Agenda of Works and Infrastructure Committee

N-logotype-black-wide Works and Infrastructure Committee

26 November 2015

Page No.

1. Apologies

Nil

2. Confirmation of Order of Business

3. Interests

3.1 Updates to the Interests Register

3.2 Identify any conflicts of interest in the agenda

4. Public Forum

5. Confirmation of Minutes

5.1 22 October 2015 8 - 14

Document number M1543

Recommendation

THAT the minutes of the meeting of the Works and Infrastructure Committee, held on 22 October 2015, be confirmed as a true and correct record.

Note: Please note that as the only business transacted in public excluded was to confirm the minutes and receive the status report, this business has been recorded in the public minutes. In accordance with the Local Government Official Information Meetings Act, no reason for withholding this information from the public exists.

6. Status Report - Works and Infrastructure Committee - 26 November 2015 15 - 18

Document number R5161

Recommendation

THAT the Status Report Works and Infrastructure Committee 26 November 2015 (R5161) and its attachment (A1150321) be received.

7. Chairperson's Report

Transport and Roading

8. Roading Maintenance Contract Collaboration - Nelson City Council and Tasman District Council 19 - 23

Document number R4186

Recommendation

THAT the report Roading Maintenance Contract Collaboration - Nelson City Council and Tasman District Council (R4186) be received;

AND THAT a single tender for the Nelson and Tasman Urban areas is approved in principle;

AND THAT approval is granted for officers to work with Tasman District Council officers to prepare a business case for collaboration on an urban roading maintenance contract;

AND THAT the business case be reported back to the Works and Infrastructure Committee noting any benefits or disadvantages.

9. Licences for Street Stalls and Outdoor Dining - review of basis of rentals 24 - 29

Document number R4696

Recommendation

THAT the report Licences for Street Stalls and Outdoor Dining - review of basis of rentals (R4696) and its attachment (A1462369) be received;

AND THAT the current licence fees for street stalls be reduced by 30%;

AND THAT footpath dining and car park dining licence fees remain at the current levels, with the methodology for charging unchanged.

10. Intersection Safety Improvements - Main Road Stoke/Elms Street

This item will be distributed separately

11. Active Travel and Path-based Recreation Programme of Work

This item will be distributed separately

Water, Wastewater, Stormwater

12. Maitai and Roding Water Abstraction Resource Consent 30 - 86

Document number R4857

Recommendation

THAT the report Maitai and Roding Water Abstraction Resource Consent (R4857) and its attachments (A1332911, A1438784, A1438811) be received;

AND THAT new resource consent applications for the city water supply (as detailed in R4857) be lodged by 31 May 2016 on the same basis as existing consents.

13. Approval to Refer Award of Tenders to Council 87 - 89

Document number R4923

Recommendation

THAT the report Approval to Refer Award of Tenders to Council (R4923) be received;

THAT the approval of award of tender for Hampden St East Little-Go Stream Stormwater Upgrade including Water and Wastewater Renewals be referred to Council;

AND THAT the approval of award of tender for for Maitai Pipeline Upgrade (WTP - Westbrook) be referred to Council.

Public Excluded Business

14. Exclusion of the Public

Recommendation

THAT the public be excluded from the following parts of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interests protected (where applicable)
1	Public Excluded Status Report - Works and Infrastructure Committee - 25 November 2015	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: · Section 7(2)(b)(i) To protect information where the making available of the information would disclose a trade secret
2	Saxton Creek Upgrade Tender Approval Report	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)
3	Earthquake Prone Buildings #6	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: · Section 7(2)(b)(ii) To protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Public Excluded Status Report - Works and Infrastructure Committee - 25 November 2015

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7

The withholding of the information is necessary:

· Section 7(2)(b)(i)

To protect information where the making available of the information would disclose a trade secret

Saxton Creek Upgrade Tender Approval Report

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7

The withholding of the information is necessary:

· Section 7(2)(i)

To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

Earthquake Prone Buildings #6

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7

The withholding of the information is necessary:

· Section 7(2)(b)(ii)

To protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

15. Re-admittance of the public

Recommendation

THAT the public be re-admitted to the meeting.

Note:

· Lunch will be provided at 12.30pm. (delete as appropriate)

Minutes of a meeting of the Works and Infrastructure Committee

Held in the Wakapuaka Hall, 460 State Highway 6, Main Road, Wakapuaka, Nelson

On Thursday 22 October 2015, commencing at 9.02am

Present: Councillor E Davy (Chairperson), Councillors I Barker, L Acland, R Copeland, M Lawrey (Deputy Chairperson) and T Skinner

In Attendance: Group Manager Infrastructure (A Louverdis), and Administration Adviser (G Brown)

Apologies: Her Worship the Mayor R Reese and Councillor G Noonan

1. Apologies

Resolved WI/2015/001

THAT apologies be received and accepted from Her Worship the Mayor R Reese and Councillor G Noonan.

Lawrey/Skinner Carried

2. Confirmation of Order of Business

There was no change to the order of business.

3. Interests

There were no updates to the Interests Register, and no interests with items on the agenda were declared.

4. Public Forum

The Chairperson advised that there would be a public forum.

4.1 Pip Murdoch spoke about traffic concerns at Lud Valley Road.

She advised the Committee that trucks used the road frequently and many road users were driving to speeds of up to 100kph.

Ms Murdoch said she sought improvements to the road width, implementation of speed restrictions and sealing of the remainder of the road.

In response to questions, Ms Murdoch said many of the residents had the same concerns. She added that the length of the unsealed road was less than 1km and that four residents were situated along this area.

5. Confirmation of Minutes

5.1 10 September 2015

Document number M1457, agenda pages 7 - 14 refer.

Resolved WI/2015/030

THAT the minutes of the meeting of the Works and Infrastructure Committee, held on 10 September 2015, be confirmed as a true and correct record.

Davy/Copeland Carried

6. Status Report - Works and Infrastructure Committee - 22 October 2015

Document number R5009, agenda pages 15 - 19 refer.

Group Manager Infrastructure, Alec Louverdis, presented the report.

Mr Louverdis answered questions on the status report items.

Resolved WI/2015/031

THAT the Status Report Works and Infrastructure Committee 22 October 2015 (R5009) and its attachment (A1150321) be received.

Lawrey/Barker Carried

7. Chairperson's Report

There was no Chairperson’s Report.

Transport and Roading

8. Transportation Asset Management Plan 2015-2025

Document number R4863, agenda pages 20 - 25 refer.

Senior Asset Engineer – Transport and Roading, Rhys Palmer, presented the report.

Group Manager Infrastructure, Alec Louverdis, highlighted that the Transportation Asset Management Plan 2015-2025 was a living document and would continue to be updated.

In response to a question, Mr Palmer advised that the New Zealand Transport Agency (NZTA) continued to invest in transport infrastructure in Nelson at the standard funding rate, which equated to approximately $350,000.

In response to a further question, Mr Palmer explained that for the same ratepayer investment as in previous years there would now be a wider bus route coverage for the Nelson bus service due to an increase in subsidy from NZTA.

Resolved WI/2015/032

THAT the report Transportation Asset Management Plan 2015-2025 (R4863) and its attachments (A1427524, A1156705 and A1435841) be received.

Barker/Skinner Carried

Recommendation to Council WI/2015/033

THAT the Transportation Asset Management Plan 2015-2025 (A1156705), amended to reflect the Long Term Plan 2015-25, be adopted.

Barker/Skinner Carried

Water, Wastewater, Stormwater

9. Greenmeadows Stormwater Easement Consent

Document number R4822, agenda pages 26 - 29 refer.

Team Leader Engineer, Mel Large, presented the report.

In response to a question, Ms Large, clarified that the easement was outside the footprint for the Stoke Community and Sports Facility development.

Resolved WI/2015/034

THAT the report Greenmeadows Stormwater Easement Consent (R4822) and its attachment (A1436622) be received.

Lawrey/Barker Carried

Recommendation to Council WI/2015/035

THAT Council grant the Nelson City Council an easement pursuant to Section 48(1) of the Reserves Act 1977 under delegated authority from the Minister of Conservation, over Part Section 50 District of Suburban South defined on DP4585, as described in report (R4822).

Lawrey/Barker Carried

Solid Waste

10. Solid Waste Asset Management Plan 2015-2025

Document number R4295, agenda pages 30 - 132 refer.

Senior Asset Engineer – Solid Waste, Johan Thiart, presented the report.

Resolved WI/2015/036

THAT the report Solid Waste Asset Management Plan 2015-2025 (R4295) and its attachments (A1428173 and A1428146) be received.

Lawrey/Copeland Carried

Recommendation to Council WI/2015/037

THAT the Solid Waste Asset Management Plan 2015-2025 (A1428146), amended to reflect the Long Term Plan 2015-25, be adopted.

Lawrey/Copeland Carried

Attendance: The meeting adjourned for morning tea from 9.30am until 9.46am.

11. Exclusion of the Public

Resolved WI/2015/038

THAT the public be excluded from the following parts of the proceedings of this meeting.

Davy/Acland Carried

Item	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interests protected (where applicable)
1	Works and Infrastructure Committee Meeting Minutes - Public Excluded - 10 September 2015	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7.	The withholding of the information is necessary: · Section 7(2)(a) To protect the privacy of natural persons, including that of a deceased person. · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities. · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). · Section 7(2)(j) To prevent the disclosure or use of official information for improper gain or improper advantage.
2	Status Report - Works and Infrastructure Committee - 22 October 2015	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: · Section 7(2)(b)(i) To protect information where the making available of the information would disclose a trade secret

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Works and Infrastructure Committee Meeting Minutes - Public Excluded - 10 September 2015

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7.

The withholding of the information is necessary:

· Section 7(2)(a)

To protect the privacy of natural persons, including that of a deceased person.

· Section 7(2)(h)

To enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

· Section 7(2)(i)

To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

· Section 7(2)(j)

To prevent the disclosure or use of official information for improper gain or improper advantage.

Status Report - Works and Infrastructure Committee - 22 October 2015

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7

The withholding of the information is necessary:

· Section 7(2)(b)(i)

To protect information where the making available of the information would disclose a trade secret

The meeting went into public excluded session at 9.47am and resumed in public session at 9.55am.

As the only business transacted in public excluded was to confirm the minutes and receive the status report, this business has been recorded in the public minutes. In accordance with the Local Government Official Information Meetings Act, no reason for withholding this information from the public exists.

12. Confirmation of Minutes

12.1 10 September 2015

Document number M1458, agenda pages 3 - 6 refer.

Resolved WI/2015/039

THAT the minutes of part of the meeting of the Works and Infrastructure Committee, held with the public excluded on 10 September 2015, be confirmed as a true and correct record.

Barker/Skinner Carried

13. Status Report - Works and Infrastructure Committee - 22 October 2015

Document number R5010, agenda pages 7 - 8 refer.

Resolved WI/2015/040

THAT the public excluded Status Report Works and Infrastructure Committee 22 October 2015 (R5010) and its attachment (A1150333) be received.

Acland/Lawrey Carried

12. Re-admittance of the Public

Resolved WI/2015/041

THAT the public be re-admitted to the meeting.

Davy/Acland Carried

There being no further business the meeting ended at 9.55am.

Confirmed as a correct record of proceedings:

Chairperson Date

Works and Infrastructure Committee

26 November 2015

REPORT R4186

Roading Maintenance Contract Collaboration - Nelson City Council and Tasman District Council

1. Purpose of Report

1.1 To obtain approval for officers to collaborate with Tasman District Council (TDC) to investigate a joint contract with respect to the urban network as it relates to the NZ Transport Agency (NZTA) subsidised roading maintenance contract.

2. Delegations

2.1 This is a matter for the Works and Infrastructure Committee as it has powers to decide on all functions, powers and duties relating to the operation and maintenance of the transportation activity/network.

3. Recommendation

THAT the report Roading Maintenance Contract Collaboration - Nelson City Council and Tasman District Council (R4186) be received;

AND THAT a single tender for the Nelson and Tasman Urban areas is approved in principle;

AND THAT approval is granted for officers to work with Tasman District Council officers to prepare a business case for collaboration on an urban roading maintenance contract;

AND THAT the business case be reported back to the Works and Infrastructure Committee noting any benefits or disadvantages.

4. Background

4.1 NZTA set up the “Road Maintenance Task Force”(Task Force) in 2012 to report on opportunities for increasing the effectiveness of road maintenance expenditure. One of the key outcomes coming out of the Task Force report was that “In order to lift efficiency and increase value for money, the most promising opportunity is for RCAs (road controlling authorities) to strongly collaborate and where appropriate jointly manage, plan, and deliver maintenance, operations and renewal works.”

4.2 Accordingly NZTA and Local Government New Zealand formed the Road Efficiency Group (REG) to promote collaboration amongst RCAs. REG encourages better collaboration between road controlling authorities with a number of aims:

· Reducing costs by saving money in the right areas;

· Prioritising investment on the roads that need it most;

· Encouraging best practice;

· Providing a more integrated, collective way of maintaining and operating state highways and local roads in the regions.

4.3 There is already a significant amount of cooperation between Nelson City Council (NCC), TDC, Marlborough District Council (MDC) and NZTA on transportation related activities.

4.4 TDC has recently included their Golden Bay rural roading network in a Network Outcomes Contract (NOC) with NZTA. This NOC includes the State Highway network through Nelson and Tasman.

4.5 If a collaborative roading maintenance contract was developed for the NCC and TDC urban network TDC would separately procure a roading maintenance contract for its remaining rural roading network.

4.6 Discussions with NCC/TDC/NZTA at an officer level have been positive for combining the urban areas of the NCC and TDC into a maintenance contract on the overriding criteria that the outcomes show deliverables in favour of each council – ie any single contract has to show demonstrable benefits to each of the councils’ ratepayers.

4.7 Consequently the current council roading maintenance contract was extended to 30 June 2017. This expiry date, which coincides with the TDC contract expiry, provides an excellent opportunity to investigate more formal collaborative opportunities that could provide cost and operational efficiencies.

4.8 NZTA approved the extension of Council’s current maintenance contract on the basis NCC and TDC are collaborating and achieving the principals set by the REG.

5. Discussion

5.1 The intention of this report is to obtain approval to develop a business case to determine benefits, with TDC, for a collaborative roading maintenance contract for the Committees consideration. The report does not recommend procuring a collaborative contract at this stage.

5.2 A number of informal discussions have occurred between NCC and TDC officers to consider opportunities to work together to gain efficiencies with road maintenance service delivery. These discussions have concluded that both networks are of a sufficient size that mutually beneficial economies of scale may be realised for the urban network including road marking, street sweeping and general maintenance.

5.3 Benefits from collaboration may include:

· Opportunities to explore new ways of working, driven by financial imperatives;

· Development of consistent levels of service standards, in line with the One Network Road Classification and customer outcomes;

· Regional efficiencies;

· Financial savings derived from increased buying power under a new combined contract. This could result from economies of scale and reduced procurement expenses;

· Financial savings derived from contractor efficiencies – optimisation of resources due to reduced duplication of equipment, staff, depots and management.

5.4 Section 17A of the Local Government Act (LGA) encourages council to seek greater effectiveness and efficiencies in service delivery through exploring a set number of options for the governance, funding, and delivery of ’infrastructure, services, and regulatory functions‘. This part of the LGA encourages council to explore opportunities and identify where there may be benefits in changing the way we deliver services. Preparation of a business case for collaboration on an urban roading maintenance contract will take in to consideration the requirements of Section 17A of the LGA.

6. Options

6.1 Option 1: NCC works with TDC to prepare a business case for collaboration on an urban roading maintenance contract.

6.2 There will be a financial cost associated with this option but it is not considered to be significant. Officers will work to prepare this business case by 30 June 2016. The majority of the work is expected to be completed with in-house resources although some external assistance may be required from consultants. LGNZ’s Centre of Excellence (EquiP) Road Transport Unit can provide support for the development of the business case.

6.3 Option 2: NCC does not investigate further any possible collaboration with TDC for procurement of a roading maintenance contract.

7. Alignment with relevant Council policy

7.1 The Transport Asset Management Plan and Long Term Plan 2015-25 have no reference to collaboration with TDC on an urban roading maintenance contract.

7.2 This decision is not inconsistent with any other previous Council decisions with regards to this proposal.

8. Assessment of Significance against the Council’s Significance and Engagement Policy

8.1 This is not a significant decision in terms of the Council Significance and Engagement Policy.

9. Consultation

9.1 No formal consultation has occurred with regards to the proposal in this report. If the recommendations included in this report are approved by Council then formal consultation with TDC and NZTA will be carried out by NCC officers as part of the process of preparing a business case.

9.2 Informal discussions between NCC and TDC officers have occurred to date.

10. Inclusion of Māori in the decision making process

10.1 No specific consultation with Maori has been undertaken.

11. Conclusion

11.1 Both respective NCC and TDC roading maintenance contracts have been extended to 30 June 2017 and new maintenance contracts will need to be procured prior so they can commence from 1 July 2017.

11.2 This report is recommending formally investigating the possibility of a collaborative urban roading maintenance contract with TDC and preparing a business case.

11.3 This report does not suggest proceeding with any collaborative procurement process at this stage as that will be considered through a separate report to Council in 2016 supported by the proposed business case.

11.4 Approval to work with TDC to formally consider collaboration on a roading maintenance contract is consistent with NZTA and LGNZ expectations regardless of the outcome from the business case process.

11.5 Preparation of a business case will take into consideration Section 17A of the Local Government Act.

11.6 TDC officers are taking a similar report to their Council seeking approval in principle to collaborate with NCC.

Peter Anderson

Manager Operations

Attachments

Nil

Works and Infrastructure Committee

26 November 2015

REPORT R4696

Licences for Street Stalls and Outdoor Dining - review of basis of rentals

1. Purpose of Report

1.1 To approve a suite of licence fees for street stalls and outdoor dining.

2. Delegations

2.1 The Works and Infrastructure Committee is responsible for the provision, operation and maintenance of roads (including footpaths).

3. Recommendation

THAT the report Licences for Street Stalls and Outdoor Dining - review of basis of rentals (R4696) and its attachment (A1462369) be received;

AND THAT the current licence fees for street stalls be reduced by 30%;

AND THAT footpath dining and car park dining licence fees remain at the current levels, with the methodology for charging unchanged.

4. Background

4.1 In May 2015 the Works and Infrastructure Committee resolved that:

· an extension of the current street stall and outdoor dining licences for six years be offered to licensees from 1 July 2015 to 30 June 2021;

· the policy on Licenses for Street Stalls and Outdoor Dining, including the moratorium on public parking spaces, be reviewed by the Works and Infrastructure Committee;

· a formal review of the rents for both street stall occupations and outdoor dining be undertaken;

4.2 This report deals predominantly with the licence fees charged. The Policy around outdoor dining and the occupation of footpaths and street stalls generally will be reviewed next year. A report will come back to the Works and Infrastructure Committee regarding that.

4.3 All existing licence holders were offered new licenses for six years from 1 July 2015. It was agreed that should the basis of rentals change, provision would be made so that they would see the benefit of this as from 1 January 2016.

4.4 There are currently 11 street stall positions allocated, 31 footpath occupation licences and 14 car park occupation licences.

4.5 Officers are regularly approached by street stall holders regarding the level of fee’s charged for Street Stalls.

4.6 In May 2014 a collective of eight street stall holders wrote to the Mayor asking for a 25% reduction in licence fee or for the monthly fee to remain the same but only to be charged for the time the street stall was occupied (6 or 12 month options). The signatories to this collective listed some of the additional services they provided free of charge to the city as well as adding vibrancy.

4.7 One submission to the draft Long Term Plan 2015 – 2025 was received regarding street stall licence fees. The submitter requested that Council consider halving existing licence fees.

4.8 The six month option put forward was considered but is not currently recommended for the following reasons:

- The licence fee is determined on an annual basis and averaged out to a monthly rate. By making these licences for only six months it would not be reflected in an automatic halving of the fee.

- Administration time would be greatly increased.

- This option may mean that we would have a number of empty spaces.

- Licencee’s do not at the moment have to operate for more than six months.

- This matter would be best considered as part of the policy review for the use of outdoor dining and trading.

5. Discussion

Level of licence fees

5.1 Officers have now investigated the fees charged for Footpath Dining, Carpark Dining and Street Stalls. The recommendation contained in this report reflects those investigations.

5.2 The fee charged for footpath dining and carpark dining appears reasonable however the current fee charged for Street Stall licences is much higher and difficult to justify. Fees for Street Stalls have increased by an average 36% over the last ten years.

5.3 There have been no recent formal approaches from licence holders regarding fees for footpath dining or carpark spaces.

5.4 Licence fee valuations were last comprehensively considered in a report by a registered valuer in 2009 before the majority of the current licences were granted. Annual increases to licence fees are linked to the Consumer Price Index.

5.5 Outdoor footpath dining fees are based on the area occupied with a discount applied of between 30 and 50% prime retail rental.

5.6 For consistency with the footpath dining fee a reduction of 30% is recommended to the current fees charged for Street Stall occupations. This takes into account the review of comparative fee levels and feedback from street stall licence holders as well as the community benefit that is obtained by having a vibrant city streetscape.

6. Options

Licence fee levels, current licences

6.1 Footpath dining rentals are based on a percentage of prime retail rentals with a discount applied. No change is recommended.

6.2 The car park dining space fees are consistent with the spirit of the existing policy and no change is recommended.

6.3 At present there is a significant differential between street stall licence fee levels and outdoor footpath dining and car park dining fee levels.

6.4 There is an argument for reducing the licence fees for street stalls to reflect comparative fees for all outdoor dining licences, stall holder concerns and the public benefit they bring by attracting people into the city.

6.5 Options for establishing licence fees for current street stall holders effective from 1 January 2016 include:

· Current rentals with annual increase by CPI (status quo)

· Percentage of current licence fees for street stalls in line with discount applied to footpath dining.

· Percentage bare land value of adjoining site.

· Standard fee per street stall per year.

6.6 Assuming some licence fee relief for street stall holders is justified, the option recommended is a percentage discount of 30% on current fee levels. Current fees reflect the location of sites so this would be the simplest approach. It would also address the restrictions contained in the existing terms and conditions of the licence and also indicate a value that Council places on the part street stalls play in the CBD.

6.7 The financial impact of this decision would result in a decrease in revenue from these stalls from $53,985 pa to $37,789 pa.

6.8 This decision will be reflected in the much wider policy around outdoor dining and Street stalls which will be completed next year.

7. Alignment with relevant Council policy

7.1 Several Council policies refer to the vibrancy that street stalls and outdoor dining contribute to Nelson. If licence fees and other provisions in the licences prove to be commercially onerous to licence holders then this feature of Nelson may be lost.

7.2 Nelson 2060

Goal 7: Our economy thrives and contributes to a vibrant and sustainable Nelson.

7.3 Heart of Nelson Strategy 2009 (Central City Strategy)

Vision: The central city will be a vibrant, attractive place in which people can live, work and play, and in which businesses operate... City Centre streets will be alive and bustling with pedestrians, outdoor cafes, activity and entertainment.

8. Assessment of Significance against the Council’s Significance and Engagement Policy

8.1 These are not significant decisions because they concern the temporary licensing of land rather sale.

9. Consultation

9.1 No formal consultation on the basis of reviewing the fees charged to licence holders has yet been undertaken. However, officers have had informal discussions with some street stall holders about the current level of fees and their effect on viability.

10. Inclusion of Māori in the decision making process

10.1 No consultation with Māori has been undertaken.

11. Conclusion

11.1 The existing policy around Footpath Dining, Car Park Dining and Street Stalls is being reviewed in 2016.

11.2 In terms of the current licence fee levels, officers recommend that footpath and car park dining fees remain the same but that a percentage discount of 30% is applied to current street stall licence fees. This takes into account the review of comparative fee levels and feedback from street stall licence holders as well as the community benefit that is obtained by having a vibrant city streetscape.

Michael Homan

Property and Facilities Asset Manager

Attachments

Attachment 1: Street Stall Locations A1462369

Works and Infrastructure Committee

26 November 2015

REPORT R4857

Maitai and Roding Water Abstraction Resource Consent

1. Purpose of Report

1.1 To update the committee on the work to date for the new resource consents for the water supply from the Maitai and Roding Rivers and confirm the terms of the application.

2. Delegations

2.1 The Works and Infrastructure Committee has the area of responsibility for the provision, operation and maintenance of water, and the power to decide on all functions, powers and duties relating to the areas of responsibility conferred on Council by relevant legislation.

3. Recommendation

THAT the report Maitai and Roding Water Abstraction Resource Consent (R4857) and its attachments (A1332911, A1438784, A1438811) be received;

AND THAT new resource consent applications for the city water supply (as detailed in R4857) be lodged by 31 May 2016 on the same basis as existing consents.

4. Background

4.1 Council holds resource consents for the city water supply. These consents, granted over a number of years from 1996 through to 2002, allow Council to abstract water from the Maitai and Roding rivers and maintain the structures that support the activity (including dams, all associated equipment and pipework). Current consent conditions for each of the sources are appended.

4.2 The consents for the Maitai River expire 1 February 2017 and those for the Roding River 1 October 2017.

4.3 Council can continue to operate the water supply under the conditions of these consents while the new consents are being processed, as long as the new applications are lodged at least six months in advance of the expiry of the existing consents. Council Officers anticipate that new applications will be lodged by the end of May 2016, well in advance of the 31 July 2016 deadline.

4.4 Council approved the engagement of Cawthron Institute, at the meeting of 14 March 2013, to provide fresh water expertise for the consent process. Since that date a significant amount of work has been undertaken to improve our understanding of the impacts of the water abstraction on both rivers.

4.5 Planning, engineering and legal advisers have also been engaged and are at an early stage of bringing together all information that will be required to support the resource consent process.

5. Discussion

Water Abstraction General

5.1 Nelson City Council draws water from three sources, the dam on the North Branch of the Maitai River, direct from the South Branch of the Maitai River and direct from the Roding River. The three sources allow flexibility in the choice of water source when bad weather or headworks maintenance operations remove one source temporarily.

5.2 The water from both the South Branch of the Maitai River and the Roding River contains less organic material, which allows the plant to use less chemical in the treatment process and extend the life of the membranes. As a result the water treatment plant prefers to use water from both these sources.

5.3 The water demand for the city over the summer months of November – March varies between 18,000 – 30,000 m³per day and the winter months of April – October varies between 15,000 – 22,000 m³per day. The city only abstracts the volume that is required to meet the demand from the city.

5.4 Over the course of a year the two Maitai River sources make up approximately 60% of the water abstracted by the city (20% from the dam and 40% from the South Branch) and the Roding River source makes up approximately 40%.

5.5 The operation of the water supply from the Maitai River requires minimum flows to be maintained in the river and any water taken from the South Branch to be matched by an equal volume returned to the river via a backfeed pipeline from the dam.

5.6 Council holds consents for the following abstraction rates:

i) Roding River - Up to 254l/s. Conditions of consent require minimum flows to be left in the river of 100l/s or the flow of the river, whichever is less.

ii) Maitai South Branch - Up to 300l/s. Conditions of consent require seasonally adjusted minimum flows to be left in the river below the dam of 175l/s-300l/s (augmented by the backfeed from the dam).

iii) Maitai North Branch (Maitai Dam) - The full flow. Conditions of consent require seasonally adjusted minimum flows to be left in the river below the dam of 175l/s-300l/s (augmented by the backfeed from the dam).

5.7 Current resource consents allow the treatment plant to exercise flexibility and draw water from the most appropriate source for the city on a day-to-day basis.

Maitai River

5.8 There are currently consents for 6 separate activities that allow Council to install and / or use structures in the North and South Branches of the Maitai River (dam, intake weir and mixing box) and abstract the full flow of the North Branch and up to 300litres per second (25,920m3per day) from the South Branch. There are also specific conditions regarding residual flow in the river that must be met, either from the South Branch or through the dam.

Roding River

5.9 For the Roding River, Council has consent for 16 separate activities that make up the operation of the water supply. The activities range from the operation and maintenance of the dam through to water abstraction and the use of the emergency chlorinator.

Issues

5.10 In recent years the impacts of the water supply abstractions have been closely monitored by both the Nelson and Tasman District communities.

5.11 In relation to the Roding River, approaches have been made to Council to reduce or cease the take over the summer months in order to support the activities of irrigators on the Waimea Plains and maintain minimum environmental flows. These issues are connected with the investigations by the Tasman District community into alternative water sources for the area.

5.12 In order to support the Tasman District Council during the dry February –March 2015 period Nelson City ceased water abstraction from the Roding River to allow a greater residual flow to the Waimea Plains. The water treatment plant is currently providing advice about the likely cost and impact on the plant of leaving a greater residual flow in the Roding River for a longer period over the summer of 2015/16. Additionally Tasman District Council is entitled to 909m3/day or 1/15 of the allowable take from the Roding River as part of the original central government funding arrangement.

5.13 Improving the health of the Maitai River is a current priority of Council. The health of the river is heavily influenced by the quality and quantity of the water in the river and the impact that the city has on the immediate environs. The quantity of water is impacted by the abstraction and the quality of the water adjacent the dam is directly impacted by where in the dam the backfeed water is taken from.

5.14 Over the past 12 months Council has developed a range of initiatives to improve the health of the Maitai River through Project Mahitahi. Some of these initiatives link with the operation of the water supply and the operation of the Maitai Dam in particular:

i) Improving fish passage between the river and the dam lake.

ii) Investigate the possibility of using a greater quantity of raw water from the dam for the city water supply.

iii) Investigate the possibility of releasing a greater volume of water to the river to augment low flows.

iv) Review the operation of the dam to release better quality water to the river from the backfeed.

5.15 Given the high level of public interest in both rivers Council can expect a number of submissions to the resource consent with a likely outcome of consent conditions that look to address the quantity and quality of the water that remains in the rivers below the abstraction points.

5.16 One possibility is a condition that requires Council to source more raw water from the Maitai Dam. Although Council currently sources some raw water from the dam it does not use this source for extended periods because of the impact this will have on the operational costs of running the treatment plant (a greater reliance on water from the dam requires more chemical use and regular cleaning of the membranes). This is also expected to reduce the service life of the membranes as a result of the additional handling and cleaning.

5.17 A recent report commissioned to support the consent applications has looked closely at possible impacts of using the Maitai Dam to consistently supply raw water to the treatment plant at rates of between 10,000 – 50,000 m3/day.

5.18 In order to reliably achieve these levels the report author considered that improvements to the treatment plant would be required. These would ensure we could remove high levels of organic material on an ongoing basis without the risk of premature membrane failure. There would also be a need to increase operational and capital budgets, for the supply of additional chemicals and the more regular renewal of membranes, respectively.

5.19 The report noted the absence of information on the impacts of extended use of dam water on the current membrane arrangement and recommended that Council consider trials as part of any further investigations. Advice is currently being sought from the operators of the treatment plant regarding the cost and practicability of undertaking a three month test this summer.

5.20 Resource consent for activities in both the Maitai and Roding Rivers will be applied for at the same time.

6. Options

6.1 Resource Consent is required in order for Council to continue to supply water to the community from the Maitai and Roding Rivers. Raw water from both rivers is critical to the operation of the city water supply.

6.2 Council officers recommend Council seeks new resource consents on the same basis as existing consents while further investigation of management options for the Maitai Dam are pursued over the next 12 months.

7. Funding

7.1 To date Council has spent approximately $178,500 developing the technical reports to support the resource consent. An additional $1.2M has been identified in the Long Term Plan 2015-25 over the next three years to complete the process.

8. Alignment with relevant Council policy

8.1 Council is the major supplier of water to the Nelson community. Seeking new resource consents allows Council to continue in this role and give effect to the Long Term Plan 2015-25.

8.2 The city water supply supports Council in meeting its obligations under sections 10(1)(b) and 130 of the Local Government Act 2002.

9. Assessment of Significance against the Council’s Significance and Engagement Policy

9.1 This is not a significant decision in terms of the Council’s Significance and Engagement Policy

9.2 The resource consent process is expected to be publicly notified and will allow the opportunity for wider community engagement.

10. Consultation

10.1 The requirement for new resource consents has been signalled to the community through the Long Term Plan 2015-25.

11. Inclusion of Māori in the decision making process

11.1 Council is currently developing a cultural health index of both rivers with iwi. Ongoing consultation with iwi will be required as part of the resource consent process.

12. Conclusion

12.1 Council is required to obtain new resource consents for abstraction of water and the placement of structures associated with the Nelson water supply.

12.2 Raw water from both rivers is critical to the operation of the city water supply.

12.3 Council officers recommend that new consents be sought on the same basis as the existing consents by 31 May 2016.

Phil Ruffell

Senior Asset Engineer - Utilities

Attachments

Attachment 1: A1332911 - Maitai River North Branch Consent Conditions

Attachment 2: A1438784 - Maitai River South Branch Consent Conditions

Attachment 3: A1438811 - Roding River Consent Conditions

Works and Infrastructure Committee

26 November 2015

REPORT R4923

Approval to Refer Award of Tenders to Council

1. Purpose of Report

1.1 To refer award of tender for the Hampden St East Little – Go Stream Stormwater Upgrade including Water and Wastewater Renewals and Maitai Pipeline Upgrade (WTP - Westbrook) construction works to Council.

2. Delegations

2.1 Approval of tenders relating to infrastructure projects is a matter for the Works and Infrastructure Committee. However, Committees may refer this responsibility to Council.

3. Recommendation

THAT the report Approval to Refer Award of Tenders to Council (R4923) be received;

THAT the approval of award of tender for Hampden St East Little-Go Stream Stormwater Upgrade including Water and Wastewater Renewals be referred to Council;

AND THAT the approval of award of tender for for Maitai Pipeline Upgrade (WTP - Westbrook) be referred to Council.

4. Background

4.1 The value of construction works for both the Hampden St East Little-Go Stream Stormwater Upgrade including Water and Wastewater Renewals and Maitai Pipeline Upgrade (WTP - Westbrook) is over $1,000,000 and the award of these contracts require approval by the Works and Infrastructure Committee to comply with the organisational Procurement Policy. Tender evaluations are not yet complete for these projects and so cannot be presented for approval at the 26 November 2015 meeting of the Works and Infrastructure Committee.

4.2 Tender evaluations will be completed for both projects by 4 December 2015. Approval of award of tender would therefore be scheduled for the next Works and Infrastructure Committee meeting, likely to be held in February 2016.

5. Discussion

5.1 Seeking approval at the February 2016 Works and Infrastructure Committee means that construction works will not be able to begin until late March/Early April 2016.

5.2 Referring approval to a Council meeting in December 2015 will allow Contractors to procure materials which have a long lead time and enable construction works to begin early in the new year. This will increase the likelihood of this year’s planned works being completed as scheduled, and reducing the amount of budget carry over into 2016-17.

6. Options

6.1 Option 1 – Delay awarding the contracts until the next Works and Infrastructure Committee meeting, likely to be at some point in February 2016. The construction works would then likely only commence in April 2016.

6.1.1 For Maitai Pipeline Upgrade, a six week lead time for delivery of pipes, which cannot be ordered until the award of tender is also critical to the project.

6.2 Option 2 - Refer authority for approving the award of tender to Council for a resolution at the meeting to be held on 17 December 2015. Construction materials can be procured and the physical construction works start early in the new year.

7. Alignment with relevant Council policy

7.1 This matter is not in contradiction to any Council policy or strategic document.

8. Assessment of Significance against the Council’s Significance and Engagement Policy

8.1 This matter is not significant in terms of Council’s Significance and Engagement Policy.

9. Consultation

9.1 The public have not been consulted on this matter.

10. Inclusion of Māori in the decision making process

10.1 Maori have not been consulted on this matter.

11. Conclusion

11.1 The projects discussed in this report are approved through the Long Term Plan 2015-25 and underway.

11.2 Referring approval of award of tender to the 17 December 2015 Council meeting will avoid delays to the start of construction and maximise capital spend this financial year.

David Light

Team Leader Engineer

Attachments

Nil