9 Business
9.1 Executive
Report
File
Number: A11618621
Author: Christine
Jones, General Manager: Strategy & Growth
Barbara Dempsey, General
Manager: Regulatory & Compliance
Susan Jamieson, General
Manager: People & Engagement
Paul Davidson, General
Manager: Corporate Services
Gareth Wallis, General
Manager: Community Services
Nic Johansson, General
Manager: Infrastructure
Authoriser: Marty
Grenfell, Chief Executive
Purpose of the Report
1. This
report is to provide an update and summary of key areas within Council.
|
Recommendations
That the Projects, Services and Operations Committee receives
the Executive Report.
|
Strategy and growth
60
Chapel Street
2. This
update confirms that the remaining conditions in the Agreement for Sale and
Purchase of 60 Chapel Street, have now been satisfied. In August 2017,
Council agreed to sell the land at 60 Chapel Street to Ngai Tamarawaho
(M17/70.12), subject to delivery of an esplanade corridor along the harbour.
An Agreement for Sale and Purchase was entered into between Council and
Te Mana o Ngai Tamarawaho Incorporated (TMONTI) in December 2018, which is
subject to satisfaction of certain conditions, the following of which have been
satisfied:
(a) Council
obtaining the consent of the Minister of Conservation to the vesting of a
walkway as a local purpose (esplanade) reserve and the sale to the hapū in
accordance with the Harbour Boards Dry Land Endowment Revesting Act 1991.
This condition was satisfied in October 2019.
(b) Council
notifying the Minister for Land Information and the Minister in Charge
of Treaty of Waitangi Negotiations, in accordance with the Local
Government Act 2002. This condition was satisfied in March 2019.
3. In
addition, the Agreement is also conditional upon the following conditions being
satisfied by 30 June 2020:
(a) Obtaining
the consent of Mobil to the surrender of the existing lease and entering into a
new lease, together with the agreement of Mobil to removal of the caveat on the
title to the property; and
(b) TMONTI
being satisfied as to the risks and liability associated with the environmental
condition of the land.
4. Negotiations
with Mobil have now been concluded and the Agreement to Lease, to which a copy
of the agreed form of lease is attached, is in the process of being
signed. The Agreement to Lease contains provisions to satisfy the
condition noted at (c) above, and the hapū’s solicitors have
confirmed that they are satisfied with the terms of the lease arrangement and
environmental risk and liability per (d) above.
5. Staff
are continuing to progress the legalisation process to enable delivery of the
esplanade reserve and a new title for 60 Chapel Street, which excludes the
esplanade corridor. Upon the issue of the new title, 60 Chapel Street
will be transferred to the hapū. This is expected to be mid-2021 and
works to deliver the esplanade corridor are anticipated in the 2021-22
Financial Year.
Ohauiti
Reserve
6. Last
year, Council approved staff further investigating opportunities for the
development of sports fields and a school on Ohauiti Reserve. Ground
condition testing (geotechnical and contaminated land - it was once a kiwifruit
orchard) will occur in late-July/early-August. Ngai Te Ahi and Ngati He
will be providing earthworks monitors during the testing. Directly adjacent
residents received letters in mid-July notifying them of the on-site ground
condition testing, with the approximate dates, and providing staff contact
details for further information.
7. A
communication and engagement plan has been jointly prepared with the Ministry
of Education (MoE) – key messages have been prepared for any specific
questions or media enquiries. The key messages refer to Council and MoE
investigations of the need for sports fields and a primary school for
Ohauiti/Welcome Bay communities, and that this site is being tested to see if
the ground conditions could enable these facilities to be located there, before
proceeding with comprehensive community engagement on a proposal.
Infrastructure Group
Welcome
Bay Pipe Break
8. A
water leak was reported on a large steel watermain along Welcome Bay Rd on 30
June 2020 (11.15am).
9. Significant
emergency works were required to repair the affected watermain, which was
located at a depth of about 2.5m. A traffic management plan was put in place to
keep traffic moving safely, as the emergency works required one lane to be
closed.
10. When
the pipe was dug up, we found there were two pipe joints. One of the
joints had failed and caused the leak. The repair method involved careful excavation
around the pipe and replacing the broken joint with a steel band welded in
place.
Picture shows
exposed pipe, with trench shield in place. The pipe shows two joints, the
failed joint already removed and replaced by a steel band (in place, awaiting
welding), the second joint still intact.
11. The
second joint, although not leaking at the time, was identified as a risk.
The intention was to fix the failed joint, to re-liven the system and top-up
the reservoirs, and then to take the pipe offline again to replace the second
joint. Unfortunately, the second joint failed on re-livening the pipe. As a
result, the reservoirs were already at a lower than desired level at the time
of the second failure (42%). This created the potential for residents served by
the Waikite and Waikite Upper reservoirs (approx. 1800 households) to run out
of water.
12. The
water reticulation was adjusted to minimise the water demand on the reservoirs
of concern. Fortunately, the repair was undertaken before the reservoirs
ran dry. The supply was back online on 2 July at 9.30am, with only 12%
remaining storage in the reservoirs.
13. Media
updates were issued during this time to keep the public informed of both the
water and traffic challenges in the area.
Picture shows the site
layout with one lane of the road closed off
14. The
road has been temporarily reinstated using cold mix, due to the wet weather
conditions. A more permanent repair will be undertaken when the weather
allows this to be done.
Ngatai
Road Bus Stops
15. The
new bus stops on Ngatai Road form part of a wider project, designed to make
Ngatai Road safer and easier for all users. Ngatai Road is a key
connection between Bellevue, Matua and Otumoetai. The transport
improvements planned are aimed at all road users who travel between Otumoetai
Road and the Matua Saltmarsh.
16. The
new bus stops are situated in the outbound travelling lane, as there is
insufficient space to locate them off the road surface. This means that
following traffic must wait until the bus departs.
17. In-line
stops are used elsewhere in the city, but this is the first time they have been
used in Ngatai Road.
18. A
community education plan about the Ngatai Road improvements is ongoing,
concurrent with the infrastructure developments taking place.
19. Following
installation of the shared crossing, for example, the Travel Safe team observed
morning and afternoon school crossings for a two-week period. A video of
how to use the shared crossing was shown at local schools and featured on the
Travel Safe and TCC Facebook pages. https://www.facebook.com/pg/TravelSafeBOP/videos/?ref=page_internal
20. While
information on the new in-line bus stops was included in the messaging during
the initial community consultation process, we have found that not everyone
understood the impact this would have once they were introduced.
21. In
response to community feedback, we have increased our messaging on Facebook
around sharing the road.
22. Further
details on the community education plan on the bus stops (and other elements of
the Ngatai Road improvements) will be presented at the Projects, Services and
Operations Committee meeting on 4 August 2020.
Bus Shelters
23. Transport
staff have developed a spreadsheet of potential bus shelter locations across
the city stemming from requests from residents and/or the Bay of Plenty
Regional Council.
24. The
spreadsheet [attached] is used to track the status of the shelter location,
whether adjacent property owners have been contacted and whether they have
agreed or objected to the bus shelter installation.
25. The
spreadsheet is a living document. As new requests are received, they are
added to the list.
Regulatory and Compliance
Building Services
26. Building
Activity in all areas continues to be strong, with applications for building
consents being at a similar level to the same period last year. Keeping
up with the demand for inspections has been challenging. To assist with this,
we have seconded six qualified Building Inspectors from Auckland Council, who
will work in Tauranga on a rotation basis for the next six months.
27. We
have also recruited an additional qualified Building Inspector from Christchurch,
who will commence work with us in August. Our major stakeholders are
confident that the level of building within the city will remain at current
levels for some time yet.
Environmental Planning
28. Application
processing timeframes have improved over the past couple of months, following
an extremely busy period over December - February. With the recent
recruitment of additional Environmental Planners, we have been able to allocate
time to review our processes. Streamlining these processes has resulted
in an increase in the number of applications granted in the last two months.
Environmental Regulation
Regulation
Monitoring
29. No
proactive parking enforcement was conducted during alert levels 4 and 3. We
were able to contact vehicle owners and address any urgent parking issues, with
only a few matters being referred to the Police. Following a compassionate
approach to infringement disputes during lockdown, we have cleared a backlog of
almost 1000 reminder notices for unpaid infringements.
30. On
7 April 2020, Government passed the Land Transport (Motor Vehicle Registration
and Licensing) (COVID-19 – Extension of Duration of Motor Vehicle
Licence) Amendment Regulation 2020, allowing a temporary extension to vehicle
licences, warrants/certificates of fitness which expired on or after 1 January
2020 until October 2020. Council is unable to enforce any related stationary
vehicle offences regarding these expired documents.
31. Freedom
camping sites were closed during lockdown and self-contained campers were moved
to a temporary site at Marine Park. Campers have since returned to designated
locations across the city. The majority of Tauranga’s homeless community
were moved to emergency and temporary accommodation, but following lockdown, we
have seen these individuals and new people experiencing homelessness returning
to the streets.
32. A
marked increase in reports of illegal dumping could relate to people disposing
of refuse accumulated during lockdown, as a result of home improvements and/or
gardening activities. A continued educational approach with identified
offenders has been effective.
Arataki
Park free camper
33. For
the past two years, we have been working with an individual who has established
a campsite in Arataki Park, and with relevant agencies, in an effort to find a
solution to his housing issues. This has included working with Oranga Tamariki
around the suitability of a child being raised in this situation. Oranga
Tamariki are satisfied with the situation.
The
individual has been compliant with our requests to clean up the area around his
tent. Council will continue to work with the individual and support agencies to
find him accommodation, while progressing steps to move him from the park if
any suitable accommodation opportunities are not taken-up.
Environmental
Health and Licensing
34. Over the March – May period,
the impact of COVID-19 alert level restrictions on food and alcohol-based
businesses resulted in a marked reduction in applications coming through to the
team. However, following the resumption of operations by most of these
businesses in June, registration and application activities have increased
sharply, returning to levels similar to the same time last year. One major
difference has been a reduction in alcohol licensing special licences, due to
the cancellation of many planned events.
35. With
regards to noise complaints, numbers have been consistent with last
year’s statistics, both in seizures of equipment and the issuing of ENDs.
Quality
Management System (QMS) Surveillance Assessment
36. The
Environmental Health and Licensing Team underwent its’ annual QMS
Surveillance Assessment by JAS ANZ recently, in relation to our ability to be a
verifier of local food businesses.
37. The
assessment was conducted remotely and consisted of a review of our various QMS
processes and documentation. This resulted in three very minor corrective
actions and the assessor was pleased with how the team is operating under its
improved Quality Management System.
Animal
Services
38. The
COVID-19 lockdown reinforced how resilient and flexible the Animal Services
team is. Officers were in the field every day dealing with the community, dog
owners and a range of errant animals. During this time, the Pound continued to
be staffed, to manage impounded dogs. In one day during the peak, officers
exercised three search warrants with Police, seizing six aggressive dogs. All
of this activity was ably supported by technical support, who quickly adapted
to the working-from-home environment.
39. The
Animal Services team is currently working hard on dog registrations, with an
encouraging number of people registering their dogs early.
People and Engagement
Health
& Safety
40. Abbey
McMonagle in Building Services identified that building inspectors working from
vehicles were potentially subject to several health risks. She worked with an
ergonomist and engineer to design two solutions – ergonomically designed
workstations retrofitted to the boot of inspectors’ vehicles and a
‘clip-on workstation’ that fits over the steering wheel. Abbey has
been selected as a finalist in the NZ
Health & Safety Awards for this initiative. Her solutions will
have a positive impact on the health of our inspectors and the solutions are
transferrable across council.
Media
dashboard (June)
41. The
volume of articles increased this month 308 (255 articles last month and 265
last year). However, favourability dropped to 50% – the lowest score in
the past year (64% last month and 54% last year). Most of the negativity
centred around the Bella Vista trial and Elected Members which resulted in a
change in deputy mayor. The key negative message this month is that Council
does not operate transparently/ethically. Negativity also centred around the
city’s economic recovery from COVID-19, but many factors were
acknowledged to be outside of council’s control and direct criticism of
council remained low. The leading positive message, that council has effective
partnerships, also appeared in coverage emphasising the benefits of closer
cooperation with Hamilton, especially relating to a potential move for the Port
of Auckland.
Engagement
42. We’ve
created a new look and feel for engagement webpages to make it easier to
provide a snapshot of projects. This was the first step in improving our online
engagement. We’ve also been working with the call centre, libraries and
service desk to promote consultation and the lodging of submissions, in person
or over the phone.
43. In
the coming period, we will be helping the Innovating Streets project team
co-design trials in the Mount. We will also work with the Arataki community to
establish a community reference group as a first step to building community
involvement in Arataki projects. We are in the process of drafting proposed
updates to the Significance and Engagement Policy.
Takawaenga
Unit
44. The
Takawaenga Unit has reinstated a rationalised training offering across the
organisation, called Ngā Kete Mātauranga – The Baskets of
Knowledge, to ensure cultural competency and development is progressed. There
are four Kete on offer to staff, which are best done in the order below.
· Te
Kete Whakatau (Duration 30 min) - This is an invitation to meet Te Pou
Takawaenga and to learn what the team do and how they can support staff in
their roles at council. Ideally, staff would do this within their first few
months of joining council. A regular monthly time slot is allocated to this
programme.
· Te
Kete ā Rohe (Duration one day, 9am-3pm) - Originally known as Cultural
Connections, a new enhanced programme has been developed. Staff will learn the
basic history of Tauranga Moana, as well as the iwi and hapū boundaries
and the marae groups that work with council as partners. This is normally a
two-day course, however due to training budget restrictions, the day two bus
tour has been put on hold until further notice. This programme is best done
within three months of starting at council.
· Te
Kete Kōrero (Duration from 30 mins to 1 hour) - This is a basic
pronunciation programme that focuses on three stages:
o Kia Ora Tauranga
o Mihimihi: Introducing
yourself
o Kupu Hou: appropriate
words and phrases that will help you establish respect and credibility through
good pronunciation. Best done as a team, however bookings are open to staff
wanting to advance their Te Reo Māori.
· Te
Kete Mahi Pai (Duration 3 hours) - This is a Best Practice toolkit and is
essential for any team members engaging with tangata whenua on projects and
processes. This should be done prior to starting any project work, consultation
or engagement processes.
45. Iwi
and Hapu relationships continue to evolve in a positive manner, with each
entity having its own challenges and priorities. There has been great progress
with projects like Omanawa Falls, with open wananga enabling Ngati Hangarau
representatives to express themselves more freely, bringing greater clarity of
purpose. We finalised Te Papa o Nga Manu Porotakataka with the unveiling of the
final pou/signage on Friday 10 July, alongside Ngai Tukairangi and Ngati Kuku.
Māori
Representation
46. Two
reports on Māori Representation were presented to the Tangata Whenua/TCC
Committee on 18 June 2020 and 24 July 2020. The Committee voted in favour of
voting rights for Tangata Whenua representatives and the establishment of a
Māori ward for the 2022 elections. These recommendations will be
considered at a Council meeting on 25 August 2020. The outcome of this Council
decision will feed into the wider Representation Review process. The first of a
series of Council briefings and workshops was held on 29 June 2020.
47. In
addition to Māori Representation, Te Rangapu Mana Whenua o Tauranga Moana
is also focused on the Right of First Refusal Policy. Workshops are scheduled
for August, which will focus on reacquainting Council with the discussions
progressed in the last triennium.
Customer Services
48. Enquiry
volumes in June 2020 were 5% higher than those for the same month the previous
year. It is possible this was due to higher numbers of customers catching up on
enquiries they were unable to complete during lockdown. Payment transactions
did not bounce back once lockdown ceased – showing a 30% (746) decrease
against the same time last year. Overall, enquiries are down 16% (3,700)
compared to the last financial year, due to the Service Centre being closed
during lockdown. Similarly, payment transactions were also significantly down
(21% or 6,100) on the previous year, indicating that more customers are paying
online or by direct debit. The drop in both areas is particularly noticeable in
the building, parking and rates areas.
49. LIM
volumes were down 6% (200) compared to the same period last year, due to
COVID-19. Pre lockdown, application numbers were on track to be the
highest received over the last five financial years – evidence of a very
strong property market this past 12 months. Property file applications received
in 2019/20 were similar to those in the previous year, despite the lockdown
period. This indicates that numbers would have been significantly higher this
year against the previous period, had COVID-19 not occurred. The number of
calls to the Contact Centre were slightly down (8,000 calls) against the same
period last year, due to COVID-19. Similarly, email volumes dropped 80% and 44%
in April and May (down 5,000 across both months) respectively against the same
time last year.
50. The
team will trial a new virtual meeting system next week with several external
customers. Once the functionality is live, this will enable customers to book
digital meetings with staff from our website and staff to book meetings with
customers who are willing to meet online as an alternative to
face-to-face.
51. Work has commenced
on a new Customer Experience Strategy for the organisation. The strategy will
provide a framework for the development of
future customer initiatives that improve organisational ‘customer
culture’ and will ensure a more consistent experience for our community
across all customer channels.
Code of
Conduct
52. The
Council adopted an updated Code of Conduct at its meeting on 14 July 2020. This
is available on the Governance page on the TCC website. The Council
also resolved to establish an independent Code of Conduct Committee to hear and
decide on complaints. This provides an alternative option, however the Council
retains the ability to hear and decide on complaints if it chooses. Code of
Conduct Committee position descriptions are being developed, which will set out
the experience, knowledge and qualifications/skills sought, and expressions of
interest will be publicly called for three external members. The Chief
Executive will make recommendations on these appointments to the Council.
Ombudsman’s Audit
53. We
are expecting to receive the draft report (called the provisional opinion),
from the Office of the Ombudsman’s audit of the Council’s Local
Government Official Information and Meetings Act 1987 (LGOIMA) processes, by
the end of July 2020. The provisional opinion will be available for TCC to
provide management comments in response to any of the recommendations. The
Ombudsman’s Office will consider those comments before publishing a final
report that will be tabled in Parliament. It is expected that a series of
recommendations will be set out in the report and the in-house working party
will pick these up and progress them.
Corporate
Services
Airport
54. Airport
Operations report for June:
(a) Air
NZ services are operating at 50% pre-COVID passenger volumes, with forecast
volumes as high as 80% by late-November
(b) General
aviation flight training is at about 60% of the pre-COVID level
(c) Rental
car depot expansions are complete.
Legal
& Commercial Update
55. The
Legal and Commercial teams (Legal, Risk and Procurement) continue to manage
regular day-to-day issues as these arise (i.e. managing specific risks,
providing legal and procurement advice etc.). Matters of note from a
governance perspective are as follows.
Risk
Services (Including Business Continuity)
56. The
team recently led a ‘hot debrief’ (a debrief while the incident is
still ongoing) of the organisation’s response to the COVID-19 pandemic
lockdown, with the lessons learnt to be incorporated into planning for future
events (COVID-19 or otherwise).
Procurement
57. We
have been working on a revised procurement policy and related procedure.
This will be a significant overhaul of the existing policy, to bring it into
line with central government’s “broader outcomes”, and with
other local government organisations’ policies. The procedure/manual
which will support the policy is currently being researched.
Legal
Matters
58. Legal
matters are reported separately, but of note is the current work underway to
address the introduction of the Privacy Act 2020, which comes into force on 1
December this year. The Privacy Compliance Project is a joint Legal and Digital
Services Project to help the organisation prepare for the new legislation.
Vessel
Works Update
59. The Vessel Works
management transition is progressing smoothly, and ties between Vessel Works
and TCC are strengthening.
60. COVID-19 has caused a few
bookings to fall through. We are engaging with existing leads and potential new
customers to secure reservations in the coming months/years. Our immediate
focus is on local clients/services and maritime contractors who can be serviced
locally.
61. With the threat of
COVID-19 further affecting the marine refit industry, NZ Marine has
successfully lobbied the Government to relax border restrictions for vessels
coming to NZ for refit work. This is excellent news for Vessel Works and the
local marine refit sector.
62. We are engaging with our
stakeholders on a range of initiatives. This approach is being well-received.
63. Hardstand bookings are
similar to last year.
64. Super Yacht
Coatings’ shed in the precinct is progressing well and is expected to
open around the middle of November.
65. Bridge wharf finger
replacements are picking up pace, the materials are all in the country and
being fabricated, and the installations are underway.
Property Management / Facilities Update
66. Final
Rent Abatements for Community Groups are being completed this week. Two new
Commercial rent requests have recently been received in retrospect for
April-June 2020, with all others received to-date completed. Additional
support beyond June is directed through the Annual Plan submission process.
67. Only
three Strand LTO holders have re-signed agreements. Others are being
followed-up and arrears are being reviewed.
68. Lease
renewals, rent reviews, inspections and new agreements are being followed up
after delays caused by COVID restrictions and other interruptions.
Beachside
Holiday Park
69. For the fourth consecutive year, the Beachside
Holiday Park achieved a Gold Tourism Business award, retaining its 4 Star plus
rating.
70. Agreement has been received from hapu
to install cabins on-site.
71. The Oceanside kitchen/dining area
footprint is being increased and plans have been submitted for consent.
Marine,
Fisherman’s & Salisbury Wharves
72. As
a result of a structure condition assessment, remedial works are required to
both Fisherman’s and Salisbury wharves, to keep them operationally safe
for users.
73. Of
the two structures, Fisherman’s Wharf, used by commercial fishing
operators, is close to end-of-life. The remedial work is estimated to
extend the wharf’s operational life by two years, while work is
undertaken on a marine waterfront masterplan to determine future requirements.
Elder
Housing Villages
74. We
currently have five vacant units that are awaiting reoccupation after
COVID-19. Customer requests (CCMs) have returned to normal, with tenancy
inspections, electrical reviews and path washdowns underway.
75. A
tenant in one of our villages switched on their stove while the kettle and
toaster were on the stovetop, causing a fire. The fire service attended.
The stove has been replaced, repairs made to the wall, and the smoke damage to
the unit has now been repaired. The tenant has now returned to the unit.
76. A
tenant drove a car into an accommodation unit causing substantial damage, but
no injuries. The unit is currently under repair and estimated to take 5
weeks.
Building
Maintenance
77. A
number of key maintenance works are underway with a roof replacement at 171
Chadwick Rd and safety rails are being extended at the TV3 Car Park. Various
maintenance and refurbishment works are being undertaken at the Historic
Village. The Welcome Bay Community Centre and the Links Avenue Soccer
Club have commenced upgrade works and investigations have started at Baycourt
who are having issues with a leaking roof.
Digital Services Update
Strategic
Finance Update
78. The
Strategic Finance project (SAP Project) officially went live on 13 July, with
our first purchase orders successfully processed. The lead-up to this day
included a very busy weekend for Finance, Digital Services and our partners, to
ensure we were ready for business on the Monday morning.
79. For
a project of this magnitude, the go-live went very smoothly, which is a
testament to the hard work, planning and team culture of the project team. The
project is now going through a post go-live support process (or warranty
period), which includes an audit review to ensure any minor issues are resolved
and SAP becomes a standard part of our financial procurement and budget activities.
80. The
project will now focus on delivering the accompanying invoice management
solution.
Cyber
Security
81. Digital
undertook an enterprise-wide independent security maturity review (by ICG) in
February/March 2020 to better understand the current state of cyber security in
council and propose options for the future. Given the continued growth of cyber
threats, it is important that council has a maturity level that is consistent
with the level of risk that the organisation is ready to accept.
Records
compliance training
82. An
online training module covering the Privacy Act, Public Records Act and LGOIMAs
has been compiled and rolled-out to all staff and contractors through the
online learning platform. To date, this has had a 78% uptake across the
organisation and will be rolled-out to all new staff and contractors as part of
the induction process.
Finance Update
Finance
Systems
83. The
next steps for the Finance team following the go-live of our strategic finance
system (SAP) are to work with the business to enhance understanding and use of
the new transactional and reporting arrangements. It is expected to take
several weeks to bed-in new reporting and dashboard opportunities.
84. To
meet our planning requirements for the long-term plan we are rebuilding our
existing IBIS corporate planning model to reflect the new SAP system and
general ledger. This rebuild is expected by early-August, followed by
development of a web interface and training to enable the business to interact
with their operational and project budget information for the draft long-term
plan.
Annual
Plan and Rates Setting
85. Work
is ongoing to finalise the annual plan for adoption on 30 July, to complete the
printed document and prepare rates assessments to be issued immediately
following the adoption of the rates resolution on 30 July.
Annual
Report
86. Work
is underway on the 2019/20 annual report. Audit New Zealand has completed
their interim audit and will be returning for their final audit of the draft
annual report from mid-August. Adoption of the audited report is planned
for late-October.
Community services update
Baycourt
87. Baycourt
resumed normal operations at COVID-19 Alert Level 1, with the first public
performances since lockdown taking place in June. Since re-opening,
Baycourt has hosted sold-out performances of family show “The Cat in the
Hat”, as well as a busy season of the Tauranga Performing Arts
Competitions, which were held during the school holidays. The performance
programme also included a concert by The Kugels, hosted by Tauranga
Musica. Performances have been well attended since re-opening, with the
current level of advance ticket sales indicating that many of the community are
happy to be able to attend gatherings and events post-lockdown.
88. Future
bookings for Baycourt in 2020 and 2021 remain strong, despite uncertainty in
the market as a result of COVID-19. As much of Baycourt’s programme
is drawn from local and domestic promoters and hirers, the venue has not been
impacted as much as other venues in NZ which rely on international touring
product for revenue. The majority of Baycourt’s programming from Q4
in FY19/20 has been postponed, rather than cancelled outright, which means that
Tauranga audiences will continue to have access to a range of high-quality arts
experiences through the second half of 2020. This includes the Baycourt-presented
season of Auckland Theatre Company’s “Winding Up”, which had
been scheduled for three performances prior to lockdown. The season has been
rescheduled to September, demonstrating that promoters are still determined to
bring their work to Tauranga audiences, now that restrictions on public
gatherings have been lifted.
89. Baycourt
launched the Tauranga Teen Techs training programme, a professional development
programme to support young and emerging theatre technicians. Students from
schools across Tauranga will work with the Baycourt technical teams to learn a
variety of skills involved in theatre production, including lighting, sound,
stage management and general mechanist work. The programme is a response to a
growing level of demand for Baycourt’s technical services, and a desire
to develop the skills of local young people who have demonstrated an interest
in technical and production work. The programme is being delivered with the
support of ETNZ (Entertainment Technology NZ), the professional body for theatre
technicians in NZ, and will include opportunities for young people to achieve
formal NZQA qualifications in technical disciplines.
City
Events
90. The
Event Funding Panel met for the first time (under the new Council) on 10 June
2020 to consider the sole Legacy Event Fund application – the annual
Tauranga Multicultural Festival. A $12,000 + GST per annum grant was approved
for a three-year term. The 10 June meeting was originally scheduled for 23
March 2020, but was postponed due to the emerging COVID-19 pandemic.
91. Four
events were supported through the TCC and TECT joint Kaupapa Maori Legacy Event
Fund (KMLEF) in 2019/20, for Waitangi Day and Matariki celebrations. Council
has committed to a three-year trial of the KMLEF, granting $20k in year one (FY
2019/20), and $25k and $30k in the two subsequent years. TECT also contributed
in year one and although they have yet to formally sign-on for years two and
three, it is hoped that they will continue financial support, matching council
dollar-for-dollar.
92. The
Event Funding Framework (EFF) has been on-hold since COVID-19 Alert Level 4,
whilst Council considers the wide-ranging disruptions caused by the pandemic.
As part of the draft Annual Plan review, a $200K decrease to the EFF in 2020/21
was recommended. Staff are currently working through some minor and temporary
modifications to the EFF to ensure that the funds are set-up to assist the
events industry as much as possible as it begins its COVID-19 recovery. Staff
are intending to reopen the EFF on 31 July 2020, once the Annual Plan is
formally adopted.
93. With
the ICC Women’s Cricket World Cup 2021 now only eight months away, the
City Events team is meeting monthly with the ICC’s organising committee
and key stakeholders, including Bay Oval Trust, BOP Cricket, Sport BOP and BOP
Regional Council, to prepare for the six matches that Tauranga will host in
February and March 2021. In addition to support from TCC’s own Major
Event Fund, staff have also been successful in securing $50K from TECT’s
Community Events Fund. This grant will enable the tournament to have greater
community impact and will allow us to elevate our growing profile as a premier
events destination.
94. The
Government has recently announced the establishment of a $10 million fund to support
the events sector through the COVID-19 pandemic. The contestable fund, which
closed on 17 July, is designed to inject immediate cash-flow to the sector, the
broader supply chain, and regional economies. A total of 10 regional panels
have been created to assess event applications and make recommendations to the
Ministry of Business, Innovation and Employment, which will make the final
funding decisions. Tauranga and the Bay of Plenty sit within the “Pacific
Coast Highway Panel”, along with Coromandel, Hawkes Bay and Eastland. The
Acting Manager: City Events and Event Development Manager are representing
Tauranga on the panel.
Community
Development
95. Community
stakeholder workshops will follow the launch of Vital Updates on 23 July 2020.
Hard copies of the full suite of 19 reports will be available to the public and
accessible from the council website.
96. The
Community Development team is supporting the BOPDHB with a Tauranga-specific
community mental health event, Fluro Fest, to kick off Mental Health Awareness
Week at Memorial Park on September 20.
97. The
Tauranga Youth Development Team will undertake an investigative research
project that will inform further development of youth-specific employment
programmes and initiatives in the region – a focus of the Youth Advisory
Group.
98. The
Welcoming Communities programme is supporting “This is Us – He Waka
Eke Noa”, a collaboration with Rotary Sunshine and The Incubator to
celebrate and recognise Tauranga’s diverse communities.
99. Rotary
Centennial Trust for the Kopurererua Valley received a grant of $141,800 from
TECT to support a council Spaces & Places project for the Puketoromiro Pa
site floating boardwalk, including interpretation signage. A significant site
for Ngai Tamarawaho, the floating boardwalk ensures accessibility while
protecting and preserving the site for the future.
100. A
review of the Community Development Match Fund is currently underway and will
aim to engage key stakeholders to identify and analyse challenges and
opportunities, and make recommendations to Council for improvement of the Match
Fund in time for a Medium Grants round before the end of 2020.
101. A
series of workshops is planned with all tenant representatives to progress a
review of Council’s Historic Village Strategy. The review will include
engagement with mana whenua, other key stakeholders, local residents and
businesses and the wider community.
102. Tauranga
Heritage Collection’s digitalisation programme celebrates the past 50
years, reflecting on substantial support from donors, volunteers and the
Tauranga community. Over 5,420 objects are currently available to view online.
Highlights include digital access to photographs of Mauao and a selection of
taonga from Tauranga titled “Te Whakaata i te Matapihi – a journey
down memory lane”, with photographs by Robert Rendall.
Council
Controlled Organisations (CCOs)
103. An
independent strategic review of Bay Venues Limited (BVL) is underway and will
be completed in time to inform the 2021-2031 Long Term Plan.
104. The
appointment panel has concluded interviews for the Tourism Bay of Plenty
trustee vacancy and following reference checks, a recommendation will come to
Council on 25 August 2020, along with the CCO final Statements of Intent.
Emergency
Management
105. The Voice Over Siren Network project
Registration of Interest evaluation has been reviewed to consider the
implications of ongoing border restrictions on supply chains and foreign
national technical experts. Initial public awareness and education planning to
support the project will align with upcoming national earthquake and tsunami
awareness campaigns of ShakeOut (October 2020), Emergency Mobile Alerting test
and world tsunami awareness day (November 2020), and tsunami hikoi week (March
2021).
106. Tsunami exposure models have been updated for
the Mount Maunganui – Te Tumu coastline using LiDAR data to confirm
actual landform change, compared to the assumed changes of anticipated
development actions from 2014. The resulting inundation model will now be
utilised alongside recent census data to identify whether updates are required
to current evacuation maps, routes, enhancements (bridges and VES) and
education campaigns.
107. Council,
alongside Western Bay of Plenty District Council, closed the Emergency
Operation Centre (EOC) in late-May 2020, but has continued to support partner
agencies and stakeholders in the delivery of ongoing “Caring 4
Communities” outcomes, including the recent Manaaki Manuhiri project
(which supports foreign nationals) through the New Zealand Red Cross and
Department of Internal Affairs. A debrief survey has been completed, with
initial insights collated. A formal debrief has also been conducted, with
collective results from across the Bay of Plenty CDEM Group to be taken to the
national debrief later this quarter.
108. Council has resumed responsibility for delivery
of community resilience, community welfare coordination, local recovery
coordination and organisational readiness, as part of the transition to the
roles and responsibilities outlined in the Bay of Plenty CDEM Group partnership
agreement. As part of the transition, delivery partnerships are being sought
with New Zealand Red Cross and Neighbourhood Support, to strengthen community
resilience outcomes.
Libraries
109. Tauranga Libraries will receive funding through the
Department of Internal Affairs Libraries Partnership programme, to assist
COVID-19 recovery by contributing to some library operational costs for the
next two years – exact details to be confirmed.
110. Library public programmes resumed safely, with high
demand for holiday programmes, community services such as JPs, and digital and
employment skills training. As part of Matariki Tauranga Moana, library staff
engaged the community with in-library activities and with a range of virtual
events.
111. A new position of Mātanga Hōtaka Hapori
Māori will contribute to the focus on programmes that engage with the
Māori community, and promote understanding of Māori culture and te
reo Māori.
112. A collection of foreign language fiction for adults is
now proving useful and popular with our migrant community.
Spaces
& Places
113. A substantial repair of the timber sea wall at
Scantlebury Street, to protect a popular walking track and city harbour access
route, is progressing well and due for completion in late-July 2020.
114. Upgrades to Holcombrooke Playground and the Scout Reserve
play area, including new concrete footpaths, an accessible picnic table and
garden upgrades, have been completed. A variety of Waikareao boardwalk and
bridge works are also now complete.
115. Gardens renewals are underway for the winter, as are
annual winter planting installations. Ngakumama Reserve and street garden
overgrowth and dead plants have been cleared and mulched, and replantings
undertaken.
116. A karakia was held early on Tuesday 30 June 2020 to bless
the naming of and an interpretation panel for the recently-completed Te Pō
Roa Reserve. A new interpretation panel has also been installed at Horoipia
Reserve.
117. Club storage facilities have been added onto the Mount
Sports Club for all regular community users of Blake Park. Mount Sports, JMC
Rugby, Mount Junior Cricket Club and Mount Senior Cricket have all been offered
spaces and three of the organisations have signed up and are moving their
equipment in.
Urban
Spaces
118. The
Wharf Street upgrade is well underway and is progressing as planned.
Underground works are nearly complete and the project is still on-track for
early-summer completion.
119. Detailed
design work continues on the Elizabeth Street upgrade, alongside preparation
for renewing underground services ahead of the streetscape works.
120. The
Kulim Park trial is underway with temporary bollards now installed to restrict
vehicles from accessing the grassed areas. A camera has been installed to
monitor activity to inform final design, with construction of the park upgrade
to occur early next year. The developed design will be reported to a PSOC
meeting later this year.
121. The
‘Innovating Streets at the Mount’ project, supported financially by
Waka Kotahi – New Zealand Transport Agency, has been confirmed and
comprehensive community engagement and co-design will commence in August.
Numerous opportunities will exist for the community to contribute to the design
of the eventual trial that will be rolled out in 2021.
122. A
karakia was held early on Friday 10 July 2020 to bless the pou signage that was
installed at Te Mana o Ngā Manu Porotakataka. The team is currently
planning for the reinstatement of the Mountie statue, the exact location in the
park to be confirmed in close collaboration with Mount Mainstreet.
Attachments
1. New
Bus Shelters - A11650413 ⇩ 
9.2 Annual
Report on Council's Use of Toxic Agrichemicals for Vegetation Management Policy
File
Number: A11624970
Author: Nick
Lynch-Watson, Principal Reserves Planner
Authoriser: Gareth
Wallis, General Manager: Community Services
Purpose of the Report
1. To provide an update on
Council’s agrichemical use and approve an amendment to the approved
agrichemical list.
|
Recommendations
That the Projects, Services and Operations Committee:
(a) Receives this Report –
Annual Report on Council’s Use of Toxic Agrichemicals for Vegetation Management
Policy.
(b) Approves the amendment to
Schedule 1 of this Policy to enable the agrichemical Escort
(metsulfuron-methyl) to be available for use on a wider variety of specified
weed species.
(c) Approves the urgent review
and upgrade of Council’s agrichemical reporting system and investigate
options for a review of the policy in 2021/22.
|
Executive Summary
2. This report has been
prepared to update Council as to the progress being made in meeting the
objectives of the Use of Toxic Agrichemicals for Vegetation Management Policy
(the policy), as well as amend the approved agrichemical list.
3. Council continues to work
toward the policy objectives of protecting public health while also protecting
the wider environment and effectively managing vegetation. Council staff have
maintained the relationship with the Toxic Agrichemical Awareness Forum (TAAF)
in working together to promote public health and the health of our environment.
4. We are seeking approval
to extend the scope of use of the agrichemical metsulfuron-methyl (Escort).
Escort is currently approved for use in the Policy, however there are specific
restrictions on the species it can be used on and a timeframe due to expire.
Following positive feedback and results from the use of Escort, it is sought to
extend the scope of its use and remove the time restriction. This amendment
will ensure we are using the right agrichemicals to control weed species and
are therefore able to achieve the policy objectives by using less chemicals to
achieve greater public safety and environmental restoration outcomes. TAAF
support this amendment.
5. Due to significant errors
in the agrichemical use logging and reporting system, this system needs to be
urgently reviewed and updated. In addition to this, several Council staff,
contractors and TAAF have requested a full review of the Policy be undertaken.
We have agreed to investigate a potential review as part of the 2021 policy
review programme.
Background
6. The Policy requires staff
to report annually on the use of agrichemicals on Council-maintained land. This
report highlights some of the steps taken by Council to meet the Policy, issues
currently faced in our ability to do so, and next steps/recommendations.
7. The recommendations in
this report align with Council’s strategic direction and reporting
requirements under the Toxic Agrichemicals for Vegetation Management Strategy.
Council’s Agrichemical use
8. Tauranga City Council use
agrichemicals to manage and enhance vegetation and deliver key projects on
Council owned and maintained land. The use of agrichemicals enables Council to
deliver fit-for-purpose assets that benefit those that live within and visit
Tauranga City. Council have continued to adopt the prudent avoidance approach
under this Policy, only using agrichemicals where necessary to achieve
appropriate vegetation management and where it is safe to do so.
9. All agrichemical use on
Council-maintained land must be logged on our website, including a series of
specific data for every use. This information is then pulled into a report and
used to track Council’s agrichemical use. In 2019, the server that pulled
this data was changed resulting in inaccurate data representation. There were
also a number of incorrectly logged uses, both of which have led to the data
held for 2019 being unreliable for reporting purposes.
10. In response to these issues and the
research undertaken by TAAF, staff recommend the logging system, criteria and
reporting system are urgently updated to ensure we can capture and report data
as accurately as possible.
11. TAAF have submitted an annual report
which is attached to this report. Council staff have continued to work with
TAAF throughout the past year in relation to Council’s use of
agrichemicals and opportunities to review and improve current practice.
12. TAAF have included a number of
recommendations in their report as detailed below. Staff are generally in
support of these items, which align with the recommendations in this report:
· TCC
staff make adjustments to the database that captures spray-events, in order to
reduce the potential for data errors.
· Amend
the conditions of use for metsulfuron in Schedule 1.
· Signage/app
discussions be prioritised, to enable reserve users to access dynamic
information on when reserves were last sprayed and reference information on
which reserves are glyphosate-free.
· TCC
submit a research voucher request to Toi Ohomai Institute of Technology to
undertake territorial authority discovery project.
· The Vegetation
Management Policy be reviewed in 2021.
initiatives and opportunities
13. Since July 2019, blanket spraying of
agrichemicals no longer occurs in any ecological or established TCC
revegetation sites across the city. In revegetation areas, weeds are controlled
across the city only to the extent they compete with the establishment of
natives or if they are plant pests which the Regional Council require us to
control, such as Wooly Nightshade.
14. Council has continued to support the
successful Coastal Discovery programme on the Mount and Papamoa dunes with
Coastcare, students and Corrections teams. Weeds are hand pulled and stockpiled
in the dunes to dry out and then sent to Greenwaste to compost. Machinery is
used to remove large volumes of Indian doab weed from the dunes. Coastcare is
conducting trials in conjunction with Toi Ohomai, TAAF and The Dunes
Restoration Trust to find a more cost-effective method to control this invasive
species.
15. Toi Ohomai is undertaking a citizen
science research project in collaboration with TAAF and several local schools
with endorsement from the Royal Society and TCC staff. Field work will take
place in the latter half of 2020 exploring the efficacy of acetic acid for weed
control.
16. Council and Toi Ohomai are currently
working together through TAAF to initiate a study into the agrichemical policy
and procedures of other Councils’ in New Zealand. Council will host a
student to undertake this research, which will be funded by Toi Ohomai. It is
anticipated that this project will provide valuable information on initiatives
and best practice across the country to advise Council decisions going forward.
17. The pre-emergent weed control
agrichemical Oxadiazon was trialled on two turf renewal projects on Blake Park
and Oceandowns Reserve in 2019/20. NZ Turf Management Solutions undertook
significant testing and reporting on the use, effectiveness and residuals
within the soil. Testing was done before, during and after the works, in
collaboration with TAAF and Council contractors.
18. The report findings concluded that
the residual concentrations of Oxadiazon were lower than expected and do not
pose a health risk to park users. While the trial did see some success in
supressing the development of weed species, further investigation is needed
into the safe and efficient establishment of sports turfs in the City.
19. In the past year, TAAF have reviewed
Council’s historical agrichemical use and the current content of the
policy. There are a number of areas that have been identified as opportunities
to update the policy and do a comprehensive review of the approved agrichemical
list to ensure it is still fit for purpose. Council staff and contractors have
also identified policy review opportunities to be pursued. In recognition of this,
we proposed the Policy be considered for review in 2021 as part of the Policy
team review schedule.
Amendment to the approved agrichemical list
20. The Council has developed a
comprehensive and growing program of works to enhance natural biodiversity
values within the City. This includes the maintenance and management of
revegetation sites, restoration of special ecological areas and pest plant control.
21. Council’s ecological
contractor, Wildlands has identified the agrichemical Escort (metsulfuron
methyl) as a key component of the effective management of vegetation across the
city. Escort is currently approved for use in the Policy however, it is limited
to use on wild ginger and gorse in any location and agapanthus within coastal
dunes. It is also approved for use on bushy asparagus within coastal dunes
until 1 September 2020.
22. Following positive feedback and
results from the use of Escort, approval to extend the scope of its use and
remove the time restriction is sought. Wildlands have undertaken a
comprehensive technical review of the use of metsulfuron-methyl for pest plant
control in parks and reserves maintained by Council. This report is attached.
The review has concluded that Escort is the best available agrichemical to
effectively and efficiently control a number of additional pest plant species
that are prevalent within reserves maintained by Council. Bushy asparagus is of
significant concern in coastal dunes given the difficulty to control its spread
and distribution.
23. This amendment broadens the scope of
weed species that are most efficient to target with Escort to ensure we are
using the right agrichemicals. Alternative agrichemicals such as glyphosate
typically require repeated applications at higher dosages and restrict
Council’s ability to achieve the policy objectives by using less
chemicals to achieve greater public safety and environmental restoration
outcomes. Manual weed control is also used where appropriate, however targeted
agrichemical use is the only way Council is able to effectively control the
spread of a number of invasive species.
24. The technical review has clarified
the toxicity that Escort can have to aquatic organisms and soil biota. For this
reason, in addition to the general policy restrictions, Wildlands have proposed
a restriction on using Escort over water or within 2m of watercourses and
retained wording to reinforce the need to use methods to minimise the quantity
of chemical used.
25. The proposed policy wording is in
Table 1 below with the current and proposed notes section for Escort shown.
|
Product name
|
Active ingredients
|
Notes (in accordance
with Section 5.3)
|
Proposed amendments to
Notes (in accordance with Section 5.3)
|
|
Escort*
|
Metsulfuron-methyl
|
For use on wild ginger and
gorse in any location, and on agapanthus in the coastal dunes.
For use on bushy asparagus
in the coastal dunes until 1 September 2020.
For all locations,
application will be by methods that minimise the quantity of chemical used
e.g. using direct, limited application methods like weed wiping, stump
swabbing and spot spraying where it is practicable.
|
For use on the pest
plant species specified below in any location provided (a) a 2-metre buffer
is applied if any water body1 is located within the vicinity of
control works, and (b) control works are not to be undertaken on or above
vegetation in any water body:
• Wild ginger
• Gorse
• Bushy asparagus
• Climbing asparagus
• Arum lily / green goddess
• Italian arum
• Montbretia
• Canna lily
• Crinum lily
• Elephant’s ear
• Ivy spp.
• Fruit salad plant
• Narrow leaved palm lily spp.
• Strawberry guava
• Taro
• Ti
• Tuber ladder fern
• Aloe vera
• Cherry spp.
• Periwinkle
For all locations,
application will be by methods that minimise the quantity of chemical used
(e.g. using direct, limited application methods like weed wiping, stump
swabbing and spot spraying where it is practicable).
|
1 A
water body means fresh water or geothermal water in a river, lake, stream,
pond, wetland, or aquifer, or any part thereof, that is not located within the
coastal marine area (RMA 1991, Part 1 Interpretation and application).
Table
1: Agrichemical policy wording for the permitted use of Escort with the current
and proposed notes section outlining the limitations on its use.
26. The broader use of Escort to control
the key pest plant species specified will improve the effectiveness and
efficiency of operations, reduce the overall volume and frequency of
agrichemicals used, and is considered to be of minimal risk if correctly applied
by qualified applicators. This will be of significant help in achieving the
goal of enhancing the natural biodiversity values within Tauranga and meeting
the objectives of our agrichemical policy. TAAF have reviewed this proposal and
are in support of the amendment and outcomes sought.
Consultation / Engagement
27. Under the Signficance and Engagement
Policy 2014, these recommendations are of medium significance as the decision
will be of interest to some people in the community.
28. Council have consulted with TAAF on
the proposed recommendations within the report. The recommendations reflect a
shared desire to improve our policy and procedures to further align with this
Policy.
29. Council’s ecological
contractor, Wildlands has been closely involved in the Schedule 1 amendment and
has prepared detailed expert analysis to support the proposal.
Click
here to view the TCC
Significance and Engagement Policy
Next Steps
30. Council staff and contractors will continue
to proactively seek to reduce the use of toxic agrichemicals on Council
maintined land and keep the community and Committee members informed of
progress.
31. Council staff will continue to work
with the Toxic Agrichemical Awareness Forum (TAAF) to meet the objectives of
the Policy and promote public health and the health of our environment.
32. Schedule 1 of the Policy will be
updated to reflect the changes above.
33. A review will be undertaken into the
agrichemical logging and reporting system to improve the function and reporting
of information.
34. Council will consider a policy
review as part of the 2021 policy programme.
Attachments
1. Wildlands -
Metsulfuron-methyl (Escort) Review TCC Final 15-7-20 - A11636355 ⇩
2. TAAF annual report July
2020 - A11636356 ⇩
3. Council Policy - Use of
Toxic Agrichemicals for Vegetation Management - A11636357 ⇩
