1                                             30 August 2019

UPPER HUTT CITY COUNCIL

 

Hutt Valley Services Committee

 

Minutes of a meeting held in the Council Chambers, 838-842 Fergusson Drive,

Upper Hutt on

 Friday 30 August 2019 commencing at 9.30am

 

 

 PRESENT:

Cr D Wheeler, UHCC (Chair)

Cr G McDonald, HCC (Deputy Chair)

 

Cr C Carson, UHCC

Mayor W Guppy, UHCC (part meeting)

 

Cr P Lambert, UHCC

Cr L Sutton, HCC

 

Cr H Swales, UHCC

 

 

APOLOGIES:                        Mayor WR Wallace, HCC and Deputy Mayor D Bassett, HCC

 

IN ATTENDANCE:                Ms J Miller, Chief Executive, HCC (part meeting)

Ms S van Mil, Environmental Health Officer, HCC

                                                         Ms A Pacheco, Senior Environmental Health Officer, UHCC

                                                         Mr G Stuart, Divisional Manager Regulatory Services and Emergency Management, HCC

                                                         Mrs V Chopra, Director Business Services and Customer Engagement, UHCC

                                                         Ms D Johnson, Parks Officer UHCC (part meeting)

                                                         Mr E Breese, Landfill Consultant, Tonkin and Taylor (part meeting)

                                                         Mr D Dews, Solid Waste Manager, HCC (part meeting)

Ms A Hector, Wastewater Contracts Manager, Wellington Water Ltd (part meeting)

Mr G Sewell, Principal Policy Advisor, HCC (part meeting)

Ms O Miller, Policy Advisor, HCC (part meeting)

Mr D Newth, Financial Accounting Manager, HCC (part meeting)

Ms D Male, Committee Advisor, HCC

Ms K Glanville, Strategic Policy Manager, UHCC

Mrs H Clegg, Minute Taker, UHCC

 

PUBLIC BUSINESS

 

 

1.      APOLOGIES        

Resolved(Cr Wheeler/Cr Sutton)                                                                    Minute No. HVSC 19401

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

2.      PUBLIC FORUM

There was no public forum.  

3.      CONFLICT OF INTEREST DECLARATIONS  

             There were no conflict of interest delarations.

4.      Minutes

   Cr Lambert asked if there had been any progress with talks between the two Mayors regarding Item 14 – the possibility of a joint Hutt Valley District Plan Review.  Mayor Guppy advised there had been no formal talks held on the matter.

Resolved(Cr Wheeler/Cr Carson)                                                                   Minute No. HVSC 19402

“That the minutes of the meeting of the Hutt Valley Services Committee held on Friday, 3 May 2019 be confirmed as a true and correct record.”

   

5.

Actions/Updates

 

Cr Wheeler thanked officers for the additional signage at the cemetery (Item 4).

Cr Wheeler asked officers for an update regarding the installation of a flare at the Silverstream Landfill (Item 2).  The Landfill Consultant, Tonkin and Taylor advised that investigations were ongoing and he expected progress on this issue in the next three to four months.

 

Resolved:  (Cr Wheeler/Cr Sutton)                                                                    Minute No. HVSC 19403

“That the Committee notes and receives the Actions and Updates.”

 

6.

Waste Minimisation Projects Update

 

Report by the Waste Minimisation Officer, Upper Hutt City Council.

Cr Wheeler congratulated officers on the Hazardous Waste Collections investigations.

Cr Lambert requested more information about the collection event.  He asked that the communications plan for the proposed November collection event be made available.

Mayor Guppy reminded members that the collection event had been on hold due to concerns for staff safety.  He added that it had been previously indicated that this could result in one event, as two safe locations might not be available.

Cr Swales congratulated officers for the Let’s Sort Out Waste campaign, adding this initiative was leading the way across New Zealand.

 

Resolved(Cr Wheeler/Mayor Guppy)                                                             Minute No. HVSC 19404

That the Committee notes the progress of the ‘Let’s Sort Waste’ educational campaign and the 2019 hazardous waste collection event.”

7.      Recommendations to Council - 17 September 2019

 

Proposed Appearance Industries Bylaw (19/1009)

 

Report by the Principal Policy Advisor, Hutt City Council.

Cr Wheeler advised that UHCC was not in position to carry on with the items f, g, and h listed under paragraph 2 of the report, as no pre-consultation had been undertaken as yet with the Upper Hutt community.  He added UHCC wished to undertake pre-consultation, and also wished to have a joint Bylaw with HCC.  He asked if it was possible for HCC to put progress of the Bylaw on hold until UHCC completed the pre-consultation phase.

Mayor Guppy agreed, adding that UHCC apologised for the time delay, which had been due to resourcing issues.  There was general agreement that a joint Bylaw should be proceeded with.

In response to a query from Cr Wheeler, the Principal Policy Adviser, HCC advised that Part 2 of the Proposed Bylaw (Fees Payable) contained a clause (clause 4), which provided for fees to be changed by way of council resolution, and that would allow for annual increases through the Annual Plan processes of each council.

The Director Business Services and Customer Engagement, UHCC suggested that the whole joint Bylaw process should not be held up if a fees disparity arose out of the UHCC pre-consultation process, and that officers could sort out any minor disparities during the process.  She advised that currently the UHCC pre consultation phase was due to be completed by May 2020, however the work programme would be reviewed to ensure the joint Bylaw was not delayed for too long.

In response to a query from Cr Swales regarding details of the Regional Public Health survey, the Policy Advisor, HCC agreed to send a link to the survey.

In response to a query from Cr Swales regarding tattoos from ethnicities other than Pasifika or Maori, the Policy Advisor, HCC agreed to review the current definition and explanation.

In response to a query from Cr Swales regarding tracking of Home Occupations, the Environmental Health Officer, HCC advised all those working in Appearance Industries would need to be registered. The Policy Advisor acknowledged some small operations might fall through the cracks initially, but was confident that all operations would be identified in time.

In response to Cr Swales’s questions regarding the “temporary premises” definition, the Policy Advisor, HCC advised it was necessary to have prescriptive minimum standards, based on health and safety.  The Director Business Services and Customer Engagement, UHCC added the purpose of the Bylaw was to prevent any kind of hazard, and that if an operation did not do this, it should not be operating.  The Policy Advisor, HCC added that feedback from most operators in Lower Hutt was positive to having robust regulations.

In response to further questions from Cr Swales, the Policy Advisor, HCC agreed to review the wording about the duration of a licence clearer.  She advised officers were working closely with industry training groups to provide official qualifications for the industry.  She confirmed that all submitters would be formally responded to, and points raised would be investigated.  She added that background work had been based on the Auckland City Council Bylaw, and that no investigations into offshore regulations had occurred.  She was confident the pre-consultation process had been robust, and that all participants were aware there would be more public consultation.  She agreed to make copies available of all formal responses to all submissions.

The Principal Policy Advisor, HCC advised of his initial concern at the start of the process, given that a bylaw could only be implemented as a response to a problem.  He obtained ACC information clearly showing a continuing occurrence of incidents relating to Appearance Industries, and thus deemed there was a problem which could be solved using a bylaw.

Cr Carson requested HCC officers contact all existing submitters to let them know of a delay in proceedings while UHCC conducted their pre consultation phase.

Members agreed to defer the item at 10.12am until officers provided alternative recommendations.  Discussions resumed on the item at 10.24am.

Mayor Guppy left the meeting at 10.12am.

 

RECOMMENDED:  (Cr Sutton/Cr Wheeler)                                                          Minute No. HVSC 19405

“That the Committee recommends that Council:

(i)    notes a ‘pre-consultation’ process has been undertaken by Hutt City Council with individuals and premises in Lower Hutt concerning the proposed Appearance Industries Bylaw;

(ii)   agrees that Hutt City Council delays public consultation on the proposed Hutt Valley Appearance Industries Bylaw until Upper Hutt City Council has undertaken pre-consultation on the proposed bylaw in early 2020; and

(iii)  agrees that an updated timeline for the proposed Hutt Valley Appearance Industries Bylaw be presented to the Hutt Valley Services Committee at its meeting in November 2019.”

8.      PROJECT PENCARRLOW PROGRESS REPORT:  8 APRIL – 31 JULY 2019 

Report by the Wastewater Contracts Manager, Hutt City Council.

The Wastewater Contracts Manager, WWL elaborated on the report.  She explained that a community group meeting had been held to update the community on the resource management project and future timelines, with a full resource consent application aiming to be lodged prior to Christmas 2019.

In response to a question from Cr Swales regarding these savings, the Wastewater Contracts Manager, WWL explained that combining the different operations for the four wastewater treatment plants into one contract, efficiencies and cost savings had been achieved without the loss of service.

With regards to the consent mentioned in paragraph 6 of the report, the Wastewater Contracts Manager, WWL confirmed officers were working through the recently received decision and an update report would be presented to the committee in due course.

In response to Cr Wheeler’s query regarding the shortage of structural engineers, the Wastewater Contracts Manager, WWL explained WWL was working with the industry to alleviate the problem.

In response to Cr Swale’s question, the Wastewater Contracts Manager, WWL explained officers were assessing whether the project could be split into two, with the most urgent one being undertaken, allowing the total cost to remain within budget. She explained it was a constant rolling review process, and that officers were also investigating a regional wide flow monitoring programme, to give high level knowledge of the entire system.

Cr Swales congratulated WWL officers for the work undertaken to date regarding responses to community complaints regarding leakages

 

Resolved(Cr Wheeler/Cr McDonald)                                                             Minute No. HVSC 19406

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

9.      SILVERSTREAM LANDFILL UPDATE

Report by the Landfill Consultant, Tonkin and Taylor

The Landfill Consultant, Tonkin and Taylor elaborated on the report, explaining the detailed process involved once the abatement notice was served by Greater Wellington Regional Council (GWRC).  He added that smell was subjective, and that with every improvement made, sensitivity to odour changed.  He further added officers had met with the resident’s association, who were happy with the responses.

In response to Cr Wheeler’s questions regarding Graph 3 in the report, the Landfill Consultant, Tonkin and Taylor explained he would report back concerning the July 2018 peak.  He noted the March 2019 peak was a result of the construction waste received from the Queensgate site, which contained asbestos.

In response to a question from Cr Wheeler regarding receipt of sludge, the Landfill Consultant, Tonkin and Taylor explained true sludge was not received at the Landfill, rather it was sludge which had been converted to pellet form.  He added that as the pellets contained a high metal component, alternative uses for the pellets were limited.  He said that the Wastewater Plant was currently investigating beneficial uses to prevent the pellets having to be dumped.  He further added no liquid waste was received at the Landfill.

The CEO, HCC commented that it would be a good idea for more information to be publicly available in a digital form, to increase transparency.  She added much of the public did not know of the detailed work that occurred behind the scenes of many council operations.  Members agreed with this

 

Resolved(Cr Wheeler/Cr McDonald)                                                             Minute No. HVSC 19407

“That the Committee notes the progress on Silverstream Landfill.”

10.    AKATARAWA CEMETERY UPDATE

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

The Parks Officer elaborated on the report.  She explained UHCC could fund the installation of permanent toilets by deferring other projects or by way of loan funding, and that either option could be undertaken immediately, with HCC’s share being reimbursed at an appropriate time.  She agreed HCC’s share would be almost $100,000. 

Members agreed that a two-toilet block would be preferable in order to future proof the cemetery.

Cr Carson commented it would be unacceptable if the project was delayed any longer due to a lack of funding from HCC.  

In response to a query from Cr Swales, the Parks Officer agreed to report back with the expected life expectancy of the existing toilets.

The Parks Officer agreed with Cr Lambert’s comment that the proposed siting of the new toilet block would also benefit the crematorium when services undertaken there were at capacity.

             In response to a question about whether HCC had the funds available, the Parks Officer advised that HCC had not confirmed this.  The Chief Executive, HCC asked for clarification about where the information had been sent within HCC and undertook to respond back.  She advised that she thought HCC should be able to fund its share of the permanent toilet project.

Cr Carson left the meeting at 10.21am.

With regard to the investigation of segregated areas being set aside at the cemetery, Cr Swales suggested Option 2 be implemented, as the existing data held was now several years old, and there was more demand for dedicated burial areas.

 

Resolved(Cr Wheeler/Cr Sutton)                                                                    Minute No. HVSC 19408

“That the Committee receives the report.”

 

ReCOMMENDED(Cr Sutton/Cr McDonald)                                                     Minute No. HVSC 19409

That the Committee recommends that both Upper Hutt City Council (UHCC) and Hutt City Council (HCC) agrees to the installation of a Permaloo double unit with a single toilet and a disabled toilet at Akatarawa Cemetery at a cost of approximately $99,836 for HCC and approximately $82,713 for UHCC, as per the Provision of Cemetery Services and Development of Cemetery Land at Akatarawa Agreement.”

 

Recommended(Cr Sutton/Cr McDonald)                                                     Minute No. HVSC 19410

“That the Committee recommends Council directs officers to investigate providing segregated areas in the current Akatarawa Cemetery now ahead of the redevelopment.”

11.    HUTT VALLEY TRUNK WASTEWATER SERVICES FINANCIAL STATEMENTS FOR THE PERIOD ENDed 30 June 2019

             Report by the Financial Accounting Manager, Hutt City Council.10.47.

             The Financial Accounting Manager, HCC elaborated on the report.  He added the capital spend was below budget, due to seismic works being carried over.

In response to a question from Cr Swales, the Financial Accounting Manager, HCC agreed to report back on a timeline for the carried over work.

Resolved(Cr Wheeler/Cr McDonald)                                                             Minute No. HVSC 19411

“That the Committee:

 

(i)      notes the financial statements for the Hutt Valley Trunk Wastewater Services for the year ended 30 June 2019, attached as Appendix 1 to the report;

 

(ii)     notes a net operating deficit of $11.5 million which is $23,000 favourable to budget;

 

(iii)   notes the current share of operational funding from Upper Hutt City Council of 34% and Hutt City Council of 66%;

 

(iv)    notes the capital spend of $4.85 million which is $2.1 million below budget;

 

(v)     notes the current share of capital funding from Upper Hutt City Council of 31% and Hutt City Council of 69%; and

 

(vi)   notes that these results have been extracted from Hutt City Council’s unaudited financial statements.”

12.    DOG CONTROL UPDATE

 

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

The Divisional Manager, Regulatory Services and Emergency Management, HCC explained that any issues identified during the Stokes Valley Doggone pilot programme had been addressed.

In response to a question from Cr Wheeler, the Divisional Manager, Regulatory Services and Emergency Management, HCC explained all information had been shared with the relevant UHCC officers..  He added talks would continue between officers.

The Divisional Manager, Regulatory Services and Emergency Management, HCC advised HCC officers were investigating public consultation on cat management, after a committee request for investigative work to be carried out for implementation of a Cat Bylaw. 

In response to a question from Cr McDonald, the Divisional Manager, Regulatory Services and Emergency Management, advised that currently dog registration fees could not be paid at the Stokes Valley Hub.  Cr Sutton added that these fees can be paid on-line, and that staff at the Library could assist with this using Library computers.

The Chief Executive, HCC advised that work was being undertaken to enable more payments for council services and fees to be made at local Hubs and Libraries in the Hutt City, to put as much service back into the communities as possible.

 

Resolved(Cr Wheeler/Cr Lambert)                                                                 Minute No. HVSC 19412

“That the Committee notes and receives the information.”

 

13.    HEALTH OFFICE ACTIVITIES UODATE

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

             The Environmental Health Officer, HCC elaborated on the report, adding that the one food operator yet to be transitioned had now been transitioned.  She added that due to resourcing issues, the work programme was slightly behind.  She agreed to investigate the data contained in the ‘Alcohol Applications Received’ table, as it appeared the “Applications received in April, May, June 2019” had been inadvertently loaded incorrectly.

Resolved(Cr Wheeler/Cr Sutton)                                                                    Minute No. HVSC 19413

“That the Committee receives the information.”

14.    JOINT SERVICES OPPORTUNITIES

             Cr Swales asked that the matter relating to discussions concerning a joint Hutt Valley District Plan review be added to the agenda of the next meeting.

             Cr Wheeler agreed, adding that anything the two councils could undertake together, should be investigated.  The Chief Executive, HCC added she and the Chief Executive, UHCC were of a similar opinion.

             Cr Lambert commented that the recent Local Government Commission had recommended the two councils work together in the long term.

             Cr Wheeler thanked all involved with the committee for the past triennium and wished those seeking re-election all the best.

             Cr Wheeler made special mention and thanks to Cr McDonald, who was retiring from local politics.

 

 

.There being no further business the Chair declared the meeting closed at 11.01am.

 

 

 

 

 

 

 

 

 

 

 

 

 

Peter Kelly                                                                                                                             Cr D Wheeler

CHIEF EXECUTIVE                                                                                CHAIR