1 2 December 2022

MINUTES

Record of a meeting of the HUTT VALLEY SERVICES COMMITTEE in The Rotary Lounge, Upper Hutt Central Library, 844 Fergusson Drive, Upper Hutt on FRIDAY 2 DECEMBER 2022 at 9.30 am

		Upper Hutt City Council (UHCC)		Hutt City Council (HCC)
Present:		Cr J B Griffiths (Chair) Cr H Newell Deputy Mayor H Swales (alternate)		Cr T Stallinger (Co-Chair) Cr B Dyer Cr C Parkin
Apologies:		His Worship the Mayor Mr W N Guppy Cr C B G Carson		Cr N Shaw
In attendance:		Peter Kelly, Chief Executive Lisa Kynaston, Governance Advisor Geoff Swainson, Director Asset Management and Operations Brett Latimer, Parks & Reserves Manager (part meeting) Helen Hamilton, Director Planning and Regulatory Services		Bruce Hodgins, Strategic Advisor (part meeting) Jӧrn Scherzer, Head of Climate and Solid Waste Derek Kerite, Head of Regulatory Services (part meeting) Pieter Mans, Animal Services Manager (part meeting) Dean Bentley, Compliance Manager (part meeting)
Also in Attendance:		Steve Hutchison, Chief Advisor Wastewater, Wellington Water Limited WWL (part meeting) Jeremy McKibbin, Group Manager WWL (part meeting)
Peter Kelly, Chief Executive Upper Hutt City Council, opened the meeting with a Karakia.
1.	Apologies
	RESOLVED:		Peter Kelly / Cr Griffiths		CARRIED: HVSC 220601
	“That the apologies from Mayor Guppy, Cr Shaw and Cr Carson be accepted and leave of absence be granted.”
2.	Election of Chair and Co-Chair
	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 Co-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 Co-Chair has always been from a different Council to the Chair. In 2022 the position of Chair was held by Cr J Briggs (Hutt City Council) and the Co-Chair was held by Cr H Newell (Upper Hutt City Council). It is now appropriate for the Committee to make new appointments until November 2023, with the position of Chair to be held by a member from Upper Hutt City Council and the position of Co-Chair to be held by a member from Hutt City Council. For 2022-2025 Triennium, Mayor Guppy of Upper Hutt City Council has recommended that Cr Blair Griffiths be appointed as Chair and Co-Chair of the Hutt Valley Services Committee. Respectively, Mayor Barry at Hutt City Council has recommended that Cr Tony Stallinger be appointed as Chair and Co-Chair of the Hutt Valley Services Committee.
	RESOLVED:		Cr Parkin / Cr Newell		CARRIED: HVSC 220602
	“That for the 2022-2025 Triennium the Hutt Valley Services Committee, i. appoints Cr Blair Griffiths as Upper Hutt City Council’s Chair and Co-Chair, and, ii. appoints Cr Tony Stallinger as Hutt City Council’s Chair and Co-Chair.”
	Cr Griffiths continued as Chair of the meeting.
3.	Public Forum
	Cr Griffiths in relation to Item 7: Akatārawa Cemetery Update, tabled on behalf of Daniel Chrisp, the email is appended as Attachment 1.
	RESOLVED:		Cr Griffiths / Cr Dyer		CARRIED: HVSC 220603
	“That the Committee receives and notes the email from Daniel Chrisp dated 29 November 2022, appended as Attachment 1.”
4.	Declarations of Interest
	There were no declarations of interest.
5.	Proposed Meeting Dates for 2023
	Correction to the report: Page 6 paragraph 7, the 2023 meetings alternate between Hutt City Council and Upper Hutt City Council. Starting with Hutt City Council for the meeting on 10 March 2022.
	RESOLVED:		Deputy Mayor Swales / Cr Stallinger		CARRIED: HVSC 220604
	“That the Committee receives and notes the meeting dates and venues for 2023.”
6.	Wastewater Joint Venture Update 6 August to 4 November 2022
	In attendance for this item: Bruce Hodgins (HCC) and Steve Hutchison and Jeremy McKibbin (WWL). Jeremy McKibbin provided an update about the recent shutdowns at the Seaview Wastewater Treatment Plant; Firstly, due to safety concerns after fuel entered the system, resulting in the removal and dumping of sludge at the Silverstream Landfill. Secondly, there was a mechanical failure in the UV system which resulted in the effluent being non-compliant. Replacement parts are on order and due in stock in February 2023, non-compliance will continue until the parts are replaced, and the 90-day rolling average expires in May 2023. Veolia is carrying out a review of parts due to concerns about availability and supply, a report on this review is expected at the next committee meeting. Jeremy McKibbin answered members’ questions about the financial impact of the recent shutdowns and the feasibility and consideration of solar and battery power backup options. Steve Hutchison answered members’ questions about the current effluent resource consent non-compliance and ongoing review of replacement and spare parts. Bruce Hodgins advised that the financial statistics are provided by Hutt City Council and will be distributed to the committee soon as they are available. Bruce Hodgins also provided an update on the Barber Grove project and advised the committee that the respective councils will receive an update on the project stages, construction, funding costs and how this will align with the Long Term Plan. Members asked officers for a Work Programme Dashboard, and consideration for the use of solar and battery backup power.
	RESOLVED:		Cr Griffiths / Deputy Mayor Swales		CARRIED: HVSC 220605
	“That the Committee receives and notes the report entitled Wastewater Joint Venture Update 6 August to 4 November 2022.”
7.	Update on Silverstream Landfill and Resource Recovery
	In attendance for this item: Jӧrn Scherzer, Head of Climate and Solid Waste HCC. Correction to the report: Page 19 paragraph 10, safety incidents over the period between July – September 2022. Update to the report: On page 18 paragraph 9, the total tonnage is year-to-date and not a full year’s waste. Jӧrn Scherzer clarified that HCC is aware of an operator looking at investing in a waste transfer and resource recovery site in the Hutt Valley and HCC is anticipating a consent request from the operator before Christmas 2022. The outcome of this will inform future decisions about the Silverstream Landfill Station. Jӧrn Scherzer answered members’ questions in relation to the tonnage of special waste from the Naenae Pool project, the overall increase of construction waste due to the development growth in the Valley, future options for the management and recycling of construction waste, waste levy funding, the capacity of cleanfill sites across the Wellington region and the measurement and management of methane gas meter results taken from across the Silverstream Landfill.
	RESOLVED:		Cr Griffiths / Cr Dyer		CARRIED: HVSC 220606
	“That the Committee receives and notes the report entitled Update on Silverstream Landfill and Resource Recovery.”
8.	Akatārawa Cemetery Update
	Geoff Swainson Director Asset Management and Operations noted that Daniel Chrisp is a Cemetery Supervisor at the Porirua Cemetery and has previously offered his services to UHCC as an advisor. Geoff Swainson provided the following comments (in response to Daniel Chrisps’ email dated 29 November 2022, appended as Attachment 1): The time that it has taken to acquire additional land at the site in order to provide additional capacity, has been drawn out because of changes to regional rules around earthwork development and water quality discharges. The land is designated for cemetery use, but for the purposes of getting consent UHCC is doing considerable work in terms of assessment of effects, which will dictate how much of the site is useable for cemetery purposes. Geoff Swainson answered members’ questions about the zoning of the cemetery site and capacity at the cemetery for the current death rate in the Valley. Members asked Geoff Swainson to respond to Daniel Chrisp’s email and asked that the response be shared with members.
	RESOLVED:		Deputy Mayor Swales / Cr Parkin		CARRIED: HVSC 220607
	“That the Committee, i. receive and notes the report entitled Akatārawa Cemetery Update, and, ii. requests that the Director Asset Management and Operations (UHCC) responds to the email from Daniel Chrisp dated 29 November and provides a copy of the correspondence to the committee.”
9.	Dog Control Report – Hutt City Council
	In attendance for this item: Pieter Mans, Pieter Mans, Animal Services Manager and Dean Bentley, Compliance Manager (HCC). Dean Bentley provided members with an overview of the previous discussions about the content and necessity of the dog control reports and health activities report to the Hutt Valley Services Committee. Members and officers discussed the terms of reference for the committee and agreed that UHCC and HCC do not need to continue submitting a Dog Control Report. Members referred to the Terms of Reference and function of the committee and asked officers to ensure that matters of coordination and decision-making on combined council services are raised on future agendas of Hutt Valley Services Committee meetings. Members discussed opportunities such as sharing dog registration processes and a shared dog park that could come to this committee for consideration.
	RESOLVED:		Cr Griffiths / Cr Dyer		CARRIED: HVSC 220608
	“That the Committee, i. receives and notes the report entitled Dog Control Report – Hutt City Council ii. agrees that this report no longer needs to be provided to the Hutt Valley Services Committee.”
10.	Dog Control Report – Upper Hutt City Council
	In attendance for this item: Helen Hamilton Director Planning and Regulatory Services (UHCC) The members and offices referred to the Terms of Reference and discussed the purpose of this committee and agreed with the action that the co-chairs will go back to their respective Councils to discuss the committee’s scope, what constitutes a 'shared service', optimum reporting of shared service arrangements and broader [commercial] considerations.
	RESOLVED:		Deputy Mayor Swales / Cr Newell		CARRIED: HVSC 220609
	“That the Committee, i. receives and notes the report entitled Dog Control Report – Upper Hutt Hutt City Council, and, ii. agrees that this report no longer needs to be provided to the Hutt Valley Services Committee.”
11.	Environmental Health Update
	Helen Hamilton Director Planning and Regulatory Services (UHCC) answered a member’s question in relation to the total number of food premises and the percentage of recent verifications in comparison to the total number of food premises, are we looking at a downward trend of verifications? Helen Hamilton answered a member’s question and confirmed that nuisance complaints generally include complaints about human waste, smells, hoarding and vibrations from construction work. Helen noted these types of complaints increase with housing density, particularly around food premises. Helen Hamilton will confirm the statistics and improve the clarity of this report and review if / how data can be presented to delineate ‘one-off’ versus ongoing / repeat ‘nuisance’ callouts to properties.
	RESOLVED:		Cr Griffiths / Cr Dyer		CARRIED: HVSC 220610
	“That the Committee receives and notes the report entitled Environmental Health Update.”
12.	Hutt Valley Services Committee Action Items
	Members discussed the value of having visibility of these action points and being able to track the progress of the requests from this committee. Members asked for a review and update of the outstanding action items before the next committee meeting.
13.	Hutt Valley Services Committee Forward Programme
	Members discussed the purpose and requirements for a tour of shared services in the Hutt Valley and a workshop for committee members. Members asked that the officers from each council provide a list of sites of interest across the Hutt Valley for a bus tour, and the committee agreed that it would be useful to have some time after the bus tour to collaborate and discuss future areas of focus for this committee.

Peter Kelly closed the meeting with a Karakia.

The Chair closed the meeting at 11.35 am.

Cr B Griffiths

Chair