Nelson Tasman Regional Landfill
Business Unit Minutes - 14 May 2021
Present: Nelson
City Councillor J Edgar (Chairperson), Tasman District Councillors S Bryant and
T Walker (Deputy Chairperson), Nelson City Councillor M Courtney
In
Attendance: Group Manager Infrastructure (A Louverdis),
Tasman District Council Engineering Services Manager (R Kirby), General Manager
Regional Sewerage and Landfill (N Clarke), Accountant (A Bishop) and Governance
Adviser (E Stephenson)
Apologies : Nil
Apologies
1. Confirmation of
Order of Business
There
was no change to the order of business.
2. Interests
There
were no updates to the Interests Register, and no interests with items on the
agenda were declared.
3. Public Forum
There was no public forum.
4. Confirmation of
Minutes
4.1 4
December 2020
Document number M15325, agenda
pages 6 - 11 refer.
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Resolved RLBU/2021/015
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That the Nelson Tasman Regional Landfill Business Unit
1. Confirms
the minutes of the meeting of the Nelson Tasman Regional Landfill Business
Unit, held on 4 December 2020, as a true and correct record.
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Walker/Bryant Carried
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5 Chairperson's
Report
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The Chairperson welcomed
Councillor Courtney as a member of the NTRLBU Board and noted the
Board’s appreciation for the work of Councillor McGurk in his role as a
member.
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Resolved RLBU/2021/016
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That the Nelson Tasman
Regional Landfill Business Unit
1. Receives the
Chairperson’s report.
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Edgar/Walker Carried
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6. Nelson Tasman
Regional Landfill Business Unit Long Term Plan Feedback Submission Report
Document number R25840, agenda
pages 12 - 33 refer.
General Manager Regional Sewerage
and Landfill, Nathan Clarke, noted that both councils had consulted on NTRLBU
fees and charges. The feedback received had been primarily in support of the
actions outlined in the Activity Management Plan (AMP) and mostly in support of
the increase in fees and increased use of gas. He noted there had been limited
feedback against increased fees and that everything submitted on had already
been included in the AMP.
Mr Clarke answered questions
regarding Council’s proposed emissions dashboard, waste reduction
targets, carbon emissions targets and charity shop waste disposal. He noted
that many of the submissions related to topics that were outside of the
NTRLBU’s mandate (as they related to the waste minimisation work of the
two councils), but that they had been given due consideration.
It was agreed that the words
‘following consideration of submissions’ would be added to the
officer recommendations to the two councils for clarity.
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Resolved RLBU/2021/017
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That
the Nelson Tasman Regional Landfill Business
Unit
1. Receives the report
Nelson Tasman Regional Landfill Business Unit Long Term Plan Feedback
Submission Report (R25840) and
its attachment (A2634093); and
2. Confirms
the 20% increase in the Nelson Tasman Regional Landfill Business Unit fees
and charges as proposed in the Nelson Tasman Regional Landfill Business Unit
Activity Management Plan 2021-2031 and 2021/2022 Business Plan, taking into
account submissions made to Nelson City Council and Tasman District Council
through each Council’s draft Long Term Plan 2021-2031 consultation
process.
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Bryant/Courtney Carried
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Resolved RLBU/2021/018
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That the Nelson City Council and Tasman District Councils
1. Notes that, following
consideration of submissions, the fees and charges at the Nelson Tasman
Regional Landfill Business Unit will increase by 20%; and
2. Notes that, following
consideration of submissions, there are no changes to the 2021/2022 Nelson
Tasman Regional Landfill Business Unit Business Plan (A2495934); and
3. Notes that, following
consideration of submissions, there are no changes to the Nelson Tasman
Regional Landfill Business Unit Activity Management Plan 2021-2031
(A2511191).
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Bryant/Courtney Carried
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7. Exclusion
of the Public
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Resolved RLBU/2021/019
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That the Nelson Tasman
Regional Landfill Business Unit
1. Excludes the public
from the following parts of the proceedings of this meeting.
2. 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:
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Edgar/Courtney Carried
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Item
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General subject of each matter to be
considered
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Reason for passing this resolution in relation
to each matter
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Particular interests protected (where
applicable)
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1
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Nelson Tasman Regional Landfill Business
Unit Meeting - Public Excluded Minutes - 4 December 2020
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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.
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The withholding of the information is
necessary:
· Section 7(2)(h)
To
enable the local authority to carry out, without prejudice or disadvantage,
commercial activities
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The meeting went into confidential session at 10.25a.m.
and resumed in public session at 10.37a.m.
The only business transacted in confidential session
was to confirm the minutes. In accordance with the Local Government Official
Information and Meetings Act, no reason for withholding this information from
the public exists, therefore this business has been recorded in the open
minutes.
1. Confirmation of Minutes
7.1 4
December 2020
Document number M15327, agenda
pages 3 - 5 refer.
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Resolved RLBU/2021/020
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That
the Nelson Tasman Regional Landfill Business Unit
1. Confirms
the minutes of part of the meeting of the Nelson Tasman Regional Landfill
Business Unit, held with the public excluded on 4 December 2020, as a true
and correct record.
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The meeting was adjourned from
10.26a.m. until 10.36a.m. for a confidential briefing.
8. Re-admittance of the
Public
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Resolved RLBU/2021/021
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That
the Council
2. Re-admits
the public to the meeting.
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There being no further business
the meeting ended at 10.37a.m.
Confirmed as a correct record of proceedings:
Chairperson
Date
Item 7: Nelson Tasman
Regional Landfill Business Unit Quarterly Report.
Nelson Tasman Regional Landfill Business Unit
25 June 2021
Report
Title: Nelson
Tasman Regional Landfill Business Unit Quarterly Report
Report Author: Nathan
Clarke - General Manager Regional Sewerage and Landfill
Report Number: R25940
1. Purpose
of Report
1.1 This
report is a quarterly update by the General Manager (GM) on activities
undertaken to 30 April 2020 by the Nelson Tasman Regional Landfill Business
Unit (NTRLBU).
2. Recommendation
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That the Nelson Tasman Regional Landfill Business
Unit
1. Receives
the report Nelson Tasman Regional Landfill Business Unit Quarterly Report.
(R25940).
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3. Background
3.1 Operations
are generally running well, with two minor safety incidents during the period.
3.2 Stormwater
upgrades have commenced, with the new stormwater discharge consent and
earthworks consents for the first section of the work being granted.
3.3 Waste
volumes remain at a high level, with the NTRLBU finances running ahead of
budget due to the higher than expected waste volumes.
4. Health
and Safety
4.1 Two
minor incidents have occurred at the York Valley Landfill (YVL) during the
period with one being a vehicle damage incident, and the second being a pinched
finger during manual handling. Review of the incidents has been undertaken, an updated
emphasis on manual handling activities was implemented at the toolbox meetings.
No other procedural changes have been identified.
4.2 An
external H&S review has been undertaken on the safety planning for the
stormwater construction projects. This review was commissioned due to the
regional services staff being stretched for capacity.
4.3 This
external review found some areas for improvement which have been further
developed in conjunction with the O&M contractor. NTRLBU will continue to
use the external H&S reviewer to review H&S planning during
construction works on the sites.
4.4 The
number of small battery fire incidents at YVL has remained reasonably constant.
One fire involving chemicals occurred during this period. This fire took longer
to resolve than expected, but normal procedures worked effectively. Fires
involving chemicals are not common, but due to the nature of the wastes being
disposed to the landfill these should be expected occasionally.
4.5 In
order to reduce the number of fires caused by lithium ion batteries NTRLBU has
been working in collaboration with NCC and TDC solid waste team to implement
battery acceptance facilities. TDC staff have proposed these to be located at
council customer service centres. NTRLBU has agreed to fund the cost of storage
containers in which to safely store the batteries received at each of the
council’s customer service centres.
4.6 NTRLBU
is installing thermal imaging cameras, and a pressurised water supply so that
fires can be identified afterhours and water is on hand if necessary, to fight
a fire. This work is underway but has not yet been completed. The
Contractor installing the thermal imaging cameras has indicated that these will
be operating before the end of July 2021, and the water tanks and water supply
facilities are expected to be installed and operational before the end of
September 2021.
5. NTRLBU
Activities
5.1 It
has been a very busy period for the NTRLBU staff, and there have been several
issues and projects that have needed to be managed in addition to the normal
operations.
5.2 O&M
Contractor staffing structure changed. The O&M contractor has changed the
number of staff at the landfill and has added an additional management staff
member. The changes have significantly improved the contractors focus on NTRLBU
activities and have improved the contractor’s responsiveness and overall
performance.
5.3 Stormwater
management.
5.3.1 New
resource consents for stormwater discharge and earthworks have been applied for
and granted during this period. These consents allow the construction of the
new Stormwater Retention Pond 3 (SRP3) and include NTRLBU being allowed to use
chemical flocculant in the stormwater system to reduce sediment in the
stormwater discharge.
5.3.2 The
construction of SRP3 has commenced with completion expected in late August
2021.
5.3.3 The
design of SRP1 and the upgraded eastern side stormwater drains has been
completed, with pricing underway.
5.3.4 The
earthworks consent for the eastern side stormwater system, the new wheel wash,
the road realignment work, and the Stormwater Retention Pond 1 (SRP1) have been
prepared and have been lodged with the Nelson City Council. It is expected that
the consent will be approved by the middle of August 2021.
5.3.5 A
“global” earthwork consent for the site is being developed that
will allow NTRLBU to undertake the necessary earthworks required for its
operations. This will reduce the requirement for individual earthworks consent
application for each new activity we undertake on the YVL.
5.4 Gas
management and due diligence on the hospital boiler and gas management system
has been ongoing, however further work is required prior to a recommendation
being made to the NTRLBU board.
5.5 Changes
to the NTRLBU finance policy have been discussed to allow NTRLBU to buy NZ ETS
credits sufficient to allow effective management in the future. This is
discussed in more detail in report R25894 prepared by the management accountant
representing NTRLBU, this report will be on the next NTRLBU meeting agenda.
5.6 Site
control and automation improvements: The automation improvements on the
site have been ongoing, however these have not been completed. At present due
to time limitations the weighbridge software upgrade has not commenced, and the
new website has not commenced. These projects are expected to be completed by
the end of the 2021 calendar year.
5.7 Front
Face Capping: during this period the front face capping was commenced. During
planning for the cap installation, it was identified that the placement of
waste on the eastern end of the landfill was further forward than expected.
This waste material was placed during the COVID 19 lockdown period during a
period where site visits were limited. The contractor has accepted
responsibility for this and will undertake any remedial actions required at
their cost. It is currently not clear whether any remedial works are required,
and NTRLBU will be able to determine this once the outcome of the landfill
stability review including the effect of the toe buttress has been received.
5.8 Landfill
airspace and landfill stability review. Ongoing work has been undertaken to
identify increased airspace and work on improvements to long term landfill
stability. Further work is required to resolve these issues.
5.9 The
Provincial Growth Fund (PGF) projects are both underway. The visual
screening project at Eves Valley Stage 3 has been completed, with all 4,700
plants now installed. The 2020 planting was successful with a high strike
rate, and it is expected that a similarly high strike rate will be achieved
with the recently completed planting.
5.10 The
resealing at YVL has been undertaken however some repair works will be
required. An extension to the PGF funding timeline has been granted that allows
NTRLBU to use the remaining funding for final sealing around the new wheel wash
facility.
5.11 Landfill
customers have been informed of upcoming price increases following the approval
of the increased fees by both councils.
5.12 NTRLBU
has significantly reduced the volume of cover fill material being accepted on
the site and has commenced using cover material from onsite. This reduces
airspace consumption.
6. Odour
Management
6.1 Notification
was received from a neighbour of odour once during this period, but no formal
odour complaints were made.
7. Litter
Management
7.1 NTRLBU
has been receiving occasional complaints about litter from a neighbour, and as
a result NTRLBU has been considering actions to reduce any issues with litter.
7.2 NTRLBU
has had ongoing discussion with one neighbour regarding litter escaping from
NTRLBU’s facilities and getting onto neighbouring land.
7.3 These
discussions identified that the neighbour was open to leasing the key areas of
land to NTRLBU to act as a buffer zone for the duration NTRLBU is operating the
York Valley Gully 1 Landfill.
7.4 NTRLBU
commissioned an independent professional market rental valuation for the area
of land in question and presented this to the landowner for consideration.
7.5 Agreement
could not be reached with the neighbour regarding the lease and as a result
NTRLBU is no longer considering leasing the property.
7.6 NTRLBU
has begun changing its focus from reactive litter control to an approach that
includes proactive management.
7.7 Proactive
management includes having mobile catch fences, changing discharge points in
relation to the weather, and using proactive measures such as wind reduction
berms to reduce the strength of the wind at the working face of the landfill.
7.8 Work
has commenced with improved litter control with movable catch fencing being
purchased, and with wind reduction bunds having been installed.
7.9 Wind
reduction bunds work by changing the wind flow pattern and creating a still
zone in the lee of the wind bund. This can significantly reduce the air
velocity in the working areas.
7.10 Implementing
these actions bring the facility toward best practice for litter management.
7.11 Additional
actions will be required to provide boundary catch fencing on key areas of the
site so that NTRLBU not only reduces the litter production using proactive
controls, but also have more than one layer of litter containment. It is
expected that this will significantly reduce the frequency and quantity of
litter leaving the site.
8. Emission
management
8.1 An
initial review of the gas consumption at the YVL site shows that more gas has
been used in the hospital boiler than was used to the same point in 2020.
8.2 NTRLBU
ran a trial for two months in early 2021 at the YVL site using the existing
flare in parallel with the hospital boiler. During the trial the gas capture
and destruction was increased, and it is therefore expected that the emissions
will further be reduced compared to 2020.
8.3 The
ETS unit price has been increasing and it is expected that ETS credits will
continue to rise in price over the next 3 years.
8.4 NTRLBU
has purchased ETS credits to the maximum allowance under the finance policy.
This purchase gives price certainty for the next business planning period.
8.5 NTRLBU
has ordered the new enclosed flare for the YVL site. The flare being purchased
is the new enclosed flare for the York Valley Landfill (YVL) that was scheduled
for purchase during the 2021/2022 financial year. Installing the new flare at
YVL will allow the old YVL flare to be installed at EVL. The new enclosed flare
will improve the emission destruction efficiency and will allow NTRLBU to further
reduce ETS liabilities.
8.6 The
Climate Change Commission (CCC) has released its advice to the NZ government in
relation to carbon emissions, which has an increased focus on landfill
emissions.
8.7 The
new landfill gas capture outlined in the CCC demonstration path option includes
increasing average landfill gas capture from 68% to 73%.
8.8 The
CCC alternative path B has a more aggressive landfill gas capture requirement,
with gas capture efficiency increased to 80%.
8.9 The
recommendation made by the CCC has a progress indicator requiring that all
landfills (except farm fills) that accept organic waste have effective gas
capture systems by 31 December 2026.
8.10 NTRLBU
currently has a gas capture efficiency of below 25%, and a plan is outlined in
the 2021- 2031 Activity Management Plan to reach approximately 70% capture
efficiency by 2024/2025. Further work may be required to achieve the level
desired by the NZ government.
9. Landfill
life
9.1 At
present the landfill life if NTRLBU continue activities as normal, is
approximately eight years.
9.2 High
level landfill option reviews are being undertaken at present to identify ways
to increase the life of the YVL Gully 1 landfill.
9.3 Options
for harvesting cover material from the landfill area are being implemented.
Harvesting cover material onsite will reduce the airspace being used by
imported cover fill material.
9.4 Harvesting
material onsite will also increase the airspace available. It is expected that
these changes will result in approximately one additional year of landfill
capacity.
9.5 Additional
options are being investigated and an airspace management report is being
prepared for the Board. At this time, it is expected that the report will be
presented to the Board in the second quarter of the 21/22 financial year.
9.6 NTRLBU
has engaged consultants to develop this further and to undertake the
geotechnical review required to further progress this option. Tentative early
indications are that this may be feasible, and that the factor of safety will
be able to be maintained at the current levels.
10. Finances
10.1 Landfill volumes remain high and have
exceeded expected landfill volumes for the year to date.
10.2 Income Account for the period to 30
April 2021.
10.3 The
finances show an overall surplus for the year to 30 April 2021 is $893,491,
including the funding of $336,375 gained for Provincial Growth Fund projects.
10.4 This
increased income has come principally from the increased volume of wastes being
received compared to the projected volumes used to generate the budget.
10.5 Balance Sheet as at 30 April 2021
10.6 Capital
Expenditure for the 2020/2021 year has been lower than desired. The NTRLBU will
be carrying over approximately one million dollars of capital expenditure
principally due to the slower delivery of the stormwater upgrade, the Eves
Valley access road, and the gas reticulation system upgrade than budgeted. A
detailed carry over report will be prepared for the first meeting of the
2021/2022 financial year once the final accounts have been processed.
11. NTRLBU
Resourcing
11.1 The
Regional Services Activity Engineer has resigned. His last day will be on 9
July 2021
11.2 The
resignation of the Activity Engineer will further constrain the resourcing
capacity for the Regional Services staff, additional cost should be expected
for engaging external contractors to assist with activity management.
11.3 Review
of regional services capital programme and development works had already
identified that the current staffing level is unlikely to allow effective
delivery of all capital development activities. The resignation of the Activity
Engineer will exacerbate this further.
11.4 Additional
support will be engaged to manage the project management of the resource
consent process, and to begin pulling together the consent application plan.
The GM has engaged Duncan Cotterill to assist with this work.
11.5 The
GM proposes to prepare a request to the NCC CEO for a Capital Works Project
Development Engineer to assist with delivery of the programme.
12. Conclusion
12.1 NTRLBU
has been running reasonably smoothly albeit Regional Services staff are being
stretched, and the 2021/2022 work programme is larger than the current work
programme.
12.2 A
significant amount of work has been undertaken towards resolving the stormwater
discharge issues, and improvements are being implemented to bring litter
management to an appropriate standard.
12.3 Delivery
of the programme of works has been constrained by staff capacity and will
become further constrained with the resignation of the Activity Engineer.
12.4 The
NTRLBU should expect delays in the delivery of some work items due to
insufficient staff capacity.
12.5 Additional
operating costs should also be expected due to the engagement of contractors to
assist with the delivery programme.
Attachments
Nil
