing of capitalisation of assets and revaluation movements from the previous year;

Overhead charges – Council have a number of overhead departments such as Finance and Information Services. The total cost of these is split amongst the significant activities on the same basis as is budgeted. The variances are shown in the individual statements for those departments;

Overhead recoveries – the contra entry to the overhead charges; Rates revenue – this is rates that will be received as per the rates strike. This can differ slightly

to what has been budgeted if there have been significant subdivisions or change in land use after the rates have been set, and before the rates strike has been run early in July;

Transfers from ARR – this funding is dependent on the level of capex; Transfers from Council/TR reserves – funding can fluctuate during the year.

The most recent report on the BNZ Private Bank Portfolio review is included at the end of this report. Private Banker, Quinton de Bruin will attend the meeting to discuss the portfolio.


PERFORMANCE REPORTTo 31 December 2019


Performance Report Explanations

Column Headings (at the top of each statement)

Explanations

19/20 YTD Actual Actual expense year to date19/20 YTD Budget Phased budget year to date19/20 AP Budget Adopted Annual Plan Full year budget19/20 Revised Budget AP budget revised for carry forwards and council resolutionsYTD Variance Variance between ytd actual and budget

Report Line Headings (on the left hand side of each statement)

Explanations

External Operating Costs All external costs including staff salariesExternal Capital Costs All external capital costs for capital expenditure projectsLoan Repayments Payments on loans that have been raised to cover projectsTotal Costs Total external costs

External Revenue (excl rates)All income received other than rates which includes fees and charges, rent, hireage and other income

Total Revenue Total external revenue

Net Costs/(Revenue) Total external costs less the external revenue (excluding rates)Non-cash and Internal Charges/Recoveries

Charges/recoveries that are often just" book entries" as part of accounting transactions

DepreciationThe reduction of recorded cost of a fixed asset in a systematic manner based on use, wear and tear etc

Non funded Depreciation To reflect depreciation that is not being funded from rates

Overhead chargesCosts that are charged from overhead cost centres such as Finance, IT and HR

Overhead recoveriesThe credit for overhead charges that have been charged across the organisation

Copier/Internal SWSEC Photocopier charges and internal charges for using SWSECReserves interest Interest charges on reserve balances - currently only done in JuneCouncil rates Internal SWDC ratesTotal Non-Cash and Internal Charges/Recoveries

Total

(Surplus)/Deficit Net expense to be funded

Funding sourcesAmount of funding transferred from the council and targeted rates reserves to cover specific projects

Rates revenue Rates revenue assigned to this activityTransfers from ARR Funding transferred from council and targeted rate reservesTransfers from Council/TR reserves Funding transferred from asset replacement reservesLoans raised Loans that have been raised during the year for specific projectsTotal Funding Total of all funding sourcesFunding Deficit Net Funding position

Report % Variance ExplanationsHighlighted Green Favourable variance to budget explainedHighlighted Orange Unfavourable variance to budget explained

Please note only the highlighted percentages based on the key noted above will be explained.


1. Activity Financial Statements Full CouncilDecember Monthly Financial Statement

19/20 19/20 19/20 19/20 YTD Variance % NotesYTD Actual YTD Budget AP Budget Revised Budget (favourable) variance

External Operating Costs 15,334,589 15,831,923 31,868,899 32,396,034 (497,334) 3% 1External Capital Costs 3,644,294 10,801,615 20,778,078 31,764,137 (7,157,321) 66% 2Loan Repayments 832,454 789,030 1,578,042 1,578,042 43,424

Total Costs 19,811,337 27,422,568 54,225,019 65,738,213 (7,611,230)

External Revenue (excl rates) (6,622,064) (6,670,342) (13,021,196) (12,847,196) 48,278 1%

Total Revenue (6,622,064) (6,670,342) (13,021,196) (12,847,196) 48,278

Net Costs/(Revenue) 13,189,273 20,752,226 41,203,823 52,891,017 (7,562,953)

Non-cash and Internal Charges/RecoveriesDepreciation 4,335,762 4,185,066 8,370,114 8,370,114 150,696Non funded Depreciation (2,420,922) (2,420,922) (4,841,816) (4,841,816) - Overhead charges 512 162 (2) (2) 350Copier/Internal SWSEC 1,634 25,560 51,100 51,100 (23,926) 94%Council rates 649,814 665,419 665,419 665,419 (15,605)Labour Capitalisation Recoveries (12,980) (87,252) (174,500) (174,500) 74,272 85% 3Write-offs 21,669 22,050 44,100 44,100 (381) 2%Gain on sale 42 150 300 300 (108) 72%

Total Non-Cash and Internal Charges/Recoveries 2,575,531 2,390,233 4,114,715 4,114,715 185,298

Accounting Deficit/(Surplus) 15,764,803 23,142,459 45,318,538 57,005,732 (7,377,655)

Funding sourcesRates revenue (14,562,034) (14,367,918) (28,905,788) (30,205,788) (194,116)Transfers from ARR (208,937) (1,056,444) (2,112,897) (4,961,823) 847,507Transfers from Council/TR created reserves 2,169,638 (187,428) (416,849) (827,984) 2,357,066Loans raised (1,014,132) (7,945,060) (13,883,000) (20,467,812) 6,930,928 87% 4

Total Funding (13,615,466) (23,556,850) (45,318,534) (56,463,407) 9,941,384

Funding Deficit 2,149,338 (414,391) 4 542,325 2,563,729

Overall Commentary

1. The external operating costs year to date are lower than expected for a range of reasons. Some of the main reasons include staff vacancies, lower interest costs based on timing of capital projects and lower consultant and contractor costs where workloads are being managed internally.2. The external capital costs are 66% lower than expected mainly due to the timing, scoping and contractor timing affectingthe completion of projects.3. Labour capitalisation recoveries are lower than expected due to the programme management team recovering less of their time on theprojects they are working on. This is a direct reflection of the level of capital work that has been able to be completed to date that can only be progressed once more of the scoping, contract allocation and contractor work is completed.4. The level of loans raised year to date is a direct reflection of the level of capital work completed to date that is funded by loan.64% of the 19/20 capital work is to be funded by loan this year and only 13% of the expected loans have been raised to date.


Assets Mgmt, Compliance and Support (including Infrastructure & Maintenance Units)December Monthly Financial Statement


External Operating Costs 1,628,875 1,877,220 3,742,076 3,742,076 (248,345) 13% 1External Capital Costs - 1,002 2,000 2,000 (1,002) 100%

Total Costs 1,628,875 1,878,222 3,744,076 3,744,076 (249,347)

External Revenue (excl rates) (1,037,631) (1,447,794) (2,895,585) (2,895,585) 410,163 28% 2

Total Revenue (1,037,631) (1,447,794) (2,895,585) (2,895,585) 410,163

Net Costs/(Revenue) 591,244 430,428 848,491 848,491 160,816

Non-cash and Internal Charges/RecoveriesDepreciation 33,600 49,884 99,769 99,769 (16,284)Non funded Depreciation (126) (126) (256) (256) - Overhead charges 618,837 552,834 1,105,642 1,105,642 66,003Overhead recoveries (1,236,317) (969,900) (1,939,797) (1,939,797) (266,417)Copier/Internal SWSEC 5,742 6,024 12,050 12,050 (282) 5%Labour Capitalisation Recoveries (12,980) (62,952) (125,900) (125,900) 49,972 79% 3

Total Non-Cash and Internal Charges/Recoveries (591,244) (424,236) (848,492) (848,492) (167,008)

Accounting Deficit/(Surplus) - 6,192 (1) (1) (6,192)

Funding sourcesRates revenue - - - - -

Total Funding - - - - -

Funding Surplus - 6,192 (1) (1) (6,192)

Notes1. External operating costs are lower than expected due to vacancies in both the roading and services infrastructure and maintenance units.2. Revenue is lower than expected due to chargeouts to roading projects being less than expected with the vacancies mentioned in point 1.3. Labour capitalisation recoveries are lower than expected due to the programme management team recovering less of their time on theprojects they are working on. This is a direct reflection of the level of capital work that has been able to be completed to date that can only be progressed once more of the scoping, contract allocation and contractor work is completed.


PropertyDecember Monthly Financial Statement


External Operating Costs 561,451 727,860 1,453,169 1,453,169 (166,409) 23% 1External Capital Costs 223,924 331,467 286,400 994,400 (107,543) 32% 2Loan Repayments 117,325 142,740 285,487 285,487 (25,415) 18% 3

Total Costs 902,701 1,202,067 2,025,056 2,733,056 (299,366)

External Revenue (excl rates) (273,963) (263,478) (526,950) (526,950) (10,485) 4%

Total Revenue (273,963) (263,478) (526,950) (526,950) (10,485)

Net Costs/(Revenue) 628,738 938,589 1,498,106 2,206,106 (309,851)

Non-cash and Internal Charges/RecoveriesDepreciation 204,098 243,318 486,647 486,647 (39,220)Non funded Depreciation (84,180) (84,180) (168,357) (168,357) - Overhead charges 238,553 275,028 550,049 550,049 (36,475)Overhead recoveries (685,052) (620,940) (1,241,871) (1,241,871) (64,112)Copier/Internal SWSEC 506 - - - 506Council rates 293,309 299,813 299,813 299,813 6,504- Labour Capitalisation Recoveries - (15,000) (30,000) (30,000) 15,000 100%

Total Non-Cash and Internal Charges/Recoveries (32,766) 98,039 (103,719) (103,719) (130,805)

Accounting Deficit/(Surplus) 595,972 1,036,628 1,394,387 2,102,387 (440,656)

Funding sourcesRates revenue (369,301) (475,986) (951,959) (951,959) 106,685Transfers from ARR (44,384) (121,092) (242,195) (359,383) 76,708Transfers from Council/TR created reserves (124,523) (100,110) (200,227) (200,227) (24,413)Loans raised (169,044) (187,937) - (563,812) 18,894 10%

Total Funding (707,251) (885,125) (1,394,381) (2,075,381) 177,874

Funding Surplus (111,280) 151,502 6 27,006 (262,782)

Notes1. External operating costs are lower than expected due to $16k less in salaries due to a staff vacancy, $47k less in loan interest based on timing of capital projects funded by loan, $11k less than expected on consultant expenditure, $13k less in building operations costs, $7k less in training and $72k less in unplanned and programmed building maintenance. It is expected that theexternal operating budget will be spent by the end of the 2019/20 financial year.2. External capital costs are lower than expected year to date due to extensive project scoping required which has delayed requiredupgrades in the halls, Tokoroa offi ce and other buildings that need to be assessed to determine the suitability of their use.3. Loan repayments are lower than expected due to the timing of capital works funded by loans and the level of loan funding that has happened year to date being lower than expected.


Parks and ReservesDecember Monthly Financial Statement


External Operating Costs 1,431,212 1,292,182 2,581,651 2,581,651 139,030 11% 1External Capital Costs 185,377 281,250 560,000 1,306,000 (95,873) 34% 2Loan Repayments 41,406 53,094 106,174 106,174 (11,688)

Total Costs 1,657,995 1,626,526 3,247,825 3,993,825 31,469


Total Revenue (115,842) (106,176) (212,338) (212,338) (9,666)

Net Costs/(Revenue) 1,542,153 1,520,350 3,035,487 3,781,487 21,803

Non-cash and Internal Charges/RecoveriesDepreciation 235,036 227,028 454,064 454,064 8,008Non funded Depreciation (4,074) (4,074) (8,153) (8,153) - Overhead charges 521,395 551,478 1,102,912 1,102,912 (30,083)Overhead recoveries (238,059) (246,132) (492,268) (492,268) 8,073Copier/Internal SWSEC 297 726 1,450 1,450 (429) 59%Council rates 108,977 111,108 111,108 111,108 2,132- Labour Capitalisation Recoveries - (2,052) (4,100) (4,100) 2,052 100%

Total Non-Cash and Internal Charges/Recoveries 623,572 638,082 1,165,013 1,165,013 (14,510)

Accounting Deficit/(Surplus) 2,165,725 2,158,432 4,200,500 4,946,500 7,293

Funding sourcesRates revenue (1,198,373) (1,784,268) (3,568,534) (3,568,534) 585,895Transfers from ARR (15,080) (165,984) (331,967) (331,967) 150,904Transfers from Council/TR created reserves 4,265 - - (8,000) 4,265Loans raised (80,127) (519,000) (300,000) (1,038,000) 438,873 85% 3

Total Funding (1,289,315) (2,469,252) (4,200,501) (4,946,501) 1,179,937

Funding Deficit 876,410 (310,820) (1) (1) 1,187,230

Notes1. Overspend in external operating costs is mainly due to ground maintenance costs at Whakamaru Reserve. This has been funded fromthe reserve which was created last year from the income received after the felling of the Whakamaru reserve trees. 2. Capital projects costs are lower than expected due to timing of project work. Detailed project status is in the attached Capex Report.3. Only a portion of the expected loans have been drawn down to date due to the timing of capital projects funded by loan.


RoadingDecember Monthly Financial Statement


External Operating Costs 2,054,739 1,971,474 3,942,942 3,942,942 83,265 4% 1External Capital Costs 1,497,895 1,784,394 3,568,778 6,586,778 (286,499) 16% 2Loan Repayments 174,027 195,120 390,240 390,240 (21,093) 11% 3

Total Costs 3,726,661 3,950,988 7,901,960 10,919,960 (224,327)

External Revenue (excl rates) (1,578,697) (2,102,760) (4,205,517) (4,205,517) 524,063 25% 4

Total Revenue (1,578,697) (2,102,760) (4,205,517) (4,205,517) 524,063

Net Costs/(Revenue) 2,147,964 1,848,228 3,696,443 6,714,443 299,736

Non-cash and Internal Charges/RecoveriesDepreciation 1,953,182 1,773,042 3,546,081 3,546,081 180,140Non funded Depreciation (1,741,602) (1,741,602) (3,483,201) (3,483,201) - Overhead charges 549,724 498,690 997,258 997,258 51,034Copier/Internal SWSEC 520 - - - 520 100%Council rates 14,592 17,533 17,533 17,533 2,941-

Total Non-Cash and Internal Charges/Recoveries 776,416 547,663 1,077,671 1,077,671 228,753

Accounting Deficit/(Surplus) 2,924,380 2,395,891 4,774,114 7,792,114 528,489

Funding sourcesRates revenue (1,628,809) (2,376,636) (4,753,240) (5,742,240) 747,827Transfers from ARR (11,821) (31,440) (62,880) (62,880) 19,619Transfers from Council/TR created reserves 234,143 42,000 42,000 14,000 192,143Loans raised (89,633) (89,633) - (2,001,000) - 0%

Total Funding (1,496,120) (2,455,709) (4,774,120) (7,792,120) 959,589

Funding Deficit 1,428,260 (59,818) (6) (6) 1,488,078

Notes1. External operating costs are higher than expected mainly due to more sealed maintenance undertaken earlier than scheduled while the weather has been good. This has seen $260k more than expected in the maintenance and operations of local roads being spent YTD. This increase has been offset by $94k less in unsubsidised roading work, $32k less spent in our public transport and community focussed activities and $51k less in loan interest due to the timing of capital work.2. Substantial Leith Place improvements have been made with a variation for stage 1c (the plaza area) now complete. Delays in thisproject due to contractor timing has contributed to the lower than expected capital costs. 3. Loan repayments are lower than expected due to the timing of capital works funded by loans and the level of loan funding that has happened year to date being lower than expected.4. Expected external revenue from NZTA for projects is lower due to the timing of work.


Services (excluding Infrastructure and Maintenance Units)December Monthly Financial Statement


External Operating Costs 3,065,405 3,120,522 6,520,078 6,520,078 (55,117) 2% 1External Capital Costs 1,441,875 7,430,532 14,861,100 19,889,159 (5,988,657) 81% 2Loan Repayments 83,991 102,390 204,763 204,763 (18,399)

Total Costs 4,591,272 10,653,444 21,585,941 26,614,000 (6,062,173)

External Revenue (excl rates) (1,427,784) (1,077,018) (2,154,050) (1,980,050) (350,766) 33% 3

Total Revenue (1,427,784) (1,077,018) (2,154,050) (1,980,050) (350,766)

Net Costs/(Revenue) 3,163,488 9,576,426 19,431,891 24,633,950 (6,412,939)

Non-cash and Internal Charges/RecoveriesDepreciation 1,486,619 1,367,802 2,735,582 2,735,582 118,817Non funded Depreciation (208,032) (208,032) (416,040) (416,040) - Overhead charges 1,276,343 1,128,882 2,257,680 2,257,680 147,461Copier/Internal SWSEC 331 - - - 331 100%Council rates 223,022 225,668 225,668 225,668 2,646-

Total Non-Cash and Internal Charges/Recoveries 2,778,283 2,514,320 4,802,890 4,802,890 263,963

Accounting Deficit/(Surplus) 5,941,770 12,090,746 24,234,781 29,436,840 (6,148,976)

Funding sourcesRates revenue (7,434,019) (4,541,964) (9,253,913) (9,083,913) (2,892,055)Transfers from ARR (75,434) (992,118) (1,984,240) (4,702,978) 916,684Transfers from Council/TR created reserves 1,908,935 (74,316) (148,622) (221,622) 1,983,251Loans raised (365,910) (6,423,990) (12,848,000) (15,215,000) 6,058,080 94% 4

Total Funding (5,966,428) (12,032,388) (24,234,775) (29,223,513) 6,065,960

Funding Surplus (24,658) 58,358 6 213,327 (83,016)

Notes1. External operating costs are lower than expected due to $33k less in loan interest due to timing of capital works, $17k less in rubbish bags distributed from stores.2. Extensive procurement plans and essential scoping of projects have been completed across the entire services area.It is expected that once contractors are identified a number of the larger service projects will start to progress which is why the current external capital costs are significantly lower than expected to date.3. External revenue is higher year to date mainly due to the $500k in Stormwater NZTA funding received to partially fund the $700k expenditure for the SH1 and Swanston Street capital work. This higher revenue was offset by $7k less in rubbish bag sales and $60k less in water meter income.4. Only a portion of the expected loans have been drawn down to date due to the timing of capital projects funded by loan.


Leisure ServicesDecember Monthly Financial Statement


External Operating Costs 654,917 692,742 1,389,228 1,389,228 (37,825)External Capital Costs 21,929 479,302 504,300 585,300 (457,373) 95% 1Loan Repayments 51,523 50,706 101,407 101,407 817 2%

Total Costs 728,369 1,222,750 1,994,935 2,075,935 (494,381)

External Revenue (excl rates) (181,132) (162,358) (330,226) (330,226) (18,774)

Total Revenue (181,132) (162,358) (330,226) (330,226) (18,774)

Net Costs/(Revenue) 547,237 1,060,392 1,664,709 1,745,709 (513,155)

Non-cash and Internal Charges/RecoveriesDepreciation 148,593 153,312 306,624 306,624 (4,719)Non funded Depreciation (58,716) (58,716) (117,428) (117,428) - Overhead charges 222,798 225,840 451,665 451,665 (3,042)Copier/Internal SWSEC (999) 1,548 3,100 3,100 (2,547) 165%Council rates 7,875 7,692 7,692 7,692 183

Total Non-Cash and Internal Charges/Recoveries 319,551 329,676 651,653 651,653 (10,125)


Funding sourcesRates revenue (597,719) (871,494) (1,742,981) (1,742,981) 273,775Transfers from ARR (27,734) (69,192) (138,381) (138,381) 41,458Loans raised (18,596) (217,500) (435,000) (516,000) 198,904 91% 2

Total Funding (644,049) (1,158,186) (2,316,362) (2,397,362) 514,137

Funding Deficit 222,738 231,882 - - (9,144)

Notes1. Extensive procurement plans and essential scoping of projects are underway in the Leisure Services space.It is expected that once contractors are identified a number of the larger projects will start to progress which is why the current external capital costs are significantly lower than expected to date.2. Only a portion of the expected loans have been drawn down to date due to the timing of capital projects funded by loan.


Community and Corporate Support Services (including Democracy)December Monthly Financial Statement


External Operating Costs 1,608,214 1,648,524 3,275,086 3,275,086 (40,311) 2%External Capital Costs 73,148 108,420 225,000 510,000 (35,272) 33% 1Loan Repayments 69,453 53,736 107,468 107,468 15,717 29%

Total Costs 1,750,814 1,810,680 3,607,554 3,892,554 (59,866)

External Revenue (excl rates) (82) (5,000) (5,000) (5,000) 4,918 98%

Total Revenue (82) (5,000) (5,000) (5,000) 4,918

Net Costs/(Revenue) 1,750,732 1,805,680 3,602,554 3,887,554 (54,948)

Non-cash and Internal Charges/RecoveriesDepreciation 157,763 173,298 346,592 346,592 (15,535)Non funded Depreciation (158,922) (158,922) (317,847) (317,847) - Overhead charges 612,838 644,070 1,288,148 1,288,148 (31,232)Overhead recoveries (1,463,975) (1,345,218) (2,690,431) (2,690,431) (118,757)Copier/Internal SWSEC (21,366) (32,898) (65,800) (65,800) 11,532 35%Labour Capitalisation Recoveries - (7,248) (14,500) (14,500) 7,248 100%

Total Non-Cash and Internal Charges/Recoveries (873,663) (726,918) (1,453,838) (1,453,838) (146,745)


Funding sourcesRates revenue (557,416) (799,248) (1,598,503) (1,598,503) 241,832Transfers from ARR (9,719) (4,998) (10,000) (23,000) (4,721)Transfers from Council/TR created reserves (214) - - - (214)

Total Funding (567,349) (804,246) (1,608,503) (1,621,503) 236,897

Funding Deficit 309,721 274,516 540,213 812,213 35,205

Notes1. External capital costs are lower than expected due to timing of project work. Detailed project status is in the attached Capex Report.


Community and Strategy ServicesDecember Monthly Financial Statement


External Operating Costs 1,129,176 1,155,214 2,305,502 2,599,502 (26,038) 2%External Capital Costs 40,252 162,498 325,000 750,000 (122,246) 75% 1Loan Repayments 220,434 86,724 173,460 173,460 133,710 154% 2

Total Costs 1,389,862 1,404,436 2,803,962 3,522,962 (14,574)


Total Revenue (4,435) (3,000) (6,000) (6,000) (1,435)

Net Costs/(Revenue) 1,385,428 1,401,436 2,797,962 3,516,962 (16,008)

Non-cash and Internal Charges/RecoveriesDepreciation 24,239 32,082 64,175 64,175 (7,843)Non funded Depreciation (300) (300) (605) (605) - Overhead charges 365,932 236,112 472,165 472,165 129,820Overhead recoveries (235,535) (156,708) (313,414) (313,414) (78,827)Copier/Internal SWSEC 1,223 29,256 58,500 58,500 (28,033) 96%Council rates - 1,609 1,609 1,609 1,609-

Total Non-Cash and Internal Charges/Recoveries 155,560 142,051 282,430 282,430 13,509

Accounting Deficit/(Surplus) 1,540,987 1,543,487 3,080,392 3,799,392 (2,500)

Funding sourcesRates revenue (1,058,091) (1,330,134) (2,660,279) (3,049,279) 272,043Transfers from ARR (9,243) (20,058) (40,115) (40,115) 10,815Transfers from Council/TR created reserves 147,031 (40,002) (80,000) (110,000) 187,033Loans raised (272,662) (300,000) (300,000) (600,000) 27,338 9%

Total Funding (1,192,965) (1,690,194) (3,080,394) (3,799,394) 497,229

Funding Deficit 348,022 (146,707) (2) (2) 494,729

Notes1. Budgeted Residential Property Development project funds to date have not been spent. 2. Loan repayments are higher than budget year to date due to the heat swap loan repayments made as a result of the timingof the sale of properties in the district.


Customer Services and LibrariesDecember Monthly Financial Statement


External Operating Costs 579,829 618,187 1,229,973 1,229,973 (38,358)External Capital Costs 72,642 79,500 159,000 585,000 (6,858) 9%Loan Repayments 17,712 35,178 70,359 70,359 (17,466) 50% 1

Total Costs 670,183 732,865 1,459,332 1,885,332 (62,682)

External Revenue (excl rates) (26,485) (29,790) (59,590) (59,590) 3,305 89%

Total Revenue (26,485) (29,790) (59,590) (59,590) 3,305


Non-cash and Internal Charges/RecoveriesDepreciation 66,244 89,088 178,170 178,170 (22,844)Non funded Depreciation (63,834) (63,834) (127,662) (127,662) - Overhead charges 307,994 308,304 616,614 616,614 (310)Overhead recoveries (264,183) (264,024) (528,046) (528,046) (159)Copier/Internal SWSEC 1,590 4,350 8,700 8,700 (2,760) 37%Council rates 2,040 1,996 1,996 1,996 44 Write-offs - 498 1,000 1,000 (498) 0%Gain on sale 42 150 300 300 (108) 28%

Total Non-Cash and Internal Charges/Recoveries 49,894 76,528 151,072 151,072 (26,634)

Accounting Deficit/(Surplus) 693,593 779,603 1,550,814 1,976,814 (86,010)

Funding sourcesRates revenue (518,480) (755,400) (1,510,814) (1,522,814) 236,920Transfers from ARR (1,897) (19,998) (40,000) (40,000) 18,101Loans raised (18,160) (207,000) - (414,000) 188,840 91% 2

Total Funding (538,537) (982,398) (1,550,814) (1,976,814) 443,861

Funding Deficit 155,056 (202,795) - - 357,851

Notes1. Loan repayments are lower than expected due to the timing of capital works funded by loans and the level of loan funding that has happened year to date being lower than expected.2. Only a portion of the expected loans have been drawn down to date due to the timing of capital projects funded by loan.


RegulatoryDecember Monthly Financial Statement


External Operating Costs 1,405,088 1,541,046 3,064,502 3,122,502 (135,958) 9% 1External Capital Costs 3,500 55,752 111,500 231,500 (52,252) 94% 2Loan Repayments 56,583 69,342 138,684 138,684 (12,759)

Total Costs 1,465,171 1,666,140 3,314,686 3,492,686 (200,969)

External Revenue (excl rates) (829,463) (879,964) (1,439,940) (1,439,940) 50,501 6% 3

Total Revenue (829,463) (879,964) (1,439,940) (1,439,940) 50,501


Non-cash and Internal Charges/RecoveriesDepreciation 20,824 39,618 79,222 79,222 (18,794)Overhead charges 903,853 754,014 1,508,016 1,508,016 149,839Overhead recoveries (198,695) (201,684) (403,372) (403,372) 2,989Copier/Internal SWSEC 2,973 8,904 17,800 17,800 (5,931) 67%Write-offs 1,741 9,048 18,100 18,100 (7,308) 81%

Total Non-Cash and Internal Charges/Recoveries 730,695 609,900 1,219,766 1,219,766 120,795

Accounting Deficit/(Surplus) 1,366,403 1,396,076 3,094,512 3,272,512 (29,673)

Funding sourcesRates revenue (1,012,503) (1,478,700) (2,957,388) (3,015,388) 466,197Transfers from ARR (1,033) (68,562) (137,119) (137,119) 67,529Loans raised - - - (120,000) - 0%

Total Funding (1,013,535) (1,547,262) (3,094,507) (3,272,507) 533,727

Funding Deficit 352,868 (151,186) 5 5 504,054

Notes1. Underspend in expenses is due to $59k less in salaries, contractors and consultants across the group, $48k less in district plancosts and $29k less across advertising, software, legal fees, loan interest and derelict building requirements.2. External capital costs are lower than expected as only the CD radios have been purchased so far. Detailed project status is in the attached Capex Report.3. External revenue is lower than expected year to date due to $44k less in consent fees, levies and lims in Building Control and Planning and $27k less in Liquor and Health fees. This is offset by $21k more received in Animal Control for fines and dog registrations to date.


Executive & Financial ServicesDecember Monthly Financial Statement


External Operating Costs 1,215,684 1,186,952 2,364,692 2,539,827 28,732 2%External Capital Costs 83,752 87,498 175,000 324,000 (3,746) 4%

Total Costs 1,299,436 1,274,450 2,539,692 2,863,827 24,986

External Revenue (excl rates) (1,146,552) (593,004) (1,186,000) (1,186,000) (553,548) 93% 1

Total Revenue (1,146,552) (593,004) (1,186,000) (1,186,000) (553,548)


Non-cash and Internal Charges/RecoveriesDepreciation 5,564 36,594 73,188 73,188 (31,030)Non funded Depreciation (101,136) (101,136) (202,267) (202,267) - Overhead charges 276,719 247,782 495,568 495,568 28,937Overhead recoveries (1,572,659) (1,618,266) (3,236,520) (3,236,520) 45,607Copier/Internal SWSEC 10,816 7,650 15,300 15,300 3,166 41%Write-offs 19,928 12,504 25,000 25,000 7,424 59%

Total Non-Cash and Internal Charges/Recoveries (1,360,768) (1,414,872) (2,829,731) (2,829,731) 54,104

Accounting Deficit/(Surplus) (1,207,884) (733,426) (1,476,039) (1,151,904) (474,458)

Funding sourcesRates revenue (187,324) 45,912 91,823 69,823 (233,236)Transfers from ARR (12,592) 436,998 874,000 874,000 (449,590)Transfers from Council/TR created reserves - (15,000) (30,000) (302,135) 15,000

Total Funding (199,916) 467,910 935,823 641,688 (667,826)

Funding Surplus (1,407,801) (265,516) (540,216) (510,216) (1,142,285)

Notes1. External revenue is higher than expected due to better performance in the BNZ portfolio year to date by $504k, theCivic Assurance dividend of $35k that was received in August that was not budgeted for and sale proceeds from propertysales of $30k. This has been offset by $15k less than expected for commission and revaluation fees for the year to date.


2. Investments included in current and non-current assets

The table below shows a breakdown of long term investments as at 31 December 2019, the fund manager for each type of investment, and reporting against the limits in the Investment Policy.

Investment type

BNZ $000Council

$000Total $000

Benchmark Lower limit

Upper limit Actual %

NZ Cash 1,533 1,533 5% 0% 10% 7%NZ Fixed Interest 3,278 3,278 8% 3% 13% 15%International Fixed Interest 4,502 4,502 22% 17% 27% 21%Total NZ & International Fixed Interest 7,781 7,781 35% 30% 40% 36%Australasian Equities 3,582 3,582 20% 15% 25% 16%International Equities 8,916 8,916 40% 35% 45% 41%International Cash 20 20 5.0% 0.0% 10.0% 0%*New Zealand Property 0 0 7.5% 2.5% 12.5% 0%*New Zealand Equities 0 0 12.5% 7.5% 17.5% 0%Commodities 0 0 2.5% 0.0% 7.5% 0%Total Asset Replacement Reserves 21,832 0 21,832 100%*New Zealand Property and New Zealand Equities are now part of the Australasian Equities

Investment PolicyFund Manager

3. LoansExternal Loans 15,827,682

BNZ Loan Summary Type Interest rate Maturity Value

Fixed 3.97% 30/06/2020 2,500,000 Floating 3.48% Revolving 13,327,682

15,827,682

External loan balance shown as at 31 December 2019

4. Rates

Rates outstanding as at 31 December 2019

Current instalment balance $ 588,907

Arrears relating to rates charged this year $ 271,949

Penalties balance $ 168,652

Arrears still outstanding from previous years $ 990,348

Court Costs $ 669

Total $2,020,525

%Rates Collection

% Rates Collected YTD This Year

Comparison to same month last year

Arrears as at 1 July 2019 $1,744,846 43% 41%

Current Year Levied $16,547,521 95% 96%

Penalties charged $221,274 24% 22%

Current year including penalties $16,768,795 94% 95%


Current Rates and Penalties Collection % History

Rates Account Arrears History


5. Council reserves as at 31 December 2019

Asset replacement reserves An amount of money equivalent to the current year's depreciation is transferred to these reserves during the year. These funds are then available to fund future capital expenditure and loan repayments. Asset Replacement Reserves Opening Balance Closing Balance

at 1 July 2019 at 31 December 2019$ $

(favourable) (favourable)Bridges ARR (552,620) (212,620)Cemeteries ARR (58,351) (60,872)District Recycling ARR (153,668) (164,021)General ARR (395,807) (479,833)General Properties ARR (197,661) (306,128)Information Systems ARR (939,919) (930,200)Parks & Reserves ARR 163,926 26,043 Putāruru CCTV ARR (30,434) (30,434)Refuse Disposal ARR (638,536) (657,000)Sport & Event Centre ARR (684,536) (729,769)Sportsgrounds ARR (236,857) (281,209)Stormwater ARR (5,823,538) (6,025,226)Swimming Pools ARR 184,149 143,540 Toilets ARR (172,684) (138,864)Tokoroa CCTV ARR (38,076) (38,076)Trade Training Centre ARR (41,851) (41,851)Vehicle ARR (411,593) (413,205)Wastewater ARR (6,585,201) (6,993,034)Water ARR (3,944,401) (4,383,772)TOTAL (20,557,658) (21,716,532)

Targeted rate reserves Targeted rates are levied on specific properties for a specific purpose. The funds are kept in separate reserve accounts, so they are only used for that specific purpose. Targeted Rate Reserves Opening Balance Closing Balance


(favourable) (favourable)Arapuni Hall (1,605) (13,156)District Recycling 215,544 181,917 Lichfield Hall 34,421 31,229 Piarere Hall (106) (106)Puketurua Hall 1,161 (4,829)Putāruru CBD (16,512) (33,298)Refuse Collection 156,984 4,187 Stormwater 433,569 471,302 Tapapa Hall (1,699) (6,233)Tirau Community Board (9,993) (9,780)Tokoroa CBD (82,797) (180,382)Upper Atiamuri Hall 34,358 31,328 Waotu Hall 4,557 (92)Wastewater 44,394 (962,398)Water Supply 504,135 (251,930)TOTAL 1,316,411 (742,241)


Council created reservesThese reserves are created by Council for a specific purpose. The funds have been set aside and are able to be used at Council's discretion.Council Created Reserves Opening Balance Closing Balance


(favourable) (favourable)Forestry/Airport Reserve (619,050) (619,050)Land Purchase 86,616 151,826 Mayoral grants reserve (4,108) (4,108)National Waste Levy Reserve (102,706) (100,092)Pensioner Housing Account 86,043 178,301 Riverside Access Reserve (420,793) (420,793)Solidwaste Ringfencing 869,759 869,759 South Waikato Economic Development Trust (29,416) (27,484)South Waikato Investment Fund (SWIF) (322,645) (322,617)Stormwater Financial Contribution (1,941) (1,941)SW Financial Contributions - Reserves (67,406) (71,699)SW Financial Contributions - Roading (242,775) (136,918)SWDC Asset Purchase 58,034 58,034 Wastewater Financial Contribution - - Water Financial Contribution (920) (920)Whakamaru Forestry Reserve (422,713) (225,713)TOTAL (1,134,022) (673,416)


Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

Grand Total 3,644,294 20,778,078 10,986,059 26,439,843

Assets Group 3,371,000 19,782,578 9,581,059 24,312,637

Property 223,924 286,400 708,000 770,476

Property Mgmt - 50,000 117,000 167,000

710008241901. Condition Assessments - - 27,000 27,000 Funds to be used to assess the Tokoroa Library, the old Countdown building and Torphin Crescent buildings.

710008241902. Water Tightness, Compliance & HVAC - - 90,000 90,000 Overspend in HVAC remedial work of $21k offset here.

710008242001. Asset Management Assessments - 50,000 - 50,000 None arranged as yet due to the potential to change asset management system capabilities and how the buildings are assessed.

Pensioner Housing 8,205 76,800 - 68,595

551008242001. Upgrade Works 8,205 76,800 - 68,595 Multipal projects, as and when they arise. Replacement carpet and vinyl in 37B Fergusson, Carpet at 8 Little St

Property 215,574 138,500 591,000 513,926

560008241901. Upgrade Works 5,040 - 12,000 6,960 ATC Building related work to date

560008242001. Property Upgrade Works - 70,000 - 70,000 Scoping & Quotes

560008242002. CCTV - 15,000 - 15,000 Multiple Cameras to be Replaced

560028242001. Upgrade Works - 25,000 - 25,000 Still to be scoped

601008241804. HVAC Remedial Work 148,113 - 127,000 (21,113) Underway. Overspend here offset by savings in the Water Tightness, Compliance & HVAC budget in Property Management.

601008241901. Upgrade Works 6,810 - 60,000 53,190 WIP

601008241902. Tokoroa office Utilisation 54,118 - 380,000 325,882 WIP

601008242001. Upgrade Works - 21,000 - 21,000 Still to be scoped

601298242001. Upgrade Works 320 7,500 - 7,180 Scoping

603098241901. Upgrade Works 1,172 - 12,000 10,828 Scoping with tenant

Halls 145 21,100 - 20,955

212088242001. Upgrade Works - 7,000 - 7,000 Works still to be scoped

212118242001. Upgrade Works - 5,000 - 5,000 Pricing for electrical works being obtained

213078242001. Upgrade Works 145 9,100 - 9,100 Currently scoping works

Capex Report - December 2019


Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

Parks & Reserves 185,377 560,000 746,000 1,120,623

Cemeteries 7,505 8,500 - 995

182128242001. Domain Rd Cemetery - Berm Installation 4,305 5,000 - 695

The need for berms to be constructed in Tokoroa Cemetery has now taken priority and funding for Domain Rd has been diverted to complete the installation of a burial berm and ash berm in Tokoroa. These funds are an indication of what has been spent in Tokoroa.

183008242001. Tirau Cemetery - Ash Berm Installation 3,200 3,500 - 300 Construction of 4 Ash berms now completed.

Reserves 121,400 491,500 654,000 1,024,100

170008241709. Tirau Walkway ex 86000 1,779 300,000 104,000 402,248

Bin related installation and associated blessing costs. The remaining budget is set aside for bridge construction procurement (expected to be less than 300K) which is likely to occur in 2020-21 and will require carryover.

170008241811. Memorial Sportsground Entrance off SH1 28,497 - 150,000 121,503 Completing procurement plan. Tendering of work to follow.

170008241911. Putaruru Waterpark Design & Refurbishment 7,053 - 400,000 392,947Gray Matter working on the preliminary design. This financial year we will incur approximately 35K in costs. Construction procurement will be in 2020-21 so will require carryover.

170008242003. Playground Equipment Transfer - Barnett St Reserve 29,347 - - (29,347)

Playground has been re-assembled, bin re-located and replacement swing set and safety surfacing/edging installed. Picnic table installed, re-grassing around playground perimeter to be completed in autumn. Report to council regarding forward funding scheduled for January.

170008242004. Additional Playground Equipment - Tirau Village Green 1,335 35,000 - 33,665

Preferred play module design now determined by community consultation, PO issued to company and meeting held on site with designer 21/11/19. Installation booked in for March. Quotes being obtained for extending fence along service lane.

170008242005. Reserves - Signage, Furniture, Bins and Fences Renewal 10,597 17,500 - 6,903

Two Service organisations have been approached to fund the installation of drinking fountains in Glenshea Park (Rotary Club) and Okoroire-Prospect reserve (Lions Club). Both Clubs are yet to confirm whether the request will be approved. The drinking fountain provided by the Lions Club has now been installed at the court area of the Tokoroa Memorial Sportsground. Timber platform removed and picnic table installed in Tirau Village Green by contractor. Timber bollards have been installed along Church Street frontage to stop vehicular access onto the 'Green' area. Two signs now installed in the relevant reserves.



Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

170008242006. Reserves - Walkways Development 34,369 50,000 - 15,631Ground rehabilitation works of walkway in Lancaster reserve completed. Retaining of bank above walkway in Oraka reserve to provide resilience to sewer pipe now completed.

170008242007. Bridge and Boardwalk Refurbishment - Te Waihou 1,912 25,000 - 23,088

One 3.5 metre section of boardwalk that had subsided has been replaced. Section of boardwalk damaged by a fallen Pine tree from neighbouring property has been repaired. It is our understanding that the landowner is intending to fell all the pine trees within this area in summer, will confirm and aim to replace whole section of boardwalk once this work is completed. Section of walkway leading on from the Blue Spring area had sunk down on one side. This has been propped up and cement inserted under piles to re-level the boardwalk again.

170008242008. Renewal and Upgrades of Internal Reserve Roads 2,695 50,000 - 47,305

PO issued for upgrading metalled carpark and road areas in Strathmore Park. Work began 9th December. Pothole repairs and general tidying of the metalled road from Leslie Road to the Blue Spring at The Te Waihou Walkway has been completed.

170008242009. Improve Maintenance of Towns 789 10,000 - 9,211

Arborist assessments /reports of mature street trees within Tokoroa CBD medians now received , report of mature Oak tree in Constance Tulloch Reserve received, awaiting assessment of trees within Tirau Central berm area. Have asked for quote to complete tree works recommended within reports.

230008242001. Te Waihou Walkway - Furniture and Signage 3,027 4,000 - 973 Two bench seats and one picnic table has been delivered ready for installing.

Sportsgrounds & Courts 56,472 60,000 92,000 95,528

163108241901. Skatepark - Basketball Half Court & Learn to Ride 15,230 - 92,000 76,770Working with Tyson Bros to get sitewise accreditation, which will allow the Tokoroa Host Lions Club to work under Tyson Bros as lead contractor. Basketball hoops received and at the depot.

163108242001. Logan Street Skatepark Demolition 3,370 9,500 - 6,130Skate park skate ramps, rails and bin now removed. Basketball backboards and hoops to be removed upon completion of half-court at the Tokoroa Skate Park.

163108242002. Soccer Goal Post Replacement 24,795 25,000 - 205 Project completed.

163208242001. Sportsgrounds - Replacement Sports Equipment 13,077 15,500 - 2,423 Project completed.

163208242002. Glenshea Park Netball Court Lighting - 10,000 - 10,000

Project brief completed for Netball Court lights and will be considered as part of the LTP. However a need for root barrier protection between the trees and netball courts has been identified as a priority. Staff are seeking quotes to see if this could be done using the $10K budgeted for the netball court lighting upgrade investigation.



Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

Infrastructure & Maintenance - Roading 1,497,895 3,570,778 3,018,000 5,090,883

Improvements of local roads 11,656 510,000 - 498,344

40341824. Minor Improvements Capex - 80,000 - 80,000 Work to commence in early March

403418241904. Stafford Place Splitter Island 2,880 10,000 - 7,120 Stage 4 safety audit prior to work programme completed and final costs to be received for review shortly.

403418242001. Waotu South Minor Improvements 976 400,000 - 399,024 Work commenced in late December 2019. The construction programme indicates work will continue into May 2020.

403418242002. Tirau Pedestrian Crossing 7,800 20,000 - 12,200Stantec New Zealand Tirau Pedestrian Crossing consultancy work to date. Project on hold until further work investigation is completed with NZTA.

Maintenance + operations local roads 258 410,000 - 409,742

40111824. Formation Widening - 145,000 - 145,000 Associated with rehab programme. Work due to start end of February with completion in May 2020

401118242001. Waotu South Formation - 215,000 - 215,000 Work commenced in late December 2019. The construction programme indicates work will continue into May 2020.

40125824. Foothpaths - 40,000 - 40,000 Prioritised renewals being programmed, with work planned later in the year as the footpath work is less weather dependant.

401258242001. Footpath Renewals 258 10,000 - 9,742Internal assessment and review costs complete. Ongoing work planed for the end of the financial year as footpath work is less weather dependant.

Renewal of local roads 1,418,213 2,465,000 3,018,000 4,064,787

130208241701. Leith Pl Improvements ex 86000 1,106,633 - 3,018,000 1,911,367

Stage 1 completed. Stage 2 (Plaza) in progress. Talking poles installed and now open to the public. Buses now in Leith Place and temporary bus shelters relocated from the Gull site. Building consent for toilets and shelter lodged following completion of detailed design.

402128242001. AC Surfacing - 120,000 - 120,000 This work is planned for February 2020

402128242002. Chip Seal Surfacing 116,288 950,000 - 833,713 This work has started and is planned for completion by the end of February 2020.

40213824. Drainage Renewals - 180,000 - 180,000 Work yet to commence but will be completed by May 2020.



Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

40214824. Pavement Rehabilitation - 505,000 - 505,000

Pavement design on candidate rehabilitation sites is nearing completion. Final Waotu South Rehabilitation cost will dictate how many other projects can be completed this year. Firm estimates will be known once upper pavement layer construction is underway

402148241903. Horahora Rd Pavement Rehab 2,560 10,000 - 7,440 Stage 4 safety audit is completed. Minor tidy up work will be necessary

402148241905. Waotu Sth 2.4km (450m) 4,354 10,000 - 5,646 Stage 4 safety audit and internal assessment and review costs to date. Project work started late December.

402148242001. Waotu South Rehab 9,694 15,000 - 5,306 Internal assessment and review costs for project that commenced in late December 2019

402148242002. Balmoral Drive Rehab - 150,000 - 150,000This project will be deferred to a future date but the budget will be used to offset the additional costs associated with the more urgent works on Leslie Rd and Waotu South.

402148242003. Leslie Road Rehab 108,913 150,000 - 41,087 Large percentage of work completed to date with final costs to come shortly for review.

402148242005. 2019-2020 Project Investigation 1,538 10,000 - 8,462 Internal assessment and review costs

402228242001. Traffic Services Signs Renewals 40,284 95,000 - 54,716 On track to be completed this financial year

402228242002. Traffic Services - Street Lighting 27,949 100,000 - 72,051 On track to be completed this financial year

40231824. Assoc Improvements Seal Widen - 170,000 - 170,000 Work to comment in January 2020

Unsubsidised roads 67,768 183,778 - 116,010

43000824. Non-sub roading projects - 5,000 - 5,000 Planned for final work in May 2020 on less weather dependent projects

430008242001. Seal Widening - 60,000 - 60,000 Old Taupo Rd seal widening that was programmed for late December but not started yet. Now scheduled to commence in February

430008242002. Kerb & Channel Renewals 38,581 50,000 - 11,419 Downer programmed work. Likely to be completed later in the financial year

430008242003. Christmas Lights 26,387 40,000 - 13,613 McKay Electrical work regarding light installation on track to be completed this financial year

430008242010. Leith Place - Bus Shelters 2,800 28,778 - 25,978 Bus shelters relocated into Leith Place. Reinstatement works on the gull site to be completed.

Infrastructure & Maintenance - 2,000 - 2,000

960008242001. Traffic Counters - 2,000 - 2,000 Allocated for the purchase of pedestrian counters



Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

Infrastructure & Maintenance - Services 1,441,875 14,861,100 5,028,059 16,767,284

Solid Waste 143,451 2,288,400 1,821,000 2,285,949

320008241901. Recycling Station Relocation - Tirau 1,050 - 25,000 23,950 Report to go to Council on 23 January 2020. Lease negotiations being undertaken by the Property Team.

321008241803. Refurbish Kiosk - - 22,000 22,000 To be completed as part of the new transfer station project

321008241903. Solid Waste Disposable - Landfill Future 85,881 - 25,000 (60,881)Consultative work by Geotechnics, Opus and L Kenny regarding necessary work for the Tokoroa Landfill future. Overspend to be funded from savings within this area.

321008242001. Leachate Pump - 8,000 - 8,000 Will undertake this work as part of the final capping project next year. A project carry over is required.

321008242002. Capital Component of Maintenance - 21,400 - 21,400 Part of the new transfer station project which is due to commence in February 2020.

321008242003. Landfill Aftercare 2,538 200,000 - 197,462Will undertake this work as part of the final capping project next year. A project carry over is required. Work due to be completed in September 2020.

321008242004. Construct Tokoroa Transfer Station 53,896 1,957,000 1,680,000 3,583,104

Contract awarded to Civil Construction Services. Preparation works completed for Telecom, water and a new bore shed completed. Preparation works to be completed for power in early 2020. Outline Plan for Designation submitted to Council and Approved. Contract awarded for construction of new transfer building.

322008242001. Capital Component of Maintenance - 5,000 - 5,000 Still investigating CCTV upgrade options but expect project to be completed this financial year

340008241901. Croad Pl-chip sealing yard 86 - 69,000 68,914Spend to date is for concrete supplies for Croad Place related work. Bulk of work scheduled to be undertaken in March 2020 as part of the road resealing programme for the District main reseal contract

340008242001. Upgrade Works - 60,000 - 60,000 Investigation for a new mechanised sort line is underway

340008242002. Recycling Containers Renewal - 10,000 - 10,000

340008242003. Croad Place - Chip Sealing Yard - 27,000 - 27,000 Scheduled to be undertaken in March 2020 as part of the road resealing programme for the District main reseal contract

Wastewater 348,868 10,991,400 1,932,738 12,575,270

500008242001. Wastewater Design to Support Growth Plan - 200,000 - 200,000 Waiting adoption of the DC Policy. This is for the design and tendering of the first 5-years of growth related wastewater projects.



Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

500008242002. Health & Safety 4,230 30,000 - 25,770 Gantry replacements at Putaruru & Tirau Removal of AC pipe at the Tokoroa Wastewater Treatment Plant to date.

501008241803. Treatment Plant Digestor 3,715 - 1,751,000 1,747,285Work identified for replacement of biogas train in conjunction with new flare for second digestor scope of work being defined and contractors to price, new flare ordered.

501008241804. Treatment Plant Sludge Thickener - - 170,000 170,000

501008241806. Wastewater Resource Consent 52,336 - - (52,336) Consultative work to assess wastewater options and to provide necessary detail for consent documentation applications

501008242001. Sludge Upgrade including Digester 139,371 9,490,000 - 9,350,629 Report approved by Tenders Board. Awaiting sign off by Mayor and CE. Contract award anticpated by end of January 2020.

501008242002. Wastewater Plant and Equipment Replacement 41,525 105,000 - 63,475 Replacement flow meters have been ordered, Gantry replacements are being priced

501008242003. Chartwell PS Telemetry 12,105 10,000 - (2,105) Work awarded due for completion Feb 2020

501008242004. Croad PS Telemetry - 10,000 - 10,000 Work awarded due for completion Feb 2020

501008242005. Harris PS Telemetry - 10,000 - 10,000 Work awarded due for completion Feb 2020

501008242006. Northfield PS Telemetry - 10,000 - 10,000 N/R for telemetry, pump replaced instead

501008242007. UV Lamps 36,250 40,000 - 3,750 UV lamps have been installed

502008242001. Putaruru Zone DP change Infrastructure Requirements 8,085 115,000 - 106,915 Scope of work for modelling for Putaruru has been prepared and is now complete.

502008242002. Putaruru UV 8,563 7,000 - (1,563) UV replacements purchased over budget

502008242003. Wastewater Plant and Equipment Replacement 6,381 16,400 - 10,019 Reactive replacements only

502008242004. Rangiura Development - Wastewater - - 4,738 4,738

503008241901. Tirau Plant & Equipment Replacement - - 24,000 24,000

503008241903. Kittow St Sewer - - 8,000 8,000

503008242001. Tirau Wetlands 2,250 826,000 (25,000) 798,750Aecom engaged to complete detailed design and provide an engineers estimate for construction. Anticipating proposal in January 2020. Awaiting resource consent approval.

503008242002. Wastewater Plant and Equipment Replacement 8,056 92,000 - 83,944 New generator is not required an autochanger will be installed, budget to be reallocated for new generator Tokoroa WWTP on UV plant

503008242003. Tirau WWTP Membranes 26,000 30,000 - 4,000 Membranes have arrived yet to be installed

Stormwater 793,710 499,300 27,321 (267,089)

511008241901. Tokoroa Minor New Works - - 10,000 10,000

511008241902. SH1 Stormwater 767,947 - 101,000- (868,947) Practical completion.Subsidised by NZTA funding of $500k.



Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

511008242001. Stormwater Design to Support Growth Plan - 300,000 - 300,000 Waiting adoption of the DC Policy. This is the design and tendering of the first 5-years of growth related stormwater projects.

511008242002. Minor New Works Projects 9,594 11,200 - 1,606 Lingfield Street Stormwater manhole and sumps work completed

512008241901. Putaruru Minor New Works - - 10,000 10,000

512008242001. Putaruru Zone DP change Infrastructure Requirements 12,565 172,500 - 159,935 Scope of work for modelling for Putaruru has been prepared and is now complete.

512008242002. Minor New Works Projects 3,603 10,000 - 6,397 Norrie Pl survey complete design still to be completed

512008242003. Rangiura Development - Stormwater - - 43,321 43,321

513008241702. Hillcrest Stormwater - - 60,000 60,000 Work due to start on 20 February

513008242001. Minor New Work Projects - 5,600 - 5,600 None identified to date

514008241901. Arapuni Minor New Works - - 5,000 5,000

Water 155,847 1,082,000 1,247,000 2,173,153

520008242001. Health & Safety 4,043 30,000 - 25,957 AC pipe removed at the water treatment plant. Further projects currently being scoped

521008241803. Reticulation Replacements - - 91,000 91,000 Meter & Valve/Hydrant replacements plus watermain replacements

521008241903. Tokoroa Reticulation Replacements 73,902 - 187,000 113,098 Second Tender for year sent out in December, expecting the contract to be awarded in early February.

521008242001. Capital Component of Maintenance 352 15,000 - 14,648 Flowmeter related work

521008242002. Water Plant and Equipment Replacement 3,835 34,000 - 30,165 New analysers have been ordered delivery expected in January

521008242003. Reticulation Replacements 9,930 360,000 - 350,070 Contract out for Tender closes January

522008241902. Putaruru Plant & Equipment Replacement 37,294 - 64,000 26,706 Supply and installation of cable grips and tanks at Pinedale

522008241904. Waihou Chlorine Disinfection - - 20,000 20,000 Project on hold pending outcome of the Water Bottling decision

522008241905. Pinedale Reservoir - - 100,000 100,000 Earmarked for earthquake strengthening of the Pinedale Reservoir

522008241906. Putaruru Drinking Water Disinfection 1,185 - 687,000 685,816 Funding of second pipeline on hold pending outcome of water bottling report

522008241907. Putaruru Water - Te Waihou Screen - - 98,000 98,000 Project on hold pending outcome of the Water Bottling decision

522008242001. Putaruru Zone DP change Infrastructure Requirements 10,342 287,500 - 277,158 Watershed Consultants have been commissioned to continue modelling works

522008242002. Capital Component of Maintenance 1,500 15,000 - 13,500 Prices being sought this month for WSP upgrades

522008242003. Reticulation Replacements 11,664 35,000 - 23,336 None identified to date

522008242004. Design Water Supply Upgrades - 200,000 - 200,000 Waiting adoption of the DC Policy. This is the design and tendering of the first 5-years of growth related water projects.



Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

523008242001. Capital Component of Maintenance 1,800 12,500 - 10,700 Contractor engaged

523008242002. Water Plant and Equipment Replacement - 25,000 - 25,000 Contractor engaged to repair liner in reservoir additional pricing underway for second reservoir

523008242003. Reticulation Replacements - 40,000 - 40,000 Construction works started

524008242001. Arapuni Reticulation Renewal - 28,000 - 28,000 Investigations/scoping of work has begun expect to spent in the new calendar year

Leisure Services 21,929 504,300 81,000 563,371

Events Centre - 24,300 - 24,300

111008242001. Plant Replacement - 10,000 - 10,000 To be used for the Building Management System upgrade as noted in property management

111008242002. Exterior Waterproofing - 14,300 - 14,300 Will be used for scoping of project as insufficient to complete full work and may need to be completed in stages.

Pools 21,929 480,000 81,000 539,071

19100824. Tokoroa pool projects 13,600 - 81,000 67,400

191008242001. Tokoroa Pools Upgrade 4,996 435,000 - 430,004GHD engaged and completing structural peer review. Once the extent of any structural repairs are known, scope for the use of this budget will be identified.

191008242002. Miscellaneous Capex - 35,000 - 35,000 To be used for Class (point of sale) system upgrade

192008242001. Putaruru Pool - Plant Replacement 2,150 5,000 - 2,850 May be used during season

193008242001. Tirau Pool - Plant Replacement 1,183 5,000 - 3,817 New chlorinators for both pools to be purchased early in the season

Community & Corporate 186,042 709,000 1,136,000 1,658,958

Community & Corporate Support Services 73,148 225,000 285,000 436,852

Infrastructure Strategy - 10,000 13,000 23,000

840018241901. GIS - - 13,000 13,000 GPS upgrade being scoped

840018242001. GIS - Data Update & Acquisition - 10,000 - 10,000 Will be used for new software to support GIS functions

Information Services 73,148 215,000 272,000 413,852

680008242001. Core Infrastructure Hardware 50,081 12,000 272,000 233,919 $124k of this fund has been allocated to the ECM upgrade as part of the Cloud Migration Project

680008242002. Desktops Hardware 20,326 53,000 - 32,674 New desktop hardware as required and includes $11K Councillor devices (unbudgeted)

680008242003. Peripherals Hardware 2,226 47,500 - 45,274 AV updates for meeting rooms and Chambers pending quote (expected spend Mar 2020 at $45K)



Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

680008242004. Printers Hardware - 8,500 - 8,500 Reserved for Call Centre updates and After hours outsourcing

680008242005. Servers Hardware - 12,000 - 12,000 Watermark server upgrades and related

680008242006. Software Network - 6,000 - 6,000 Reserved for AP Invoice Automation software

680008242007. Storage Hardware - 11,500 - 11,500 DataDomain expansion expected March 2020

680008242008. Telephone Systems Hardware - 3,500 - 3,500

680008242009. UPS Hardware - 11,000 - 11,000 Allocated to new Records scanning system

680008242010. Technology Innovation to Support Development 515 50,000 - 49,485 Loco Delegations design stage costs

Customer Service & Libraries 112,894 484,000 851,000 1,222,106

Community Services 40,252 325,000 425,000 709,748

121008241701. Pole Installation 34,000 - 34,000 - Main project complete - remediation at former locations and reallocation of stored poles still required

121008241901. Pole Installation 2,285 - 8,000 5,715 Main project complete - remediation at former locations and reallocation of stored poles still required

121008242001. Talking Pole Installation 3,966 10,000 - 6,034 Main project complete - remediation at former locations and reallocation of stored poles still required

150008241903. District Gateway Project - - 75,000 75,000This project is currently being rescoped to determine the appropriate lead on this project based on capacity within our Economic Development, Communications, Assets and Community Teams

150008242001. District Branding - Signs - 15,000 8,000 23,000 This coincides with the district gateway project noted above.

150008242002. Council's Involvement in Residential Property Development - 300,000 300,000 600,000 Residential development opportunities are currently being reviewed

Libraries 72,642 159,000 426,000 512,358

200008242001. Library Collection and Information Resources 54,482 125,000 - 70,518 44% of the total library collection purchased to date, expect to spend the balance by the end of year

201008241901. Miscellaneous Capex - - 12,000 12,000 Earmarked for furniture upgrades

201008241902. Re-Roofing & Water Tightness - - 392,000 392,000

201008241903. Review Space Requirements 18,160 - 22,000 3,840 Beca assessment of Tokoroa Library and Telfer Young valuation report for alternative building spaces for the Tokoroa Library

201008242001. Miscellaneous Capex - 12,000 - 12,000

202008242001. Interior Upgrade - 16,000 - 16,000

202008242002. Miscellaneous Capex - 6,000 - 6,000



Account YTDActuals

TotalOperating

Budget2019/20

C/ffrom

18/19plusCncl

Resolution19/20

RemainingCapex

Budget

CAPEXBudgetComments

Regulatory Group 3,500 111,500 120,000 228,000

Animal Control, Civil Defence and Environmental Health 3,500 111,500 120,000 228,000

Animal Control/Parking - 100,000 - 100,000

240008242001. Dog Pound Upgrade - 100,000 - 100,000

Civil Defence/Rural Fire 3,500 9,500 120,000 126,000

530008241903. Generator at Events Centre - - 120,000 120,000 Tender sent out in December, expecting the contract to be awarded in late January.

530008242001. Replace CD Radios 3,500 3,500 - - Purchase of CD radios, project complete

530008242002. New Switching for Generator in Putaruru - 6,000 - 6,000

Environmental Health + Liquor - 2,000 - 2,000

250008242001. Gas Cell Replacement for Detector - 2,000 - 2,000

Executive & Financial Services 83,752 175,000 149,000 240,248

Financial Services 83,752 175,000 149,000 240,248

Corporate Funding 83,752 175,000 149,000 240,248

860018241901. Furniture Renewals - - - 0

860018241902. Vehicle Replacement - - - 0

860018242001. Vehicle Replacements 83,752 160,000 127,000 203,248 Corporate, democracy and services vehicle purchases

860018242002. Furniture Renewals - 15,000 22,000 37,000



6. Members Information Requests


Council Outcomes

Growth - Activities and strategies that facilitate sustainable economic growth and lift community pride.

Resilience - A resilient district with good infrastructure, services, a sound financial position, rates affordability and a healthy environment that has the ability to anticipate, resist, respond to and recover from significant change or events.

Relationships - Strong relationships with Iwi and Māori, Pacific Peoples and community and business groups that can achieve growth and a resilient community.


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