Agenda of Hutt Valley Services Committee

26 APRIL 2019

HUTT VALLEY SERVICES COMMITTEE

Agenda for meeting to be held in the Hutt City Council Chambers,

30 Laings Road, Lower Hutt on:

FRIDAY 3 MAY 2019 AT 9:30AM

MEMBERSHIP

Mayor Ray Wallace	Mayor Wayne Guppy
Deputy Mayor David Bassett	Cr Chris Carson
Cr Gwen McDonald (Deputy Chair)	Cr Paul Lambert
	Cr Dave Wheeler (Chair)
Cr Leigh Sutton (Alternate)	Cr Hellen Swales (Alternate)

HUTT VALLEY SERVICES COMMITTEE

Agenda for the Public Meeting to be held on Friday, 3 May 2019 at 9.30am

PUBLIC BUSINESS PAGES

1. APOLOGIES

2. PUBLIC FORUM

Generally up to 30 minutes is set aside for public comment (three minutes per speaker on items appearing on the agenda). Speakers may be asked questions on the matters they arise.

3. CONFLICT OF INTEREST DECLARATIONS

4. MINUTES

Minutes of the meeting of the Hutt Valley Services Committee held on 1 March 2019. 3

5. ACTIONS/UPDATES

6. INFORMATION PAPER: OPTIONS FOR EXHIBITION SPACES

Report by the Principal Advisor, Democratic Services, Upper Hutt City Council. 13

7. PROJECT PENCARROW PROGRESS REPORT: 28 JANUARY 2019 – 8 APRIL 2019

Report by the Environmental Engineer, Hutt City Council. 19

8. SILVERSTREAM LANDFILL UPDATE

Report by the Landfill Consultant, Tonkin and Taylor. 22

9. AKATARAWA CEMETERY UPDATE

Report by the Parks and Reserves Manager, Upper Hutt City Council. 29

10. HUTT VALLEY TRUNK WASTEWATER SERVICES FINANCIAL STATEMENTS FOR THE PERIOD ENDED 31 MARCH 2019

Report by the Financial Accounting Manager, Hutt City Council. 30

11. DOG CONTROL UPDATE

Report by the Compliance Services Manager, Upper Hutt City Council. 34

12. DOG CONTROL UPDATE

Report by the Divisional Manager, Regulatory Services and Emergency 35

Management, Hutt City Council.

13. HEALTH OFFICE ACTIVITIES UPDATE

Report by the Team Leader, Environmental Health, Hutt City Council. 37

14. JOINT SERVICES OPPORTUNITIES

UPPER HUTT CITY COUNCIL

HUTT VALLEY SERVICES COMMITTEE

Report of a meeting held in the Upper Hutt City Council Chambers,

Level 2, Civic Administration Building, 838-842 Fergusson Drive, Upper Hutt on Friday 1 March 2019 commencing at 9.30am

PRESENT: Cr D Wheeler, UHCC (Chair)

Cr G McDonald, HCC (Deputy Chair)

Deputy Mayor D Bassett, HCC (from 9.34am) Cr C Carson, UHCC

Cr L Sutton, HCC

Cr P Lambert, UHCC Cr H Swales, UHCC

APOLOGIES: Deputy Mayor Bassett (from 9.34am) Mayor W N Guppy, UHCC

Mayor W R Wallace, HCC

IN ATTENDANCE: Mr P Kelly, Chief Executive, UHCC

Mr B Hodgins, Strategic Advisor, City and Community Services, HCC Mr B Sherlock, Contracts Manager, Solid Waste, HCC (part meeting) Mr B Latimer, Parks and Reserves Manager, UHCC (part meeting) Mr D Bentley, Team Leader, Environmental Health, HCC

Ms J McKelvey, Administration Support Officer, UHCC Ms D Male, Committee Advisor, HCC

Mrs H Clegg, Minute Taker, UHCC

REPORT TO COUNCIL

PUBLIC BUSINESS

1. APOLOGIES

RESOLVED: HVSC190101

That the apologies received from Deputy Mayor Bassett (for lateness), and from Mayor Guppy and Mayor Wallace be accepted and leave of absence be granted.

Moved Cr Wheeler/Cr Swales CARRIED

2.	PUBLIC FORUM
	There was no public forum.

3. CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interest declarations

MINUTES

With regard to item 13: Dog Control Update, Cr Wheeler requested an update on the neutering programme and the Doggone Pilot Project. The Team Leader, Environmental Health HCC agreed to arrange for the appropriate officer to report back on these issues.

Deputy Mayor Bassett entered the meeting at 9.34am.

With regard to item 8: Silverstream Landfill Update, Cr Wheeler requested an update on the proposed workshop concerning possible changes to the landfill levy. The Contracts Manager, Solid Waste agreed to report back with suitable dates.

Cr Swales requested that in future, action points that arose from minutes be included in reports for the following meeting’s agenda.

RESOLVED:

That the minutes of the Hutt Valley Services Committee meeting held on 23 November 2019 be confirmed as a true and correct record.

Moved Cr Wheeler/Cr Swales

HVSC190102

CARRIED

PROGRESS REPORT: PROPOSED APPEARANCE BYLAW

Report by the Principal Policy Advisor, Hutt City Council.

In response to questions from members, the Team Leader, Environmental Health, Hutt City Council confirmed a draft Bylaw would be presented to Upper Hutt City Council. He agreed to ensure the appropriate officer reported back to this committee on the composition of the joint hearings subcommittee.

Cr Lambert requested clarity in the title of the Bylaw and suggested a preamble introduction to explain the nature of the Bylaw. He expressed concern that members of the public would be unaware of the nature of this Bylaw. The Team Leader, Environmental Health, Hutt City Council advised the title would probably be changed to ‘Appearance Industries Bylaw’, and that it covered all industries where piercing occurred, and where beauty processes could lead to infection.

In response to a query as to whether the proposed timeframe was realistic and achievable, the Team Leader, Environmental Health, Hutt City Council confirmed this was the case, providing resources were available to progress the bylaw.

in response to a question from a member, the Team Leader, Environmental Health, Hutt City Council advised that this was a multi-cultural issue and the appropriate consultation had occurred.

RESOLVED:

THAT the Committee recommends that Hutt City Council and Upper Hutt City Council agree to the amended timeframe for the development of the proposed Appearance Bylaw as follows:

(i) 1 March 2019 Hutt Valley Services Committee (HVSC) receives the new timeframe.

(ii) 18 March to 31 May 2019 Pre-consultation undertaken.

(iii) 30 August 2019 Results of pre-consultation presented to the Hutt Valley Services Committee.

(iv) 8 October – 8 November 2019 Special consultative procedure concerning the proposed bylaw.

(v) 19 October 2019 Local body elections.

(vi) Late 2019/early 2020 establish a (joint) hearings subcommittee.

(vii) Early 2020 hear submissions to proposed bylaw and resulting recommendations considered by a hearings subcommittee.

Moved Deputy Mayor Bassett/Cr Swales

HVSC190103

CARRIED

PROJECT PENCARROW PROGRESS REPORT: 9 NOVEMBER 2018 – 28 JANUARY 2019

Report by the Environmental Engineer, Hutt City Council.

The Strategic Advisor, City and Community Services, Hutt City Council advised a preferred tenderer had been selected for the DBO Contract, Veolia, with a contract expected to be finalised in four to six weeks’ time.

The Strategic Advisor, City and Community Services, Hutt City Council advised the resource consent application was on hold, pending the outcome of the proposed Natural Resources Plan, expected by the end of July 2019.

In response to a question from a member, the Contracts Manager, Solid Waste, Hutt City Council advised that the Limited Notification Process would take a few weeks, and that he understood the existing consent would end within the next two months. He added that as an application by

Wellington Water Ltd (WWL) to Greater Wellington Regional Council for a renewal had already been lodged, the terms of the existing consent would roll over until the new consent became operative.

In response to a question from a member, the Contracts Manager, Solid Waste, Hutt City Council explained the Whaitua Implementation Process in Porirua had taken several years to complete, and that the Wellington Harbour/Hutt Valley Whaitua process had just commenced. He agreed any recommendations would need to be taken into account.

Deputy Mayor Bassett, Hutt City Council advised that for water quality, central government had already announced a regulator would be appointed, and that water standards would be revisited. He commended officers for the work completed to date on this project.

RESOLVED:

That the Committee notes the progress on Project Pencarrow as outlined in the report.

Moved Cr Wheeler/Cr Sutton

HVSC190104

CARRIED

7.	SILVERSTREAM LANDFILL UPDATE
	Report by the Landfill Consultant, Tonkin and Taylor.
	The Contracts Manager, Solid Waste, Hutt City Council explained paragraph 3 was incorrect; noting the contract with Waste Management Ltd had been rolled over, as per the contract requirements. With regard to paragraph 14, he advised the date should read end of March 2019. In response to questions from Cr Wheeler, the Contracts Manager, Solid Waste explained that the Gas Power Plant on the landfill site operated 98.4% of the time, and that the few times the Plant was not in operation was due to scheduled maintenance or a power outage. He said such times were usually very short and that odour was emitted during these times, with complaints regularly received. He further explained that even though the cost of a flare had reduced from $2M to approximately $500,000, it was a big cost to manage odour for 1.6% of the time. He was awaiting the results of extensive expert investigation and would report back once this had been received. In response to a question from Cr Swales, he explained that having a flare in operation may help improve plant efficiency, but that the expected report would provide further details. In response to a further question from Cr Wheeler, the Contracts Manager, Solid Waste, Hutt City Council confirmed residents were advised when a scheduled Plant maintenance event was due to occur. In response to a question from Cr Carson, the Contracts Manager, Solid Waste, Hutt City Council confirmed a flare would not impact on the environment any more than the current Plant engines. He added the Plant operated on two engines, with a third engine used for backup. Cr Lambert requested clarification of the disposal of asbestos. The Contracts Manager, Solid Waste, Hutt City Council explained hazardous waste had to be pre-arranged prior to disposal and had strict guidelines for handling. He added that the asbestos was housed in a separate, dedicated area of the Landfill and that the process was regularly audited.
	RESOLVED: That the Committee notes the progress on Silverstream Landfill. Moved Cr Wheeler/Deputy Mayor Bassett	HVSC190105 CARRIED

AKATARAWA CEMETERY UPDATE

Report by the Parks and Reserves Manager, Upper Hutt City Council.

In response to a question from a member, the Parks and Reserves Manager, Upper Hutt City Council advised that additional public toilets were not required, and that the potential cost for additional facilities could be $120,000.

RESOLVED:

THAT the Committee notes the Akatarawa Cemetery update.

Moved Cr Wheeler/Cr Carson

HVSC190106

CARRIED

9.	HUTT VALLEY TRUNK WASTEWATER SERVICES FINANCIAL STATEMENTS FOR THE PERIOD ENDED 31 DECEMBER 2018
	Report by the Financial Accounting Manager, Hutt City Council.
	The Strategic Advisor, City and Community Services, Hutt City Council advised the deficit forecasted could be attributed to depreciation, and that with the two main capital works projects running behind schedule, some of the capital budget would be required to be carried over into the next financial year. In response to a query from a member, the Strategic Advisor, City and Community Services, Hutt City Council advised the Seaview Treatment Plant seismic upgrade was running about three months behind schedule, and that the Gibbons Street Trunk upgrade had more than doubled in cost due to realignment issues. In response to a question from a member, the Strategic Advisor, City and Community Services, Hutt City Council advised the cost overrun could be managed within existing budgets.
	RESOLVED: THAT the Committee: (i) notes the financial statements for the Hutt Valley Trunk Wastewater Services for the six month period ended 31 December 2018 attached as Appendix 1 to the report; (ii) notes a year-to-date net operating deficit of $5.9 million which is slightly higher compared to budget; (iii) notes a forecast year-end net operating deficit of $11.7 million which is $0.1 million unfavourable to budget; (iv) notes the current share of operational funding from Upper Hutt City Council of 36% and Hutt City Council of 64%; (v) notes a capital spend year-to date of $0.8 million which is $2.1 million behind budget; (vi) notes a full year capital spend forecast of $5.7 million which is $1.2 million below budget; and (vii) notes the current share of capital funding from Upper Hutt City Council of 30% and Hutt City Council of 70 %. Moved Cr Wheeler/Cr McDonald	HVSC190107 CARRIED

10.	DOG CONTROL UPDATE
	Report by the Manager Compliance Services, Upper Hutt City Council.
	The Team Leader, Environmental Health, Hutt City Council agreed to ensure the appropriate officer responded to the enquiry about the normal level of microchipping in Upper Hutt and an update on the Doggone Pilot Project in Stokes Valley, if the project would be rolled out to further areas to include Upper Hutt. In response to a question from a member, the Chief Executive, Upper Hutt City Council explained the first Dog Control Update report on the order papers included only Upper Hutt data, whilst the second report was a combination of both Upper Hutt and Lower Hutt data.
	RESOLVED: That the Committee notes and receives the Dog Control update. Moved Cr Wheeler/Deputy Mayor Bassett	HVSC190108 CARRIED

11.

DOG CONTROL UPDATE

Report by the Divisional Manager, Regulatory Services and Emergency Management, Hutt City Council.

RESOLVED:

That the Committee notes and receives the Dog Control update.

Moved Cr Wheeler/Deputy Mayor Bassett)

HVSC190109

CARRIED

12.

HEALTH OFFICE ACTIVITIES UPDATE

Report by the Team Leader, Environmental Health, Hutt City Council.

The Team Leader Environmental Health, Hutt City Council provided an update to the recent ‘drift’ motorsport event held at Te Marua Speedway. He explained officers had attempted to conduct a noise survey, but that it was compromised by the noise that emanated from State Highway 2. He advised there had been no noise complaints received from the event, which was largely attributed to improved communications from the organisers to local residents. He further advised the ‘drift’ event had occurred over two days, including during the day, whereas the normal stock car events were held on a single evening. He explained that Stock Car events would take place on a dirt track, whilst ‘drift’ events were held on a concreted figure “8” track at the same venue.

The Team Leader Environmental Health, Hutt City Council highlighted that the recent rainfall had reduced the toxic algae present in the Hutt River (Te Awakairangi), to remove the high risk warnings for most of the river, however caution was still advised for dog owners.

In response to a question from a member, the Team Leader Environmental Health, Hutt City Council advised the areas of the river with the highest risk of toxic algae were Silverstream Bridge and Taita Rock, which were both areas of low water level with heavily rocked river beds.

In response to Cr Swales’ query from a member, the Team Leader Environmental Health explained that any item that contributed to excessive noise could be confiscated and could include personal phones.

In response to further questions from members, the Team Leader Environmental Health, Hutt City Council advised the noise control service operated 24 hours a day, seven days a week. He said that once served, a noise abatement notice lasted for 72 hours, and that if officers were called again within the 72 hour period, and further non-compliance was measured, police would then be called to assist with seizure of the equipment. He explained there were instances where officers felt unsafe or were threatened, and that there were risk assessments and strict health and safety measures in place. He added that Hutt City Council were currently investigating dual staff attendance on noise related compliance inspections, which would increase service costs considerably, and may not be required as it was believed that having one officer attend an incident fell within the current Health and Safety requirements. He noted that Wellington City Council was the only local authority in New Zealand that had implemented dual attendance on inspections.

In response to questions from members, the Team Leader Environmental Health, Hutt City Council advised that a number of food outlets in Lower Hutt had not yet registered, and that he would contact the Compliance Services Manager, Upper Hutt City Council to ascertain exact numbers in Upper Hutt.

In response to a question from a member, the Team Leader Environmental Health, Hutt City

Council confirmed that a noise survey could be undertaken during the event by prior arrangement.

RESOLVED:

THAT the Committee notes and receives the Health Office Activities update.

Moved Cr Wheeler/Cr Lambert

HVSC190110

CARRIED

13.

JOINT SERVICES OPPORTUNITIES

The Chair informed the members of an Upper Hutt City Council Waste Bylaw workshop scheduled for 6 March 2019, and it was suggested that it was an opportunity for the two local authorities to work together. Deputy Mayor Bassett agreed, adding there could be more opportunities to work together on Bylaws in the future. He commended the Chair for including the Joint Services Opportunites item on the agenda for each meeting.

There being no further business the Chair declared the meeting closed at 10.27am.

Cr D Wheeler

CHAIR

CHAIRPERSON AND MEMBERS

HUTT VALLEY SERVICES COMMITTEE MEETING (3 May 2019)

(From the Committee Advisor, Upper Hutt City Council)

9 April 2019

Actions/Updates

At the Hutt Valley Services Committee meeting held on 1 March 2019, implementation of an actions register was discussed. The below table outlines actions that have arisen from the previous meeting minutes:

Item/Date

Action

Responsible Officer

Update

Minutes from 23 November

2019

(01.03.19)

Item 13: Dog Control Update, - update requested on the neutering programme and the Doggone Pilot Project.

Divisional Manager, Regulatory Services and Emergency Management, Hutt City Council

Update on the Doggone Pilot Project is included within the Dog Control Update report on the agenda.

Minutes from 23 November

2019

(01.03.19)

Item 8: Silverstream Landfill Update - update requested on the proposed workshop concerning possible changes to the landfill levy.

The Contracts Manager, Solid Waste, Hutt City Council

Officers have been advised that the workshop was no longer required.

Progress Report: Proposed Appearances Bylaw (01.03.19)

To report back on the composition of the joint hearings subcommittee.

Policy Advisor, Hutt City Council

The matter is progressing in accordance with the time frame established by the Committee at the last meeting. The next report is due at next meeting on 30 August 2019.

Progress Report: Proposed Appearances Bylaw (01.03.19)

Timeframe for the development of the proposed Appearance Bylaw as follows:

(i) 1 March 2019 Hutt Valley Services Committee (HVSC) receives the new timeframe.

(ii) 18 March to 31 May 2019 Pre-consultation undertaken.

(iii) 30 August 2019 Results of pre- consultation presented to the Hutt Valley Services

Policy Advisor, Hutt City Council

The matter is progressing in accordance with the time frame established by the Committee at the last meeting.

Item/Date

Action

Responsible Officer

Update

Committee.

(iv) 8 October – 8 November 2019 Special consultative procedure concerning the proposed bylaw.

(v) 19 October 2019 Local body elections.

(vi) Late 2019/early 2020 establish a (joint) hearings subcommittee.

(vii) Early 2020 hear submissions to proposed bylaw and resulting recommendations considered by a hearings subcommittee.

Silverstream Landfill Update

To report the results of the extensive expert investigation into a flare for use when Gas Power Plant was not in operation at the landfill site.

The Contracts Manager, Solid Waste, Hutt City Council

Pending receipt of the expert report.

Dog Control Update: Upper Hutt City Council

To respond to the enquiry about the normal level of microchipping in Upper Hutt and an update on the Doggone Pilot Project in Stokes Valley, if the project would be rolled out to further areas to include Upper Hutt.

Divisional Manager, Regulatory Services and Emergency Management, Hutt City Council

An update on the Doggone Pilot Project is included within the Dog Control Update report on the agenda.

Health Office Activities Update (01.03.19)

The Team Leader Environmental Health, Hutt City Council advised that a number of food outlets in Lower Hutt had not yet registered, and that he would contact the Compliance Services Manager, Upper Hutt City Council to ascertain exact numbers in Upper Hutt.

Team Leader Environmental Health, Hutt City Council and Compliance Services Manager, Upper Hutt City Council

One food operator is yet to register in Upper Hutt and this is being followed up by the Upper Hutt Health Office.

Health Office Activities Update (01.03.19)

The Team Leader Environmental Health, Hutt City Council confirmed that a noise survey could be undertaken during the event by prior arrangement.

Team Leader Environmental Health, Hutt City Council

A noise survey was undertaken of the Te Marua Speedway Drift event, however high background noise from traffic on SH2 meant that no valid assessment could be made. Subjectively,

Item/Date

Action

Responsible Officer

Update

the noise levels

observed at the time (between traffic) indicated that the activity would comply with the District Plan Temporary Activities noise rules.

Interestingly, there were no noise complaints this year, possibly due to better communication by the event organiser.

Jacqui McKelvey

COMMITTEE ADVISOR - DEMOCRATIC SERVICES UPPER HUTT CITY COUNCIL

Options for Exhibition Spaces

Purpose of Report

1. To provide the Options for Exhibition Space report considered by Hutt City Council’s City Development Committee for information.

Recommendation

That the Committee notes the information.

Background

2. At the Hutt Valley Services Committee meeting held on 31 August 2018, the report ‘Promotion of Archives in the Hutt Valley’ was considered.

3. The Committee resolved to recommend the following:

“That the Committee:

(i) notes and receives the progress update; and

(ii) notes that a fuller report is due to be presented to a City Development Committee of Hutt City Council in November. This can be shared with Upper Hutt City Council through this Committee.”

4. The ‘Options for Exhibition Space’ report was considered by the City Development Committee at its meeting held on 5 March 2019 and is provided to this Committee for information.

Kate Glanville

Principal Advisor Democratic Services Attachment

Appendix 1 – Options for Exhibition Spaces report

Options for Exhibition Spaces

Appendix 1

05 March 2019

City Development Committee

07 February 2019

File: (19/141)

Report no: CDC2019/1/24

Options for Exhibition Spaces

Purpose of Report

1. The purpose of this report is to outline possibilities available for Archives to mount exhibitions, where appropriate in conjunction with Museums and Libraries, as requested by the Committee.

Recommendations

That the Committee:

(i) receives the report;

(ii) notes the options listed;

(iii) notes the model for future funding for exhibitions; and

(iv) notes the outline plan for archives exhibition themes.

For the reason that these are the best options available given limitations of staffing, funding and facilities until such time as a permanent Archives facility incorporating its own exhibition space is available.

Background

2. At the Council meeting held on 22 May 2018, on the recommendation of this Committee, officers were asked to:

(a) investigate opportunities for exhibition spaces and report back to the Committee in six months; and

(b) submit a draft exhibitions development plan for Council to consider, that will allow the archives to tell the story of the city.

This report was delayed to enable consultation with the new Divisional Manager, Libraries and Museums Director.

3. It was also resolved by Council that the Archives will remain in the current premises for the duration of the current lease (until 31 March 2023) and that officers will prepare the Archives to relocate to more appropriate premises at that time, due to the risk of fire and pressure on space inhibiting expansion

05 March 2019

of the collection and lack of suitable staff working areas separate from the public reading space. These new premises need to be safe from natural hazards such as sea level rise, and away from the tsunami zone and the earthquake fault line.

4. This report provides options for exhibitions to be mounted in the interim until a permanent exhibition space can be provided as an integral part of the new facilities for the Archives in 2023.

Discussion

5. Over the past seven years the Archives has been holding exhibitions, tours and series of talks as part of the Wellington Region Promotional Council Heritage Month in September. The success of these exhibitions led to the desire to expand the exhibition programme, to make the Council’s Archives more widely known as well as telling the story of the City and fostering its sense of identity, and aiding in the revitalisation of the CBD. Exhibitions held around the city over the last few years in association with the CBD Development Manager were:

(a) Hard on the Heels, Peter Bush capturing the All Blacks (pop-up shop in High Street)

(b) Milk Bar Cowboys, Icecream and the Modern Office (pop-up shop in High Street)

(d) Architectural and Social Upheaval (pop-up shop in High Street).

6. These exhibitions were accompanied by a series of talks given by lecturers from VUW, local historians, genealogists, Heritage NZ and others. Numbers attending the exhibitions were encouraging and feedback was very positive. The exhibitions were funded with contributions from various budget lines within Council as there was no dedicated funding allocated at the time.

7. The ability of the Archives to mount exhibitions is limited by staffing resources and available spaces in which to mount the exhibitions. The Archives facility itself has a wall display outlining the city history and the resources available in the Archives, but it is not possible to host exhibitions there.

8. Promotion of the archives is part of the role for the City Archivist, but it has become apparent from the time required to plan, research, prepare and mount the earlier exhibitions that continuing with exhibitions in this way is not sustainable. The size, scope and frequency of exhibitions are constrained by the other responsibilities of the City Archivist and archives staff. A significantly increased exhibition programme would require additional staffing resources in the Archives to plan, research, prepare, mount and host exhibitions, and demount them and appropriately dispose of the exhibition materials afterwards. This work requires skills in addition to those usually sought when recruiting archives staff, and contractors or other specialist staffing resources would be needed to enable an extended exhibition programme to be feasible.

05 March 2019

9. The options proposed are also limited to what can be funded from the existing budget for 2019-2020, with small increases requested from 2020-21 to 2022-23 as a lead up to the establishment of a permanent exhibition space in a new archives facility. There are also possibilities for Council archival material to be incorporated into permanent and rotating displays in the proposed redeveloped Petone Library facilities, dependent on the availability of space at the time, and funding to enable moving, setting up and dismantling the exhibition.

10. Despite the limitations in resources, the success of these exhibitions provides encouragement to continue and if possible to expand the programme further as opportunities arise.

Options

11. The Archives has been allocated $10,000 for 2019-20 and out-years to support mounting exhibitions. The CBD Development Manager has also contributed from her budget to the costs of exhibitions held in the CBD. This funding limits the options to one short-term (one/two week) exhibition and talk series and one small exhibition (about five display boards).

12. Assistance for future exhibitions offered by the Libraries and Hubs includes availability of space to house exhibitions, to be determined on a case-by-case basis as each exhibition is planned (there are no suitable or available spaces in the Dowse for Archives exhibitions). The Libraries would also contribute content as appropriate from the Community Archives. However, they are unable to contribute any funding, and funding from the CBD promotions budget would not be available for exhibitions held in the libraries and hubs.

13. Assistance from Museums staff would enhance the professionalism of the exhibitions and bring a wider range of skills and resources (excluding direct financial contributions) to the planning and production of the exhibitions. The Museums Director has indicated willingness for his staff to assist with, for example, preparing marketing, promotion and exhibition content. This is dependent on the programme of exhibitions planned, incorporating suitable lead-in times, with staff involvement being agreed well in advance of proposed exhibitions to permit co-ordination with the Museums programme, so as to avoid significant impact on the Museum team’s workload and responsibilities.

14. With the proposal that the Archives should be re-housed in a more suitable permanent facility from the end of the current lease on 31 March 2023, which would include dedicated exhibition space, an outline plan for exhibitions in the interim could possibly include themes such as:

2019-2020	September Heritage Month – Modernism and the Garden City Industrial Hutt: Ford Motor Factory and Philips Factory
2020-2021	September Heritage Month - Modernism and State Housing Colonial Hutt: Clearing the forest and settling the land

05 March 2019

2021-2022

September Heritage Month - Modernism in the Hutt – Modernist Architectural Design

Industrial Hutt: Gear Meat Works

2022-2023

Industrial Hutt: Railway Workshops

15. Only one exhibition is proposed for 2022-23 as the focus of Archives staff will be on preparing the collection to be relocated to a new facility in March 2023.

16. These exhibitions could be mounted in pop-up shops in the CBD, to help draw people into the CBD. However, it is difficult to plan exhibitions in pop- up shops since the availability of premises cannot be guaranteed as they may in the interim become permanently tenanted.

17. Exhibition material from short-term exhibitions in the CBD or elsewhere could circulate around a number of library facilities to increase accessibility for the public if resources permit.

18. There is also the possibility of using the Events container being acquired by the CBD Development Manager, to be placed in Andrews Avenue under Resource Consent RM180359, permitting them to be there on a non- permanent basis. This could be used for short-term small exhibitions based on “Industrial Hutt” themes to tie in with Te Wā Heke – Invent the Future Festivals in May each year.

Consultation

19. The City Archivist and the Corporate Information Manager have consulted the Divisional Manager, Libraries and Museums Director in developing this proposal and they have indicated willingness to offer support.

20. Other Council staff were asked for advice, including the Divisional Manager, Strategy and Policy, the Urban Design Manager, the Community Library and Heritage Services Manager, and the Dowse Business Operations Manager.

21. The City Archivist provided further analysis and drafted a number of options which have been considered in preparing this report.

Legal Considerations

22. There are no legal considerations.

Financial Considerations

23. Options are limited given the availability of only $10,000 for FY2019/2020 and possibly other funds as may be made available from the budgets of other teams.

24. At this stage the budget will be increased by $5,000 for 2020-2021to $15,000 and will be reassessed in 2021-22 and 2022-23 with a view to increasing further if it can be accommodated in the budget and we have the capacity to

05 March 2019

run additional events. In subsequent years the budget would be based on mounting exhibitions in the new Archives facility, and would be considered as part of an overall review of the necessary funding for Archives given its relocation to improved premises.

Other Considerations

25. In making this recommendation, officers have given careful consideration to the purpose of local government in section 10 of the Local Government Act 2002. Officers believe that this recommendation falls within the purpose of local government in that it assists in fostering a sense of community and identity for Lower Hutt through bringing its history to light and through interpreting and explaining the social and built environment. It does this in a way that is cost-effective because it uses available budgets and resources to the best effect while proposing a modest increase for future budget years.

Appendices

There are no appendices for this report.

Author: Chris Gousmett Corporate Information Manager

Approved By: Lyndon Allott Chief Information Officer

03 May 2019

Hutt Valley Services Committee

04 April 2019

File: (19/427)

Report no:

Project Pencarrow Progress Report 28 January 2019 - 8 April 2019

Purpose of Report

1. The purpose of this report is to update the Committee on the progress of Project Pencarrow.

Recommendations

That the Committee notes the progress on Project Pencarrow as outlined in the report.

Background

2. The report is similar in format to the series of reports, which have updated the Committee on the progress of the project.

Discussion

DBO Contract Progress

3. The Seaview Treatment Plant and other works continue to operate under the DBO contract. This contract is due to expire on 1 June 2020 with Veolia taking over the new contract negotiated as part of the regional approach to treatment plant management.

Trade Waste Management

4. No significant adverse trade waste events have occurred since the last report.

5. Wellington Water submitted the application to Greater Wellington Regional Council (GWRC) in regards to the discharge of fully treated effluent to the Hutt River during heavy rain events and when the main outfall pipeline is offline for maintenance. GWRC completed its review of the information in the application in 2018 and has requested more information on the likely number of overflows over the proposed 35 year consent period, on the dispersion model used to predict potential environment effects, and on the significance of those potential effects. Wellington Water has put this on-hold awaiting the outcome of the proposed natural resources plan (PNRP).

6. Wellington Water has submitted an application to renew the consent to bypass comminuted wastewater from Point Arthur pump station to the Main Outfall Pipeline during extreme wet weather. Affected party approvals were included in the submission and we expect the consent to be granted in due course.

Network Development

7. Work is underway to progress the seismic strengthening of the Seaview Wastewater Treatment plant milliscreen and main pump station buildings. Fifty percent (50%) of the ground stabilisation portion of this project is complete. Building consents were granted for the structural component of this project and tenders have been sought. The contract will be awarded in May with project completion prior to Christmas.

Network Maintenance

8. Wellington Water has arranged a contractor to undertake the CCTV and laser profile inspection programme for 2018/2019. This will be completed over the next couple of months.

Consultation

9. Liaison has been maintained between officers of the two Councils and Wellington Water.

10. Liaison with officers from GWRC has been maintained, with the quarterly consent meeting being held on 21 March.

11. Hutt Valley Wastewater Services (HVWS) and Wellington Water have continued to engage with the local businesses in regards to the Wastewater Treatment Plant (WWTP) and odour.

Legal Considerations

12. There are no legal considerations at this time.

Financial Considerations

13. There are no legal considerations at this time.

Other Considerations

14. There are no other considerations at this time.

03 May 2019

Hutt Valley Services Committee

08 April 2019

File: (19/442)

Report no:

SILVERSTREAM LANDFILL REPORT

Purpose of Report

1. The purpose of the report is to update the Committee on progress at the Silverstream Landfill.

Recommendations

That the Committee notes the progress on Silverstream Landfill.

Background

2. This is the latest in a series of ongoing reports to update the Committee on activities at the Silverstream Landfill. Stage 2 of the landfill was opened in April 2010 and has now been operating for nine years and the development of additional air space is an ongoing requirement.

Discussion

General Discussion

3. The landfill continues to be operated at a high standard by Waste Management Limited.

Waste Volumes

4. Monthly waste volumes and the six month rolling average remaining are now sitting at 11,000 tonnes a month. See Graph 3 attached.

5. The collection of the landfill levy by Council is ongoing and compliant with Ministry for the Environment (MfE) requirements. It should be noted that the Government is considering an increase in the landfill levy and increasing information requirement from landfill operators on waste composition and volumes. The Minister for the Environment announced in August 2018 that what the levy covers will be expanded and levies increased by early 2020 following public consultation. As yet consultation has not commenced.

RMA Consents

6. The landfill is being operated in accordance with resource consents. The annual compliance report has been received from Greater Wellington Regional Council, its overall summary is reproduced below.

Monitoring

7. The ongoing monitoring of surface water quality, macro invertebrates and groundwater shows no adverse effects resulting from the operation of the landfill.

Development

8. Graph 1 attached to this report shows the creation of air space against the incoming waste stream. The graph shows the capital development work keeping ahead of waste against a number of different waste volume scenarios.

9. Capital works programmed for the remainder of the 2018/2019 construction season include:

· Slope 8 enabling works, installation of Stage 1 leachate collection/interceptor drains prior to earthwork. Target to complete enabling earthworks by 30 April 2019.

· Slope 7 west. Target is to complete by 30 April 2019.

Landfill Gas Partner

10. Pioneer Energy Limited (PEL), continue to run the landfill gas collection system and power plant.

11. There is ongoing commitment from PEL to improve gas work collection efficiencies.

12. PEL are currently awaiting a decision on their renewal of the resource consents for the operation of the Gas Power Plant.

03 May 2019

13. An assessment of the benefits of installing a flare to improve landfill gas destruction when access to the Gas Power Plant is not available is still continuing along with the identification of the costs.

Emissions Trading Scheme (ETS)

14. The annual ETS reporting was completed at the end of February 2019.

Timetable

15. The indicative programme for the key landfill activities is as follows:

· April 2019 Slope 7 West Complete

· June 2019 Slope 8W enabling complete

· May 2020 Slope 8E completed

· May 2021 Slope 9 completed

· May 2023 Slope 10 completed.

Consultation

16. A Residents Liaison Group meeting is programmed for May.

Legal Considerations

17. There are no legal considerations at this time.

Financial Considerations

18. There are no financial considerations at this time.

Other Considerations

19. Health and Safety is a matter of importance at the landfill. There is ongoing work involving Council, contractors and consultants to improve the awareness of Health and Safety issues and remove potential risk.

Appendices

No.	Title	Page
1	Silverstream Landfill Update Appendix 1
2	Silverstream Landfill Update Appendix 2
3	Silverstream Landfill Update Appendix 3

Author: Ed Breese

Landfill Consultant, Tonkin and Taylor

1,600,000

1,500,000

1,400,000

1,300,000

1,200,000

1,100,000

1,000,000

Slope 8W - 1/06/19 V: 106,000 m3

Total: 730,150 m3

Slope 8E - 1/05/20 V: 152,000 m3

Total: 882,150 m3

Slope 10 - 1/05/23 V: 362,850 m3

Total: 1,500,000 m3

(estimated)

Slope 9 - 1/05/21 V: 255,000 m3

Total: 1,137,150 m3

900,000

800,000

700,000

600,000

500,000

400,000

Allowance for additional volume, fill rate increased from 10,500m3/month to 11,000m3/month

Slope 7W - 20//04/19 V: 77,200 m3

Total: 624,150 m3

Start Phase 3 construction (TBC)

1.00

T/m3 0.90

0.93

0.91 0.93

0.88

0.93

0.91

0.97

0.89

0.87

0.92

0.96

As surveyed

Linear (As surveyed)

Recommendation

That the Committee receive the report.

Recent Activities

Operation

There have been no incidents affecting the operation of the Cemetery over the past several months.

A recent Health and Safety audit of the grave digging operation has highlighted an issue that needs to be mitigated. It involves the operation of the digger and the need for the Sexton to be actively involved in the digging and back filling operation. New processes have been put in place to eliminate the risk and have been well accepted by both the contractor and the Sexton.

General

As at 31 March 2019 the total operating expenditure is currently sitting at $278,292 and the total operating revenue received for the same period is $266,721. The current operating costs slightly exceed income, which is expected to balance out over the coming months.

Author: Brett Latimer Approved: Geoff Swainson

Parks and Reserves Manager Director Asset Management and Operations

03 May 2019

Hutt Valley Services Committee

28 March 2019

File: (19/403)

Report no:

Hutt Valley Trunk Wastewater Services Financial Statements for the Period Ended 31 March 2019

Purpose of Report

1. To provide the Hutt Valley Trunk Wastewater Services Financial Statements for the nine month period ended 31 March 2019.

Recommendation

That the Committee:

(i) notes the financial statements for the Hutt Valley Trunk Wastewater Services for the nine month period ended 31 March 2019, attached as Appendix 1 to the report;

(ii) notes a year-to-date net operating deficit of $8.7 million which is $85,000 favourable to budget;

(iii) notes a forecast year-end net operating deficit of $11.45 million which is

$150,000 favourable to budget;

(iv) notes the current share of operational funding from Upper Hutt City Council of 36% and Hutt City Council of 64%;

(v) notes a capital spend year-to-date of $1.9 5million which is $3.6 million below budget;

(vi) notes a full year capital spend forecast of $4.9 million which is $2.0 million below budget; and

(vii) notes the current share of capital funding from Upper Hutt City Council of 36% and Hutt City Council of 64%.

03 May 2019

Discussion

2. This report sets out the Hutt Valley Trunk Wastewater Services financial statements for the nine month period ended 31 March 2019, attached as Appendix 1 to the report.

The Financial Statements include the following:

a) Statement of Operating Income and Expenditure

b) Statement of Capital Expenditure

c) Fixed Asset Register Summary

The operating result reflects an $8.7 million deficit year-to-date, which is

$85,000 favourable to budget and is forecast to be $150,000 favourable by year end.

The capital spend reflects a $1.95 million spend for the period which is $3.6 million behind year-to-date target. The full year capital spend forecast is $4.9 million which is $2.0 million below budget. The main changes relate to spending on the following projects:

a) Seaview Treatment Plant seismic upgrade; and

b) the Gibbons Street Trunk upgrade.

These financial statements relate to the provision of Hutt Valley Trunk Wastewater Services only.

Financial Considerations

3. There are no financial considerations in addition to those already outlined in this report.

Consultation

4. A copy of the Financial Statements for the nine month period ended 31 March 2019 has been forwarded to officers of Upper Hutt City Council.

Other Considerations

5. In making this recommendation, officers have given careful consideration to the purpose of local government in section 10 of the Local Government Act 2002. Officers believe that this recommendation falls within the purpose of local government in that it provides information to Council with Trunk Wastewater Services that are shared with Upper Hutt City Council.

Appendices

No.	Title	Page
1	Financial Statements 31 March 2019

Dogs boarded for the months January 2019 – March 2019

	January	February	March	TOTAL
Total dogs boarded	5	7	6	18
Dogs euthanised	3	5	1	9
Dogs returned to owner	4	1	3	8
Dogs micro chipped	0	0	0	0
Rehomed	0	1	0	1

Hutt City Council has a contract with Upper Hutt City Council to hold dogs, including dogs while infringements or court action is processed. Hutt City Council also microchip dogs for Upper Hutt City Council.

These are figures only for dogs transported to Hutt City Council, some dogs are returned to owners on the same day.

Recommendation

That the Committee receives the report.

Author: Glenn Wood

Manager, Compliance Services

Approved By: Richard Harbord

Director, Planning and Regulatory Services

Dog Control Update

03 May 2019

Hutt Valley Services Committee

28 March 2019

File: (19/404)

Report no:

Dog Control Update

Recommendation

That the Committee notes and receives the information.

For the months of January, February and March 2019:

	January 2019	February 2019	March 2019	Total
Dogs euthanased	4	8	6	18
Dogs returned to owner	30	28	25	83
Dogs microchipped	13	28	14	55
Rehomed	2	4	2	8
Boarding	24	11	4	39

Hutt City Council (HCC) has a contract with Upper Hutt City Council to hold dogs, including in situations where infringements or court action is being processed. HCC also microchip dogs for Upper Hutt City Council. HCC also offer limited boarding services to dogs in the Hutt Valley.

Hutt City is offering the Doggone tracking devise as part of the registration process for 2019/20. We will be using this as a city wide trial as this is the best of breed at present but we want to see what the up take is like at an extra $24.35 plus GST on the registration price. Owners can opt-out as not all have cell phones or want that type of device.

We can give UHCC all the survey results and contact details for Doggone.

As the contractor providing the service we interact with K9, the contractor for Upper Hutt City Council, with regard to animal shelter issues, microchipping

03 May 2019

and euthanasia. Over the last three month period all interaction and services have been of a good nature and professional.

Appendices

There are no appendices for this report.

Author: Sheena Perry Executive Assistant

Approved By: Geoff Stuart

Divisional Manager, Regulatory Services and Emergency Management

03 May 2019

Our Reference 19/405

TO: Chair and Members

Hutt Valley Services Committee

FROM: Dean Bentley

DATE: 28 March 2019

SUBJECT: HEALTH OFFICE ACTIVITIES UPDATE

Recommendation

That the Committee notes and receives the information.

Licensed premises

There are approximately:

LOWER HUTT

UPPER HUTT

COMBINED

Total food and sundry requiring annual inspection (eg, food, hairdressers, offensive trades, mortuaries as at 3 April 2019)

860

233

1093

All but a few operators have transitioned over to food control plans and national programmes, and these are currently being followed up officers.

The transition period finished at the end of February 2019.

Food premises

*For period January, February, March 2019*	LOWER HUTT	UPPER HUTT	COMBINED
Food premises verified	106	15	121

Alcohol

	LOWER HUTT	UPPER HUTT	COMBINED
Total alcohol licenses issued to premises in the Hutt Valley	243	77	320
Off-licenses	69	17	86
On-licenses	126	43	169
Club licenses	48	17	65
Applications received in January, February, March 2019	81	50	131

LOWER HUTT

UPPER HUTT

COMBINED

Infectious disease reports are currently being completed in house by Regional Public Health.

Noise control

January, February, March 2019	LOWER HUTT	UPPER HUTT	COMBINED
Noise complaints received	1177	n/a	1177
Noise complaints attended (30 min second call)	778	234	1012
Noise directions issued	185	71	256
Equipment seizures	14	0	14

NB: Noise complaints ‘received ‘are not logged by HCC for UHCC reporting purposes.

Nuisances

January, February, March 2019	LOWER HUTT	UPPER HUTT	COMBINED
Health nuisance complaints received	50	15	65

Consents

For January, February, March 2019

*Environmental health comments supplied*	LOWER HUTT	UPPER HUTT	COMBINED
LIMs/Building Consent comments	n/a	80	80
Resource Consent comments	n/a	0	0

NB: LIM’s/BC’s and RC’s are not logged by HCC for UHCC reporting purposes.

General (Upper Hutt City Council) – January, February, March 2019

Administration – Training and Points of Interest

Food work:

Hutt City Council is still recruiting for a full time ‘recognised person’ to be able to verify food control plans/national programmes. This is now a 12 month position to assist with the current back log of verifications, including those in Upper Hutt.

Verifiers have been reducing this workload to a degree with the assistance of two part time contractors.

The Hutt City Council Quality Management System has been successfully accredited, as have six food control plan/national programme verifiers.

A noise survey has been scheduled for late in May, to monitor noise emissions arising from a Sprint Club Motorsport Event. This purpose is to determine compliance with the District Plan Temporary Activity Rules.

Amusement devices:

Four amusement device permits were issued in this reporting period.

Bylaws:

Ten bylaw complaints were received and investigated in this reporting period.

Camping Grounds:

The two camping grounds in Upper Hutt have been inspected for the 2019/2020 financial period.

Controlled Purchase Operations (CPO)/After Hours Compliance Visits:

There were no checks undertaken during this period.

Food complaints:

One complaint was received during the reporting period.

Hairdressers:

All hairdressing premises have been inspected for the 2018/2019 financial period.

Hazardous substances:

There are no hazardous substance issues to report.

Mortuary:

The sole mortuary in Upper Hutt was inspected during March and approved for the 2019/2020 financial period.

Toxic algae:

As at 5 April 2019, the risk status of the Hutt River is low. New signs provided by the Greater Wellington Regional Council are replacing the previous version. The signs are now more informative, rather than simply a warning.

Appendices

There are no appendices for this report.