CLUTHA DISTRICT COUNCIL€¦ · 17 August Tui’s 80. th. ... 22 August BERT Launch (new Intranet) ... Clutha District Council P0 Box 25 Balclutha 9240 Dear Mr Hill

CLUTHA DISTRICT COUNCIL

Notice is hereby given that a Meeting of the Service Delivery Committee will be

held in the Council Chambers, 1 Rosebank Terrace, Balclutha on Thursday, 7

September 2017, following the Corporate Services Committee meeting.

Steve Hill CHIEF EXECUTIVE

Committee Members

Councillor John Cochrane (Chairman) Mayor Bryan Cadogan Councillor Geoff Blackmore Councillor Alison Ludemann Councillor Stewart Cowie Councillor Hilary McNab Councillor Gaynor Finch Councillor Ken Payne Councillor Bruce Graham Councillor Carol Sutherland Councillor John Herbert Councillor Bruce Vollweiler Councillor Rachel Jenkinson Councillor Selwyn Wilkinson Councillor Michelle Kennedy

Service Delivery Committee – 7 September 2017

SERVICE DELIVERY COMMITTEE 7 SEPTEMBER 2017

APOLOGIES PUBLIC FORUM None advised at the time of printing this agenda. Item Page # Title

1. 3 Group Manager’s Update (For the Committee’s Information) Sets out Service Delivery activities since the last meeting of the Committee, including an update on staffing issues within the department.

2. 5 Operations Update

(For the Committee’s Information) Reports progress on various operational matters within the department, including Roading, Water, Community Services, Solid Waste and Swimming Pools.

3. 7 Capital Delivery Update

(For the Committee’s Information) The report provides information on various Projects/Contracts that are in progress at this time.

4. 8 Infrastructure Strategy Update

(For the Committee’s Information) The report provides information on various Projects/Contracts that are in progress at this time.

5. 11 Stock Underpass Exemption

(For the Committee’s Decision) The report advises of a request received for a stock crossing permit and recommends the granting of a new stock underpass exemption.

6. 14 2015-18 Land Transport Programme Update

(For the Committee’s Decision) This report informs the Committee of the status of the 2015/18 NZTA financially assisted Land Transport Programme and recommends items relating to the finalisation of roading maintenance, renewal and new projects for 2017/18.

7. 24 Our Place Milton Community Plan Feedback

(For the Committee’s Recommendation) This item tables the feedback report from the Our Place Milton community consultation and seeks Council direction for prioritising projects.

Service Delivery Committee – 7 September 2017 Group Manager’s Update

Service Delivery Committee Item for INFORMATION

Report Group Manager’s Update

Meeting Date 7 September 2017

Item Number 1

Prepared By Jules Witt – Group Manager Service Delivery

File Reference A167931

REPORT SUMMARY

The report sets out my activities since the last meeting of the Committee.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Group Manager’s Update report.

REPORT

1 Activities Since Last Meeting

The report sets out my activities since the last meeting of the Committee.

Date Activity

2-3 August Sick leave

7 August Bridge Renewal Meeting

7 August LTP Workshop Planning Meeting

8 August Meeting with Contractor re: site issues 8 August Lease Requirements Workshop

8 August Meeting with Balclutha Police re: site issues

10 August Council Meeting

11 August Service Delivery Department debrief

14 August CE Performance Review 15 August Resource Consent Submitters Meeting – Milton

16 August Civil Defence Recovery Team meeting

16 August Contractor Audit Follow-up meeting

17 August Tui’s 80th morning tea

17 August LTP Workshop 2 – Telford Polytechnic

18 August LTP Workshop 3 – Planning meeting

21 August LTP Project Team meeting

3

Service Delivery Committee – 7 September 2017 Group Manager’s Update

21 August Meet with Grant Sime & Craig Stewart – FH

21 August Out of District Water Billing

22 August BERT Launch (new Intranet)

22 August Meeting with K Harrison (Clutha Development) – TIF Application

22 August Balclutha Sportsground Joint Control Sub-Committee Meeting

23 August Community Board Meetings

24 August Performance Review & JD Review

24 August Staff Performance Review

24 August LTP Workshop planning

24 August Meet with Helensbrook Residents re: flooding

25 August Staff Performance Reviews

28 August S17A Solid Waste Review meeting in Alexandra

31 August Meeting with Rotary Directors

5 September Clutha District July Flood Event follow up meeting

6 September Glenkenich WTP visit and Scheme meeting

7 September Standing Committees

2 Work in Progress

2.1 Staffing

Work is continuing on the replacement options in the Capital Delivery team to ensure performance over the current financial year.

4

Service Delivery Committee – 7 September 2017 Operations Update


Report Operations Update


Item Number 2

Prepared By Paul Jamison – Operations Manager


These reports will be ‘exception only’ and the routine performance reporting will be done through the quarterly reports or by additional reports as required.

REPORT SUMMARY

The report details items from the Operations Team that are for information only.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Operations Update report.

REPORT

1 Roading

1.1 July Flooding Event

The weather event and subsequent flooding over the 21st and 22nd July caused damage to roads in the Clutha District. Numerous roads were closed for a period of time due to safety concerns. Council staff and contractors inspected the damage and a work programme of repairs has commenced. The majority of damage on the roading network consisted of slips with various volumes of material, washouts, scouring, culvert damage and seal loss.

At this stage the work programme is expected to take at least 4 weeks to be completed for initial tidy up work. The estimated flood damage cost at this stage is in the range of $500,000 to $700,000. How this will be funded is still being confirmed with the NZTA and may be through reallocation of existing budgets from deferred projects or a supplementary claim.

5

Service Delivery Committee – 7 September 2017 Operations Update

2 Water Services

21st July 2017 Flood Event:

During this event we had numerous issues caused by heavy rain.

Storm Water (Lawrence Urban)

• Flooding in Ross Place due to heavy rain.

• Hospital Creek was inundated with water due to the large catchment area.

• The storm water has scoured parts of the town’s unsealed footpaths and has exposed a water main on Harrington Place.

Sewerage (Lawrence Urban)

• Due to flooding and high inflows the two main sewer pumps failed and it was suspected that there were sewer overflows during the peak of the event. Once the flows subsidised, contractors used septic trucks to pump out the sewer wells and remove sewerage to the treatment pond. The damaged pumps have been replaced.

• Numerous small sewer spills on residents properties due to sewer backup and minor overflows. The Operations team supplied hydrated lime to the Lawrence Service Centre for residents to use to mitigate odours.

3 Community Services

3.1 Swimming Pools

The Balclutha Centennial Pool reopened after the annual maintenance programme was completed. There were some issues identified with the tiles that will require further work at the next annual shutdown.

4 Solid Waste

The Waste Management Working Party is meeting on the 21st September to review the 2017 Waste Assessment and set direction for the Waste Management and Minimisation Plan review.

A 26 week marketing campaign to address recycling and responsible waste habits will start in September. The campaign will feature a ‘cartoon character’ as the figure that delivers the messages in print, online and radio media. The objective of this campaign is to reduce the amount of recycling being put in waste bins by educating on good recycling behaviour and to promote council’s waste minimisation objectives. The campaign will be measured by bin inspections and reported waste and recycling numbers.

6

Service Delivery Committee – 7 September 2017 Capital Delivery Update


Report Capital Delivery Update


Item Number 3

Prepared By Gerry Essenberg – Capital Delivery Manager



REPORT SUMMARY

The report details items from the Capital Delivery Team that are for information only.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Capital Delivery Update report.

REPORT

1 Report

1.1 Contract 741 – Bridge Repairs 2016-2017 Bridge 309 Ratanui Bridge

The work on this contract has been completed on all projects apart from Ratanui Bridge and sealing which is waiting for warmer weather.

The growth on the inside of the approaches has been removed which has increased the sight distance. The Thriebeam is being replaced with a W section. Once this has occurred the top rail will be considered for removal if additional sight distance is required.

If there are still issues the signage will be reconsidered.

1.2 Contract 753 – Northumberland Street Sewer Renewal

Work has been completed on this project apart from minor tidying. It has been identified that the sections of pipe in Cemetery Road are also in need of replacement

1.3 Contract 764 – Kaitangata Oxidation Pond Desludging

This project has been completed and now the next stage of the upgrade which will involve the membranes and bio-shells will begin once Pall-Marshall have finished in Heriot.

7

Service Delivery Committee – 7 September 2017 Infrastructure Strategy Update


Report Infrastructure Strategy Update


Item Number 4

Prepared By Russell Bond – Infrastructure Strategy Manager



REPORT SUMMARY

The report details items from the Infrastructure Strategy Team that are for information only.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Infrastructure Strategy Update report.

REPORT

1 Resource Consent Renewals

Current resource consents that are in the process of being renewed are Clinton Sewer, Milton Sewer Bypass, Waihola Sewer, Tapanui backwash discharge, Evans Flat water, Owaka water, Puerua water and the Balclutha sewer discharge.

A recent meeting with Otago Regional Council staff and CDC staff discussed the progress and details of each of these consents. This work is being done in conjunction with Ryder Consulting and MWH Stantec. Some of the consents have been held up due to the difficult nature of the science of our proposed discharges into the sensitive receiving environments.

2 Taieri Mouth Stormwater

The Palmer Place stormwater pump project has been completed. The project has moved into an operational status and has been well received.

Figure 1: Palmer Place Pump

8

Service Delivery Committee – 7 September 2017 Infrastructure Strategy Update

Figure 2: Palmer Place Pump disposal field (one of two).

3 Otago Urban Water Strategy – Otago Regional Council

The Mayor and Infrastructure Strategy Manager attended a workshop in Alexandra this month to discuss ORC’s draft Water Strategy for Urban discharges. CDC presented feedback on the draft document that covered concerns about the implication of costs that would be expected in terms of compliance with the objectives of this strategy.

Clutha’s Key Issues:

• Affordability with implementing the strategy

o Ensure that Councils aren’t backed into a corner over affordability issues created by an approved strategy

• Significant investment in improving water quality has been and continues to be made, particularly CDC wastewater treatment plants.

9

cp4 r9. Office of Hon Anne Tolley i+d

j M P for East Coast Minister for Social Development

EA Minister for Children 1 1 AUG 7fl17

8 August 2017 Minister of Local Government

Mr Steve Hill Chief Executive Clutha District Council P0 Box 25 Balclutha 9240

Dear Mr Hill

Three Waters Review

I wanted to take this opportunity to write to you, following my announcement of the Three Waters Review at the Local Government New Zealand (LGNZ) conference on 24 July 2017.

I value the work of local government aimed at developing a better understanding of the situation and a proposal for co-regulation.

We have a shared aspiration: to ensure services are resilient, to support high living standards and economic growth, and to maintain and improve the quality of our freshwater. However, recent issues with water services have highlighted that the current regulatory approach may not be fit for purpose.

The review, which Cabinet has requested I lead, will focus on understanding the challenges with managing finances, infrastructure, assets, and compliance and monitoring systems. This will help to identify how to make the most of the regulatory settings, support greater collaboration between local and central government, and potentially provide a basis for more ambitious reform.

The review will have two stages. The first will explore the issues and opportunities with three waters services. This should be completed by the end of the year. The second will look at options for improving three waters services. This is expected to be completed in 2018.

It is important to determine what, if any, form of regulation is needed and what changes are desirable, before deciding on the nature of any industry regulator. I intend to explore wider issues that a regulator may not address, such as local government funding and financing.

There will be substantial engagement with local government, both through Local Government New Zealand and professional bodies, as well as with iwi and wider stakeholders.

I am committed to local government providing excellent services for our communities. I look forward to working more closely with you toward this aim.

Yours sincerely

Hon Anne Tolley Minister of Local Government

Private Bag 18041, Parliament Buildings, Wellington 6160, New Zealand. Telephone 64 4 817 6807 Facsimile 64 4 817 6507

CDC ID A167162

10

Service Delivery Committee – 7 September 2017 Stock Underpass Exemption

Service Delivery Committee Item for DECISION

Report Stock Underpass Exemption


Item Number 5

Prepared By Paul Jamison – Operations Manager


REPORT SUMMARY

The report advises of a request received for a stock crossing permit and recommends the granting of a new stock underpass exemption.

RECOMMENDATIONS

1 That the Service Delivery Committee receives the Stock Underpass Exemption Report.

2 That the Service Delivery Committee grants a Stock Underpass Exemption for Oasis Farm Limited’s farming operation on Katea Road and Hunt Road to be reviewed together with the balance of all the other Stock Underpass Exemptions which expire on 1 December 2020.

REPORT

1 Background

Council’s Roading Bylaw and Policy on Stock Crossing, Races on Road Reserve and Stock Underpasses were adopted in 2008. Since then, new dairy conversions and expansions operating on opposite sides of a road have been required to install stock underpasses.

The Service Delivery Committee has the ability to grant exemptions from this requirement on roads where the Annual Average Daily Traffic 9AADT) is less than 500 vehicles.

Re-assessment of exemptions are done on a three-yearly basis, however if the stock crossings continue to be operated in accordance with the permit conditions this could be extended to a five-yearly basis so that good operators have more security. Where there are repeat complaints or breaches of the permit conditions these permits will be reviewed as soon as practicable through the Service Delivery Committee and exemptions may be revoked within the exemption period.

11


1.1 New Stock Underpass Exemption – Katea Road and Hunt Road

A request has been received from Michael Magiera and Smita Apte trading as Oasis Farm Limited for a new stock crossing on Katea Road and Hunt Road. Hunt Road is a local road and has an AADT of 33 (2017) and Katea Road is a collector road with an AADT of 48 (2017).

The crossing is required for the movement of stock between the Dairy Farm on 455 Katea Road and the runoff on 441 Hunt Road. The crossing of stock will be seasonal. During calving it will be 3 times per week for a period of 2 months, then during the rest of the year it will be between 1 and 3 times per week. A removable mat will be used along with the required signage.

In view of the low traffic volumes and taking Council policies in to consideration, it is recommended that a Stock Underpass Exemption be granted to Oasis Farm Limited expiring on 1 December 2020, and that a Stock Crossing permit be issued for the same period.

2 Strategic Goals and Outcomes

This report contributes towards the following Community Outcome:

Roading infrastructure that sustainably supports the community and economy.

3 Assessment of Options

Where applicable, this report has taken into account and presented all reasonably practicable options.

4 Consultation

This matter has a low level of significance. Council already has a sound understanding of the views and preferences of those likely to be affected or interested in the matter.

5 Policy Considerations

Roading Bylaw 2008 part 2 “Stock Movement”, 02-01-013 “Policy on Stock Crossings, Races on Road Reserve and Stock Underpasses.

6 Legal Considerations

Not applicable.

7 Financial Impact

Not applicable.

8 References – Tabled/Agenda Attachments

A map of the proposed crossing is appended.

12


13

Service Delivery Committee – 7 September 2017 2015-18 Land Transport Programme

Update

Service Delivery Committee Item for DECISION

Report 2015/18 Land Transport Programme Update


Item Number 6

Prepared By Christian Bopp – Senior Infrastructure Engineer


REPORT SUMMARY

This report informs the Committee of the status of the 2015/18 NZTA financially assisted Land Transport Programme and recommends items relating to the finalisation of roading maintenance, renewal and new projects for 2017/18.

RECOMMENDATIONS

1. That the Service Delivery Committee receives the ‘2015/18 Land Transport Programme Update’ report.

2. That the Service Delivery Committee notes 2017/18 Land Transport Programme Uncommitted Allocation of $3.6 million.

3. That the Service Delivery Committee approves the allocation of $2.0 million of the 2017/18 Land Transport Programme to existing projects and flood repairs.

4. That the Service Delivery Committee declares $796K of the 2017/18 Land Transport Programme: Special Purpose Road – Operations & Renewals allocation surplus to requirements and applies for an adjustment to Special Purpose Road – Minor Improvements for an additional $525K to enable existing identified slip repairs to be carried out.

5. That the Service Delivery Committee declares $157K of the 2017/18 Land Transport Programme: Local Roads – Road Improvement allocation surplus to requirements due to constraints on the use of this budget and informs the NZTA accordingly.

6. That the Service Delivery Committee confirms the preferred option for the allocation of $457K of the 2017/18 Land Transport Programme: Local Roads – Operations & Renewals.

14


Update

REPORT

1 Background

As an Approved Organisation, Council receives financial assistance from the New Zealand Transport Agency (NZTA) for the implementation of its Land Transport (Roading) Programme. The 3-year Land Transport Programme for 2015/18 was approved by the NZTA in June 2015, with the programme now in its final year, 2017/18.

During the term of the 3-year Land Transport Programme, the NZTA allows funding within the different Activity Classes and Work Categories to be carried forward or brought forward, as the demonstrated need arises. However, as a general principle, funding is not allowed to be carried forward from one 3-year cycle to the next. This means that Council need to consider the roading budgets and carry-forwards available this year and direct staff as to what to do with the available funds.

2 Discussion

In terms of the overall NZTA assisted roading approved budgets the following uncommitted allocations have been identified:

Local Roading $2.6 million (includes $1.1 million deferred Hina Hina Bridge)

Special Purpose (SPR) $1.0 million

LESS Approved Projects $2.0 million (existing approved projects and flood repairs)

Allocation remaining $1.6 million (note $0.9 million targeted to SPR, $0.2 million Nuggets Seal Extension)

There are a number of projects within the existing roading approved work programme and flood repairs from the recent event that require additional funding and it is assumed Council wishes that budgets will be initially applied to these projects to enable the available remaining allocation to be identified.

Local Roading is our overall roading network operations, maintenance and capital programmes (59% Financial Assistance Rate – FAR) and the Special Purpose Roading budget is specifically for a 40 km stretch of the Papatowai and Chaslands Highway (95% FAR). The Special Purpose funding is being phased out over a period of approximately 9 years after which time it will be treated the same as our local roading network with a progressive reduction down to a 59% FAR over the 9 year period.

The full details of the original NZTA approved 2015/18 budgets and each work category breakdown is included in Appendix A for your information.

2.1 Reasons for Uncommitted Budget Allocation

The main reasons for the uncommitted allocations for the 2017/18 year are: the deferral of the Hina Hina Bridge upgrade project; contract cost savings in predominantly capital projects; and the planned deferral of expenditure to the 2017/18 year to allow for expected new Operations and Maintenance Contract cost increases. The Hina Hina Bridge project will be considered as a separate project for the next 3-year funding round and this will not be impacted by what the current approved funding is used for as

15


Update

the budget provision is within our overall allocation rather than just for that specific project.

As the NZTA rules do not permit the transfer of funding between Activity Classes, the impact within each Activity Class is discussed in detail in the Appendices and this does limit where we can apply these allocations.

3 Options Assessment

There are two main options Council has for applying the $1.6 million surplus once the committed projects and flood repairs are accounted for. These options are:

Declare the approved budget allocation surplus and don’t spend the allocation – depending on the work category this may provide a surplus in the roading area that could offset roading rates next financial year or if it is capital work the local share will not be transferred from reserves. Due to the assistance from the NZTA for normal roading activities (59% FAR) for every dollar of rates we get $2.4 dollars spent on the roading network.

Adjust the roading work programme within the constraints of the funding rules to complete additional roading projects such as investigations, repairs and additional maintenance work as identified by roading staff. Identified projects may include Hina Hina Bridge Renewal investigations, Coast Road Erosion Geotechnical Investigation, Finlayson Road Retaining Wall Reconstruction, various slip repairs, etc.

It is recommended that where additional rates would be required for funding Council’s share, the funds are transferred from either the Emergency Fund (for flood repairs) or the Roading Deferred Maintenance Fund for additional investigation or maintenance works. This will be required when a bridge renewal allocation is transferred to these work areas as we cannot use bridge depreciation funds for these types of activities. The balances of the Emergency Fund and the Roading Deferred Maintenance Fund as at 1 July 2017 were $4.1 million and $1.1 million respectively.

3.1 Uncommitted Allocation - Summary by Category

The table below shows the uncommitted budget allocation by work category once the existing work program items and flood repairs have been allocated.

Category Remaining Allocation

CDC Share Funding Source

Local Roads – Operations & Renewals $491K $200K Rates

Local Roads – Road Improvements $157K $64K Loan

Special Purpose – Operations & Renewals $796K $40K Depreciation

Special Purpose – Minor Improvements $113K $6K Rates

TOTAL $1,557K $310K

3.2 Local Roads – Operations & Renewals

It is recommended that the available budget for Local Roads - Operations & Renewals be used to undertake additional investigation work and maintenance such as Hina Hina Bridge Renewal investigations, Coast Road Erosion Geotechnical Investigation, and

16


Update

adjustment of maintenance programmes and the work programme is adjusted accordingly.

3.3 Local Roads – Road Improvements

This allocation is from the Nuggets Road Sealing project and we are very limited as to what these funds can be used for. As such it is recommended that Council declare this surplus. There will be no rates impact with this decision as the Council share was via a loan which was only raised to cover the final cost of the project.

3.4 Special Purpose Road – Operations & Renewals & Minor Improvements

This allocation is from the Catlins bridge renewal projects coming in significantly under budget and we are very limited as to what these funds can be used for given the 40km length of the Special Purpose section of road. As such it is recommended that Council declare this surplus. There will be no rates impact with this decision as the Council share ($40K) was via depreciation reserves.

As part of the Minor Improvement works programme, estimates for existing major slip repair projects on the Chaslands Highway have been revised now that geotechnical investigations have been completed. The additional costs would require an additional $525,000 (CDC share $26,000) of the NZTA funding for the anticipated increase for the slip repairs at Fleming Bridge on Chaslands Highway (SPR). Whilst funding is not able to be transferred between Activity Classes, the savings as declared above can be used by the NZTA to offset the additional funding required under the SPR Minor Improvement projects activity class. This is expected to require a small transfer from the Roading Deferred Maintenance reserve to offset the Council Share.

17


Update

Appendix A – 2015/18 NZTA Approved Budgets and Detailed Budget Information

The original NZTA approved budgets for 2015/18 is as below, inclusive of the actual expenditure for 2015/16 and 2016/17, with the resultant available budget for 2107/18 reflected accordingly. The rational for the larger changes will be highlighted under the respective Activity Class / Work Category, with associated recommendations on how to treat any uncommitted funding.

As the NZTA rules do not permit the transfer of funding between Activity Classes, the impact within each Activity Class will be discussed under each individual heading accordingly.

Operation Maintenance & Renewals – Local Roads

NZTA Activity Class : Operations, Maintenance & Renewals - LR

000’s 2015/16

000’s 2016/17

000’s 2017/18

Original Budget $11,044 $10,969 $11,189

Actual Expenditure $10,685 $10,358 *$13,291

Variance $359 $611 $2,102

* NZTA revised budget, including Hina Hina Bridge ($1.132M)

The “additional” 2017/18 budget of $2,102,000 is made up as below, with the main reasons for this “additional” funding as per the respective Work Categories:

2015/16 - $359,000

Work Category – Unsealed Road Maintenance Metalling

Planned under-expenditure in anticipation of higher rates for new contract in 2016/17.

Work Category – Sealed Roads Resurfacing

Favourable rates obtained in 3-year resealing contract with resultant cost savings.

2016/17 - $611,000


Planned under-expenditure in anticipation of higher rates for new contract in 2017/18.

Work Category – Sealed Roads Resurfacing

Favourable rates obtained in 3-year resealing contract with resultant cost savings.

Work Category – Pavement Rehabilitation

Favourable rates obtained in rehabilitation contract with resultant cost savings.

18


Update

2017/18 - $2,102,000

As for 2015/16 and 2016/17 above (carry overs)

Work Category 215 – Structural Component Renewal: $1,132,000 of funding approved for the strengthening of the Hina Hina Bridge. As a result of contract rates obtained, the NZTA has confirmed that the least cost long-term option is to replace the bridge, with the tender for the strengthening cancelled accordingly.

Committed funding (NZTA assisted) - $1,611,000

Completion of contract works Contract 741, Bridge 245 repairs $ 90,000

Completion of contract works Contract 742, Bridge 235 sealing $ 21,000

Increase in Network Maintenance Contract rates $ 500,000

Proposed Katea Bridge abutment renewal (subject to NZTA approval)* $ 500,000

Flood repairs (subject to NZTA approval)* $ 500,000 Total “Committed” $1,611,000

* Funded from NZTA revised budget, including Hina Hina Bridge ($1.132M)

Uncommitted Funding (NZTA assisted) - $491,000 (CDC share $200,000)

Note: the CDC share for this category is a mix of rates funding and depreciation reserves transfers. Depreciation reserves are only targeted to fund bridge renewals and component replacement (partial renewals) so this source for the local share can only be used for bridge renewal works if the budget is reallocated.

Minor Improvement Projects – Local Roads

NZTA Activity Class Minor Improvement Projects - LR

000’s 2015/16

000’s 2016/17

000’s 2017/18

Original Budget $590 $553 $572

Actual Expenditure $333 $517 $866

Variance $257 $36 $294

The variances in budgets are made up as below, with the main reasons for this as per the respective Work Categories:

2015/16 - $257,000 (Under expenditure)

Work Category – Minor Improvement Projects

Under expenditure as a result of the balance of 2015/16 projects completed in

2016/17.

19


Update


Work Category – Minor Improvement Projects

Projects carried over from 2015/16, combined with projects carried forward to

2017/18 resulted in a small budget variance. As carry-over funding from 2015/16

not reflected, under expenditure of $36,000 not true reflection.

2017/18 - $294,000 (Additional budget)

Additional $294,000 is a direct result of carry-over of project funding from 2015/16

and 2016/17. At a total budget of $866,000 the Minor Improvement projects for

2017/18 are as follows:-

Committed projects (NZTA assisted)

Contract 741 Bridge 446 sealing deck $ 10,000

Contract 741 Ratanui Bridge Guardrail $ 35,000

Total Committed $ 45,000

Proposed projects (NZTA assisted)

Contract 696 New Streetlights $ 6,400

Contract 771 Bridge 465 replacement $ 222,600

Contract 745 Traction Seal Cockleshell Rd $ 134,000

Contract 745 Traction Seal Mahinerangi Rd $ 116,600

Contract 745 Rail Level Crossings sealing $ 40,000

Finlayson Rd Retaining Wall (flood repair) $ 301,400

Total Proposed projects $ 821,000

Of the above proposed projects, only Finlayson Road Retaining Wall is a new project. The retaining wall is required to support the road after the recent flood event and there is a real danger of the road being closed, should another flood event occur without the remedial work being implemented.

Operation Maintenance & Renewals – Special Purpose Roads

NZTA Activity Class Operations, Maintenance & Renewals - SPR

000’s 2015/16

000’s 2016/17

000’s 2017/18

Original Budget $1,793 $1,018 $199

Actual Expenditure $1,138 $761 $1,111

Variance $655 $256 $911

The “additional” 2017/18 budget of $911,000 is made up as below, with the main reasons for this “additional” funding as per the respective Work Categories:

20


Update


Work Category – Structural Component Renewal

Favourable rates obtained for Papatowai Bridge repair contract with resultant cost

savings.


Work Category – Structural Component Renewal

Favourable rates obtained for Mclennan Bridge repair contract with resultant cost

savings.

2017/18 - $911,000 (Additional budget)

As for 2015/16 and 2016/17 above (combined carry overs).

Committed funding (NZTA assisted) - $115,000

Completion of contract works Contract 732, Resealing $ 115,000



Minor Improvement Projects – Special Purpose Roads

NZTA Activity Class Minor Improvement Projects - SPR

000’s 2015/16

000’s 2016/17

000’s 2017/18

Original Budget $268 $143 $286

Actual Expenditure $11 $287 $399

Variance $257 -$144 $113

The “additional” 2017/18 budget of $113,000 is made up as below, with the main reasons for this “additional” funding as per the respective Work Categories:


Work Category – Minor Improvement Project

Under-expenditure due to late letting of tender with majority of construction and

expenditure of Papatowai Hill slip repairs (Chaslands Highway) in 2016/17.

21


Update

2016/17 - $144,000 (Over expenditure)

Work Category – Minor Improvement Project

Over expenditure due to Papatowai Hill slip repairs (Chaslands Highway)

constructed in 2016/17.

Under-expenditure due to letting of tender in 2017/18 only, with construction and

expenditure for Isa’s Cave Corner and Bellbird Ranch slip repairs (Chaslands

Highway) now in 2017/18.

2017/18 - $113,000 (Additional Budget)

As for 2015/16 and 2016/17 above (carry overs).


Completion of contract works Contract 745, slip repairs 2016/18 $ 113,000

Original 2017/18 approved budget $ 286,000


Estimated Project Costs

Isa’s Cave Corner and Bellbird Ranch slip repairs (Chaslands Highway) $ 399,000

Fleming Bridge slip repairs (Chaslands Highway) $ 525,000

Total Estimate $ 924,000

Total Shortfall $ 525,000

Shortfall Funding (NZTA assisted) - $525,000 (CDC share $26,000)

Road Improvements – Local Roads

NZTA Activity Class Road Improvements - LR

000’s 2015/16

000’s 2016/17

000’s 2017/18

Original Budget $1,900 $855 $0

Actual Expenditure $98 $2,310 $190

Variance $1,802 -$1,455 $190

The variances in budgets are made up as below, with the main reasons for this as per the respective Work Categories:

2015/16 - $1,802,000 (Under expenditure)

Work Category – Seal Extension

Favourable rates obtained for Contract 737, The Nuggets Road Seal Extension.

Under expenditure as a result of the bulk of the project completed in 2016/17.

22


Update

2016/17 - $1,455,000 (Over expenditure)


Over expenditure as a result of the bulk of the project completed in 2017/18, with

original majority budget in 2015/16.

2017/18 - $190,000 (Allocated budget)

Balance of construction work associated with The Nuggets Road Seal Extension.


Completion of contract works Contract 737, The Nuggets Seal extension $ 190,000

Total “Committed” $ 190,000

The Nuggets Road Seal Extension Project Costs

Original NZTA approved budget $ 2,755,000

Completed expenditure $ 2,408,000

Committed expenditure 2017/18 $ 190,000

Total Uncommitted $ 157,000


23

Service Delivery Committee– 7 September 2017 Our Place Milton Feedback Report

Service Delivery Committee Item for RECOMMENDATION

Report Our Place Milton Feedback Report


Item Number 7

Prepared By Larissa Brown – Senior Policy Analyst


REPORT SUMMARY

This item tables feedback from the Our Place Milton community consultation and seeks Council direction for bringing back to them further information about priority projects.

Note: The Our Place Milton Feedback Report is attached under a separate cover.

RECOMMENDATIONS

1. That the Committee receives the Our Place Milton Community Plan Feedback report.

2. That the Committee approves the following project groupings, or as amended, for full project information to be developed:

• Milton main street • Milton swimming pool • Development in and around Milton • Walking & cycling in and around Milton • Milton’s parks and reserves • Community and visitor facilities.

24


REPORT

Background 1.

Clutha District Council’s goal is to promote living and working in the Clutha District.

This is a key platform in our Long Term Plan that ties closely with two strategies we refer to as the ‘Economic Development’ and ‘Living and Working in Clutha’ strategies.

The focus of the Our Place Milton was to identify what Council can do to apply the Living and Working Strategy in Milton.

This report presents the feedback received following extensive community consultation about Milton. The full details of the consultation and feedback is included in the Our Place Milton Feedback Report attached under a separate cover.

Strategic Goals and Outcomes 2.

As set out above.

Assessment of Options 3.

During this item elected members are asked to discuss the Our Place Milton Community Plan feedback results and give direction on key project areas, so that staff may come back to Council with a report on proposed scope, structure, parameters, triggers, resources, timing, roles and responsibilities for the projects.

The Committee is also asked to agree that the Milton Reserves Management Plan should be drafted in a flexible and permissive format for approval in conjunction with the above.

Possible groupings might include:

• Milton main street • Milton swimming pool • Development in and around Milton • Walking & cycling in and around Milton • Milton’s parks and reserves • Community and visitor facilities.

The proposed date for Council decisions about the above is 2 November 2017.

Consultation 4.

Extensive consultation has been carried out to date, as detailed in the Our Place Milton Feedback Report. The link to the Our Place Milton consultation document is located here.

5. Policy Considerations

Not applicable.

25

http://www.cluthadc.govt.nz/your-council/consultation/Documents/Our%20Place%20Milton/Our%20Place%20Milton%20Document.pdf


6. Legal Considerations

Not applicable.

7. Financial Impact

No additional financial impact has been included for these projects at this point, but the next stage of information will include this, to allow for rates modelling and options for inclusion in the 2018/28 Long Term Plan.

8. References – Tabled/Agenda Attachments

Note: The Our Place Milton Feedback Report is attached under a separate cover.

26