Agenda of Operations Committee - Thursday, 16 May 2024

Operations Committee Agenda – 16 May 2024

7 Reports

7.1 Levels of Service Performance Targets Progress Review

Information Only - No Decision Required

Report To:	Operations Committee
Meeting Date:	16 May 2024
Report Author:	Pip Jamieson, Principal Policy Advisor; Alan Bywater, Team Leader - Community Policy
Report Authorisers:	Dwayne Fletcher, Strategic Policy Manager; John Ridd, Group Manager - Service and Strategy
Report Number:	ROC24-05-1

1. Summary

1.1 This report outlines progress against the Council’s levels of service performance targets from 1 July to 31 December 2023.

1.2 The Council has 109 performance targets associated with its levels of service.

1.3 The Council had met or was on track to meet 43 targets at the end of December 2023.

1.4 The Council had not met or was not on track to meet 16 targets, and 50 targets were not yet measured at that same time.

1.5 Most of the targets that had not been measured will be measured as part of the Annual Residents Survey with results due by 30 June 2024.

2. Draft Resolution

That the Operations Committee

1. receives the Levels of Service Performance Targets Progress Review report ROC24-05-1.

3. Purpose of the report

3.1 This report informs the Operations Committee of progress towards meeting its levels of service performance targets.

4. Levels of Service

4.1 Levels of service describe what the Council plans to deliver and how it will measure performance.

4.2 The Council set levels of service in the Tasman 10 Year Plan 2021–2031 (Long Term Plan) to detail what the Council will do and to what quality it will do so. The Council measures its performance against a mix of qualitative and quantitative targets.

4.3 The Council reviews performance to indicate if targets are on track to be met and to take corrective action (where possible) if it appears targets may be able to be met before the end of June 2024.

4.4 The review of performance targets from 1 July to 31 December 2023 found that the Council was on track to meet 43 targets, had not yet measured 50 targets, and had 16 targets that were not on track.

4.5 Performance against the levels of service and performance targets will next be measured in preparation for the Annual Report 2023/2024.

4.6 Levels of Service for the Tasman 10-Year Plan 2024-2034 (Long Term Plan) have been reviewed and are part of the community consultation process for the Plan.

5. Results

5.1 Of the 109 performance targets associated with levels of service in the Tasman 10-Year Plan 2021-2031, 50 had not yet been measured at the end of December 2023. This is mainly because these measures rely on data that had not yet been collected (see Attachment One).

5.2 Of the 59 performance targets we can report on, the Council had met or was on track to meet 43 targets. There are 16 targets that were not met or not on track to be met.

5.3 The last 6 month review report was to Council on 27 April 2023, and it covered the period 1 July 2022 to 31 December 2022. At that time 45 targets were met or on track to be met, 59 were still to be measured, and 11 were not on track to be met.

5.4 The Annual Report 2023 confirmed that 71 targets were fully achieved in 2022/23, 26 were not achieved, and three were unable to be measured.

Council activity performance measures	On Target	Not on target	Not yet measured	Total
Environmental Management	6	2	5	14
Public Health & Safety	7		5	12
Transportation	1	2	15	18
Coastal Assets	2			2
Water Supply	6	7	2	15
Wastewater	5	1	1	7
Stormwater	2		3	5
Waste Management	4	1	2	7
Rivers	2	2		4
Community Development	3	1	7	11
Council Enterprises			7	7
Support Services	3		4	7
TOTALS	43	16	50	109

6. Performance Targets Not Met or on Track to be Met

6.1 The levels of service we are not on target to achieve are contained in Attachment Two.

6.2 As some relate to events having already taken place, the target will not be achieved. For example, the target of zero temporary boil water notices has been breached with one notice being issued for Upper Takaka in July 2023.

6.3 Staff will continue to focus on actions to address other targets that were not met or are not on track to be met where some remedial action is possible.

6.4 There are two targets in Environmental Management that were not on target which related to processing resource consent applications. These were not on target due to staff shortages and a backlog of consents. It was not expected that this would be rectified before the end of June 2024. These targets have not been achieved for the last several years for similar reasons.

6.5 Transportation targets that were not met relate to the trend in serious and fatal injury crashes, and to the percentage of sealed local roads that are resurfaced.

6.5.1 The crash rate in the six-month period, as measured using the New Zealand Transport Agency crash database, had increased.

6.5.2 Due to budgets the forecast actual achievement of resurfacing local roads was 3.9% whereas the target range is 6% to 8%.

6.6 The number of Wastewater overflow sign targets was not met as the target is less than five, and there had been five erected. Four of these were due to blockages and one was due to a pressure main failure.

6.7 Customer satisfaction regarding usage of Recovery Resource Centres was slightly below target as it was 94% against a target of at least 95%.

6.8 Water Supply targets not met include the number of temporary advisory notices issued, resolution and response times to callouts, or to Drinking Water Standards compliance which are impacted due to changes in assessment that are a result of Government’s ‘Local Water Done Well’ reform programmes.

6.8.1 The target number of Boiled Water Notices is zero. There was one boiled water notice issued in Upper Tākaka in July 2023, and it is expected there will be more notices issued in areas of vulnerability to heavy weather events.

6.8.2 Compliance with Drinking Water Standards (bacterial and protozoal compliance) were not on target. Drinking Water Assessors no longer exist, the Ministry of Health has no compliance function and Drinking Water Standards. Compliance has been against Drinking Water Quality Assurance Rules since January 2023. These rules are now administered by Taumata Arowai (Drinking Water Regulator). It is difficult for any supply to comply with these rules in their entirety however that does not indicate that the water supplied is unsafe.

6.8.3 The targets for responding to and resolving urgent and non urgent callouts were not met with resolution times being 28 hours higher than the target of 24, and response times were 2.1 hours with the target being 2 hours.

7. Attachments / Tuhinga tāpiri

1.⇩	Review of Levels of Service Performance Targets July - Dec 2023	8
2.⇩	Not on target performance targets July-December 2023	58

Operations Committee - 16 May 2024

7.2 Community Infrastructure Group Activity Report

Information Only - No Decision Required

Report To:	Operations Committee
Meeting Date:	16 May 2024
Report Author:	Grant Reburn, Reserves and Facilities Manager; Nick Chin, Enterprise and Property Services Manager; Mike Schruer, Waters and Wastes Manager; Jamie McPherson, Transportation Manager; Russell McGuigan, Project Delivery Manager
Report Authorisers:	Richard Kirby, Group Manager - Community Infrastructure
Report Number:	ROC24-05-2

1. Summary / Te Tuhinga Whakarāpoto

1.1 This report provides a summary of the Community Infrastructure Group’s activity since the last report to the Operations Committee on 4 April 2024.

2. Recommendation/s / Ngā Tūtohunga

That the Operations Committee

1. receives the Community Infrastructure Group Activity Report ROC24-05-2; and

2. notes that the Motueka West Stormwater Discharge Project (Contract 1249) is proceeding at a rate that may exceed the funding allocated in 2023/24; and

3. notes that there is funding for the same project identified in the Long Term Plan 2024/25 and that any over-expenditure in 2024/2025 will be carried forward and funded from year 1 of the Long Term Plan 2024/2025; and

4. notes that a report will be presented to Council at the 20 June 2024 meeting to approve the over-expenditure in 2023/2024 based on the premise that potential funding in 2024/2025 will cover the over-expenditure.

3. Management Update

3.1 Community Infrastructure staff have been involved in the development of the Long Term Plan 2024/2034. This includes providing supporting advice and support on the financial figures, the performance measures and commentary on the submissions received.

Drinking Water - Non-Financial Performance Measures

3.2 The Department of Internal Affairs (DIA) is consulting on a technical amendment to the Non-Financial Performance Measures Rules, specifically Performance Measure 1 – Safety of Drinking Water.

3.3 The current rule refers to compliance with parts 4 (bacterial) and 5 (protozoa) of the Drinking Water Standards for New Zealand which has been obsolete since November 2022. DIA proposes to instead refer to the Water Services (Drinking Water Standards for New Zealand) Regulations 2022 but in doing so, do not appear to understand that these regulations are only a relatively minor part of the current drinking water compliance ‘suite’.

3.4 DIA has asked councils for feedback and council has drafted a submission was sent in on Friday 10^th May 2024. Council’s submission describes the current (post-Nov 2022) drinking water compliance regime and how changes to performance measure 1 must accurately reflect this regime.

3.5 In addition, a recommendation is made for DIA to liaise with the drinking water regulator – Taumata Arowai – to potentially reduce reporting duplication as well as to better understand the nuances involved in assessing the extent to which drinking water compliance is achieved.

3.6 In summary, the submission attempts to achieve a technically accurate and meaningful performance measure.

3.7 Health and Safety Lead Indicators (Audits/site observations) – 1 July 2023 to 30 June 2024

Measure	Enterprise Portfolio	Project Delivery	Property Services	Reserves and Facilities	Transportation	Waters and Wastes	Total
H&S Observations	9	13			1	17	31
H&S Briefings (also as part of regular meetings)		51	51	51	51	51	255
Number of H&S courses attended by staff	1	11	7	8	12	32	70

Motueka West Stormwater Project – Forward Funding Requirement

3.8 We are making good progress on the capital works programme. In some projects the work is running ahead of schedule, and there is one project that we wish to highlight.

3.9 The Motueka West Stormwater Discharge Project provides additional stormwater capacity from the Motueka West Development Area to Woodlands Creek. The contract for this work, Contract 1249, was awarded on 11 December 2023, for the sum of $4,540,360. The start of work was delayed due to the need to finalise land agreements and work commenced on site in March this year.

3.10 Funding for this project was originally budgeted over a three-year period, from 2021/2022 to 2023/2024, but due to delays in securing land agreements, the budget in this financial year was reduced from $3,243,000 to $1,045,000 and a budget of $2,196,990 was included in the Draft Long-Term Plan 2024-2034 to reflect these delays.

3.11 While the work was originally scheduled to be completed in 24 weeks, in late August 2024, favourable weather conditions and swift progress by the contractor means that work is now expected to be completed earlier than scheduled. At the current rate of progress, and if fine weather conditions continue, it is possible that an additional $1.3 million will be required in this financial year to meet our payment obligations to the contractor.

3.12 In the event that the work continues at ahead of schedule and exceeds our budget this year we will bring a report to Council in June 2024 seeking to retrospectively approve this expenditure. We will also recommend a reduction to the budget for this work in the Long Term Plan 2024-2034 to reflect the reduced need for funding in 2024/2025.

4. Property Update

Property Transactions

4.1 159 projects are in progress, the majority are leases (59) and land acquisitions (41) – figure 1.

4.2 Jobs three years and older have been significantly reduced – figure 2.

4.3 The Scouts have formally written to terminate the lease in Wakefield’s Treeton Place reserve. We are currently in discussions with a kindergarten group who are seeking a new lease for the land.

Figure 1 Property transactions.

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Figure 2 Property transactions over 3 years old.

Fleet

4.4 We anticipate the arrival of 10 new vehicles to augment our fleet in June 2024. This includes five Toyota RAV4 Hybrids and five Toyota Hilux Hybrids. Notably, we will be the first in the region to receive the Hilux Hybrids, aligning with our ongoing decarbonization plan.

4.5 Old vehicles disposal. All vehicles have been sold at or above expected prices. This revenue will help fund the next tranche of vehicle renewals.

4.6 The Harbourmaster boat (Sentinel) is sufficiently heavy that transportation on the road will require specific attention. This is to ensure that heavy transport regulations and vehicle warranty specifications are complied with. Staff have engaged a specialist to provide advice and options for the vexing questions on vehicle compliance and operational requirements. This will be at no cost, with a report expected in June.

4.7 To reduce costs and improve after-hours breakdown services, we will be introducing AA Roadside Assistance in May. This will provide 24/7 assistance for Council fleet users and the costs can be met within existing vehicle operating budgets.

Facility Maintenance

4.8 The Motueka Museum Roof needs to be replaced. Staff intend replacing it in August and are finalising quotes and costs. The building is a Cat 2 heritage structure with a conservation plan. We are working with heritage architect Ian Bowman to ensure we meet heritage requirements.

4.9 Staff have arranged for a complete structural and condition survey of the Richmond Library. The Initial Seismic Assessment (ISA) has identified the building with a >75% NBS (IL2) Seismic Grade B rating. The building is therefore not considered earthquake prone.

4.10 The Feilding Library building does require constant maintenance. There are water-tightness problems on two walls and anticipated capital renewal of the HVAC and lift systems. A more detailed report with costs will be presented to the Council in June 2024 once costs have been finalised.

4.11 The Richmond Library roof is not strong enough to support its solar system, despite engineering reports to the contrary before installation. We have a budget and supporting engineering advice to shift the solar system to the Takaka Library. We are currently developing cost estimates with completion planned before the end of this financial year.

4.12 The Wakefield Toy Library project has been completed and a tour for interested Councillors and the local community will be organised in May 2024.

Richmond Administrative Office improvements.

4.13 Zone 3, (middle section of the building), on the ground floor has been completed. Remaining work is running 5 weeks ahead of schedule and we are expecting to complete L1 zone 3 works in July 2024. All works will be completed, and staff will be moved from the Mall and White House to the Church in August 2024.

Property condition assessments

4.14 Property condition assessments of 155 buildings have been completed.

4.15 Generally, our properties are in good condition (1.59 out of 5 where 1 is excellent and 5 is poor), with external fabric requiring the most work (figure 3).

4.16 Projected costs (figure 4) for the next 20 years will be integrated into the LTP budget.

4.17 Next steps will focus on strategic planning and will consider fit-for-purpose and optimising the usage of the buildings.

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Figure 3 Condition report by components

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Figure 4 20 year forecast

4.18 An options report on the Old Motueka Library, Motueka Service Centre and the Laura Ingram kindergarten is scheduled to be presented to the Motueka Community Board at its meeting 21^st May 2024. Board members have had a briefing on the options and have given some direction on their preferences. It is intended that the Board will subsequently forward its recommendations to council.

4.19 The work on the Takaka Office Annex has commenced and is expected to be completed by July this year.

5. Transportation Update

Financial Update

5.1 As indicated in previously reported financial forecasts, expenditure on reactive maintenance will contribute to an overspend in the transportation activity in 2023/24 (similar to 2022/23).

5.2 Key works contributing to this overspend include:

· Reinstatement from August 2022 storm event $1.0 million

· Other emergency works (primarily slips and trees) $1.7 million

· Reactive sealed pavement maintenance $800,000

5.3 Staff and our contractors are continuing to manage maintenance activities as carefully as possible to ensure the right works are being completed at the right time to minimise total long-term costs and ensure the safe operation of the network.

2024-27 NZTA Funding Update

5.4 NZTA have stated that indicative funding allocations for our maintenance programme will be advised in late May 2024.

5.5 On 3 May 2024 NZTA released a draft revised Emergency Works policy, inviting feedback by 19 June 2024. The draft policy reduces funding available to Councils as follows:

· Fewer events would qualify for emergency works funding (from currently a minimum 1 in 10 year event, to a minimum 1 in 20 year event); and

· Reduces the Financial Assistance Rate (FAR) for large events.

5.6 For Tasman, it means the Council's maintenance budget would need to absorb more reactive work but it is unlikely NZTA will increase our maintenance funding for this. Staff will be preparing a submission recommending that the Emergency Works policy increase funding available for Councils.

Roading Activity Update

5.7 With the summer construction period coming to close most of the core, large scale works programmes (notably resealing) have now concluded, allowing crews to get on with smaller projects across the district, many of which have received very positive feedback from the public.

5.8 Particularly noteworthy was a speed table installation on Fairfax St in Murchison. Initially there was a degree scepticism from residents and local business owners about the project, however by working closely with the community, the contractor Fulton Hogan and Council roading staff were able to address their concerns and the feedback following the installation has been overwhelmingly positive.

Alliance Contract Area

Riwaka-Sandy Bay Road repairs

5.9 Over the last couple of years, we have seen the slow deterioration of a short section of road on the Marahau side of the hill. Water was escaping up through the road surface and the pavement was slowly losing its shape. Through investigation of the available records, the decision was made to install a new subsoil drain against the toe of the bank to cut off water and install a new culvert across the road to allow the water to drain away. When repairing the road, it was found that in the past there had been more subsoils installed and these were all blocked up. The contractor removed then replaced the contaminated materials, before connecting to the new subsoil, backfilling, and preparing the road for sealing. Once the water was moved out and contained, the rest of the repair was relatively easy.

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Picture 1: Riwaka-Sandy Bay Road repairs

Church Valley Road

5.10 Ahead of the programmed road reconstruction, Church Valley was treated to some new drainage features and road widening. In late March, the heavy pavement crew moved onto site to treat the area to give some shape and longevity against ground water. Work is progressing well to date. The GPS (Global Positioning System) guided grader arrived in mid-April to start prepping the site for seal.

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Picture 2: Church Valley Road repairs

April weather event

5.11 With heavy rain warnings looming, our contractor prepared for the worst, getting autumn leaves sucked out of sumps, traffic management signs loaded on vehicles, and patrol teams making sure they had equipment ready for action. Damage was relatively minimal, with trees coming down and a washout at Ruby Bay the worst of the damage.

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Picture 3:Kaiteriteri-Sandy Bay Road

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Picture 4: Aporo Road

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Picture 5: Stafford Drive

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Picture 6: Church Valley Road

Wallace Street Bus Stop

5.12 Working with Rob O'Grady, the operations team have completed a project to alter the kerb and channel outside the library to install a new bus stop. The project is to facilitate a new install of a bus shelter. Project went very well in terms of quality and duration.

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Picture 7: Wallace Street Bus stop

Hart Road Drainage

5.13 Following the storm last year, the contractor has been working through the last of the blocked channels, and one of the more challenging sites was the Hart Road side drains. On this steep section of road, the blockages have been diverting water out onto the road and in one area into a garage on private land. The crew worked effectively, and the channels have now been reinstated.

5.14 This is some of the kind of preventative maintenance work we are looking to focus on with increased maintenance budgets in the future.

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Pictures 8 & 9 Hart Road Drainage

Streets for People - Salisbury Road

5.15 Construction, line marking and sealing crews have been engaged to enhance cycle and pedestrian lanes on Salisbury Road.

5.16 Construction crews also installed an extended footpath outside of Waimea College to be utilised as a shared path for cyclists and pedestrians.

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Picture 10: Waimea College footpath

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Picture 11: As well as concrete separators along Salisbury Road

Non-Alliance work

Bus Stop Seating Improvements - Motueka, Richmond, Ruby Bay, Hope and Wakefield

5.17 18 new seats are to be installed at bus stops around the district. The seats are in storage locally and the work is planned to be completed by 30 June 2024.

Stephens Bay - Parking Restriction Proposal

5.18 Over the years requests have been received to create a safe walkable space along the side of Stephens Bay Road, due to the high demand for parking during the peak summer season, forcing pedestrians to walk on the road. In Council’s “New Footpath Matrix,” Stephens Bay Road is identified requiring a footpath and sits at number 59 out of 80 sites in the list of priorities. The road is approximately 7m wide and vehicles along with boat trailers, are parked along both sides of the road during this peak period. One side of the road has a grass berm and the other, a steep embankment behind a kerb. While the speed limit is 50kph, it is likely the actual operating speed is much lower over Summer due to the density of parking.

5.19 The proposal involves restricting parking along the northern side of Stephens Bay Road enabling pedestrian to use the northern side berm from Riwaka Kaiteriteri Road to Cook Crescent. Between Anarewa and Cook Crescent where there is kerb on both sides of the road, it is proposed to restrict parking along the southern side over this section to preserve two-way flow. A covering letter with the proposed layout was distributed to locals and Ward Councillors for consultation in mid-April with submissions closing 1 July 2024, giving submitters several months to comment. Once the consultation process has run its full course a recommendation/s will be presented to Council. Any approved changes would be installed in time for the 2024 festive season.

Golden Bay and Murchison Area

5.20 The Motupipi Street pavement rehabilitation and structural AC project has now been completed. This work was completed in conjunction with Solly’s new accessway construction, improvement to the existing accessway and footpath replacement. This project has been a good example of working with adjacent landowners to complete work in tandem to reduce establishment and traffic management costs for both parties and minimise disruption to the community.

5.21 The contractor has completed the construction of a new speed table crossing in Fairfax Street, Murchison. The project was expected to take two days to complete and require the northern end of Fairfax Street to be closed to traffic during this time. Following a massive effort by the asphalt crews, the contractor was able to complete the works within one day, resulting in reduced disruption to residents, the public and the Murchison businesses. This resulted in a lot of positive feedback from the community on social media.

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Pictures 12 Fairfax crossing

5.22 With the rainfall in March and April, our contractor has been able to resume routine maintenance grading across the network. Maintenance metalling has been completed on Cowin Road following reports of localised pavement failures. Along with spot metalling being completed on sections of Haldane Road, Totaranui Road and Chalgrave Street.

5.23 Bridge deck clearing has been completed on structures along Doughboy and Gowan Valley Roads in preparation for winter to ensure all the deck drains are clear and functioning.

5.24 Drainage maintenance has been completed on Higgins Road, with the surface water channels being cleaned and a new culvert installed to help prevent water ponding in a low spot along the water channel alignment. The contractor has also completed high shoulder removal on Rocklands Road.

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5.25 The contractor is focusing on core maintenance activity over the next few months due to limited budgets. This work includes unsealed road grading and pothole repairs, sealed road pothole repairs, drainage maintenance, sign and edge marker cleaning and incident response.

Service Request Summary

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Road Safety

5.26 To date in this fiscal year there have been nineteen serious crashes recorded in the Crash Analysis System. Three of these crashes have occurred on local roads but at state highway intersections. The recorded crashes during this reporting period are:

· Car turning right from Higgins Road onto Mount Heslington Road, cut the corner into the opposing traffic lane, and colliding with a waiting motorcycle.

· Motorcycle on Moutere Highway lost control and hit guardrail.

· Car turning onto Main Road Lower Moutere from School Road did not notice a motorcycle and collided with it.

· Motorcycle on Eighty-Eight Valley Road lost control.

Community Road Safety Programme Update

5.27 RYDA (Rotary Young Drivers Assn) delivered full-day workshops for all colleges across Tasman and Nelson. From Tasman the following schools attended: Motueka High School (95 students), Collingwood Area School (6 students), Waimea College (179 students).

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Picture 16 Rotorua Youth Road Safety Expo – Attended to observe with view of running something similar in Tasman

5.28 Our Road Safety Coordinator accepted an invite to attend the Rotorua Youth Expo. It was a highly impactful Expo - real-life stories regarding the importance of road safety, aimed at Year 11 College students to get them thinking before they even start to drive. Staff are working with our road safety partners including Police to see if a similar expo could be organized in Nelson/Tasman.

5.29 Staff and Police hosted an evening workshop for parents/caregivers with teens about to start learning to drive. Further plans are underway to expand the reach of these workshops.

5.30 Police undertook a cycle helmet blitz during April, issuing tickets to those who were not wearing helmets, and educating the importance of helmets. Council staff approached AMI Insurance who donated 40 helmets in assorted sizes for the Police to give away during the month, and spent two days with police patrolling during April.

5.31 Council have purchased more bike lights which will be distributed to help keep cyclists safe now daylight saving has ended and shorter days are upon us.

Police AIEP (Alcohol Impairment Education Program)

5.32 These workshops are delivered by Police to people who have been convicted of severe alcohol and impairment offences while under the influence of alcohol or drugs. We support the Police with funding to deliver two workshops. At the first workshop for this budget year (held March 2024) 18 attendees were at the one-day program. There are more workshops planned later in May. Police value our support to deliver the AIEP Program and do see a reduced reoffending of those who participate.

Nelson Motorcycle Safety Group

5.33 Two Motorcycle specific First Aid Courses were delivered for local motorcycle clubs in April with 18 attendees.

5.34 Ride Forever Courses completed in February

· 16 Silver Ride Forever Courses

· 16 Bronze Ride Forever Courses

· 2 Scooter Survival Courses

Upcoming Events

5.35 A Young Driver Education Event to be held at Rabbit Island will provide experience for young drivers to learn how to engage with emergency service vehicles while driving on the road. Police, FENZ, St John are on board. Planning is well underway for the first event, which will be held on 11 June.

5.36 NZTA, Top of South Road Policing, and the Council will roll out the Drink Drive campaign in June. Planning is well underway with this, a lot will be done via sharing on social media channels.

5.37 Winter driving campaign – ice scraper packs ordered for give aways via Customer Service Centres and will be promoted via our social media.

5.38 Road Safety Week – 20-26 May 2024. Various initiatives in conjunction with Police focussing on education and engagement of young people.

Road Opening Permit Management

Corridor Access Requests

5.39 The graph below shows the number of corridor access requests processed and approved by month for the 2022/23 and current 2023/24 fiscal years.

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6. Reserves and Facilities Update

Community Housing

6.1 The below table shows the current waiting list information for Community Housing.

Waitlist as at March 2024		Movements
		23/24 YTD	22/23	21/22
Richmond	81	6	7	2
Motueka	24	5	8	3
Brightwater/Wakefield	8	0	0	3
Golden Bay	24	1	0	1
Murchison	7	0	0	0
	144	11	15	9

Table 6.1 Community Housing Waitlist and last 3 Year Movements

Community Halls

6.2 Staff are receiving requests for the 2024/25 maintenance and capex projects. This process closed on 30 April and there a number of requests from hall committees.

6.3 Staff also have to consider urgent works that arise from the Property Team’s building condition reports relating to halls. This information is still being finalised for those assessments already completed. A better understanding of the work required will be known in the coming weeks.

Begonia House

6.4 Since the last update contractors have completed the new floor structure and replaced wiring. Floor coating work has been completed including sealing. New wall panels and window lights have been installed. Plant stands will need to be installed and restocked and then irrigation will reconnected and the site reinstated.

Richmond Aquatic Centre

6.5 The flushing mechanism on some of the Aquatic Centre toilets have become difficult to use due to age and an unexpected repair will need to be carried out.

6.6 Staff are planning to reprioritise existing work to achieve this however if not possible the work will be deferred until the new financial year.

Motueka Library Landscaping

6.7 Following consultation, the implementation of the Motueka Library landscape design plan commenced in April. Concrete paths have now been installed.

6.8 Seating is being built by the Motueka Men’s shed and plants have been ordered for planting in the coming weeks.

Ngatimoti Reserve Work

6.9 The Ngatimoti Esplanade Reserve is currently undergoing some enhancement much to the excitement of the community. This will allow open access from both the East entrance and West entrance of the reserve. It will provide a scenic walking track alongside the river. Plantings will also be installed along the stop banks to bring back more of the native wildlife and improve the aesthetics of the area. The community has come forward to assist with planting up this area, along with the Motueka Catchment Collective. Some areas have been fenced across the reserve, and pedestrian access gates and a bridge has been installed to allow for sheep grazing in conjunction with the neighbouring property.

Kelling Road Esplanade Reserve

6.10 The Kelling Road Esplanade Reserve is being worked on to provide an access track back long the stream. We have recently began forming a track from Kelling Road, under the bridge and into the reserve. From here the future plans are to work into the reserve, clearing a track and the overgrowth. The eventual outcome is to have this track come out behind the school along Supplejack Valley Road. The initial entranceway works have been completed from Kelling Road. This allows public access for the first time to the stream.

Ascot Reserve

6.11 As part of finalising public consultation on the new Ascot Reserve development in Berryfields staff met with 2 adjoining neighbours in early May. The neighbour’s concerns about the playground location have now been resolved after further explanation and details provided at the site meeting.

6.12 Plans have now been finalised and staff are expecting commencement of construction before the end of May this year.

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Picture 1 Ascot Reserve plan

Rosales Reserve

6.13 The new Rosales Reserve development in Berryfield is at a stage now where connecting paths are about to be installed. This path follows on from work that the developer has undertaken in the current stage of development of Ambrosia Street. The overall landscape plan has been completed for Rosales Reserve.

Murchison Recreation Reserve Pump Track

6.14 The official opening ceremony in April was a success and appreciated by the community. The track is being well used and the only work yet to be completed is minor landscaping which will be carried out in the coming months.

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Description automatically generated Picture 2: Murchisons opening day of “Four Rivers Flow Zone”

Ruataniwha Reserve

6.15 A Basket Swing and a play tower has been installed in Ruataniwha Reserve following consultation with the Golden Bay Community Board and local residents.

East Takaka Reserve

6.16 The local residents have been consulted on removal of the old playground which has come to the end of its useful life. Consultation with the Reserves Committee is underway about new replacement playground items.

PROJECT ID	PROJECT NAME	WORK DESCRIPTION	STATUS	STAGE	EST COMPLETION DATE	PROJECT BUDGET 2022/23	PROJECT STATUS SUMMARY
2023.1.1	Saxton Fields	Avery Field baseball diamond investigation		Planning	30/06/2024	$10,000	Discussions completed re location. Synthetic Diamond Design drawings in progress. Project will be subject to LTP deliberations
2023.1.2	Saxton Field	Entrance development		Design	30/06/2024	$25,000	NCC lead, preliminary discussion re location complete. Design on-going.
2023.1.3	Saxton Fields	General Development		Planning	30/06/2024	$7,500	Project planning underway
2023.1.4	Saxton Fields	Oval cricket surface renewal		Delivery date yet to be confirmed. On-going monitoring NCC.	30/06/2024	$148,500	NCC lead, System flushed and backflow preventor installed. Monitoring effectiveness which has improved. Life of asset extended through remedial works. Replacement now scheduled at a later date.
2023.1.5	Saxton Fields	Sand Storage Shed		Planning	30/06/2024	$45,000	NCC lead, design completed and approved at May Committee Meeting. Now underway.
2023.1.6	Saxton Fields	Wayfinding		Delivery	30/06/2024	$12,500	NCC lead, continuing replacement
Golden Bay Ward
2023.2.1	Pōhara Recreation Reserve	New playground in camp		Completed	30/04/2024	$70,000	Completed
2023.2.2	Ruataniwha Reserve	New playground		Completed	30/04/2024	$60,000	Completed
2023.2.3	Takaka Skate and Skills park	Development contribution		cancelled	30/06/2024	$23,100	BOF Funding now no longer available and being redirected to infrastructure projects
2023.2.4	Upper Takaka	Playground alterations		Completed	31/05/2024	$63,200	Old equipment removed and new swing is installed
Motueka Ward
2023.3.1	Beach Reserve (north Street)	Playground upgrade		Planning	30/06/2024	$90,000	Concept prepared. Deferred until 2024/25
2023.3.2	Decks Reserve	New modular Accessible Playground		Procurement	30/06/2024	$128,000	Playground equipment procurement and planning for installation date.
2023.3.3	Decks Reserve	Toilet feasibility		deferred	30/06/2024	$10,000	deferred
2023.3.4	Little Kaiteriteri - Stephens Bay Walkway	Walkway completion - Tapu Bay - Little Kaiteriteri		Delivery	31/05/2024	$16,000	Track work at the Dummy Bay section has started. Upgrades on the Little Kaiteriteri end of the walkway have been completed. Awaiting Heritage New Zealand Archeological Authority
2023.3.5	Motueka foreshore	Progress foreshore landscaping		Planning	30/06/2024	$10,700	Planting programme underway.
2023.3.6	Motueka Quay old wharf area	Car park area - stage 2 landscaping		Planning	30/06/2024	$49,400	Planning work has commenced and iwi engagement underway
2023.3.7	Saltwater Baths	Planting		Planning	31/05/2024	$10,600	Planting scheduled over winter.
2023.3.8	Te Maatu/Thorp Bush	Install play equipment		Inititation	30/06/2024	$75,676	Deferred until 2024/25
2023.3.9	Motueka Cemetery	Landscape Development Plan		Initiation	30/06/2024	$8,000	Working with Motueka Community Board on priorities for installation
Moutere/Waimea Ward
2023.4.1	Coach Place Reserve	New playground		Procurement	31/03/2024	$90,000	Project has been scoped. Equipment being sourced.
2023.4.2	Coastcare	Mapua Grossi Point - Stages 1 & 2 Coastal protection		Initiation	30/06/2024	$97,800	On hold pending Masterplan outcome
2023.4.3	Faulkners Bush	Play equipment		Planning	30/06/2024	$120,000	Concept design and initial community consultation completed
2023.4.4	Moutere/Waimea Reserve Purchase	Septic field land acquisition – Upper Moutere Hills Community Centre		Planning	30/06/2024	$50,000	Land acquisition being finalized and investigating feasibility.
2023.4.5	Wakefield Recreation Reserve	Design & development		Planning	30/06/2024	$189,900	On hold pending Waimea South Facility feasibility Awaiting completion of facility needs analysis and workshops.
2023.4.6	Walkway Development	Kelling Rd, Bronte/Trafalgar - investigate & design		Initiation	3/06/2024	$13,000	Project being scoped
Richmond Ward
2023.5.1	Ascot Reserve	Reserve development		Procurement	31/05/2024	$151,500	Consultation completed. Design and procurement underway
2023.5.2	Best Island	Part land purchase & development		Delivery	30/06/2024	$165,000	Work in progress
2023.5.3	Borck/Poutama Creeks	Walkway connections, furniture & planting		Planning	30/06/2024	$18,800	Work in progress.
2023.5.4	Camberley Reserve	Design & bollards, implement 2023/2024		Planning	30/06/2024	$50,000	Design underway
2023.5.5	Jubilee Park	Speedhump now part of wider upgrade including lighting (Projects team)		Delivery	31/05/2024	$8,000	Landscape planting to be completed in Autumn. 95% complete
2023.5.6	Jubilee Park	Central park drain & reseal		Delivery	30/04/2024	$40,000	Drainage completed and reseal in progress.
2023.5.7	Langford Reserve	Planting and furniture		Delivery	30/06/2024	$80,000	Hard landscape construction completed. Remainder of work completed by end of June 2024.
2023.5.8	Richmond Cemetery	New beams & rain garden		Delivery	30/04/2024	$31,000	Work underway
2023.5.9	Rough Island Equestrian Area	Toilet upgrades		Completed	31/03/2024	$35,000	Toilet installation completed
2023.5.10	Washbourn Gardens	Begonia House Building maintenance		Delivery	30/04/2024	$41,800	Work underway
2023.5.11	Washbourn Gardens	Pathway		Planning	30/06/2024	$10,000	On hold due to budget
2023.5.12	Central Park	Playground Equipment		Completed	31/03/24	Donated	A slide and swing have been installed

7. Waters and Waste Update

Utilities Trends

WATER SUPPLY

Activity Highlights:

7.1 Water restrictions lifted.

7.2 Wakefield pipeline renewals, through Cemetery (complete) and Pitfure Road (in progress).

Compliance:

7.3 Staged water restrictions were lifted from the source waters supplying Wakefield, Eighty Eight Valley and Dovedale reticulated Council supplies following significant rain during the week of 12 April. This meant that Council was able to remove the Phased restrictions that had been imposed on customers on these supplies throughout March and April. The Council, as water take consent holder, did not breach any resource consents during the period of restrictions however for Dovedale and Eighty Eight Valley, this was largely due to exemptions from restrictions issued under section 329 of the Resource Management Act.

Enforcement

7.4 Since the previous Activity Report, the following events have been recorded:   

7.4.1 One new accidental damage event; a contractor struck a water main while digging a power cable trench on the Moutere Highway in Upper Moutere;

7.4.2 No new incident of illegal hydrant use;.

7.4.3 No new water meter or restrictor tampering events:

7.5 Each event is investigated, and appropriate action taken – this includes working with all parties involved and educating landowners/operators as required. Events of significant offending are assessed against the Solicitor General’s Prosecution Guidelines to determine if a case for prosecution exists. In the first instance of non-compliance, a letter of warning is generally issued, provided the offending is not of a serious nature, which sets out legal requirements and forms the basis of any future prosecution action.

7.6 The accidental damage event is being investigated with further action to be decided based on the outcome.

Operations Update:

7.7 Leak at ferrule on lateral connection to 13 Shearer Terrace at Richmond caused water under pressure to gush a few meters in the air. It was repaired shortly afterwards.

7.8 Stage three of the water main renewals at Wakefield has been completed. This stage included installation of approximately 130m of aging, 150mm asbestos cement pipe with OD 315 PE pipe through the old Wakefield cemetery. In response to a Facebook post, staff had to reassure locals that Council had not excavated through graves and appropriate precautions, such as using ground penetrating radar, were taken to ensure this was not the case. The new pipe alignment was adjacent to the existing pipeline.

7.9 Wakefield pipeline renewal at Pitfure Road is in progress. The project includes replacement of approximately 700m of 100mm asbestos cement pipe with OD180 PE pipe.

7.10 Brightwater WP filter change took place on Friday 19 April. Filters lasted one and a half years before replacement was required.

7.11 We will be contacting users on the Rural Schemes and extensions advising that if they wish to reduce their units or disconnect, they need to apply before the end of May to ensure the physical and admin changes can be made prior to the new financial year. We are taking the opportunity to remind customers to check their water levels regularly and ensure they have sufficient storage for the number of units they received. We will also remind them of our free locate services, for private landowners or companies working on their behalf, when digging or excavating around our water pipes.

WASTEWATER

Activity Highlights:

7.12 Fonterra have started discharging into the Tākaka network early this year.

7.13 The Marchwood Park caravan dump station in Motueka struggled over the ANZAC weekend.

7.14 An audit of low pressure pump stations in Wakefield found that compliance with the Council’s requirements was low.

Compliance:

7.15 No compliance issues were reported.

Operations Update:

7.16 The April storm event resulted in elevated flows in most wastewater networks, but due to the prolonged dry weather, the impact on the wastewater networks was less than it normally would be for a similar rain event.

7.17 Recoating of the Goodman Pump Station in Motueka was completed within one day. Recoating of the concrete was needed to prevent further deterioration of the concrete which is subject to hydrogen sulphide corrosion. The work was completed safely while the pump station remained operational, but with the water level in the station at a reduced level. There were no reports of odour and the job was well planned and executed. This time we used a new contractor and were impressed with their knowledge and experience dealing with tricky coating, waterproofing, and sealing projects.

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Picture 1: Before recoating

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Picture 2: After recoating

7.18 Fonterra have begun discharging into the Tākaka wastewater network from 22 April. Usually, they only discharge during August to October. However, Fonterra has been concerned about mineral build-up in some of the pasture so has opted to utilise the new large rapid infiltration basin at the wastewater treatment plant.

7.19 Marchwood Park caravan dump station was heavily utilised over the April school holidays, particularly the last weekend with ANZAC day on the Thursday before. On Saturday, one pump blocked up with wipes and the other had to be sent away for repair. This caused some users to be upset as the dump station was closed while maintenance was carried out.

7.20 On Monday 25 March there was another sewer overflow from the wastewater main in Oxford Street, Richmond. This one at the top end of Oxford Street. The cause was a blockage from a buildup of wet wipes in the sewer. The main has been cleaned and CCTV complete. The CCTV footage is currently being assessed and remedial actions determined.

7.21 Monitoring the efficiency of pump stations has led to checks on pump impellors. We have found at least five pump stations that need new impellors in Golden Bay. The wear on one set of impellors suggests the pumps are operating outside their recommended duty so this is being investigated. The frequency and extent of regular mechanical checks on pump stations is being reviewed as well.

7.22 In April our cadet completed an audit of all Council owned low pressure pumps in Wakefield. Only 16% (7 of 44) of homes, with completed landscaping, complied with the Council’s requirements. Eleven sections remain empty or are still under development. The most common issues are insufficient ground clearance around the pump station lid (needed for venting), and control cabinets being installed on boundary fences rather than a post. Letters will be sent to the owners, advising them of Council’s requirements and requesting remedial measures. Audits will be undertaken in Māpua next followed by Richmond West.

STORMWATER

Activity Highlights:

7.23 An updated resource consent application has been submitted for a new stormwater outfall at Selwyn Street Pōhara.

7.24 Investigation of contamination resulting from ITM Tākaka fire.

Compliance:

7.25 Iwi consultation on the Motueka Stormwater Monitoring Plan was completed and the plan has now been submitted to compliance for approval.

7.26 The investigation of contamination from the ITM fire in Tākaka revealed high Zinc levels in sediments at the stormwater outlet off Motupipi Street. Further investigation was carried out to determine if Zinc contamination was an issue further downstream. Sediment sampling further downstream in the stormwater swale showed that the contamination is localised at the outlet and decreases drastically downstream and therefore is not compromising the Motupipi Stream ecosystem.

Operations Update:

7.27 The district experienced welcome rain in the second week of April, but this did not cause any problems with our stormwater systems. Between 50 and 120mm fell in our urban areas over a six-day period from 9 to 14 April. The usual post storm checks and maintenance were carried out, removing debris and litter from outlets and inlet screens. These photos show the Pinehill Stream outlet at Ruby Bay, which was cleared following the event.

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Picture 3: Ruby Bay Stream Outlet before cleaning; Picture 4: Ruby Bay Stream Outlet after cleaning

7.28 In 2015 Tasman District Council constructed a new culvert over the Saxton Creek, on Champion Road. The culvert is designed to accommodate a 1% Annual Exceedance Probability (AEP) event (often referred to as a “1 in 100 year event”) but since construction the capacity of the culvert has been voluntarily reduced with two steel plates. With the completion of Nelson City Council’s work downstream this year, the steel plates were removed in the third week of April, and the culvert now has full capacity for a 1% AEP event.

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Picture 5: Champion Road culvert, with throttle plates removed

7.29 Catchpits and soakpits at the Tākaka library carpark were cleared early in April, following inspections. Approximately 5m³ of silt and sludge was removed, and we expect this drainage system to work more effectively.

7.30 Since last year we have been working on options to repair two culverts and a headwall on the Toru Street causeway in Māpua. We have agreed on a cost-sharing arrangement with the property that is serviced by the causeway and work is scheduled to be commence in May.

7.31 We have also been working on a new stormwater soakage system and coastal discharge to service Selwyn Street, Pōhara. A design has been completed, an application for resource consent has been lodged and we have appointed a contractor for the work. We plan to commence works soon after receiving resource consent.

WASTE MANAGEMENT AND MINIMISATION

Activity Highlights:

Recycling contamination at our Materials Recovery Facility (MRF) has decreased 0.8% from 13.9 in February to 13.1 in March.

Compliance:

7.32 There were no known non-compliance incidents in this period.

Operations Update:

7.33 Rubbish bag collections continued as normal with no noted issues.

7.34 A total of 399 kerbside recycling audits were undertaken during March, 94% passing and 6% failing due to contamination – this is a decrease on last month. The following table summarises the contamination issues raised – the large majority are for non-recyclable materials being placed in recycling bins.

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7.35 The weighbridges at Tākaka, Mariri, Richmond and Murchison RRC’s have now been certified. The Murchison weighbridge has been certified early so that all weighbridges will be certified at the same time, reducing costs.

7.36 The second phase of the Construction & Demolition at Richmond Resource Recovery Centre (RRC) diversion trial will commence in July. We are planning to divert domestic vehicles and small commercial vehicles to trial diversion of reusable and recyclable building materials. Preliminary discussions with our contractor have taken place, and we are planning minor works in May and June to enable the trial.

7.37 We are also assessing a new location for the scrap metal at Richmond. It is likely that we will require a concrete pad to stop the contamination of the metal and the ground on which the metal is stored.

7.38 The second weighbridge in Richmond has been installed but will not be operational until the new kiosk has been delivered, in early May.

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Picture 6: Richmond RRC weighbridge showing concrete base

7.39 The vehicle washdown at Richmond, previously used by the biosecurity team has been upgraded to allow the waste trucks to be cleaned more frequently. This required extending the concrete pad to allow for the largest vehicle and the installation of a first flush interceptor to divert the first flush from a rain event into the wastewater network and other run off to the stormwater network.

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Picture 7: Richmond RRC, truck wash.

7.40 We are currently investigating a new road lay out for the Māriri RRC to improve traffic flows and will report back to a future Operations meeting.

Waste Minimisation (funded by the Waste Minimisation Fund)

7.41 Our collaboration with Nelson City Council on Construction and Demolition (C&D) waste diversion continues and has been a focus area.

7.41.1 We have compiled a database of C&D waste diversion services and opportunities in the region. From this database, we have produced a draft C&D waste reduction guide and diversion directory. This booklet aims to provide easy access to information on waste diversion options and has been circulated for feedback from industry contacts before publishing more widely.

7.41.2 Our second meeting of industry stakeholders was held at Green Meadows on 24 April and was well attended. The meeting was used to introduce the diversion directory and to launch the C&D diversion facility at the Nelson Environment Centre. This new facility is a collaboration between NEC and NCC.

7.41.3 The next C&D event is planned for July and will focus on building deconstruction as an alternative to demolition.

7.41.4 In the coming month, the terms of reference for the C&D waste forum will be agreed with the Nelson Construction and Environment Alliance and a date set for a first meeting of this smaller working group.

7.42 A report on the C&D diversion trial conducted by the Council at the Richmond RRC in late 2023 has been completed and will be included in the next Climate Change Update report, following a request from Councillor McKenzie more information on this work. Planning is underway for a second 3-month trial at the same site, testing a different waste sorting method. This will commence in July and when completed will fulfil our obligations under the Ministry for the Environment (MfE) funding agreement for this project.

7.43 Application for Waste Minimisation Projects Grants closed on 31 March. Twelve applications were received, and a total of $201,118 funding requested. We are currently reviewing these. The applications and our recommendations will be considered by the Community Grants sub-committee in a meeting on 28May.

7.44 Collaboration with the Projects team on the removal or deconstruction of two council-owned houses on Headingly Lane continues. Tender for the deconstruction of one house is planned to be issued in early May. If possible, the next meeting of C&D waste industry stakeholders, mentioned above, will be held on this site. Advertisement of the other house for removal has been delayed, pending internal review.

7.45 A proposal for a food waste collection trial in Golden Bay has been received from the Sustainable Living Centre. In the next month we expect to agree details and issue a contract for this service for a 12-month period. The results will be used to inform the centre's longer-term plans for a food waste service in Golden Bay and may also be relevant to the regional organic waste collection business plan study commencing in later this year.

7.46 Our collaboration continues with natural resource and climate change policy staff on an investigation of biochar production and use in the region. A project scope has been prepared and this will inform an application for Envirolink funding of a broader study to include this topic.

7.47 Opportunities for increased use of crushed concrete recycled aggregate in Tasman District Council and Nelson City Council civil works are being investigated. Recycled crushed concrete size distribution data has been obtained from industry and shared with the council road engineering team for assessment against the current standards.

8. Programme Delivery Update

8.1 Please see Major Programmes and Project Report

attachment 1

8.2 Please see Programme Delivery Highlights attachment 2

9. Attachments / Tuhinga tāpiri

1.⇩	Major Programmes and Project Report May 2024	113
2.⇩	Programme Delivery Highlight Report	120

Operations Committee Agenda – 16 May 2024

6.1 Libraries, Customer Service and Community Partnerships Update Report

Information Only - No Decision Required

Report To:	Operations Committee
Meeting Date:	16 May 2024
Report Author:	Glennis Coote, Libraries Manager; Janet Lee-Van Dijk, Customer Services Manager; Lani Evans, Community Partnerships Co-ordinator
Report Authorisers:	John Ridd, Group Manager - Service and Strategy
Report Number:	ROC24-05-3

1. Summary / Te Tuhinga Whakarāpoto

1.1 This report provides the Committee with an update on some of the key highlights of the Service & Strategy Group’s operational work programmes. This report covers the work undertaken by the Libraries, Customer Services and Community Partnerships sections.

2. Recommendation/s / Ngā Tūtohunga

That the Operations Committee

1. receives the Libraries, Customer Service and Community Partnerships Update Report ROC24-05-3.

3. Libraries Update – Glennis Coote

Events, Programmes and Promotions

Recent highlights included:

3.1 Staff from Richmond Library attended the Positive Ageing Forum held in early April. This year we focused our stand on our Heritage services but also promoted other services. We had a screen showing a Tasman Heritage slide show which proved to be very popular, with many people stopping to look at the images. We also gave a half hour presentation on researching Local History online. We had approximately 63 people stop and talk to us.

3.2 Motueka Library hosted an art and podcast exhibition in partnership with Cultural Conversations. The NBS Bittersweet Podcasts is about inspirational people who have reconstructed their lives and responded in transformational ways following huge traumatic events. The Tindall Foundation Stories of Otherness podcast series features first-hand accounts of migration experiences.

3.3 Annabel Schuler, author of Constance Barnicoat a Cool Head and a Sharp Pen gave an author talk at Richmond Library in March. Annabel talked about Constance Barnicoat’s career as a multi-lingual journalist, firstly in England, then based in Switzerland during World War I. Her contacts included the Archbishop of Canterbury, Vladimir Lenin, Leon Trotsky, Georg F. Nicolai and, back in New Zealand, politicians Richard John Seddon and Sir Francis Dillon Bell. If that was not enough, she claimed several ‘firsts’, climbing some of the most treacherous mountain peaks of Europe as her form of relaxation.

3.4 We celebrated Unity Week NZ in March with UniTea events in Richmond and Motueka. We also invited library visitors to contribute to a Unity Garland during the week. Unity Week NZ is led by Sakinah Community Trust, a group of seven women who lost their loved ones in the 15 March mosque attacks. The message of Unity Week NZ is that we can achieve peace by respecting each other and accepting our similarities and differences. By coming together, we can create a more connected, inclusive, and peaceful community.

3.5 Tākaka Library hosted Policing, Paradise & Pencils with Pete Beverley. Pete won the Bay Art Competition in 2023 and in this talk he discussed his journey growing up in a rough council estate in the north of England, to policing in even rougher communities as an adult, and then his move to the paradise of Golden Bay and deciding to teach himself to draw, resulting in a very unexpected win at Bay Art.

3.6 Tākaka Library also hosted a cyber security presentation by Erica Boscato from CERT NZ. CERT NZ supports businesses, organisations and individuals affected by cyber security incidents. Erica spoke on learning how to spot cyber threats like phishing and scams and gave tips for staying secure online.

3.7 Author of four books about motorcycling adventures, Golden Bay author Des Molloy spoke about his global adventures to an appreciative audience at Richmond Library.

3.8 Internationally published Māori writer, actor, musician, and painter Apirana Taylor, performed to an audience at Motueka Library Te Noninga Kumu. He captivated the audience by presenting some of his poetry, stories and played musical instruments. Apirana is a prolific writer of poetry, novels, plays, and short stories. He has been published in anthologies nationally and internationally. His poetry has been translated into French, Italian, German and Spanish.

Children’s programmes

3.9 In February we resumed our term-time preschool programmes. We run weekly Wriggle and Rhyme sessions at Richmond, Motueka and Tākaka libraries, all attract good attendances. Towards the end of last year, we were finding the numbers of attendees at Richmond’s Wriggle and Rhyme sessions were increasing and becoming difficult to manage. Typical attendance numbers were 60-plus children and parents at each session. This year we have added a second weekly session to help us manage the numbers.

3.10 The theme for the April school holiday programmes was Discover Moana. Our events were designed to encourage children to learn about New Zealand’s marine life in a fun and engaging way.

3.11 Each of our libraries ran Get Crafty sessions where children were able to upcycle our old CDs into unique fish to be on display in the library or create ocean art with pastels and dye. The two sessions at Murchison Library proved to be particularly popular.

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Get Crafty at Murchison Library

3.12 Richmond Library’s children’s services team ran a Pop-up Library Adventure at Washbourn Gardens. This was pirate themed which meant children created their own pirate hats before embarking on a treasure hunt around the gardens. Once children found all the treasure, they were able to choose a prize from the treasure chest. Families enjoyed taking their time with this event, and many people stayed to read books or wander the garden.

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Pop-up Library at Washbourn Gardens

3.13 Richmond, Motueka and Tākaka libraries ran Lego Fun, a collaborative art project to create a sea-themed mural. Children were invited to build a Lego creation to add to the mural. The theme was Under the Sea. Children had to build something that lives or goes below the ocean waves. Lego is always a popular activity, and all sessions were well attended with children and adults making an array of Lego creations. One dad and his four children set about building an oil rig complete with rooms, divers and helicopters, others built sea creatures, islands with lost treasures, boats and sea vehicles.

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Under the Sea murals at Richmond and Motueka libraries

3.14 Whatever Floats Your Boat! - Build Your Own Boat was a STEM activity and a great opportunity for children to develop ideas and test them out. We had some fantastic boats built and some that were creative. It was good to see parent involvement especially dads and grandads with their children.

3.15 The school holiday programmes were very successful with good attendance at all activities. We received many appreciative comments from children and parents, including this comment from a Richmond parent "I just wanted to say a huge thank you. My girls went to the craft and lego events these holidays. They had such a wonderful time, the staff were lovely, and the activities well thought out and most importantly fun."

Tuku24 Heritage Month Whakatū

3.16 Tuku24 Whakatū Heritage Month is a collection of community-focused events celebrating Nelson Tasman's unique and diverse cultural heritage. This year, Tasman District Libraries ran a variety of events, mostly based around a nautical theme.

3.17 Richmond Library hosted Glass Harbours: the miniature marvel of ships-in-bottles, an exhibition featuring selected bottles from The Ricketts Maritime Collection. The exhibition invited visitors to explore the intricate artistry and meticulous detail that goes into encapsulating entire vessels and seafaring scenes within the confines of glass. Glass Harbours showcased a diverse array of ships. This selection of ships-in-bottles was on loan from the Founders Heritage Park collection.

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Glass Harbours exhibition at Richmond Library

3.18 Paul Deacon, one of New Zealand’s premier maritime artists, exhibited some of his works at Richmond Library. Paul also gave a talk about his time working on small ships in northern Europe and Africa. Paul’s images and commentary gave a unique insight into his years working on small coasting ships, the seafaring life, various voyages, cargoes and ports of call. It was a less hurried time before GPS, computers, smartphones and stress, traversing random sea routes from the Baltic to West Africa.

3.19 Wayne Greig, author of Three Strands of an Unravelling Rope, gave a talk on his view of history surrounding the mutiny on the Bounty as covered in his 2016 book. Wayne also presented a talk about his life-long adventure with model making. His talk focussed on the building of his model railway currently housed at the Pigeon Valley Steam Museum, Wakefield, and his scale model of the merchant ship HMAV Bounty displayed in the Nelson College Library.

3.20 At Motueka Library Te Noninga Kumu, Robbie Williams and Tom Rowling shared sailing stories and yarns about what it was like to sail in the old Nelson scows and ships.

3.21 Also, at Motueka Library Te Noninga Kumu, Kerry Sunderland talked about her new book Belonging in the Baton Valley. The book grew out of the feature article she wrote for ‘New Zealand Geographic’ in late 2022, after the newest section of Tasman’s Great Taste Trail opened.

Tasman Heritage

3.22 New items added to the site in March included seven new audio recordings from the Richmond Borough Council Richmond Oral History Project interviews that were recorded in 1983-1984. These had to be converted from their original cassette tape format to MP3 to enable uploading to the site.

3.23 This is an ongoing project, as the digital conversion of the MP3s, and uploading them to the Tasman Heritage site requires considerable staff effort. There are still a number of cassettes to be converted, mainly recordings of Councillor Wilkes. This includes recollections of his time on council and the decision making and land development. His recollections are a good supplement to the Richmond Borough Council Minute books already on the Tasman Heritage website.

Library technology and software changes

3.24 Replacement and upgrade of our Radio Frequency Identification (RFID) technology took place in early May. Richmond and Tākaka libraries were closed during the installation of new RFID security gates at the entry doors.

3.25 We were able to upgrade the self-check kiosks in Richmond and Motueka, this proved to be a more cost-effective option than full replacement. We have also installed a self-check kiosk at Tākaka Library. The library did not previously have a self-check option.

3.26 Tasman District Libraries is a member of a New Zealand-wide consortium of public libraries called Kōtui, which is managed by the National Library of New Zealand. Kōtui supplies and manages our Library Management System software (LMS).

3.27 Kōtui is currently making changes to the LMS. Library membership details have been held in data centres located in Christchurch and Auckland. Kōtui is migrating the servers used for the LMS to a Software as a Service solution. This means that from 15 May 2024, the data will be moved to data centres in Melbourne and Adelaide. There will be some limitations to our service while the server migration is happening.

3.28 The reason for this change is to future-proof the LMS to ensure that Kōtui can continue to offer modern library services and maintain robust security of library and customer information. In addition to continuing to provide a secure service to library customers, making these changes now also means that the LMS will be able to benefit from future enhancements.

3.29 The new data centre meets ISO international standards for security and reliability. Library information held there will be accessed via an encrypted virtual private network and will not be exposed to the public internet. Kōtui are confident that library information including membership data will remain secure.

4. Community Partnerships Update – Lani Evans

Grants

Creative Communities

4.1 The Creative Communities Subcommittee received 14 applications and allocated $17,605.17 out of a requested $33,440.18. The Tasman Creative Communities Festivals Fund received two applications and allocated $4,593 out of a requested $5,629. The Creative Communities fund is to increase the participation in community art initiatives.

Community Events

Skatepark series

4.2 We contracted Skate Nelson Bays (SNB) to deliver the Skatepark series events in Motueka, Wakefield, Richmond and Nelson. The last event is sponsored by Nelson City Council. This contract is working extremely well and provides good value for money. SNB fundraise significant amounts of funding and involves local sponsors. Their association with Lions helps them to find reliable volunteers and their connections in the community help to increase the event’s attendance. We are working with SNB to make this event bigger and include Marlborough District Council.

Positive Ageing Expo

4.3 The Positive Ageing Expo took place on 6 April. This was the first year we held it on a Saturday and more people attended who were under retirement age. Approximately 1000 people attended the Expo where they received lots of information about different services and community groups. This event is a highlight for older adults each year.

Tasman Parks Programme

4.4 The Tasman Parks Programme is a series of family events run by CLM. After the success of this programme at the end of last year we decided to repeat it during the first school holidays in 2024.

Participant numbers from last year:

· Amazing Race at Easby Park in October 2023 – 146 participants

· Art in the Park at Washbourn November 2023 – 168 participants

· Amazing Race at Faulker Bush November 2023 – 63 participants

· Treasure Hunt at Washbourn Gardens December 2023 – 207 participants

4.5 The 2024 school holidays programme went to Richmond, Wakefield and Brightwater, all events were successful. The detailed numbers will be available in the next report.

Music Mix

4.6 A new initiative for Tasman. We contracted Nelson Centre of Musical Art to run this programme in Wakefield, Brightwater and in Mapua. The programme unfolds in two parts. Firstly, a local performer visits and performs at selected primary schools for lunch time sessions. Then the same musician performs in a public setting. This is not just a concert but an opportunity to connect with the performer, ask questions, and explore their musical instruments.

4.7 In May, Brett Hallam Holland, a Tasman-based musician and music teacher will be visiting Māpua School, Upper Moutere School, and Tasman School. On 21 May, he will play at Mapua Hall at 11.00 am. In June we will have Vamos! a dynamic percussion and dance performance visiting Brightwater School and Wakefield School. The public event is scheduled for 22 June.

Matariki

4.8 This year we are planning a big community event at Decks Reserve, Motueka on 5 July in the evening. Local artist and performer Donna McLeod is preparing a Matariki story show. There will be music, lights, warm kai and a sausage sizzle.

Community

Positive Ageing Forum

4.9 In February, we held the first Positive Ageing Forums in Richmond and Motueka for the year. The Richmond Forum had a presentation from the Wellby project which is programme that increases social connections. The Motueka Forum focused on educating the older adult community on digital scams and had presentations from NBS Banks and Tasman District Council.

Tapawera community hub

4.10 The project steering group submitted the final report on the feasibility study to Department of Internal Affairs (DIA). The project steering group continues working on the project. DIA provided additional funding to pay for the consultant to move the project along, while the funding decisions are being made.

Rural Resilience Expo

4.11 On 21 April our team ran an activity at the Rural Resilience Expo in Wakefield. We designed an activity where we helped prepare people for emergency situations. Quality conversations happened about how important it is to be prepared. Approximately 60 people attended our stall.

Art

Chorus Boxes

4.12 Late last year Chorus underwent a reorganisation and as a result the Community Relations team dropped from three to one staff member. This may impact the Cabinet Art programme. Decisions to continue this programme have been put on hold until June. More updates will be provided in the next report.

Suter Art Walk

4.13 The Suter Art walk is spreading to Takaka and Murchison. Some art works will be placed on private businesses and some on Council property, e.g. toilet blocks. Both installation and maintenance are financed by the Suter.

Youth

Youth Week

4.14 We launch Tasman Youth Week on 18 May with a Skate Jam at Motueka Skatepark, run by Skate Nelson Bays. This event is sponsored by Community Action Youth and Drugs.

4.15 Libraries across the District will be running Escape Rooms.

4.16 Murchison Youth Council are organising Nerf Wars at lunch times for students and parents to highlight the importance of physical well-being through physical activities.

4.17 Golden Bay Youth Council are organising a Reach for Wellness community event.

4.18 Motueka Youth Council are organising Neon Quiz night to fundraise for the Youth Market event in spring.

4.19 Waimea Youth Council are organising Dungeon & Dragons games in the library.

4.20 Tapawera is organising YouThrive – A Wellness Puzzle. This is a wellbeing event for youth that focuses on the three pillars of health and how each work together to create optimal health and wellbeing.

4.21 Multicultural Youth Nelson Tasman are organising a movie night in the Richmond Library. They will facilitate fun activities before the film and will provide snacks. This event celebrates World Day for Cultural Diversity for Dialogue and Development on 21 May.

Environmental Education

Enviroschools

4.22 Upper Moutere has joined the Enviroschools programme. They have already done a waste audit for the whole school which involved us facilitating the process.

4.23 Tasman Mission took place at Wheuna Iti this year where 16 schools were involved and over 150 students participated in this environmental education event for young people. Students participated in a range of different environmental activities to learn about environmental sustainability. Some activities included bug finding, marine activities, pest control, boat building, where your food comes from and carbon footprint for food.

4.24 A group of people outside a building

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4.25 The Environmental Education team put together the termly Ecobuzz newsletter for schools to share stories and inspiration relating to environmental education across the District. The latest addition can be read here - EcoBuzz February 2024 (cloud.microsoft)

4.26 Along with our Wastewater and Storm Water Quality Specialist we delivered stream health and monitoring sessions to Waimea College’s SAVE class. We delivered three sessions across two year 9 and 10 classes.

Compost Education

4.27 We delivered a compost workshop to the Tasman Bay Christian School, which involved students and teachers. Approximately 50 people attended.

4.28 For compost awareness week we are delivering three sessions throughout Tasman; Richmond Library 8 May 4.00 pm to 5.00 pm, Motueka Library 9 May 4.00 to 5.00 pm, Takaka Co-Housing Community 11 May 1.00 pm to 5.00 pm.

Take the Jump

4.29 We have recently hosted two internal staff workshops focused on the “Eat Green” aspect of Take the Jump. We chose to focus on this topic for autumn as it’s a time of harvest, when we often find ourselves with a lot of fruit and vegetables in the garden or available to purchase cheaply, so it’s a great time to preserve or ferment so you have quality produce to enjoy throughout the year.

4.29.1 Preserving 101 ‘lunch and learn’ workshop hosted in the staffroom on 28 March had a good turnout of about 15 staff learning the basics of how to preserve produce, to reduce waste and make it easier to ‘eat green’; and

4.29.2 Fermenting 101 ‘lunch and learn’ workshop hosted in the staffroom on 18 April with another good turnout of about 15 staff, making sauerkraut and learning the basics of fermenting produce.

Climate Change Learning Programme

4.30 We have engaged a contractor to lead a Climate Change programme in three Tasman schools starting in week 2, Term 2 2024. Will Stovall holds a PHD in environmental philosophy, culture and sustainability, and also has experience working with young people in education settings as well as in the community through his work at the Nelson YMCA. Year 6, 7 and/or 8 classes at Mahana, Lower Moutere and Wakefield Schools will participate in the programme in Term 2. This is a comprehensive education programme made up of eight modules, developed in Christchurch by Sian Carvell (Future Curious Limited) alongside Christchurch City Council. It covers the physical earth system processes involved in climate change, indigenous knowledge, responding to change, adapting to and mitigating climate change impacts, and taking care of our wellbeing. It culminates in encouraging students to develop their own action projects in response to what they have learned.

Air quality

4.31 With help from the communications team, we have created two new videos with Dave Pullen, talking about how to light an upside-down fire and how to identify quality firewood to keep your home warm without causing pollution this winter. These are available to view on our website: Heating, air quality and the Good Wood scheme | Tasman District Council

4.32 We will be hosting a series of events throughout May with Dave Pullen to share good wood burning tips with our communities.

Warmer Healthier Homes

4.33 In March we sent out 324 letters to Tasman homeowners who have been identified as meeting the criteria for a Warmer Healthier Homes Grant to cover 100% of the costs of installing ceiling and/or underfloor insulation. This grant tops up the Government’s Warmer Kiwi Homes Grants which generally provide 80% of the funding, so that there is no financial barrier to homeowners improving their home insulation. This has the flow on benefits of creating warmer, healthier home environments for Tasman residents. The insulation provider, Absolute Energy, has reported a significant increase in the number of enquiries they are receiving from homeowners since these letters were sent out.

Welcoming Communities

4.34 The Welcoming Communities initiative is a pathway towards better connectedness, social cohesion, and increased resilience. Communities that make newcomers feel welcome are likely to enjoy better social outcomes, and stronger economic growth. In an environment where everyone can participate in the economic, civic, cultural and social life of the community, where locals and newcomers are well connected, everyone can feel like they belong.

4.35 The briefing for the Welcoming Communities role has been to paint a picture of how welcoming and inclusive our district is. Immigration New Zealand’s guidelines for the Welcoming Communities programme require to gather data, consult with the community and identify gaps as well as best practise examples. A framework based on eight elements and 30 sub outcomes provides the structure for the stocktake that has been undertaken and the Stocktake Report presents all relevant feedback and findings. A three page summary of findings as well as the comprehensive results report are in Attachments 1 and 2.

4.36 We had a stall at the annual Tasman Asian Night Food Fair on 17 February. The event was very popular, an estimate of 5000 community members visited. Our dragon themed craft activities were much appreciated by attendants.

4.37 We supported Motueka library to hold an international book swap event to celebrate International Mother Language Day in February. This resulted in several conversations about how to make international books available for diverse community members.

4.38 On 1 March the first refugee family was settled in Richmond and Council staff members made very generous contributions to some gift baskets which the Red Cross team handed over to the family. A meeting with the family case workers confirmed that there will be more settlements in Richmond in the future given housing availability.

4.39 From 15–21 March we celebrated Unity Week with UniTea events at Richmond and Motueka Libraries, a shared staff lunch picnic, and a very successful Multicultural Potluck dinner in Motueka which had around 50 attendees.

5. Customer Services Update – Janet Lee-Van Dijk

5.1 The purpose of this update is to provide a nine month, year to date summary of Customer Services activities for the Period 1 July 2023 to 31 March 2024.

Call Centre and CallCare Afterhours Calls

5.2 Overall call volumes for the nine month period remains steady with 35,651 coming through our Call Centre and an additional 4,295 being handled by CallCare. Calls covered a vast range of topics, varying daily depending on weather events, rates, water issues and public consultation subject.

5.3 Calls that cannot be solved by customer services require referral to other departments within Council or to our Contractors. This is where the majority of Service Requests come from.

Service Requests (SR)

5.4 Customer Services use three SR systems. MagiQ is used for most of the organisation, with Confirm & RAMM used by Community Infrastructure for 3 Waters, Park & Reserves and Roading issues. The requests entered for these activities are often seasonal, weather dependant, if there are water supply issues or missed refuse collections.

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5.5 During the nine months from 1 July 2023 to 31 March 2024, Customer Service Officers created a total of 16,570 MagiQ SRs (above) and 4,402 Confirm/Ramm SR (below). This is an increase of 3,664 MagiQ SRs and a reduction of 630 in Confirm/RAMM, giving a net rise of 3,034 SR compared to the same period in 2022-23.

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Counter Activity

5.6 Customer Service Officers processed 27,751 financial transactions at the counter which is an increase of 4,479 in the same nine month period last financial year.

5.7 Transactions included payments for rates, water and dog registration, Building Consents, Resource Consents, etc., and counter sales including dog collars, rubbish bags, etc.

5.8 Customer Services experience their busiest months over the winter months, June-August. It was interesting to see an increase of 1,249 face to face counter transactions in June-August 2023 compared to the same period in 2022.

5.9 So far this year we have processed 1,329 approved rates rebates with a value of $959,108 compared to 1,865 for the full financial year 2022-23, with a value of $1,236,294.

5.10 Customers still have April to June to get their applications approved for this financial year and then from 1 July 2024 the process starts again for the next financial year.

5.11 Around 12,500 dogs will be registered with new tags before 31 July 2024.

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5.12 In addition to Council transactions, each Service Centre also offers AA services that we undertake on contract. The Agencies operate through the AA/NZTA networked systems and include Driver Licensing, Motor Vehicle Licensing, AA membership and other sales.

5.13 These total 21,948 AA counter transactions for the nine month period, earning $175,633 in AA commission (minus $26,345 GST).

Information Requests

5.14 Land Information Memoranda (LIMs) are an important part of information provided to the community. By using online tools, (Land Online and ‘Local Maps’) customers no longer need to provide a current Record of Title to apply.

5.15 The internal processing of a LIM is semi-automated, however significant input is required by Customer Services to collate all plans and documents, and ensure input is received from the various other Council departments relevant to each LIM. Between 1 July 2023 and 31 March 2024, Customer Services issued 554 LIMS (33 fewer than the same period last year). They were completed within an average of five working days (six last year) - well within the statutory 10 working days allowed.

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5.16 Customer Services staff also managed 14,472 online enquiries this year, as opposed to 13,722 for the same period last year (an increase of 750), relating to:

5.16.1 Info@tasman.govt.nz and “contact us” queries from our website;

5.16.2 Antenno queries/information;

5.16.3 property file information requests (3,159); and

5.16.4 cemetery plot reservations/purchases or interment arrangements (439).

5.17 Queries are responded to, and information provided daily. Any queries received after hours or over the weekend, receive an automated acknowledgment and are dealt with the next working day where possible.

6. Attachments / Tuhinga tāpiri

1.⇩	Welcoming Communities Stocktake most important findings	140
2.⇩	Stocktake Report Tasman April 2024	143

5.3 Tabel 2 shows our financial spend by workstream this year.

5.4 The expected spend this year is $3.6M, and we anticipate a carry forward of approximately $1M into 2024-25. The underspend is largely owing to delays across the programme. These are owing to the time required for procurement, programme governance approval processes and availability of staff to engage with programme activities. $198k savings have been found within this year’s budget to offset a $212k cost increases for the cost of Merlin and application testing.

Table 2 – Financial spend by workstream this year.

Workstream	Budget (LTP Y0)	Actual
Programme Layer	805,029	515,169
CC&W	890,977	3,586
Core Council Applications	1,173,074	711,916
Data and Insights	647,713	5,301
Cloud	661,414	523,871
Smart Region	486,794	-
IS Operating Model	44,995	134,234
Total	4,709,996	1,894,076

5.5 Table 3 shows the total programme financial budget.

5.6 The programme cost estimate is updated each month to inform future year planning. Financial planning ensures that the programme costs are managed within the agreed programme budget of $20.8M including inflation, as detailed in the LTP 2024-34.

Table 3 – Total programme financial report

Workstream	2021 Baseline	Reforecast 2021-2034	Total spend to date
Programme Layer	2,353,117	5,719,537	2,264,061
CC&W - Closed	1,521,960	1,915,035	165,521
Core Council Applications	5,030,565	8,288,748	2,104,966
Data and Insights	22,8,700	1,377,587	321,138
Cloud	1,376,123	2,142,222	1,279,150
Smart Region	471,700	161,370	2,200
IS Operating Model	827,355	769,454	748,025
Hosting, licences	4,500,000	0	0
Total	16,089,542	20,373,953	6,885,060

6. Programme Progress

6.1 A question was asked at the last Operations Committee about how we are tracking overall to the initial programme plan for DIP.

6.2 The aim of the DIP in 2021 was to modernise our systems and processes that underpin our service delivery to better meet the needs of our community. The initial plan was to uplift the capability and capacity of the IS team, transition from on-premise to Cloud solutions, replace the Enterprise Resource Planning (ERP) system, and improve data management.

6.3 The original programme plan was an ambitious transformation programme intended to last 3 financial years. This financial year marks a shift from a preparation stage (capacity uplift, cloud migrations) to one of implementation. Prior years were run as a number of workstream initiatives rather than distinct projects. Now we are into delivery we have initiated a number of distinct projects to deliver digital transformation.

6.4 Overall, the programme has taken more time to deliver than initially planned, largely owing to the impacts of the COVID19 pandemic during the first 18 months of the programme. Despite this, we have uplifted the capability and capacity of the IS team, migrated to cloud hosted services, implemented the HRIS and Payroll system, and confirmed our roadmap for the implementation of the remaining workstreams. The roadmap we have identified is progressive and moves us away from older models of providing digital services and will better position the Council to adapt to ongoing external and internal change.

6.5 Graph A shows the change in programme budget phasing from the current Long Term Pan (LTP) to the LTP 2024-2034.

Graph A – LTP Phasing Changes

6.6 This graphs shows the impact of delays during the first two years and the change in scope identified in 2022-24 on the spending profile for the programme.

6.7 A summary progress report was provided in a prior Operations Committee report and is attached for reference to this report (Attachment 1)

7. Workstream Updates

7.1 In April the decision was taken to move the initiatives and funding from the Community Channels and Workflows (CC&W) workstream to the Harakeke Core Council Applications workstream. This reduces the governance overhead and enables better coordination of the work relating to the implementation of new core systems.

7.2 A decision associated with this change is that the ‘quick-win’ initiatives identified as Harvest projects under CC&W have been renamed Digital Business Improvement projects and run outside of the DIP.

7.3 The Merlin – MagiQ Cloud Upgrade of our current financial management information system is on track to meet the planned Go live date of 27 May. This project will upgrade MagiQ to the latest cloud version, which brings system stability and security benefits. We have been using our new testing methodology on this project and it has brought about strong engagement with key users.

7.4 At time of writing we are in final negotiations with our preferred supplier for the Customer Relationship Management (CRM) system. This is a key project in our Core Council Applications workstream and provides an opportunity to transform how we interact with our customers. We expect to start the Discovery stage of this project in June.

7.5 The Performance and Aspirations module of the Human Resource Information System (HRIS) has been configured and is ready to deploy. We are planning to align the deployment with the annual cycle of performance conversations so that staff are working in the new system for the next performance cycle.

7.6 We are in final stages of the contract agreement with our Data and Insights vendor. This expert partner will support initiatives that improve our data management, leading to new capabilities to manage and gain insights from our data.

7.7 The server data migrations to Cloud services are complete and the project is now in the close stage. A Network Transformation project is underway to build on the new capabilities that a cloud network offers us. This work includes looking at how we manage our Operational Technology network (SCADA) and the ongoing management of network vulnerabilities.

8. DIP Risks and Issues

8.1 The Programme Office undertakes a fortnightly review of the programme risk and issues registers. We have closed 165 risks during the programme period. At time of writing, there are 67 open risks, 11 of which, if unmanaged, have a high impact. Our mitigation and contingency plans have reduced these risks to moderate impact.

8.2 Programme risks are mostly relating to resource capacity, managing scope and priorities, and building staff engagement. Our ongoing planning, monitoring, prioritisation and change and communications activities mitigate these risks.

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8.3 There are 14 issues open on the programme issues register. Of these 3 have a major consequence and are all being managed:

· Limited Business Analyst resource – IM team member assigned to a part-time Analyst role for 18 months. Other external options also being explored.

· Completion of bug fixes by MagiQ – Project Manager working closely with MagiQ and test team to progress fixes in time for Go Live.

· Resource issue with one vendor owing to a health concern of one key person.

9. Attachments / Tuhinga tāpiri

1.⇩

Programme Summary

209

Chairperson	Cr C Mackenzie
Deputy Chairperson	Cr T Walker
Members	Mayor T King	Cr C Hill
	Deputy Mayor S Bryant	Cr M Kininmonth
	Cr C Butler	Cr K Maling
	Cr G Daikee	Cr B Maru
	Cr B Dowler	Cr D Shallcrass
	Cr J Ellis	Ms C Starkey
	Cr M Greening

ID	Workstream	Stage	Approved Delivery Date	Forecast Project Delivery Date	Status	Project Summary
1407	Digital Innovation Programme	Delivery	30/06/2027	30/06/2027	Green	Programme progressing well with key projects progressing as planned. There is ongoing management of resource capacity and prioritisation to maintain momentum. $1M carry forward likely owing to some project work being rescheduled and savings accumulated to meet future project costs. DIPGB has approved the status of these projects on assumption that the LTP request for additional funds will be approved.
1409	DIP - Community Channels and Workflow	Closure	28/02/2025	30/06/2025	Green	This workstream has been closed and initiatives transferred to the Harakeke Core Council Applications workstream. The GLs are yet to be rearranged, but the reporting reflects the merging of the two workstreams. CC&W budget moved to CCA.
1436	DIP - Harakeke CCA Workstream	Planning	30/06/2025	30/06/2025	Green	Workstream activities currently on track and within budget. Merlin MagiQ Upgrade Go Live on track for 27 May. CRM procurement close to complete, Discovery phase planned to start Jun 2024.
1412	DIP - Data and Insights	Procurement	30/06/2025	30/06/2025	Green	Preferred supplier has been identified working through contract negotiations. First Statement of Work in development. Cost increase is funded through reallocations from other workstreams.
1411	DIP - Cloud Transition	Delivery	30/06/2026	30/06/2026	Green	Phase 2 - Sever Migrations to Cloud is complete and in closure and handover to BAU. A Network Transformation initiative is in delivery. Activities on track to approved PID.
1413	DIP - Smart Region	Initiation	30/06/2025	30/06/2025	Green	Initiatives have been deferred to 2024-25 to align with the Data and Insights project outputs and to release resources for priority projects.
1410	DIP - IS Operating Model	Delivery	30/07/2024	30/07/2024	Green	Testing Strategy project closed. Final work is 3 Agile training sessions open to the wider organisation in May. Shortfall met by underspend in Smart Region budget.