2 28 August 2020

HUTT CITY COUNCIL

Hutt Valley Services Committee

Minutes of a meeting held in the Upper Hutt City Council Chambers,
 838-842 Fergusson Drive, Upper Hutt on

Friday 28 August 2020 commencing at 9.30am

PRESENT:	Cr J Briggs (Chair)	Cr H Newell, UHCC (Deputy Chair)
	Cr B Dyer	Cr C Carson, UHCC (from 9.53am)
	Cr N Shaw	Mayor W Guppy, UHCC (until 10.00am)
	Cr P Lambert, UHCC	Cr H Swales, UHCC (Alternate)

APOLOGIES:                  Crs Rasheed and Carson (for lateness) and Mayor Guppy (for early departure)

IN ATTENDANCE:        Mr P Kelly, Chief Executive, UHCC

Mr B Hodgins, Strategic Advisor, HCC

Mr G Swainson, Director Asset Management and Operations, UHCC

Mr G Stuart, Head of Regulatory Services and Emergency Management, HCC

Mr D Kerite, Head of Environmental Consents, HCC

Mr D Bentley, Team Leader Environmental Health, HCC

Ms T Gibson, Senior Environmental Health Technical Officer, HCC

Mr A Buchanan, Senior Governance Advisor, UHCC

Ms K Glanville, Senior Democracy Advisor, HCC

PUBLIC BUSINESS

1. OPENING FORMALITIES - Karakia Timatanga

Kia hora te marino Kia whakapapa pounamu te moana He huarahi mā tātou i te rangi nei Aroha atu, aroha mai Tātou i a tātou katoa Hui e Tāiki e!

May peace be wide spread May the sea be like greenstone A pathway for us all this day Let us show respect for each other For one another Bind us together!

2.       APOLOGIES

Resolved: (Cr Briggs/Cr Dyer)                                   Minute No. HVSC 20501

“That the apologies received from Crs Rasheed and Carson (for lateness) and Mayor Guppy (for early departure) be accepted and leave of absence be granted.”

3.       PUBLIC COMMENT

There was no public comment.

4. CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interest declarations.

5.       Minutes

Resolved: (Cr Dyer/Cr Newell)                                 Minute No. HVSC 20502

“That the minutes of the meeting of the Hutt Valley Services Committee held on Friday, 21 February 2020, be confirmed as a true and correct record.”

6.

WASTEWATER JOINT VENTURE UPDATE: 4 FEBRUARY 2020 - 30 JUNE 2020 (20/827) Report No. HVSC2020/5/4 by the Wastewater Contracts Manager, Wellington Water

The Strategic Advisor, HCC elaborated on the report and introduced Susannah Cullen, Programme Lead, Wellington Water Limited (WWL).  In regards to the update on the Seaview Waste Water Treatment Plant’s (WWTP) Intermittent Discharges Resource Consent, he advised the discharge modelling discussions would occur in October 2020 rather than August/September as outlined in the report. In response to questions from members in relation to Barber Grove to Seaview WWTP rising main duplication project, Ms Cullen advised the project was currently out for tender on the open market.  The Strategic Advisor advised the tender and design phase of the project was due to run until April 2021 at which time officers would report back to both Councils to allow the project to be included in each Council’s Long Term Plan (LTP).  He said the current costings for the project were sitting between $15-20M, noting that Hutt City Council’s current LTP 2018-2028 provided for a cost of $7M, which had been increased to $17.5M in the current plan.  He added that WWL had reviewed and made changes to its project estimating process and hopefully there would not be large increases in projects like this going forward.

In response to further questions from members, Ms Cullen confirmed that the pipeline was a critical piece of infrastructure and the number one priority in the wastewater area for WWL.  The Strategic Advisor advised the pipeline carried all wastewater from Upper Hutt and Hutt City, except for Wainuiomata.  He added that the matter would be discussed by this Committee in the first instance, if timing allowed, otherwise it would be discussed separately by each Council.

Following questions from a member, the Strategic Advisor agreed to follow up about: whether the contract with the new contractor would have similar clauses as the previous contract with Hutt Valley Water Services Limited; clarify the meaning of ‘no significant adverse trade waste events’ in regards to Trade Waste Management;  and clarify the term ‘global consent’.

Members requested that where possible authors of reports be present at the meeting to answer questions.  The Strategic Advisor asked that members provide detailed questions to officers prior to the meeting to ensure answers can be given.

In response to questions from members, the Strategic Advisor advised it was important for councils to be aware of big expenditure in the long term.  He added that Council had made a commitment to investigate assets, including age profiles and assessment of the assets.

Officers agreed to circulate a copy of the Hutt City Council’s Climate Change Considerations Guide to members.

Resolved: (Cr Briggs/Cr Dyer) Minute No. HVSC 20503

 “That the Committee notes the information in this report.”

7.

SILVERSTREAM LANDFILL UPDATE (20/850) Report No. HVSC2020/5/5 by the Landfill Consultant, Tonkin and Taylor

The Landfill Consultant, Tonkin and Taylor elaborated on the report.  In response to questions from a member, the Landfill Consultant advised that the yellow line in Graph 1 contained in the report was an aspirational line for waste volume and could be achieved by looking at initiatives for recycling and waste.  He said the black diamond line was the actual waste volume to date.  He added greater alignment with the Waste Minimisation and Management Plan was needed. Cr Newell noted the issue of reconciling the landfill’s responsibility to make money with the introduction of new intiatives to reduce the volume of waste going to the landfill. In response to questions from members, the Landfill Consultant advised reducing food waste would have a minor financial implication for the landfill.  He said if sludge was to be removed from going to the landfill this would translate into a transer of costs to other authorities.  He further advised the Phase 3 construction project provided for an additional 100,000 cubic metres of area.  He highlighted that if this construction was stopped, half of the waste going to the landfill would have to be diverted elsewhere.  He confirmed that Wellington City Council’s (WCC) landfill still had 3-4 years capacity.  The Landfill Consultant agreed to provide information about WCC’s landfill closure and a detailed plan of the Silverstream Landfill manfold for consideration at the next Committee meeting.  He also agreed to follow up on the waste levy fund for waste minimisation and recycling initiative opportunities. In response to further questions from members, the Strategic Advisor noted that Hutt City Council’s Sustainability and Resilience Manager would provide information in future reports in terms of the Silverstream Landfill and sustainability/climate change strategies/plans and the Waste Minimisation and Management Plan. Mayor Guppy left the meeting at 10.00am. Cr Newell said she had never thought the joint venture was a money making exercise.  She noted the importance of collaboration around waste minimisation and management in the context of sustainability. Cr Swales supported the opportunity for further collaboration noting the importance to not increase prices for the community. Cr Briggs said it was important that both Councils view the landfill as a service provided to the community incorporated with a climate change, sustainability and waste minimisation lens.  He added it was important for officers and elected members to work together and share learnings to save money for each household.  He noted the longer this asset could be kept going, the better for everyone.

Resolved: (Cr Briggs/Cr Lambert) Minute No. HVSC 20504

“That the Committee:

(i)    notes the progress of the ongoing development and operation of the Silverstream Landfill; and

(ii)   notes the work undertaken by Waste Management Limited, HG Leach Limited, Tonkin and Taylor Limited and Hutt City Council staff to keep the landfill operational throughout the Covid 19 lockdown phases.”

8.	Akatarawa Cemetery Update (20/876) Report No. HVSC2020/5/79 by the Parks and Reserves Manager, Upper Hutt City Council
	The Director of Asset Management and Operations, UHCC elaborated on the report.  He advised an Assistant Sexton had been appointed and there had been some minor delays in the installation of the public toilets. In response to questions from members, the Director of Asset Management and Operations advised there had not been an Assistant Sexton role for the last 10 years. He said the public toilets would be completed in approximately the next two weeks.
	Resolved: (Cr Briggs/Cr Newell) Minute No. HVSC 20505 “That the Committee notes and receives the report.”

9.	Dog Control Update (20/849) Report No. HVSC2020/5/80 by the Compliance Services Manager, Upper Hutt City Council
	Resolved: (Cr Swales/Cr Dyer) Minute No. HVSC 20506  “That the Committee notes and receives the report.”

10.	Dog Control Update (20/834) Report No. HVSC2020/5/81 by the Head of Regulatory Services and Emergency Management, Hutt City Council
	Resolved: (Cr Briggs/Cr Carson) Minute No. HVSC 20507 “That the Committee notes and receives the information.”

11.	HEALTH OFFICE ACTIVITIES UPDATE (20/835) Report No. HVSC2020/5/82 by the Team Leader Environmental Health, Hutt City Council
	The Team Leader Environmental Health, HCC elaborated on the report. In response to a question from a member, the Team Leader Environmental Health advised the non-conformance identified by the Ministry of Primary Industries as part of Council’s Quality Management System was due to not enough information being provided.  He added the close date for the assessment was mid-September and all information would be provided prior to that time.  In response to questions regarding Covid-19 service restrictions, the Team Leader Environmental Health advised food licensees could receive a three month extension.  He said food licence fees had not been reduced however premises were provided with an extended time to make payment.  He further advised that noise control was suspended under alert level 4 and any noise complaints received under alert level 3 were referred to the Police.  He added that improvements had been made during the restrictions and included applications being processed online and licence requirements being advertised on Council’s website. Members discussed the detail provided in the report and whether additional detail of licenses, consents and complaints was required.  Members agreed that officers work with the legal and democratic services teams of both Councils to identify the level of detail that could be provided in the report.
	Resolved: (Cr Briggs/Cr Carson) Minute No. HVSC 20508 “That the Committee notes and receives the information.”
	Resolved: (Cr Briggs/Cr Newell)                                  Minute No. HVSC 20509 “That the Committee asks officers to work collaboratively with the legal and democratic services teams of both Councils to identify the level of detail to provide in the report and report back to the next meeting.”

12.	Regional Joint Services Opportunities Cr Briggs noted that Hutt City Council was open to sharing information with Upper Hutt City Council, especially with the upcoming meetings regarding recycling and rubbish.

13.     QUESTIONS 

There were no questions.        

14. CLOSING FORMALITIES - Karakia WHAKAMUTUNGA

Whakataka te hau ki te uru Whakataka te hau ki te tonga Kia mākinakina ki uta Kia mātaratara ki tai E hī ake ana te atakura He tio, he huka, he hau hū Tīhei mauri ora.

Cease the winds from the west Cease the winds from the south Let the breeze blow over the land Let the breeze blow over the ocean Let the red-tipped dawn come with a sharpened air.  A touch of frost, a promise of a glorious day.

There being no further business the Chair declared the meeting closed at 10.48am.

Cr J Briggs

CHAIR