Agenda of Hutt Valley Services Committee

HuttCity_TeAwaKairangi_BLACK_AGENDA_COVER

Hutt Valley Services Committee

21 November 2019

Order Paper for the meeting to be held in the

Hutt City Council Chambers, 2nd Floor, 30 Laings Road, Lower Hutt,

on:

Friday 29 November 2019 commencing at 9.30am

Membership

Cr D Bassett	Cr C Carson, UHCC
Cr J Briggs	Mayor W Guppy, UHCC
Cr B Dyer	Cr P Lambert, UHCC
Cr N Shaw	Cr H Newell, UHCC

Cr L Sutton (Alternate)	Cr H Swales, UHCC (Alternate)

For the dates and times of Council Meetings please visit www.huttcity.govt.nz

HUTT VALLEY SERVICES COMMITTEE (Special Committee of Council)
A joint committee of the Hutt City Council and the Upper Hutt City Council
Membership:	4 elected members appointed by the Hutt City Council and 4 elected members appointed by the Upper Hutt City Council plus one alternate appointed by each Council Chair to alternate between the two Councils with Hutt City Council appointing the Chair in odd numbered years and the change taking place at the final meeting of each year
Quorum:	Half of the members
Meeting Cycle:	Meets quarterly or as required
Reports to:	Council

HUTT CITY COUNCIL

Hutt Valley Services Committee

Meeting to be held in the Hutt City Council Chambers, 2nd Floor, 30 Laings Road, Lower Hutt on

Friday 29 November 2019 commencing at 9.30am.

ORDER PAPER

Public Business

1. OPENING FORMALITIES - Karakia Timatanga

Kia hora te marino

Kia whakapapa pounamu te moana

He huarahi mā tātou i te rangi nei

Aroha atu, aroha mai

Tātou i a tātou katoa

Hui e Tāiki e!

May peace be wide spread

May the sea be like greenstone

A pathway for us all this day

Let us show respect for each other

For one another

Bind us together!

2. APOLOGIES

3. Election of Chair and Deputy Chair (19/1329)

The Hutt Valley Services Committee, being a joint Committee in terms of Schedule 7, clause 30, sub-clause 10 of the Local Government Act 2002, appoints its own Chair and Deputy Chair.

The Local Government (Wellington Re-organisation Order 1989) requires that the position of Chair shall alternate annually between a member from the Hutt City Council and a member from the Upper Hutt City Council. In addition, as a matter of convention the Deputy Chair has always been from a different Council than the Chair.

In 2019 the position of the Chair was held by Cr Wheeler from the Upper Hutt City Council and the Deputy Chair was Cr McDonald from Hutt City Council.

It is now appropriate for the Committee to make new appointments until November 2020, with the position of Chair being filled by a member from Hutt City Council and the position of Deputy Chair being filled by a member from Upper Hutt City Council.

4. PUBLIC COMMENT

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 raise.

5. CONFLICT OF INTEREST DECLARATIONS

6. Proposed Meeting Dates for 2020 (19/1330)

Report No. HVSC2019/1(2)/10 by the Committee Advisor, Hutt City Council 7

7. WASTEWATER JOINT VENTURE UPDATE 31 JULY 2019 - 4 NOVEMBER 2019 (19/1326)

Report No. HVSC2019/1(2)/3 by the Wastewater Contracts Manager, Wellington Water 9

8. SILVERSTREAM LANDFILL UPDATE (19/1328)

Report No. HVSC2019/1(2)/4 by the Landfill Consultant, Tonkin and Taylor 13

9. Akatarawa Cemetery Update (19/1307)

Report No. HVSC2019/1(2)/96 by the Parkes and Reserves Manager, Upper Hutt City Council 21

10. Dog Control Update (19/1306)

Report No. HVSC2019/1(2)/97 by the Compliance Services Manager, Upper Hutt City Council 23

11. Dog Control Update (19/1304)

Report No. HVSC2019/1(2)/98 by the Divisional Manager, Regulatory Services and Emergency Management, Hutt City Council 25

12. HEALTH OFFICE ACTIVITIES UPDATE (19/1305)

Report No. HVSC2019/1(2)/99 by the Team Leader Environmental Health, Hutt City Council 27

13. Regional Joint Services Opportunities (19/1309)

14. CLOSING FORMALITIES - Karakia WHAKAMUTUNGA

Whakataka te hau ki te uru

Whakataka te hau ki te tonga

Kia mākinakina ki uta

Kia mātaratara ki tai

E hī ake ana te atakura

He tio, he huka, he hau hū

Tīhei mauri ora.

Cease the winds from the west
Cease the winds from the south
Let the breeze blow over the land
Let the breeze blow over the ocean
Let the red-tipped dawn come with a sharpened air.
A touch of frost, a promise of a glorious day.

Donna Male

COMMITTEE ADVISOR

Hutt City Council

8 29 November 2019

Hutt Valley Services Committee

06 November 2019

File: (19/1330)

Report no: HVSC2019/1(2)/10

Proposed Meeting Dates for 2020

Purpose of Report

1. To set the meeting dates for the Hutt Valley Services Committee for 2020.

Recommendations

That the Committee:

(i) adopts the following schedule of meetings for 2020:

(a) Friday, 28 February 2020 at 9.30am (Upper Hutt City Council);

(b) Friday, 1 May 2020 at 9.30am (Hutt City Council);

(d) Friday, 20 November 2020 at 9.30am (Hutt City Council);

(ii) adopts the following schedule of draft agenda meetings for 2020:

(a) Tuesday, 18 February 2020 at 11.00am;

(b) Tuesday, 21 April 2020 at 11.00am;

(d) Tuesday; 10 November 2020 at 11.00am;

(iii) agrees the venue for the draft agenda meetings for 2020 will be held at Hutt City Council in a meeting room to be confirmed; and

(iv) delegates authority to the Chief Executives of the two Councils, in consultation with the Chair, to alter the date, time or venue of a meeting, or cancel a meeting should circumstances require this.

For the reason that adoption of a meeting schedule and agreement over the venue for meetings allows orderly planning for all involved.

Background

2. The adoption of a meeting schedule and agreement over the venue for meetings allows orderly planning for all involved.

3. The schedule serves as advice to members of the Committee that the meetings set out on the schedule are to be held.

4. There is also a need for appropriate arrangements to be put in place in the event that a meeting date, time or venue needs to be altered, or a meeting cancelled.

5. As the Hutt Valley Services Committee is a joint committee made up of members from Hutt City Council and Upper Hutt City Council, it has been the practice to alternate the venues between the two cities.

Discussion

6. It is proposed that the Committee adopts the schedule of meetings as set out in this report and agrees that the venue for the 2020 meetings alternate between Hutt City Council and Upper Hutt City Council. Starting with Upper Hutt City Council for the meeting on 28 February 2020.

7. It is also proposed that the Committee delegates authority to the Chief Executives of the two Councils, in consultation with the Committee Chair to alter the date, time or venue of a meeting, or cancel a meeting, should circumstances require this.

Consultation

8. The adoption of the proposed schedule of meetings and agreement over the venue for the meetings only requires a decision of the Committee.

9. The meetings will be publicly advertised.

Legal Considerations

10. There are no additional legal considerations arising directly from this report. The holding of Committee meetings, including the publicly advertising and distribution of agenda papers is conducted in line with Standing Orders, the Local Government Act 2002 and Local Government Official Information and Meetings Act 1987.

Financial Considerations

11. There are no additional financial considerations arising directly from this report. Each Council manages existing budgets to cover the necessary costs of advertising and holding of Committee meetings.

Appendices

There are no appendices for this report.

Author: Donna Male

Committee Advisor

Approved By: Kathryn Stannard

Divisional Manager, Democratic Services

11 29 November 2019

Hutt Valley Services Committee

05 November 2019

File: (19/1326)

Report no: HVSC2019/1(2)/3

WASTEWATER JOINT VENTURE UPDATE 31 JULY 2019 - 4 NOVEMBER 2019

Purpose of Report

1. The purpose of this report is to update the Committee on matters relating to the bulk wastewater system shared by the two cities.

Recommendations

That the Committee notes the information in this report.

Background

2. The report provides information to the Committee on matters relating to wastewater assets which make up the joint venture.

Discussion

DBO Contract Progress

3. The Seaview Treatment Plant and other contract works continue to operate under the Design, Build and Operate (DBO) contract established with Hutt Valley Water Services Limited (HVWS) in 1999. 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 Regional Wastewater Treatment Plant Services Strategy. The new contract will result in significant operating savings.

Trade Waste Management

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

Resource Management Processes

5. Wellington Water Limited (WWL) 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 requested more information on the likely number of overflows over the proposed 35 year consent period, on the dispersion model used to predict potential environmental effects, and on the significance of those potential effects.

6. WWL has submitted a draft response to GWRC’s request. This is being reviewed and we expect to have confirmation whether the material answers all of GWRC’s questions in the next few weeks.

7. The next step will be public notification of the application. It is unclear at this point whether this will happen before the end of 2019.

Network Development

8. The seismic improvement programme at the wastewater treatment plant is continuing.

9. Ground Improvement works have been completed for both Milliscreen and Pump Station buildings.

10. The structural component of this project was retendered, with Fulton Hogan successfully being awarded the design review contract. To date three design review workshops have been held, but unfortunately limited ideas have eventuated to reduce the tender sum of $2.6 million, which is significantly over budget.

11. To prevent further delay, WWL will proceed to install the structural improvements to the Main Pump Station, which is the more critical element of the seismic strengthening works.

12. The project team will continue to work with Fulton Hogan and the appointed fabricating engineers to look for possible savings on the strengthening of the Milliscreen building before proceeding.

13. If limited savings are possible, such that the works are unlikely to remain within budget, WWL will seek approval from the two Councils to proceed with the Milliscreen building seismic strengthening works in FY20/21.

Network Maintenance

14. The CCTV, sonar and laser profiling inspection programme has now been completed. WWL is currently working on assessing the results received from this inspection work. Once this assessment is completed, WWL will be able to prioritise works, and inform the Long Term Plan process with future repairs and renewal projects.

15. Further investigation is being undertaken on the Petone Collecting Sewer. This work may result in a decision to bring forward its replacement.

Consultation

16. Liaison has been maintained between officers of the two Councils and WWL.

17. Liaison with officers from GWRC has been maintained. GWRC officers visited the Seaview Wastewater plant on 30 October for a site tour and the regular quarterly meeting occurred on 4 September.

18. HVWS and WWL have continued to engage with the local businesses in regard to the WWTP and odour. HVWS are proactively informing nearby businesses of any work that has the potential to cause odour. While the number of complaints was reasonably low this approach has improved communication and reduced the number further.

Financial Summary

19. The financial statements for the Hutt Valley Trunk Wastewater Services for the period ended 30 September 2019 are attached as Appendix 1 to the report.

20. Year to date (YTD) operating deficit is $3.59M which is $0.04M favourable to budget. Forecast to 30 June 2020 is expected to be a deficit of $11.73M, slightly up on full year budgeted deficit of $11.69M. The operating deficit is funded by Upper Hutt City Council (34%) and Hutt City Council (66%).

21. YTD capital project spend is $1.29M which is $0.25M behind budget. Forecast to 30 June 2020 is expected to be $5.07M slightly behind on full year budgeted spend of $5.12M. The capital spend is funded by Upper Hutt City Council (31%) and Hutt City Council (69%).

22. At 30 September 2019 there was $126.1M (net book value) invested in network assets. These assets are owned by Upper Hutt City Council (31%) and Hutt City Council (69%).

Legal Considerations

23. There are no legal considerations at this time.

Financial Considerations

24. There are no financial considerations at this time.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 Financial Statements for period ended 30 September 2019	12

Author: Anna Hector

Wastewater Contracts Manager, Wellington Water

Author: Darrin Newth

Financial Accounting Manager

Approved By: Bruce Hodgins

Strategic Advisor, City and Community Services

16 29 November 2019

Hutt Valley Services Committee

05 November 2019

File: (19/1328)

Report no: HVSC2019/1(2)/4

SILVERSTREAM LANDFILL UPDATE

Purpose of Report

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

Recommendations

That the Committee notes the progress of the ongoing development and operation of the 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 for operation in April 2010 and has now been operating for nine years. The development of additional air space is an ongoing requirement. The operation of the landfill is required to meet Resource Management Act requirements, Hutt Valley Trade Waste Bylaws, Emissions Trading Scheme Regulations and Waste Minimisation Act obligations.

Discussion

General Operations

3. The landfill continues to be operated at a high standard by Waste Management Limited. The operations contract has been re-negotiated with Waste Management Limited to extend the contract through to July 2020.

Waste Volumes

4. There has been an increase in special waste in the first six months of the year that has increased the six month rolling average to 12,000 tonnes a month. This is now expected to decrease back to 11,000 tonnes a month. See Graph 3 attached as Appendix 3.

Landfill Waste Levy/Pricing

5. The collection of the landfill levy by Council is ongoing and compliant with the 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.

Waste Services

6. Hutt City Council has reviewed its waste services in three areas: kerbside collection, resource recovery and hazardous waste. This was to ensure services were cost effective, safe, reduces greenhouse gas emissions, and are of a type that customers want and can use appropriately, reduce waste and protect the environment from the harmful effects of waste. Business cases were completed in July and August 2019, officers will shortly report to Hutt City Council on the outcomes of the review and the recommended next steps to the Council meeting to be held on 10 December 2019.

7. With regard to the appropriate management of hazardous household waste, an annual collection event, jointly organised and funded between Hutt City Council and Upper Hutt City Council, took place on 23 and 24 November 2019.

RMA Consents

8. In July 2018 the landfill was served with an infringement notice and a formal warning for the discharge of an offensive and objectionable odour. Greater Wellington Regional Council is happy with the steps taken to reduce a repeat event and have indicated the notice will be uplifted if the operations good performance continues.

9. With the exception of the above incident the landfill is being operated in accordance with resource consents.

Monitoring

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

11. As identified in the previous report a response to the uncertainty of Building Act requirements in regard to dam structures, a Comprehensive Dam Safety Review (CDSR) and a Dam Safety Management System (DSMS) is due for completion in December.

12. Please see Appendix 4, Environmental Monitoring Dashboard.

Development

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

14. This summer construction activities will focus on construction of slope 8, an extension of the perimeter drain down valley and installation of the front fast access track.

Health and Safety

15. There were no Health and Safety incidents over the past three months. There was one (1) near miss associated with a customer at the domestic drop off travelling too fast through the kiosk area.

Landfill Gas Partner

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

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

Emissions Trade Scheme (ETS)

18. The next annual ETS reporting is due in February 2020.

Timetable

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

· May 2020 Slope 8 is completed

· May 2021 Slope 9 is completed

· May 2023 Slope 10 is completed.

Consultation

20. A Residents’ Liaison Group meeting was held on 7 August. At this meeting an independent review of landfill operations in regard to landfill gas control undertaken by Stantec was reported back. The meeting also considered the infringement notice issued by GWRC. The residents were happy with information tabled, but wished to see a continued improvement in landfill gas management.

Legal Considerations

21. There are no legal considerations at this time.

Financial Considerations

22. There are no financial considerations at this time.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 Silverstream Landfill Update	17
2 ⇩	Appendix 2 Silverstream Landfill Update	18
3 ⇩	Appendix 3 Silverstream Landfill Update	19
4 ⇩	Appendix 4 Silverstream Landfill Quarterly Report	20

Author: Ed Breese

Landfill Consultant, Tonkin and Taylor

Approved By: Dave Dews

Contracts Solid Waste

Dogs boarded for the months July 2019 – September 2019

	July	August	September	TOTAL
Total dogs boarded	9	9	4	22
Dogs euthanised	0	1	1	2
Dogs returned to owner	8	5	2	15
Dogs micro chipped	0	0	1	1
Rehomed	1	2	0	3

Hutt City Council (HCC) has an agreement with Upper Hutt City Council to hold dogs including dogs while infringements or court action is processed. HCC also microchip dogs for Upper Hutt City Council.

These are figures only for dogs transported to HCC. Some dogs are returned to owners on the same day.

Recommendation

That the Committee receives the report.

Author: Shane Sykes

Compliance Services Manager

Approved: Richard Harbord

Director, Planning and Regulatory Services

26 29 November 2019

Hutt Valley Services Committee

30 October 2019

File: (19/1304)

Report no: HVSC2019/1(2)/98

Dog Control Update

Recommendation

That the Committee notes and receives the information.

1. For the months of July, August and September 2019:

	July 2019	August 2019	September 2019	Total
Dogs euthanased	14	5	7	26
Dogs returned to owner	26	43	24	93
Dogs microchipped	16	17	10	43
Rehomed	11	6	9	26
Boarding	21	24	22	67

2. Hutt City Council (HCC) has a contract with Upper Hutt City Council (UHCC) 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.

3. Hutt City is offering the Doggone tracking devise as part of the registration process for 2019/20. As at 26 July 2019, 34 percent of dog owners have opted for the Doggone tags.

4. We have given UHCC all the survey results from the Stokes Valley trial and contact details for Doggone.

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

30 29 November 2019

Our Reference 19/1305

TO: Chair and Members

Hutt Valley Services Committee

FROM: Dean Bentley

DATE: 30 October 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 30 September 2019)	746	215	961

Food premises

*For period July, August, September 2019*	Lower HUtt	Upper Hutt	Combined
Food premises verified	145	17	162

Alcohol

	Lower Hutt	Upper Hutt	Combined
Total alcohol licensed premises in the Hutt Valley as at 30 September 2019	220	82	302
Off-licenses	62	19	81
On-licenses	117	45	162
Club licenses	41	18	59
Applications received in July, August, September 2019	70	57	127
Applications declined	0	0	0

Infectious diseases

	Lower Hutt	Upper Hutt	Combined
Infectious disease reports are currently being completed in house by Regional Public Health	0	0	0

Noise control

July, August, September 2019	Lower Hutt	Upper Hutt	Combined
Noise complaints received	619	n/a	n/a
Noise complaints attended (30 min second call)	297	127	424
Noise directions issued	59	33	92
Equipment seizures	5	0	5

NB: Noise complaints ‘received ‘are not logged by HCC for UHCC reporting purposes. It is hoped that the information will be provided by UHCC officers in the near future.

Nuisances

July, August, September 2019	Lower Hutt	Upper Hutt	Combined
Health nuisance complaints received	74	9	83

Consents

For July, August, September 2019

*Environmental health comments supplied*	Lower Hutt	Upper Hutt	Combined
LIMs/Building Consent comments	n/a	82	82
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) – July, August and September 2019

Administration – Training and Points of Interest

Food work:

The Environmental Health Team is (at the time of writing this report) now fully staffed after recruiting for many months. Two staff are still undergoing training to be competent to undertake food control plan (FCP) verifications. It is anticipated that they will be competent by the end of December.

The backlog of FCP/National Program verifications is reducing quickly, and while it may not be totally cleared by the end of this financial year, it is predicted that these should be up to date before the end of 2020.

Noise:

Meetings were held with representatives of KiwiRail and NZTA, (on behalf of Hutt City Council) regarding greater collaboration around project works in the rail corridor and state highway 2. This arose due to a spate of noise complaints from residents (across both territories), who were having their sleep disturbed due to the works high noise levels. It is hoped that in future, these issues will generally be resolved prior to the works commencing, either by scheduling during the day, or ensuring that the best practicable option in keeping noise to reasonable levels is adopted.

Amusement devices:

Five amusement device permits were issued in this reporting period.

Bylaws:

Seven bylaw complaints were received and investigated in this reporting period. These consisted of smoke nuisances and poultry. All matters have been resolved.

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 is nothing to report.

Complaints:

One food complaint of alleged food poisoning was received but referred to Regional Public Health.

Nine health nuisance complaints were investigated and resolved. These included untidy sections, refuse, blocked sewer, compost and offensive odours.

Hairdressers:

All hairdressing premises have been inspected for the 2019/2020 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:

The risk status of the Hutt River is currently low. Signage remains at locations along the river to advise people of the potential risk, with points of contact listed for further information.

Administration/Training:

Jeremy attended the New Zealand Institute of Licensing Inspectors professional development training in August.

All FCP/NP verifiers attended the Verifier’s Academy continued professional development seminar, via Skype. The setting, tracking and peer reviewing of a verifier’s development seems to be quite a complex process. Verifiers must accrue a minimum of 10 points per year, and 38 points every three years to maintain their recognition.

Appendices

There are no appendices for this report.

Author: Dean Bentley

Team Leader Environmental Health

Approved By: Derek Kerite

Acting Divisional Manager, Environmental Consents

PURPOSE

Consider and make recommendations to the two Councils on: