1          29 November 2021

Komiti Ngā Wai Hangarua |Wellington Water Committee

 

Minutes of a meeting held in the Hutt City Council Chambers, 30 Laings Road, Lower Hutt on Monday 29 November 2021 commencing at 1.00pm

 

 

PRESENT:

Mayor C Barry (Chair) (HCC)

 

Mayor A Baker (PCC)

 

Deputy Mayor G Emms (SWDC Alternate)

 

Mayor W Guppy (Deputy Chair) (UHCC)

 

Ms L Rauhina-August (Taranaki Whānui ki Te Upoko o Te Ika)

 

Cr S Rush (WCC)

 

Cr J van Lier (GWRC)

APOLOGIES:                   Mayor A Beijen (SWDC)

 

IN ATTENDANCE:         Ms N Hooper, Observer SWDCC (part meeting via audio visual link)

                                                Deputy Mayor H Swales  (UHCC Alternate)

Cr R Leggett (PCC Alternate)

Ms W Walker, Chief Executive, PCC

                                          Mr P Kelly, Chief Executive, UHCC

                                          Mr C Crampton, Chief Executive, WWL

Ms L Carroll, Chair WWL Board

Ms K Skelton, Director WWL Board (via audio visual link)

Mr M Underhill, Director, WWL Board (via audio visual link)

Mr D List, Project Director, Regional Water Reform, PCC

Mr H Modlik, Chief Executive, Te Rūnanga O Toa Rangatira

Mr M Ford, Group Manager Business Services/Chief Financial Officer, WWL (via audio visual link)

Ms T Haskell, Group Manager, Network Development and Delivery, WWL (via audio visual link)

Mr K Locke, Group Manager Customer Operations, WWL

Mr F Clarke, Principal Advisor Strategy, WWL

Mr C Barker, Director, Regulatory Services, WWL (via audio visual link)

Mr M Hall, Manager Commercial, Business Improvement and Procurement, WWL (via audio visual link)

Mr J Fyfe, Programme Manager – Sustainable Water Supply and Demand, WWL (via audio visual link)

Ms S Watkins, Manager Business Planning and Performance Reporting, WWL

Ms S Proctor, Chief Infrastructure Officer, WCC

Mr B Hodgins, Strategic Advisor, HCC

Ms K Stannard, Head of Democratic Services, HCC (part meeting)

Mrs A Doornebosch, Democracy Advisor, HCC

Ms H Clegg, Minute Taker, HCC

                                         

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

RESOLVED:  (Mayor Barry/Cr Baker)                                         Minute No.   WWC 21501

“That the apology received from Mayor Beijen be accepted and leave of absence granted.”

3.        PUBLIC COMMENT

 

There was no public comment.

 

4.        CONFLICT OF INTEREST DECLARATIONS

          There were no conflict of interest declarations.

5.

Chair's Statement

A written transcript of the Chair’s Statement is attached as page 12 to the minutes.

6.       Minutes

 

Resolved:   (Mayor Barry/Cr Rush)                                         Minute No. WWC 21502

 

“That the minutes of the meeting of the Wellington Water Committee | Komiti Ngā Wai Hangarua held on Friday, 24 September 2021, be confirmed as a true and correct record.”

7.

Water Reforms - Regional Update

Mr Dougal List, Project Director, Porirua City Council (PCC) provided a verbal update and presentation attached as pages 13 to 17 to the minutes.  He acknowledged the short timeframe to receive feedback prior to the proposed new Bill being prepared.  He advised additional information was expected from the Department of Internal Affairs in the next two weeks around the public consultation processes.  He stated he was currently working with Wellington Water Limited and council officers on analysis of a recent discussion paper from the Ministry of Business, Innovation and Employment regarding the Reforms.  He said feedback on this was due by 20 December 2021. 

In response to questions from members, Mr List advised it would be helpful if all councils in the Wellington and Wairarapa regions provided similar messages when consulting with their communities.  He acknowledged concerns that not all councils in the region were stakeholders.  He said that whilst the terms of reference for the working groups were specific, there were many broader issues involved.  He undertook to continue to work with councils from the Wellington and Wairarapa regions to gather feedback on engagement before the next working group meeting.

The Chief Executive, PCC highlighted that as the Water Reforms were now mandated, there were no decisions required from councils.  She advised that public consultation should be focussed on providing information to communities.  She acknowledged the desire of each council to gauge the opinions of their communities to assist in any council submissions to the process.

 

 

8.

Company Update (21/1907)

Report No. WWC2021/5/26 (4) by Wellington Water Limited

 

The Chief Executive, Wellington Water Limited (WWL) elaborated on the report.  He introduced Mr Charles Barker, the new Director of Regulatory Services at WWL.

Speaking via audio visual link, Mr Barker believed regulation provided an important mechanism to pursue efficiencies within an organisation and ensure any risks or liabilities were well managed.  He believed that WWL was well placed to establish excellent relationships with any future water regulators.

In response to questions from members, the Chief Executive, WWL noted several measures WWL had undertaken to ensure staff morale was maintained.  He noted a current review into cyber security throughout WWL, with contingency planning underway if computer operating systems were compromised. He advised WWL was on-track to substantially complete all high critical asset assessments by the end of June 2022.  He noted this work was governed by the amount of funding each council provided.  He confirmed all the projects listed in the Top Priority Projects were on scheduled work programmes.  He confirmed the new reservoir in Wellington was not within the projects list as it was not within the current work programme.  He advised the WWL company risk profile would be published on the WWL website.  He confirmed the Veolia review included all four treatment plants and abatement notices had been received for all of them.  He advised the WWL Board would receive the Veolia review report from the independent reviewers before Christmas and a subsequent report would be submitted to the Wellington Water Committee detailing possible courses of action. 

In response to questions from members the Group Manager, Customer Operations, WWL advised WWL had developed a six-week accelerated development programme to bring new trainees into the sector using existing staff to train them.  He added WWL had also developed a concept to develop a regional training facility although this was currently unfunded.  He said there was further opportunity to work with Mana Whenua to achieve the accelerated training programme targets.

Mayor Guppy expressed concern that a thorough review of WWL had not occurred in the past seven years.  He believed the Wellington Water Committee had no proof it was receiving value for money and correct information.  He agreed to report back with suggestions for how an oversight function of WWL could operate.  

 

Resolved:  (Mayor Barry/Cr van Lier)                                    Minute No. WWC 21502

 

“That the Committee receives and notes the report.”

 

 

9.

The 30 Year Investment Story for Wellington's Water (21/1909)

Report No. WWC2021/5/276 (4) by Wellington Water Limited

 

The Chair, Wellington Water Limited (WWL) Board elaborated on the report.  She highlighted the collaborative way WWL and council officers had worked in developing the plan.  She confirmed WWL officers were liaising with councils’ communications teams and Mana Whenua partners.

The Principal Advisor, Strategy, WWL elaborated on the report.  He advised the draft report was a guidance document with presentation work still to be completed.

In response to questions from members, the Principal Advisor, Strategy, WWL advised developing a new water source was mentioned under the “Ensuring there’s enough water for people and the environment” section.  He also advised the draft document aligned with councils’ Long Term Plans and that WWL was conscious of the local authority public engagement processes currently underway.  He explained the plan was not a detailed document and not designed to be able to be used in submissions to councils’ District Plan processes.  He acknowledged work already undertaken by Mana Whenua on their engagement in developing the plan.  He agreed to formally develop briefing and meeting sessions with Mana Whenua partners. He advised it was proposed to release the document for public consultation and engagement in February 2022. 

 

Resolved:   (Mayor Barry/Cr van Lier)                                Minute No. WWC 21503

 

“That the Committee: 

(1)   endorses the publishing of the attached draft discussion document (attached as Appendix 1 to the report) to the public, subject to incorporating the Committee’s feedback, final proofing and formatting consistent with the draft design concept (attached as Appendix 2 to the report); 

(2)   notes the release of the discussion document will be supported with associated communications and engagement activities delivered through Wellington Water Limited’s website and social media; 

(3)   notes Wellington Water Limited will be working with the shareholding councils’ communications teams to obtain their support for the public engagement, and would also like to work with iwi Mana Whenua to ensure their perspectives are represented as part of this engagement; 

(4)   notes the content of the discussion document is likely to be of interest to the public and the engagement will inform planning for the 2024-34 Long Term Planning period; and

(5)   notes the publishing date for the discussion document will most likely be early in the 2022 calendar year.

 

10.

Service Delivery Strategy Update (21/1945)

Report No. WWC2021/5/277 (4) by Wellington Water Limited

 

The Group Manager, Network Development and Delivery, Wellington Water Limited (WWL) elaborated on the report (via audio visual link).   

 

Resolved:   (Mayor Guppy/Mayor Baker)                             Minute No. WWC 21504

 

“That the Committee: 

 

(1)   receives the report;  

 

(2)   notes that Wellington Water Limited has refreshed its Service Delivery Strategy;

  

(3)   notes that Wellington Water Limited is extending arrangements with its contractor and consultant panels to enable continuity of service through to 2026; 

 

(4)   notes that the regional wastewater delivery model is under review; and

 

(5)   notes that we continue to focus on increasing the capability and capacity of workers in our sector to deliver our programmes of work.” 

 

11.

Update on Asset Condition Assessment Programme (21/1948)

Report No. WWC2021/5/278 (4) by Wellington Water Limited

 

The Principal Advisor Strategy, Wellington Water Limited (WWL) elaborated on the report. He advised that whilst the level of funding from each council had increased for the asset condition assessment programme, it was still not sufficient to complete the programme. 

In response to questions from members, the Principal Advisor Strategy, WWL advised that the highly critical asset assessment programme was on-track and the assessments of less critical assets were progressing gradually.  He said that more resources and time were required for this to be completed.  He advised investment was being targeted to the areas WWL had received funding for, from each council.

The Chief Executive, WWL advised the Auditor’s report raised no issues with the condition assessment programme.  He acknowledged that each council required a full asset condition assessment as soon as possible.  He advised he would report back on specifics for the main interceptor. 

In response to a question from a member, the Chief Executive, WWL noted a report to the next Wellington Water Committee meeting would include an overview of regional and council specific data and results from this programme.  He said this would also include how the programme had evolved council by council and some early signals for the 2024-34 Long Term Plans.

 

Resolved:   (Mayor Barry/Mayor Baker)                                Minute No. WWC 21505

 

“That the Committee: 

 

(1)   receives the report;

 

(2)   notes that with an asset base of $6B, approximately $10M of condition assessment should be conducted annually; 

 

(3)   notes that expenditure of this budget would stress existing resources nationally and would require a sector-wide uplift; 

 

(4)   notes that the approximately $2.5M per annum of condition assessment work is being completed across the region, excluding the assessment of the Very High Criticality Assets which has been funded from the Government stimulus package; and

 

(5)   notes that the risk of unplanned service failures and interruptions occurring across the region therefore remains.”

 

12.

Quarter 1 Company Performance Report 2021/22 - Wellington Water Limited (21/1910)

Report No. WWC2021/5/279 (4) by Wellington Water Limited

 

The Group Manager Business Services/Chief Financial Officer, Wellington Water Limited (WWL) explained WWL was liaising with councils to align quarterly reports in real time.  He added WWL was proposing to hold webinar sessions when each report was released.

 

Resolved:   (Mayor Barry/Mayor Baker)                                 Minute No. WWC 21506

 

“That the Committee: 

 

(1)   receives and notes this report; and

 

(2)   provides feedback on the content and approach to the new quarterly performance report.”

13.

Wellington Water Limited Annual Report to 30 June 2021 (21/1911)

Report No. WWC2021/5/280 (4) by Wellington Water Limited

 

The Chair, Wellington Water Limited (WWL) Board elaborated on the report.  She gave a presentation attached as pages 18 to 21 to the minutes.

In response to questions from members, the Chief Executive, WWL said WWL was experiencing labour shortages.  He acknowledged the poor result for the South Wairarapa incident response times.

 

Resolved:   (Mayor Barry/Cr Rush)                                          Minute No. WWC 21507

 

“That the Committee receives the Wellington Water Limited 2020/21 Annual Report.”

 

14.

Annual Letter of Expectation to Wellington Water Limited (21/1892)

Report No. WWC2021/5/267 (4) by the Chief Executive, Porirua City Council

 

The Chief Executive, Porirua City Council (PCC) elaborated on the report.   She highlighted the changes requested by Wellington City Council including a request for a stronger view of what was expected in each Annual Plan round.  She noted the Mana Whenua partnership with the Wellington Water Committee was developing, and this process would be refined as time progressed. 

In response to a question from a member, the Chief Executive, PCC agreed to investigate whether Greater Wellington Regional Council had submitted to the draft letter and to incorporate their requests into the draft.

 

Resolved:   (Mayor Barry/Cr van Lier)                                  Minute No. WWC 21508

“That the Committee:

(1)     notes and receives the report;

 

(2)     approves the annual shareholder Letter of Expectation to Wellington Water Limited (attached as Appendix 1 to the report) subject to amendments discussed at the Wellington Water Committee meeting held on 29 November 2021; and

 

(3)     authorises the Wellington Water Committee Chair to sign the Letter of Expectation.

         

15.

Appointment of Directors to Wellington Water Limited (21/1848)

Report No. WWC2021/5/282 (4) by the Democracy Advisor

 

The Chief Executive, Porirua City Council elaborated on the report. 

 

Resolved:   (Mayor Barry/Mayor Guppy)                                 Minute No. WWC 21509

 

“That the Committee: 

(1)   receives and notes the contents of the report; 

(2)   notes Mr Geoff Dangerfield has resigned as Chair of the Board of Wellington Water Limited (the board); 

(3)   notes that Ms Lynda Carroll was elected as the Chair of the board on 22 October 2021; 

(4)   appoints Jackson Stone as the recruitment agency to undertake an identification and selection process to identify up to two suitable candidates for appointment; 

(5)   agrees to appoint an interview panel comprising of Mayor Barry, Mayor Baker, Mayor Beijen, Ms Lee Rauhina-August and Ms Lynda Carroll as an observer/adviser; and

(6)   agrees that the interview panel will work with Jackson Stone to shortlist and select preferred candidates to be considered for appointment by the full Wellington Water Committee.”

 

16.

Meeting Schedule for 2022 (21/1558)

Memorandum dated 1 November 2021 by the Democracy Advisor

 

The Head of Democratic Services elaborated on the report.  She advised the cycle 1 and 2 proposed meeting dates for the Wellington Water Committee now conflicted with the recently released Local Government New Zealand Zone 4 meetings.

Mayor Barry noted that officers had worked hard on finding suitable dates when members were available.

In discussion, members agreed the proposed meeting dates should be confirmed at the meeting.

 

Resolved:   (Mayor Barry/Mayor Guppy)                               Minute No. WWC 21510

 

“That the Committee:

 

(1)   agrees to the meeting schedule for 2022 as follows:

 

(a)     Friday, 18 March 2022;

(b)     Friday, 27 May 2022;

(c)      Friday, 29 July 2022;

(d)     Friday, 30 September 2022;

 

(2)   confirms the venue for its meetings will be the Council Chambers, Hutt City Council,
30 Laings Road, Lower Hutt; and

 

(3)   agrees to live cast the public part of its meetings.”

Mayor Barry acknowledged participants who had joined the meeting via the audio visual link.  He wished everyone all the best for the festive season.

 

17.     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.

 

There being no further business the Chair declared the meeting closed at 3.17 pm.

 

 

 

Mayor C Barry

CHAIR

 

CONFIRMED as a true and correct record dated this 18th day of March 2022

 

Chair’s Statement

 

Wellington Water Committee 29 November 2021

 

 

Given that this is the last meeting of the year, I want to acknowledge all the staff at Wellington Water Limited for the work they have put in over what has been a tough year on our region’s infrastructure.

 

Wellington Water Limited and its shareholding councils have recognised the need to address our infrastructure challenges, and as a result we have seen most long term plans significantly increase investment in three waters.

 

While the structure of how we deliver three waters will change, it is still our core responsibility to deliver safe drinking water and ensure our waste is not polluting our waterways.

 

That’s why we’re reviewing our 30 year Investment Plan, so that the region is prepared for current and future challenges, no matter what body is delivering that core infrastructure.

 

Some of these include our water supply, which we need to conserve - especially over the summer months.

 

Please take care when it comes to using water as we head into hotter, drier weather. Simple things like taking shorter showers, for four minutes maximum, will help with our regions water supply, especially if we go through drought periods over summer.