Agenda of Infrastructure Services and Networks Committee

Infrastructure Services and Networks Committee

13 August 2018

Part A Reports

Property Services Activity Report for the Quarter Ending 30 June 2018

Department: Property

EXECUTIVE SUMMARY

1 This report updates the Committee on Property Services operations, maintenance and capital works, including contracted-out services.

2 Highlights for the quarter include:

a) Commenced Edgar Centre structural strengthening design work,

b) Completed exterior condition surveys for the Railway Station and the Town Hall,

c) Completed notification to Housing tenants regarding the rent increase,

RECOMMENDATIONS

That the Committee:

a) Notes the Property Services Activity Report for the Quarter ending 30 June 2018.

BACKGROUND

3 Property Services aims to provide ‘community good’ through property assets for the city of Dunedin. Portfolios that the Property Services group manages include operational property, miscellaneous property, community housing and investment property.

4 The Property Services activity includes:

· Land and tenancy management

· Facilities and asset management

· Project management

DISCUSSION

Management of Property Services

5 The Property Services group is responsible for a wide range of Council-owned properties. The group manages land and tenancy, purchasing and disposal of properties to meet the Council’s needs, facilities and asset management and management of housing.

6 The operational portfolio includes property and related land that are required for service administration and delivery purposes by the Council.

7 The miscellaneous portfolio includes a range of properties that are held for community benefit, but not directly used in the delivery of council services – for example, the Dunedin Railway Station and Regent Theatre.

8 The community housing portfolio provides affordable housing primarily targeted at those aged 55 years and older. In addition to the community housing units, this portfolio includes a number of residential properties that have been acquired by the Council in relation to its operational activities.

9 The investment portfolio includes a number of commercial properties that are owned for the purposes of generating a financial return.

Non-financial performance

Service

Occupancy rates for community housing properties

10 Occupancy rate is determined by the number of current tenancy agreements for the 942 housing units owned by the Council. There are currently 13 housing units are untenanted as they are being repaired.

11 Housing usually remains at a high occupancy rate due to a waiting list of people looking to tenant housing units as they become available. As of the end of June there was a total of 238 people on waiting lists, including:

· 110 on Priority 1 list (over 55 years of age, and within the income and asset limit)

· 32 on Priority 2 list (over 55 years and older)

· 62 on Priority 3 list (under 55 years of age and within the income and asset limit), and

· 34 on the public housing waiting list.

12 The high occupancy rate and high demand (waiting list) puts pressure on the time to carry out any maintenance work required between a tenant vacating and a new tenant moving in.

Occupancy rates for commercial properties

13 Occupancy rate is determined by the number of current tenancy agreements for the commercial lease units (from the miscellaneous and investment portfolios) owned by the Council. Occupancy rates remains below target as some property is undergoing maintenance work and compliance upgrades before re-tenanting.

14 In May, two premises in Christchurch were vacated at short notice. These will be re-tenanted in July.

Value & Efficiency

Percentage of response times met for reactive property maintenance requests

15 A total of 3,180 reactive maintenance work orders have been placed through the new work order maintenance tracking system (since October 2017).

16 A total of 1592 reactive maintenance work orders were created during the 4^th quarter of the 2017/18 year, 90% of which were completed within the required timeframes.

17 Work is currently underway to implement a full maintenance management IT system and to define clear response time targets for new maintenance contracts. Both non‑residential and residential tenants’ maintenance requests are now processed through this system.

Major initiatives

18 Review of maintenance contracts – programme of tendering

· Community Housing – unit change overs (Panel of Suppliers) – Panel of contractors for building maintenance services of housing units that have been vacated and require works prior to the next tenancy. As a result of an open tender process Logic Group Ltd and Steve Mowat Building and Construction Ltd have been appointed to the Panel effective 1 August 2018 for a three-year term.

19 Programme of Building Assessments – There is a programme of building assessments being carried out which includes condition and seismic assessments to inform future maintenance and capital works programmes.

· Condition Surveys – A programme of condition surveys on some of the Property Services Properties is now complete. Property staff are assessing these and developing a programme of works.

· Seismic Assessments – All outstanding reports are now complete.

20 South Dunedin Hub – Work is progressing to define the specific requirements for a permanent hub. The first stage is to engage a suitably qualified and experienced project manager responsible for identifying an appropriate site for the hub, negotiating sale and purchase of the site, scoping the services and functions that will sit within the hub, and the costs associated with doing so. Capital funding is available in the 10-year plan across the 2019/20 and 2020/21 financial years.

21 Civic Centre and Library – Work continues on the Civic Centre upgrade (including lift replacement) and the work on the library roof is progressing.

22 Edgar Centre – Have appointed Beca as the lead design consultant for the structural strengthening of this building.

OPTIONS

23 As this is an update report, there are no options.

NEXT STEPS

24 Areas of focus for the next quarter will be:

a) Commence roof and lift installation projects for the Dunedin Public Library,

b) Ongoing work on the Edgar Centre,

c) Finalise the demolition of buildings at three sites,

d) Additional energy audits and energy saving initiatives across the portfolio,

e) Introduction of a new billing system and debtor management for commercial tenants

f) Ongoing reviews of asset condition.

Signatories

Author:	David Bainbridge - Property Manager
Authoriser:	Leanne Mash - General Manager Infrastructure and Networks (Acting)

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision relates to providing local infrastructure that is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☒	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The Property Services activities support the outcomes of a number of strategies.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

The Property Services team actively contributes positively to the interest of the community by providing and maintaining property required for a wide range of community, housing, Council operations, arts and culture, sport, and heritage service purposes.

LTP/Annual Plan / Financial Strategy

Property Services activities are included in the 10 year plan.

Financial considerations

The updates reported are within existing operating and capital budgets.

Significance

This decision is considered of low significance under the Significance and Engagement Policy.

Engagement - external

As an update report no external engagement has been undertaken.

Engagement – internal

As an update report no internal engagement has been undertaken.

Risks: Legal / Health and Safety / Conflict of Interest etc.

There are no legal, health and safety or conflict of interest risks.

Community Boards

There are no implications for Community Boards.

Infrastructure Services and Networks Committee

13 August 2018

3 Waters Activity Report for the Quarter Ending 30 June 2018

Department: 3 Waters

EXECUTIVE SUMMARY

1 This report updates the Committee on water, wastewater and stormwater operations, maintenance and capital works, including contracted out services.

2 Highlights for the quarter include:

a) Work started on the KV3 project at School Street to reduce flood risk in the area.

b) Complicated flood works in Woodland Avenue and Sawyers Bay have been completed.

c) North East Valley Zone D and Zone B physical works have commenced.

RECOMMENDATIONS

That the Committee:

a) Notes the Three Waters Activity Report for the Quarter ending 30 June 2018.

BACKGROUND

3 The water activity delivers the effective collection, treatment and reticulation of water. The wastewater activity provides the collection, treatment and discharge of water. The stormwater activity encompasses collection and safe disposal. All three activities are managed in a way that protects public health and minimises impact on the environment.

DISCUSSION

Management of Three Waters services

4 The collection, treatment, reticulation and disposal of drinking water, wastewater and stormwater are managed directly by Council. The maintenance of the water, wastewater and stormwater pipe networks is contracted to City Care Limited.

5 The Council’s water supply service consists of four service areas: Metropolitan Dunedin, and the three outlying areas of West Taieri, Outram and the Northern Schemes. The include some areas that are now fed from Mount Grand as well as the areas of Waitati, Warrington, Seacliff and Merton, Waikouaiti and Karitane, that are supplied from the Waikouaiti Water Treatment Plant.

6 The water supply network includes 21,000 hectares of water catchment; 1,386 km of pipeline; 28 pumping stations; 63 reservoirs (raw and treated) and 10 treatment plants.

7 The Council’s wastewater service consists of seven service areas, including metropolitan Dunedin and six outlying areas: Green Island, Mosgiel, Middlemarch, Seacliff, Waikouaiti/Karitane and Warrington. The Metropolitan system takes the east and west harbour communities of Portobello and Port Chalmers respectively and discharges from Tahuna via the long ocean outfall. Green Island takes the treated Mosgiel effluent and discharges this along with wastes from Green Island, Abbotsford and coastal south Dunedin via the ocean outfall at Waldronville.

8 The wastewater network comprises 909 km of pipes, 87 reticulation pumping stations, 115 domestic pumping stations and seven treatment plants. The service is provided to approximately 107,000 residents and 106 trade customers.

9 The Council’s stormwater service manages the collection and disposal of stormwater to domestic and commercial residents in eight service areas – metropolitan Dunedin and seven outlying areas: Brighton/Waldronville; Green Island; Mosgiel; Middlemarch; Outram; Port Chalmers; and Waikouaiti/Karitane and Warrington. The stormwater network comprises 372 km of pipes and 11 pumping stations.

Non-financial performance

Service

10 Figure 1: Total treated water network demand in millions m³ (production from all metro treatment plants)

11 Treated water demand for 17/18 was comparable to 16/17, except for the period from November to January. This period was characterised by hot dry weather. While demand was higher than normal, formal water restrictions were not required to reduce demand, as the city generally responded well to voluntary requests to reduce water use.

12 Figure 2: Percentage response times met ≤24hours

Quarter Ending 30 June 2018	Response Times Met
Water	462/509	91%
Wastewater	122/136	90%
Stormwater	18/19	95%

13 The reduced performance in the quarter is due to a number of factors. These include:

· Staff turnover for the contractor.

· Continued focus on the quality of pavement reinstatement to reduce the 3 Waters activity’s impact on the transport network.

· Response KPI’s were down in June due to colder weather lifting break numbers.

14 Figure 3: Number of customer complaints for drinking water

Customer Complaint Concerning	Number of Complaints (Quarter 4)
Continuity of supply	63
Drinking water clarity	40
Drinking water odour	2
Drinking water pressure or flow	22
Complaints about service	7
Drinking water taste	1

15 There has been a steady decrease in the number of complaints since the Ross Creek drinking water event in August 2017. Complaint numbers in the final quarter returned to normal levels.

16 Figure 4: Number of wet weather wastewater overflows

17 In April, the Musselburgh rain gauge recorded a cumulative total of 154.6mm of rainfall. Constructed overflows discharged 7 times.

18 In May, the Musselburgh rain gauge recorded a cumulative total of 38.2mm of rainfall. The constructed overflow in Kaikorai Valley discharged once.

19 In June, the Musselburgh rain gauge recorded a cumulative total of 24.8mm of rainfall. There were no constructed overflow discharges recorded for the period.

Value & Efficiency

20 Figure 5: Number of water main breaks (12 month rolling average)

21 The number of water main breaks over the final quarter of 2017/18 has remained steady.

22 Figure 6: Average duration of unplanned watermain shutdowns in minutes

23 In June the average duration of unplanned watermain shutdowns increased due to the number of watermains breaks due to the colder weather and the contractor’s ability to respond to the increased quantity of jobs.

24 Figure 7: Number of foul sewer blockages (12 month rolling average)

25 The number of sewer blockages has steadily decreased since July 2016. The causes of these blockages vary but are often caused by overgrown tree roots in the pipes.

26 Figure 8: Percentage wastewater discharge consent compliance

27 Wastewater discharge compliance for Quarter 4 was 94.36%. The total for the 2017/18 year was 96.11%. A portion of the non-compliance is technical in nature. One sample was not collected resulting in multiple technical non-compliances.

28 Musselburgh, Tahuna, Green Island and Warrington air consents all achieved 100%.

29 Seacliff, after a long period of non-compliance, was compliant in June due to a change in consent limit.

30 Figure 9: Percentage planned maintenance completed

31 In Quarter Four 1,193 Plant planned maintenance work orders were issued with 971 completed orders and 222 unfinished orders within the designated timeframes.

32 In Quarter Four 884 maintenance work orders were issued to City Care. All were completed within the prescribed timeframe.

Major initiatives

33 Reid Avenue and Carlyle Road Stormwater Pump Station (SWPS) Upgrades – Initial investigations and concept design have been completed. Detailed design of the Reid Ave SWPS is in progress. Geotechnical investigations and early Otago Regional Council consenting conversations were carried out in June. Construction will begin with Reid Ave SWPS in early 2019. Construction of Carlyle Rd SWPS will follow, commencing later in 2019. Portable diesel pumps are on order to provide an increased level of service during storm events this winter.

34 Coastal Erosion – Staff continue to monitor the performance of the geotextile tubes at St Clair. Since the installation in July 2016, rocks have been cleared and additional sand placed in front of the structures for maintenance as well as access and amenity. After the successful dune notching trail at St Kilda beach, further notches have been established. Regular meetings with the St Clair Action Group are occurring. Staff are about to begin planning work to recommend future management options for the coastal environment from St Clair Beach to Lawyers Head.

35 Kaikorai Valley Phase 3 – The review of the Kaikorai Valley Phase 3 project is complete and a revised approach has been adopted and communicated to stakeholders. High priority flood mitigation work for the School Street portion is in progress. The main Kaikorai Valley Phase 3 construction is due to commence in autumn 2019 to coincide with the planting season.

36 Ross Creek Refurbishment Project – Construction work on the Ross Creek Dam refurbishment continues. Extensions of time have been granted for archaeological findings, unforeseen geology, and adverse weather. The dam works are forecast to be completed late 2018, with landscaping works to be completed following this. Extensions also have a cost impact. A revised project budget of $8.6 million has been developed to finish the project including options for incorporating the objectives of the Art & Creativity in Infrastructure Policy. An RFP to engage an artist has been issued.

37 Waikouaiti watermain renewal – This work is largely complete with only minor items remaining. Completion is expected by the end of July 2018.

38 3 Waters Switchboard Upgrades – This project will upgrade a number of electrical switchboards to ensure associated health and safety risk is minimised. Works at Mosgiel and Green Island Wastewater Treatment Plants have been completed. Works at Tahuna Wastewater Treatment Plant are due for completion at the end of July 2018. Work at the Mt Grand and Southern Water Treatment Plants commence in July 2018. Further work packages will follow for other more remote 3 Waters sites.

39 North East Valley Services Renewals – this project is an estimated $9M four stage 3 waters renewal project to address old infrastructure in the area. The first and second stages of construction are in progress and due for completion in April 2019. A further two tender packages are in preparation.

40 Top 5 Capital Projects summary

Name	Project Budget	Project actual to date
Ross Creek Reservoir	$8,570k	$5,253k
Switchboard Upgrades	$2,200k	$1,846k
Waikouaiti Renewals	$1,855k	$1,578k
Kaikorai Valley 3	$7,200k (estimated)	$715k
North East Valley	$9,000k (estimated)	$516k

OPTIONS

41 As this is an update report, there are no options.

NEXT STEPS

42 Areas of focus for the next quarter will be:

a) Delivery of the 2018/19 Capital programme.

b) Planning and consenting of new screened overflow facilities in Kaikorai Valley to temporarily reduce wet weather wastewater network overflow in South Dunedin.

c) Work to review and improve maintenance contract performance.

d) Review and subsequent improvement of environmental performance.

e) Understanding and engaging with the Central Government 3 Waters Review.

f) Delivery of the improvement programme resulting from Central City Boil Water Notice Review.

Signatories

Author:	Tom Dyer - Group Manager 3 Waters
Authoriser:	Leanne Mash - General Manager Infrastructure and Networks (Acting)

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision relates to providing local infrastructure that is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☐	☐	☒
Environment Strategy	☒	☒	☐
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☒	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The Three waters activities support the outcomes of a number of strategies.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

The 3 Waters activity contributes positively to the interests of the community by ensuring the provision of safe drinking water, and the safe and sustainable disposal of wastewater and stormwater.

LTP/Annual Plan / Financial Strategy

The 3 Waters Activities are included in the Long Term Plan.

Financial considerations

The updates reported are within existing operating and capital budgets.

Significance

This decision is considered of low significance under the Significance and Engagement Policy.

Engagement - external

As an update report no external engagement has been undertaken.

Engagement – internal

As an update report no internal engagement has been undertaken.

Risks: Legal / Health and Safety / Conflict of Interest etc.

There are no identified risks.

Community Boards

Any issues are discussed with the appropriate Community Board.

Infrastructure Services and Networks Committee

13 August 2018

Waste and Environmental Solutions Activity Report for the Quarter ended 30 June 2018

Department: Waste and Environmental Solutions

EXECUTIVE SUMMARY

1 This report updates the Committee on Waste and Environmental Solutions operations, maintenance and capital works, including contracted out services.

2 Highlights for the quarter include:

· Waste Management has now been operating the Green Island Landfill for one year. Successful partnering between Waste Management and the Waste and Environmental Solutions team has resulted in a number of improvements, including landfill gas collection, diversion at the transfer station, improved housekeeping, upgrade of signage, and improved handling of hazardous household chemicals.

· An MoU was signed with the Malcam Trust for the recovery and refurbishment of bicycles deposited at the Green Island Rummage store.

· The 2018 Waste Assessment has progressed on schedule. This assessment will inform the review of the Waste Management and Minimisation Plan under the Waste Minimisation Act, 2008.

· The Waste Futures 2023 project was established to provide an integrated assessment of all aspects of the waste management system in Dunedin, and to establish a Strategic Business Case for a future waste services model.

· RECOMMENDATIONS

That the Committee:

a) Notes the Waste and Environmental Solutions Activity Report for the Quarter ended 30 June 2018.

BACKGROUND

3 The Waste and Environmental Solutions (W&ES) activity provides for effective collection, resource recovery and residual disposal in a way that protects public health, and minimises impacts on the environment.

4 The W&ES activity includes:

· Kerbside collection of waste and recycling for most urban and city residents and small businesses.

· Disposal Facilities (landfill and transfer station) for waste and Resource Recovery Centre (recycling and reuse store) are provided for at Councils Green Island site. The Waikouaiti site has both a transfer station for waste disposal and recycling facilities. Middlemarch has a transfer station and a hosted community recycling drop off centre. Waste collected at the community transfer stations is then transferred to Green Island Landfill for landfill disposal. All recycling is sent to the Material Recovery Centre for sorting and transportation to recycling markets.

· Public place recycling infrastructure and servicing is provided on the streets in the CBD and several satellite locations in the district.

· Monitoring the state of the Council’s one active and five closed landfills in accordance with the conditions of consents.

· Education programmes promoting “rethinking, reducing, reusing and recycling”, cleaner production and sustainable business practice.

DISCUSSION

5 Kerbside collection services (refuse and recyclables) are carried out by Enviroway Ltd in urban Dunedin. Kerbside collection services in Middlemarch are carried out by a sub-contractor to Enviroway Ltd.

6 The management and operation of the Green Island landfill is carried out by Waste Management Ltd. The Transfer Stations and resource recovery centres at Waikouaiti and Middlemarch are managed by Waste Management Ltd.

7 The monitoring and reporting for Councils one active and five closed landfills is carried out by GHD Ltd.

8 The collection of illegally dumped rubbish, emptying of street litter bins, including recycling bins and refuse and recycling collection services in the CBD, are contracted to McCallum Street Sweeping Services Ltd.

Non-financial performance

Service

9 Number of complaints received in the 2017/18 year regarding missed collections after 4pm.

10 This measure is being reviewed as it is dependent on the time the customer reports a missed collection. Customers can become accustomed to a regular time of day when their bags/bins are collected and may call in a missed collection earlier than 4.00pm.

11 The number of missed collections for April, May and June were all up on the previous year. Ongoing work with EnviroWaste will hopefully see an improvement in this area in the coming months.

12 W&ES has introduced improved KPI recording and reporting for EnviroWaste and they have found this helpful in targeting areas for improvement.

13 EnviroWaste has been providing a fortnightly recycling collection drop off service for the Pukehiki community; however, the number of residents making use of this facility has been dropping.

Value and Efficiency

14 Total waste collected and diverted.

15 The volume of diverted material increased in March but dropped off again in April and May. The contamination rate was up to 11.4% for April but rose further to 14.8% in May.

16 Total diverted material sold in 2016/17 was 7,901.97 tonnes; this has increased by 4.82% to 8,282.96 tonnes for 2017/18.

Major initiatives

17 Waste Assessment - This work involves identifying demands in terms of waste management and minimisation services and facilities (whether provided by the Council or others), and suitable options for meeting those demands.

18 The waste assessment informs the statutory review of the waste management and minimisation plan (WMMP). A Plan must provide for the following:

a. objectives and policies for achieving effective and efficient waste management and minimisation within the district:

b. methods for achieving effective and efficient waste management and minimisation within the district, including—

(i) collection, recovery, recycling, treatment, and disposal services for the district to meet its current and future waste management and minimisation needs (whether provided by the territorial authority or otherwise) ; and

(ii) any waste management and minimisation facilities provided, or to be provided, by the territorial authority; and

(iii) any waste management and minimisation activities, including any educational or public awareness activities, provided, or to be provided, by the territorial authority:

19 A WMMP Steering Group has been established and various Stakeholder Engagement Groups are underway. These groups are progressing well and are providing valuable feedback into the next steps of the planning process.

20 Waste Futures 2023 – The establishment of the Waste Futures 2023 project was reported to Council on 26 June 2018. This report included a high-level overview of the project including project phases, governance, and reporting mechanisms.

21 Phase one of the project is intended to be an integrated assessment of all aspects of the waste management system that are relevant to Dunedin. The project will review the strategic options available to manage solid waste and will employ the Better Business Case framework in accordance with the New Zealand Government’s Better Business Case guidelines.

22 This process provides a best practice approach to manage risk and ensure a robust assessment of options and the financial, delivery, management and environmental issues associated with this type of project. It also ensures that the Council is well placed to seek Government investment for the project through the Provincial Growth Fund, if this is considered a viable funding source to support delivery.

23 The business case will be developed in stages, with the first stage leading to an indicative business case aimed at advising the Council of a preferred option, followed by a detailed business case aimed at a final decision on what components should comprise the entire solid waste management system operated by Council.

24 Waste Services Contracts – Green Island Landfill and Transfer Station Management – Waste Management Ltd has brought in technical staff to review site health and safety, future landfill development, and gas field management. Their industry expertise informs site development and identifies opportunities to increase operational efficiencies.

25 Waste Management Ltd has had a significant focus on improving the Health and Safety of the site. This has included improvement to the transfer station drop off, removing or reducing potential conflicts between heavy machinery and the general public, and improving the storage and management of chemical wastes and the management of difficult to handle wastes.

26 The Landfill Gas collection system was previously identified as a priority area for improvement, and significant progress has been made towards improving performance. These further improvements included gas flow metering, four new more gas wells being brought online, back-up flare commissioned and operational, and a major overhaul of the gas engine completed. This will result in a further increase in the quantity of gas being collected for beneficial use by the Green Island Wastewater Treatment Plant. The focus of work in this area now shifts to documenting gas destruction for minimising our future ETS costs, whilst continuing to bring additional gas wells on-line.

27 A series of recycling bins have been placed around the Transfer Station to encourage "last chance" recycling. This has resulted in additional material being diverted from the landfill. The initiative now includes a wider range of recyclable materials, including glass, cardboard, and scrap metal.

28 Rural Transfer Stations and Rural Skip Days - Contract 7642 was awarded to Waste Management New Zealand Limited on 18 December 2017 and covers the 2017-18 and 2018-19 financial year(s) with a current completion date (including one year right of renewal) of 30 June 2019.

29 The Waikouaiti Transfer Station and Resource Recovery Centre - Waste Management Ltd has continued making improvements to operations at both the Waikouaiti and Middlemarch Transfer Stations, building on physical works done to improve the sites earlier in the year. Improvements to the transfer station booth and other improvements to site layout are planned in the near future in consultation with the local community.

30 Active and Closed Landfill monitoring - GHD have undertaken the first year of environmental monitoring and the annual reports for both the closed landfills and Green Island Landfill will be completed in September 2018, before being submitted to the Otago Regional Council.

31 Special Hazardous Waste – The handling of special hazardous waste acceptance was previously undertaken by Delta.

32 Staff have worked with Waste Management Ltd. to improve the application process and operational management of special and hazardous wastes to landfill.

33 City Recycling Facilities – The Moray Place and Vogel Street Recycling facilities continue to be well supported by the community with a significant quantity of recyclables being collected from both sites. W&ES team are now actively seeking further CBD locations. Four more sites for recycling facilities are being sought for the Central Business Area and consideration is being given to hosted locations. A media article was released in support of finding new sites. This article was shared by the Chamber of Commerce on their Facebook page in support of this initiative. Further facilities are also in planning for the student area to supplement the kerbside recycling service. This is being supported by the University of Otago and Otago Polytechnic.

34 City Cardboard Collection Kerbside – The City Custodian checks the CBD twice a week on the day following collection to ensure the streets are free from cardboard. Public place recycling stations in the Warehouse Precinct area are past their useful life and are subject to vandalism. These recycling stations are being replaced. An application has been submitted to The Packaging Forum for funding to participate in a trial for a new design of recycling stations, to become consistent across New Zealand and align with best practice.

35 Kerbside Recycling Bin Inspections –Two temporary staff have been employed to conduct recycling a new recycling bin inspection programme. The programme aims to reduce contamination rates and prevent hazardous waste from being deposited into the kerbside recycling bins.

36 The recycling inspection programme attracted a lot of media attention and provided additional awareness of the contamination issues. Media stories featured in The Star, ODT, and on local and national radio channels.

37 EnviroWaste is also involved in identifying contaminated recycling bins during the normal kerbside collection. W&ES will continue to support EnviroWaste in their efforts to reduce contamination and educate residents in good recycling practices.

38 Waste Minimisation Events – The Education and Promotions Officer (EPO) conducted several landfill tours, provided talks on recycling and waste minimisation to special interest groups, and attended public events providing information on Council services and at a OUSA ‘Expo Day’.

39 The EPO and Waste Minimisation Officer (WMO) were present at an OUSA ‘Expo Day’. The OUSA Clubs and Societies building hosted a number of organisations providing useful information to University students. W&ES were able to provide kerbside collection and other relevant information.

40 E-waste Recycling – Negotiations with Cargill Enterprises are on-going to potentially introduce a household battery recycling collection option at Green Island landfill.

41 Bicycle Refurbishment Programme – The first report from the Malcam Trust has shown that the bicycle refurbishment programme is achieving both a professional standard and the necessary safety checks before distribution.

42 The first refurbished bicycles have been distributed to seven recipient agencies who have distributed to clients. Further agencies have shown an interest in being recipients of this programme.

43 Love Food Hate Waste – A Food Lovers Masterclass workshop held in the Dunningham Suite was a sell-out event. The workshop provides information regarding reducing food waste in the home.

44 The EPO was a judge at a Garden to Table event. The event was a competition for school children to cook two courses using the principles of locally sourced, seasonal and root to stem. EPO determined any resulting food waste from the cooking as being either avoidable or unavoidable. The winning team will go to Wellington to represent Otago in the finals.

45 Downloadable Application – W&ES has commenced the development of a phone application which will provide user information about kerbside collection and other useful waste disposal/recycling information. The expected completion and launch is in October/September 2018.

46 Seat Smart programme – W&ES entered into an agreement with 3R Group to provide for the collection of expired or broken child seats for recycling. The DCC also supports the programme by subsidising transport to Christchurch for recycling.

47 The City Custodian - The City Custodian is guided by the Contracts Co-Ordinator to check on any non-compliant bags or bins that are reported by the Kerbside Collections Contractor. Follow up occurs by either speaking to people at home about the correct use of bags and bins, or leaving educational material at the address. Additional follow up of areas with non-compliance occurs on the following fortnight.

48 Illegal dumping hot spot areas are checked regularly as are DCC litter bins and the general tidiness of Dunedin streets in addition to checks on other DCC infrastructure e.g. bus shelters, parks bins, water network/reticulation. Any tagging or overfull bins or leaking tobies/hydrants etc. are reported back through DCC Customer Services Agency for distribution to appropriate Council departments or contractors to action.

49 Organics and Waste Reduction – A consultancy review to investigate options and alternatives for the diversion of organic waste was completed during October 2017 to January 2018. The report presented various options for reducing the amount of organic waste that is currently going to landfill or elsewhere where little or no benefit is gained in terms of resource recovery.

50 Options identified in the report as being suitable for Dunedin will be further analysed via the Better Business Case in line with the Waste futures 2023 project.

51 Litter Compliance Policy – a Litter Compliance Policy (inclusive of illegal dumping) along with a schedule of fees and charges was adopted by Council in May 2018. The Litter Infringement Policy will;

· meet the requirements of the Litter Act 1979 and Local Government Act 2002

· enable Warranted Litter Control Officers to serve infringement notices for non-compliance, littering and illegal dumping based on positive identification of the offender and to potentially recover the clean-up costs.

52 The focus is now on ensuring a sensible process for enforcement is established and supported across Council departments.

Capital projects

Name	Budget Full Year	Actual YTD
Green Island Landfill Gas Collection	$0.00	$44,258.00
Green Island Landfill Improvements to Final Cap	$100,000.00	$24,679.00
Green Island Landfill Leachate Collection System	$209,700.00	$6,080.00
Green Island Portacom Purchase	$0.00	$22,000.00
Recycling Wheelie Bins	$0.00	$66,754.00
Waikouaiti Transfer Station	$90,000.00	$12,461.00
Waikouaiti Final Capping	$50,000.00
City Recycling Facilities	$0.00	$4,722.00
Green Island Landfill Renewals	$325,600.00	$195,768.00
Litter Bin Renewals	$24,700.00	$4,927.00
TOTALS	$800,000.00	$381,649.00

53 There were four unplanned capital spends in this financial year. These are:

a) The purchase of a Portacom from Delta Ltd, which is the office at the Green Island Landfill.

b) The purchase of additional yellow-lidded mixed recycling and blue glass bins, as the stock had been depleted.

c) Final costs associated with completion of the Vogel Street recycling facility.

d) Urgent improvements to the Green Island landfill gas collection system.

54 Progress on medium and long-term capital projects has been slower than expected, with the capital project budget and staff resource being primarily focused on health and safety and operational improvements.

55 External resources will be engaged to deliver the larger medium and long-term projects once internal project scoping and procurement planning has been completed.

OPTIONS

56 As this is an update report, no options are provided.

NEXT STEPS

57 Areas of focus for the next quarter will be:

· Further development of a downloadable application for android and iPhone for kerbside collection services.

· The development of educational material and engagement of a composting expert to conduct workshops which will commence in the spring months.

· Partnering with Cargill Enterprises to promote e-waste and household recycling services and support for social enterprise in Dunedin.

· Final capping of the Waikouaiti landfill, and planning for the second stage of improvements to the Waikouaiti Transfer Station, Resource Recovery Centre and Closed Landfill in collaboration with the local community.

· Working with the University of Otago and Otago Polytechnic to install recycling drop off facilities in the student area to supplement kerbside recycling services.

· Progressing four new recycling drop facilities for residents in the Central Business District are proposed.

· Street recycling stations in the Warehouse Precinct Area are to be replaced, in conjunction with Stage 3 of the Warehouse Precinct Development project.

· Incremental improvements to the Green Island Landfill gas collection system will continue with additional landfill gas wells being added.

· Completion of a re-aligned access road up onto the active Green Island landfill face which will unlock the next 2 stages of landfill.

· The Waste Assessment 2018 will be reported to Council for approval before conducting a review of Council’s existing Waste Management and Minimisation Plan in accordance with Waste Minimisation Act, 2008.

· Progressing the Waste Futures 2023 project, using the Better Business Case process.

· On-going continual improvement in contract management. In particular focusing on auditing of health and safety and contract performance (KPI’s).

Signatories

Author:	Chris Henderson - Group Manager Waste and Environmental Solutions
Authoriser:	Leanne Mash - General Manager Infrastructure and Networks (Acting)

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision relates to providing local infrastructure that is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☐	☐	☒
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☒	☐	☐

The Waste and Environmental Solutions activity supports the outcomes of a number of strategies.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

The Waste and Environmental Solutions activity contributes positively to the environmental interests of the community through refuse and recycling collection at the kerbside and public places, educating and promoting environmentally sustainable behaviour and managing landfill and transfer station facilities.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The Waste and Environmental Solutions activity is included in the Long Term Plan.

Financial considerations

The updates reported are within existing operating and capital budgets.

Significance

This decision is considered of low significance under the Significance and Engagement Policy.

Engagement – external

As an update report no external engagement has been undertaken.

Engagement - internal

As an update report no internal engagement has been undertaken.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

There are no identified conflicts of interest.

Community Boards

Any issues are discussed with the appropriate Community Board.

Infrastructure Services and Networks Committee

13 August 2018

Parks and Recreation Activity Report Quarter Ending 30 June 2018

Department: Parks and Recreation

EXECUTIVE SUMMARY

1 This report updates the Committee on Parks & Recreation operations, maintenance and capital works, including contracted out services.

2 Highlights for the quarter include:

· Logan Park Artificial Turf: Football South achieved their final funding target with a successful $950,000 Lotteries bid and continue to work with DCC Staff towards an October start date for the construction of the turf.

· Te Rauone: A joint working party of DCC, Port Otago, Otago Peninsula Community Board, Te Rauone Beach Care Committee and local Runanga has been created to plan for the development of the Te Rauone Reserve. The first of a series of three community drop in sessions has been held to develop design concepts.

· Winter garden: Botanic Garden Winter garden renovation project is underway with completion by the end of 2018.

· Moana Pool: Considerable work has been undertaken to ensure that the new swim school began in mid-July 2018.

RECOMMENDATIONS

That the Committee:

a) Notes the Parks and Recreation Activity Report for the Quarter ending 31 June 2018.

BACKGROUND

3 The Parks & Recreation activity provides public access to pools, urban green space, sports fields and facilities, recreation and leisure opportunities and a botanic garden of international significance.

DISCUSSION

4 Council manages Moana Pool, Mosgiel Community Pool, Port Chalmers Community Pool, and St Clair Hot Saltwater Pool. The pools support casual swimming, professional swimming coaching, and learn-to-swim programmes.

5 Moana Pool is open year-round, with additional services including: crèche, hydro slides, gym, physiotherapy, massage, and a retail shop. Mosgiel Community Pool is open seven months of the year and both Port Chalmers Community Pool and St Clair Hot Saltwater Pool are open for six months of the year. In addition, the Council provides grants for the community pool at Middlemarch, Moana Pool and a number of school pools.

6 The Botanic Garden has 19 themed-garden collections and an aviary and is graded as a Garden of International Significance by the NZ Gardens Trust.

7 Council manages a wide range of open spaces providing parks and recreation facilities, for both organised and casual use including playgrounds, sports fields, cemeteries, parks and walkways. The maintenance of these spaces is contracted out, with Council staff overseeing operations including formal and informal lease/use arrangements, and the development and implementation of policies and plans relating to parks and recreation.

Management of Parks & Recreation Services

Sports Facilities Bookings

8 Work with the BIS team continued, to scope out and develop a new sport booking software for DCC. The current system is outdated. inefficient and struggles to manage the large number of booking requests received each year (32,000 bookings per annum).

Aquatic Facility Activity

9 Community pools were closed for the season in April. Visitor numbers remained steady at Moana Pool over the period with a monthly average of 52,700 (3% increase on the period last year).

Volunteer Contributions

10 The Parks and Recreation Department continue to see a significant increase in volunteer contribution and activities. Total volunteer hours this last quarter has been 1,514 hrs, an increase of 50% compared to the corresponding quarter last year. Over $200k worth of volunteer contributions has been recorded since October 2016.

Customer Service Requests

11 Customer service requests in the quarter have followed the usual seasonal pattern with less people outdoors and reduced grass growth over winter. However, the total number of service requests (853) over the period has increased by 16% over the same period last year. This has been due to an increase in repeat service requests being logged and changes in business process capturing a larger number of customer enquiries.

Major Initiatives

Staff Recruitment

12 Parks have continued to recruit into vacant roles over the quarter and aim to have all roles filled within the next 3 months.

Parks Operations

13 The Waikouaiti dune restoration project has commenced. Maintenance contractor is onsite clearing exotic vegetation and preparing to plant in July. DCC are currently finalising an agreement with the volunteer group.

14 A Playground condition assessment contract has now been awarded which will allow Parks to more accurately prioritise playground maintenance programmes in the coming year.

15 City wide bulb planting was completed in preparation for spring sprouting. 70,000 bulbs were planted across the entire city, including Mosgiel.

16 Repairs, maintenance and accessibility improvements have been made to a number of wharves and structures around the harbour.

17 A number of sports pavilions have been repainted, reroofed and/or refurbished.

Tracks

18 Significant track upgrades were completed on our ridgetop walking tracks including Mt Cargill, Flagstaff and Pineapple Track.

19 Work is progressing on Second Beach and Frasers Gully.

Volunteer Projects

20 Five War on Weeds field trips were held on the Otago Peninsula and at Quarantine Island.

21 Seven Trail Crew field trips to Grahams Bush track, Sandymount, Highcliffe tracks were held. The Otago Peninsula Biodiversity Group were assisted with their trapping maintenance.

22 Three planting days, two with the Tomahawk Smaills Beach Care Trust at Smaills beach and one with Save the Otago Peninsula and Otago University students at Smiths Creek, were held.

Predator Free Dunedin

23 Parks staff have been working with Predator Free Dunedin and the Department of Conservation to progress plans for a coordinated approach to pest control in anticipation of the Predator Free 2050 funding decision.

Mosgiel Pool

24 Progress of the Mosgiel Aquatic Facility Project Advisory Panel continued, with DCC providing funding for the new pool in the 10 year plan of $10.8 million subject to a minimum $3.2 million Taieri Community Facilities Trust contribution.

Logan Park All Weather Sports Turf

25 Football South bid to Lotteries for additional funding was successful, securing $950,000 towards the project. Staff continue to work with Football South to design and deliver the project, with construction due to start in October 2018.

Te Rauone Reserve and Beach Replenishment Project

26 Work is progressing with the design of the Te Rauone Reserve improvement project. A drop in session was held on Queens Birthday weekend and was well received. The purpose of the session was to get ideas from the local community to guide the design of the reserve and the beach replenishment project. A Working Party comprising Port Otago, Dunedin City Council, Te Rauone Beach Care Committee, local Runanga and Otago Peninsula Community Board has been established to guide the project, and it has met monthly since March.

Freedom Camping

27 A workshop was held on 2 July with Councillors and Community Board Chairs which reviewed the season and identified ideas for how management of freedom camping in Dunedin may need to change in the upcoming season.

28 The Freedom Camping 17/18 season ended on 20May this year. It was longer than previous years due to good weather and changes to visitor patterns.

Moana Pool

29 Planning and development work for the new Swim School, Just Swim, has been completed with the new swim school starting in mid-July.

30 Planning is underway with architects and project management for the renovation of the family changing rooms. This is a much needed upgrade to the facility.

31 The double glazing of the ground floor at Moana Pool is underway and is due for completion in early July.

32 The new lifeguard roster was implemented in April and is delivering an improved service and improved staff performance. It will be continued to be monitored.

33 Work on implementing the Plus 2 software programme (point of sale system) in the community pools has begun.

34 Application for the 6-Month Discounted Gym and Pool Membership programme closed at the end of June. It was successful, with 582 memberships sold of which 200 were to new members.

Botanic Garden

35 Garden staff have provided various tours, talks and presentations to a range of local and overseas groups. Including a special tour for the International Dendrology Society, attended by 70 members.

36 A large clean-up was required following the storm on 15 April 2018 as several damaged trees needed to be removed, including a 150 year old elm tree from beside the lower garden playground.

37 Our intern programme has continued with interns joining us from The Netherlands and the USA. Projects include use of new technology to better manage our tree assets.

38 27 May was ‘Botanic Garden Day’. A collaborative trans-Tasman promotion by the Botanic Gardens Australia & New Zealand (BGANZ) to promote conservation activities and expand knowledge of what the Botanic Garden does was held.

39 The Botanic Garden Tree trail guide was released. This is an informative brochure that guides visitors around the garden to view and learn about the many trees that grow there.

40 The Winter garden renovation project started at the end of June, planned for completion by the end of 2018.

Implementation of the Parks and Recreation Strategy 2017

41 Parks management and staff have worked to develop a prioritised work plan for 18/19, which includes:

a) planning for the future provision of tracks, playgrounds, toilets and cemeteries across Dunedin

b) parks and reserves management plan and policy review

c) development of the Octagon Reserve Management Plan.

OPTIONS

42 As this is an update report, there are no options.

FOCUS FOR NEXT QUARTER

43 Ongoing implementation of the War on Weeds and Trail Crew volunteer programmes in partnership with the Department of Conservation.

44 Funding decision from Predator Free 2050 for the Predator Free Dunedin project expected in September 2018.

45 Proceeding with the designation process to enable the development of Mosgiel Pool and surrounds in Memorial Park.

46 Construction of the Logan Park Artificial Turf is due to start in October 2018. Staff to update the Infrastructure and Services Committee on the project at the August 2018 meeting.

47 Two further community drop-in sessions are scheduled for the Te Rauone Reserve improvement project before 31 October 2018. The next session is scheduled for mid-late August 2018 and is an opportunity for staff to update the community on the development of the design of Te Rauone Reserve improvement project.

48 Following the Freedom camping workshop held on 2 July 2018, staff will progress the ideas for how management of freedom camping in Dunedin may need to change for the next season. A focus will be the development of a site assessment tool to identify sites which may be suitable for accommodating non-self-contained vehicles in the future.

49 Second Beach track repair programme is scheduled to commence in late August 2018.

50 New tree planting contract is to be awarded to a skilled supplier to implement the planned tree plantings across the city, including the town belt and city centre.

51 A native bird rehabilitation enclosure is planned for the aviary at the Botanic Garden. A dedicated space has been set aside and external supporters have agreed to donate time and materials. Upon the permit application being approved by DOC, the Botanic Garden will be able to accept birds from the Wildlife hospital for rehabilitation.

52 Continuation of project planning for the Moana Pool Building Management System (BMS) upgrade.

53 A feasibility study will be initiated in preparation for the hydroslide upgrade/replacement project in 2019/2020.

54 Community pools will commence start-up maintenance at the end of July.

Signatories

Author:	Robert West - Group Manager Parks and Recreation
Authoriser:	Leanne Mash - General Manager Infrastructure and Networks (Acting)

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing local infrastructure and it is considered good-quality and cost-effective.

This report relates to providing a public service and it is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☒	☐	☐
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☒	☐	☐
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The Parks and Recreation activity supports the outcomes of a number of strategies.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

The Parks and Recreation activity promotes the social and environmental interest of the community by providing venues and support for sporting and leisure activity and provides garden and open green space that promotes the environmental and social interests of the community.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The Parks and Recreation activity is included in the Long Term Plan.

Financial considerations

The updates reported are within existing operating and capital budgets.

Significance

This decision is considered of low significance under the Significance and Engagement Policy.

Engagement – external

As an update report no external engagement has been undertaken.

Engagement - internal

As an update report no external engagement has been undertaken.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

Any issues are discussed with the appropriate Community Board.

Infrastructure Services and Networks Committee

13 August 2018

Mosgiel Aquatic Facility Update

Department: Parks and Recreation

EXECUTIVE SUMMARY

1 The purpose of this report is to update the Infrastructure Services and Networks Committee on the Mosgiel Aquatic Facility redevelopment project (the pool), including the associated designation process.

RECOMMENDATIONS

That the Committee:

a) Notes the Mosgiel Aquatic Facility update.

BACKGROUND

2 As part of the Dunedin City Council 10 -Year Plan 2018-2028 deliberations in May 2018, Council resolved:

That the Council:

a) Notes the community feedback on the Mosgiel Aquatic Facility.

b) Approves $10.8 million for the DCC contribution for the Mosgiel Aquatic Facility.

c) Confirms that the capital expenditure on the Mosgiel Aquatic Facility is subject to the Taieri Community Facilities Trust achieving a fundraising target of a minimum of $3.2 million and final Council approval of the project.

3 The Council’s financial contribution allows for the Council to upgrade the existing Mosgiel Pool facility i.e. 25m x 6 lane pool and toddler pool and to deliver the additional associated project costs, including demolition of the existing building, associated work to Memorial Park and surrounds and costs associated with the removal of the Mosgiel Camping Ground.

4 The Taieri Community Facilities Trust’s (the Trust) financial contribution to the project will provide the additional water spaces, expected by the community, including a 25m x 8 lane pool, a dedicated learn to swim pool, a leisure space and spa, and a hydrotherapy pool.

5 The pool project is currently scheduled to be completed by June 2021.

DISCUSSION

6 Since the May 2018 meeting, the Council continue to work with the Trust to establish the pool’s size, specification and its location in Memorial Park. This includes developing the pool design in the context of the other uses and activities that occur in Memorial Gardens, Memorial Park and Peter Johnstone Park.

7 In addition, and to enable the delivery of the pool project, the Council is proposing to designate Memorial Park, Memorial Gardens and Peter Johnstone Park within the Dunedin City District Plan (District Plan) for recreational and community purposes.

8 Attachment A illustrates the extent of the proposed designation, together with existing designations in the area.

Designation process

9 It is intended that the designation will establish the planning framework for the site. The designation will enable Council to progress any developments or upgrades within the site, including the pool, without seeking further planning approval. This is subject to any development complying with the conditions of the designation.

10 Council staff are currently drafting the conditions of the designation. These conditions will seek to manage any actual or potential effects that could arise on surrounding neighbours and the community and will relate to matters such as:

· traffic and access requirements;

· the management of noise and stormwater;

· flood mitigation;

· retaining and enhancing open space and green space values;

· visual and design quality of new buildings, including the pool, such as building height, floor area, setbacks and lighting.

Community drop-in session

11 As part of the designation process, the Council staff are proposing to undertake consultation with affected stakeholders.

12 A drop-in session is proposed to be held on the site towards the end of August 2018. The drop-in sessions will provide stakeholders, including sports field users and neighbours, with an opportunity to:

· speak to members of the Council team, Community Board and the Trust about the designation and how it will assist with the future development of the park and its recreational and community activities, including the pool.

· view the proposed designation, its objectives and associated conditions.

13 Following the drop-in session, Council staff will continue with the designation process, which includes lodging a Notice of Requirement (NOR) with the regulatory team at Council.

14 The NOR will be publicly notified, including on the internet and in the local newspaper. Anybody can make a submission and if one or more submitters wish to be heard in support of their submission, the Council will hold a hearing.

15 The Council will consider all submissions received and will subsequently make a decision on whether to confirm the designation (with or without changes and conditions) or to withdraw it.

16 It is anticipated that, subject to the outcome of the Hearing, the designation process will be completed by the end of December 2018.

NEXT STEPS

17 In tandem with the designation process, the Council will continue to work with the Trust to establish the pool’s design and exact location in Memorial Park.

18 Engagement with stakeholders and the wider community, including neighbours, will continue as part of the design process, which is scheduled to be completed by end of 2019.

19 Staff will also continue to provide regular updates to the Infrastructure Services and Networks Committee and the Mosgiel-Taieri Community Board as the project continues.

20 A report will be presented to the Mosgiel-Taieri Community Board’s meeting being held on 29 August 2018 and will provide further details of the proposed drop-in session.

Signatories

Author:

Rachael Eaton - Planning and Partnership Manager

Authoriser:

Robert West - Group Manager Parks and Recreation

Leanne Mash - General Manager Infrastructure and Networks (Acting)

Attachments

	Title	Page
a	Attachment A	3

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing local infrastructure and it is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☐	☐	☐
Arts and Culture Strategy	☒	☐	☐
3 Waters Strategy	☒	☐	☐
Spatial Plan	☒	☐	☐
Integrated Transport Strategy	☒	☐	☐
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

Māori Impact Statement

Engagement with iwi will occur during design development and implementation.

Sustainability

The development of new community infrastructure in Mosgiel supports social sustainability and sustainability principles will be considered in the developed design and operation of the facility.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There is $10.8m allocated to the Mosgiel Aquatic Facility in the 10-Year Plan.

Financial considerations

The financial considerations are detailed in the report.

Significance

The matter is considered to be of medium significance.

Engagement – external

Community feedback on the Mosgiel Pool was undertaken as part of the 10-Year Plan process and is ongoing. Partnership with the Taieri Community Facilities Trust is ongoing.

Engagement - internal

Relevant staff and managers from Parks and Recreation; Water and Waste, Transport and Community and Planning are involved in the development of the project.

Risks: Legal / Health and Safety etc.

There are no risks associated with this decision.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

This project is within the Mosgiel-Taieri Community Board area.

Infrastructure Services and Networks Committee

13 August 2018

Transport Activity Report for the Quarter Ended 30 June 2018

Department: Transport

EXECUTIVE SUMMARY

1 This report updates the Committee on Transport operations, maintenance, and capital works, including contracted out services.

2 Highlights for the period include:

a) Physical works to repair the road network following the July 2017 rain event is on-going, with an estimated $8.6 million of renewal works expected into the 2018/19 financial year, inclusive of costs to repair Mt Ross Bridge.

b) The construction of the Peninsula Connection Project commenced with $4.6 million spent to the end of financial year.

c) Tendering of the LED Street Light implementation has commenced. This project will attract a NZTA subsidy rate of 85%.

d) Procurement completed for the 2018/19 renewal works packages.

e) Delivery of the urban cycleway package is continuing with the bridge over the Water of Leith now underway.

RECOMMENDATIONS

That the Committee:

a) Notes the Transport Activity Report for the Quarter ended 30 June 2018.

BACKGROUND

3 The Transport activity provides the planning, construction, maintenance, and upgrading of the transport network. The network includes:

· Roads

· Cycle ways

· Footpaths

· Bridges and retaining walls

· Street lighting

· Traffic signals

· Road marking.

4 The New Zealand Transport Agency (NZTA), the national road funding authority, provides a financial assistance subsidy for works that meet agreed criteria via the National Land Transport Programme.

DISCUSSION

Road Maintenance Contract

5 The Transport Maintenance Contract was tendered in early 2016 and awarded to Downer on 1 July 2016 for three years valued at $45 million.

6 A relevant, measurable, and robust performance framework has been developed to monitor the contract. This focuses on key areas as follows:

a) Service Delivery - Adherence to programme, specification, and budget

b) Value for Money – Delivering services efficiently

c) Customer Service – Improved customer experience across all aspects of the contract

d) Safety – Strict adherence to health and safety requirements and pro-active management of health and safety issues.

Contract - Service Delivery

7 Performance is measured by network audit outcomes, adherence to programme delivery, and compliance with asset data and reporting requirements.

8 The results in this area have required improvement. The work required throughout, and following, the July rain event continues to put pressure on contracting resources and the contractor's ability to meet "business as usual" programmed works.

9 Results from audits undertaken on bus shelters, mud tank grates and street cleaning indicate improvements are required. 85% of mud tank grates audited were clear of debris and 77% of kerb and channel within 5m of mud tanks was clear of debris.

10 3,534 mud tanks have been cleaned this financial year. Routine cleans were delayed from March following the discovery of low level asbestos traces in mud tank waste. Routine cleans have re-commenced and new procedures have been put in place to ensure adequate safety measures are in place for contracting staff.

Contract - Value for Money

11 Performance is measured by inspection audits for work completed and the quality of claims. Results in this area have been acceptable.

12 Improvement is required in the quality of completed works claimed by the contractor. Routine checks resulted in 11% of works being withheld for payment due to quality issues. Quality issues range in scale, but can include uncompleted work and repairs completed to an unacceptable standard.

13 Robust contract monitoring processes are in place to ensure payment is only being made when the work is completed to an acceptable standard and the appropriate claim has been submitted to DCC. This remains the most effective method of ensuring required specifications are understood and consistently delivered.

Contract - Customer Service

14 Performance is measured by Customer Service Agency (CSA) response times and monitoring back log requests.

15 100% of CSA requests were programmed or completed on time in June, versus the targeted 95%. The largest volume of service requests pertained to environmental clean-ups such as illegal dumping and cleaning detritus. There have also been more storm water complaints, as expected in the winter season.

Contract - Safety

16 Performance is measured through Traffic Management Plan (TMP) audits, Health and Safety audit results, and valid complaints from the community.

17 Results in this area have been very good.

18 Of the 20 TMP audits undertaken in June three acceptable sites were identified by DCC staff and two identified by the maintenance contractor. All issues related to the condition of traffic management equipment.

19 Sites deemed a ‘Pass’ or ‘Acceptable’ have few or no issues noted in the audit. A site deemed ‘Needs Improvement’ will require immediate mitigation to remain active. This is discussed by the auditor and the Traffic Management Controller on site. Any site deemed ‘Dangerous’ by an audit is immediately shut down.

20 Council has engaged the services of an independent Health and Safety adviser who is undertaking monthly health and safety site inspections. These are conducted in collaboration with Council and Downer staff.

21 The process of health and safety auditing is also designed to be a collective learning experience for the operational staff involved by raising awareness and knowledge of potential health and safety risks and appropriate process to mitigate.

22 The health and safety audit resulted in a score to the contractor of 70% with two issues identified.

a) Appropriate equipment not present in contractor vehicles, such as fire extinguishers and first aid kits.

b) An inspection of a lifting chain and crane were found to be uncertified devices.

23 It is expected that the contractor will address these issues the following month.

Major initiatives

24 Capital Renewals 2017/18 – 95% of the planned 2017/18 capital renewal programme was completed in the financial year, a significant achievement on previous years. Achieved quantities for the year were as follows:

a) Re-sealing 70km’s

b) Footpaths 22km’s

c) Kerbs 6.1km’s

25 Over 90% of renewal work for the 2018/19 year has now been awarded and physical work is currently being planned.

26 Peninsula Connection Safety Improvement Project – The first stage of section 8 works between Broad Bay and Portobello is progressing well with spend reaching $4.6million in the financial year. Section 7 which is the extension to the Turnbulls bay wall will be the next section delivered.

27 Urban Cycleway Programme – The Urban Cycleway programme includes a new bridge over the Leith and improvements in connections between the harbour and the railway station. Two contracts have been let to complete this programme.

28 A contract for the construction of a new bridge was let to Edifice Contracts Ltd at a cost of $1.3m. Physical work is commencing in early June and completion of the bridge is expected to be in late 2018.

29 A contract for the construction of the connections from the harbour to the railway station, and improvements to the existing shared path on Portsmouth Drive has been awarded to Fulton Hogan and physical works have commenced.

30 Following further design work and consideration of other upcoming projects it has been decided to remove both the Albany Street and Hanover Street State highway connectors from the current cycleway package. These routes will be picked up during the design work for the Tertiary and Central City areas respectively. Design work on the connectors at Duke and Howe Streets will continue with a final decision on their construction to be made in consultation with NZTA.

31 LED Street Light Installation – At the time of writing this report the RFP was released to the market. Procurement covers luminaires, central management system, and installation. The project also takes this opportunity to undertake a detailed condition inspection of existing lighting columns which will also be replaced as part of this project when required.

32 A separate report is being prepared addressing questions around luminaire choice.

33 July 2017 Flood Remediation – The total cost for the flood remediation work is now estimated to reach $20 million, including the replacement of Mount Ross Bridge. To date $12.3 million has been spent and approximately $8 million is expected to be spent in the new financial year. Flood work is 76% subsidised by NZTA.

34 Minor improvement projects – A number of improvement projects were completed by the end of the financial year or due for completion in the first quarter of the new year. Projects include:

· Implementation of Barnes Dance intersections

· Town belt traverse pedestrian safety improvements

· Installation of a package of roundabouts at the Green Island/Fairfield motorway interchange in conjunction with NZTA

· Footpath improvements in Brighton

· Additional school safety work including improvements relating to the Central City Schools cluster

· Shore Street rock scaling.

35 By 30 June 2018 DCC constructed minor improvement works to a value of $4.6 million, a significant improvement on previous years.

OPTIONS

36 As this is an update report, there are no options.

NEXT STEPS

37 Areas of focus for the next quarter will be:

· Continue the tender process for the LED street light renewal project.

· Continue to address the backlog of renewal works associated with the July 2017 rain event.

· Commence business case work on the three major transport infrastructure projects included in the LTP.

Signatories

Author:

Merrin McCrory - Asset and Commercial Manager, Transport

Ashleigh Jarvis - Business Performance Co-ordinator

Authoriser:

Richard Saunders - Group Manager Transport

Leanne Mash - General Manager Infrastructure and Networks (Acting)

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing local infrastructure and it is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☒	☐	☐
Integrated Transport Strategy	☒	☐	☐
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The Integrated Transport Strategy supports the outcomes of a number of strategies.

Māori Impact Statement

No known impacts.

Sustainability

The Integrated Transport Strategy supports sustainable outcomes.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The Integrated Transport Strategy is included in the long term plan.

Financial considerations

There are no financial implications.

Significance

This is considered to be of low significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no legal or health and safety risks.

Conflict of Interest

There is no known conflict of interest.

Community Boards

Where there are impacts on a Community Board area, the Community Board is advised.

Infrastructure Services and Networks Committee

13 August 2018

Naming of a New Private Way off Bruce Street, Mosgiel

Department: Transport

EXECUTIVE SUMMARY

1 The purpose of this report is to present the options for the naming of a private way off Bruce Street, Mosgiel.

2 The new road name proposed by the developer is considered to comply with the Dunedin City Council Road Naming Policy and is therefore recommended for approval.

RECOMMENDATIONS

That the Committee:

a) Approves naming the new private way off Bruce Street as “Maranatha Mews”.

BACKGROUND

3 A residential subdivision has been approved at 2 Bruce Street, Mosgiel. This subdivision includes a new private way off Bruce Street which will serve five residential lots.

4 The development is at the stage where the developer wishes to name the new private way.

DISCUSSION

5 The developer has proposed “Maranatha Mews" as their preferred name. The name “Maranatha” is the name of the former rest home that occupied the site.

6 No suitable alternative road name has been provided for the private way.

7 The name is not a duplicate of any existing road name in Dunedin. The name meets the spelling, length, and appropriateness criteria of the Policy.

8 For completeness, it should be noted that the Policy places less weight on the appropriateness criteria with respect to private ways.

OPTIONS

Option One – The Committee approves naming of the new private way off Bruce Street as “Maranatha Mews” (Recommended Option)

Advantages

· The name complies with the Road Naming Policy.

Disadvantages

· There are no significant disadvantages with this option.

Option Two – The Committee rejects the proposed road name (Alternative Option)

Advantages

· Staff can be directed to request alternative road names from the developer that may better suit the Council’s preferences.

Disadvantages

· The private way will not have a name which will inconvenience property owners.

NEXT STEPS

9 If the recommended name is approved, staff will process the required documentation and advise the developer and Land Information New Zealand of the new road name.

Signatories

Author:

Grant Fisher - Transport Planner/Engineer

Authoriser:

Nick Sargent - Transport Strategy Manager

Richard Saunders - Group Manager Transport

Attachments

	Title	Page
a	Subdivision Plan	3

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal relates to providing local infrastructure and it is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☐	☐	☒
Economic Development Strategy	☐	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☒	☐	☐
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☒	☐	☐

This is an administrative function.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications for the LTP.

Financial considerations

There are no financial implications.

Significance

The significance of the decision deemed to be low in terms of Council’s Significance and Engagement Policy.

Engagement – external

There has been engagement with the developer.

Engagement - internal

There has been engagement with BIS.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no conflicts of interest.

Community Boards

The site is located within the Mosgiel-Taieri Community Board area. The Board supported the proposed road name at their 18 July 2018 meeting.

Infrastructure Services and Networks Committee

13 August 2018

Naming of a new Private Way off Marjorie Lane, Mosgiel

Department: Transport

EXECUTIVE SUMMARY

1 The purpose of this report is to present the options for the naming of a private way off Marjorie Lane, Mosgiel.

2 The road name proposed by the developer is considered to comply with the Dunedin City Council Road Naming Policy and is therefore recommended for approval.

RECOMMENDATIONS

That the Committee:

a) Approves naming the new private way off Marjorie Lane as “Silverview Place”

BACKGROUND

3 Stage 10 of the Silver Springs residential development has been approved at 100 Anderton Crescent, Mosgiel. Stage 10 includes creation of a new private way serving seven residential lots.

4 The development is now at the stage where the developer wishes to name the new private way.

DISCUSSION

5 The developer has proposed “Silverview Place" as their preferred name. The name relates to the adjacent Silverstream.

6 The name “Silverview” is not a duplicate of any existing road name in Dunedin. The name meets the spelling, length, and appropriateness criteria of the Policy.

7 The developer has proposed “Runway Lane " as an alternative name, in relation to the nearby Taieri Aerodrome.

8 The name “Runway” is not a duplicate of any existing road name in Dunedin. The name meets the spelling, length, and appropriateness criteria of the Policy.

9 For completeness, it should be noted that the Road Naming Policy places less weight on the appropriateness criteria with respect to private ways.

OPTIONS

Option One – The Committee approves naming of the private way as “Silverview Place” (Recommended Option)

Advantages

· The name complies with the Road Naming Policy.

· This options is the developers preferred option.

Disadvantages

· There are no significant disadvantages with this option.

Option Two – The Committee approves naming of the private way as “Runway Lane” (Alternative Option)

Advantages

· The name is considered to be compliant with the Road Naming Policy.

Disadvantages

· There are no significant disadvantages with this option.

Option Three – The Committee rejects the proposed names of the private way (Alternative Option)

Advantages

· Staff can be directed to request alternative road names from the developer that may better suit the Council’s preferences.

Disadvantages

· The private way will not have a name which will inconvenience property owners.

NEXT STEPS

10 If the recommended name is approved, staff will process the required documentation and advise the developer and Land Information New Zealand of the new road names.

Signatories

Author:

Grant Fisher - Transport Planner/Engineer

Authoriser:

Nick Sargent - Transport Strategy Manager

Richard Saunders - Group Manager Transport

Attachments

	Title	Page
a	Subdivision Plan	3

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal relates to providing local infrastructure and it is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☐	☐	☒
Economic Development Strategy	☐	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☒	☐	☐
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☒	☐	☐

This is an administrative function.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications for the LTP.

Financial considerations

There are no financial implications.

Significance

The significance of the decision deemed to be low in terms of Council’s Significance and Engagement Policy.

Engagement – external

There has been engagement with the developer.

Engagement - internal

There has been engagement with BIS.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no conflicts of interest.

Community Boards

The site is located within the Mosgiel-Taieri Community Board area. The Board supported the proposed road name at their 18 July 2018 meeting.

Infrastructure Services and Networks Committee

13 August 2018

Railway Station Trail Closure Feedback

Department: Transport

EXECUTIVE SUMMARY

1 This report provides a summary of feedback received by the Council during a trial closure of the Railway Station frontage.

RECOMMENDATIONS

That the Committee:

a) Notes the summary of feedback on the Railway Station trial closure.

b) Notes that staff are preparing for a second trial closure in spring 2018.

c) Notes that staff will report back with a proposal and process for formal consultation following the second trial closure.

BACKGROUND

2 For many years, the Council has received feedback on the impact of moving and parked buses and vehicles on pedestrian safety and amenity in front of the Dunedin Railway Station.

3 The thoroughfare in front of the Dunedin Railway Station is a busy commuter route for pedestrians and cyclists travelling to and from the city centre. It is also a busy tourist area, situated between key visitor destinations such as Toitu Otago Settlers Museum and the Octagon.

DISCUSSION

4 A trial closure of vehicle access to the Dunedin Railway Station was carried out between Thursday 25 January and Sunday 28 January 2018. The aim of this trial was to improve safety and improve amenity.

5 The trial closed the thoroughfare in front of the Dunedin Railway Station. Casual parks directly in front of the Railway Station were blocked off, but the two mobility parks were still accessible to the public. The car parks at the north and south ends of the Station remained open. Temporary bus and small passenger vehicle parking and one taxi stand were provided to the north and south of the Railway Station on Anzac Avenue and High Street (SH1/southbound).

6 Public feedback was received during and after the closure. In total, 172 submissions were received in response to the Council’s survey (138 in support, 15 in support with reservations, and 19 in opposition). The summary of feedback is at Attachment A. Feedback was very supportive, with 89% of the of the survey responses being in support of the closure or in support with reservations.

7 In addition, other key stakeholders such as bus operators and tenants of the Railway Station gave feedback through emails and letters.

8 The key benefits that were raised by supporters of the trial were the safety and amenity of the area. 91% of respondents thought the trial improved safety.

9 Many commented that the area had a more relaxed feel and was a lot safer. There were also many comments about the improved view of the Station without cars or buses in front.

10 Key concerns raised were about access for mobility impaired and elderly people, and impaired convenience. Some respondents noted that the area is frequently visited by elderly and mobility impaired people. Others said it made it easier to access the Railway Station with parking directly outside.

11 Separate feedback from the Otago Art Society (tenants of the Railway Station) expressed concerns about access to the building, particularly to pick up and drop off art work.

12 There was mixed feedback from tour operators. Some were pleased with the improvement of the space for pedestrians and for tourists taking photos. Others were concerned about the inconvenience of parking elsewhere and the difficulties of access for older passengers.

13 Public Health South and Well South Primary Health Network were both supportive of the closure. They were pleased with improved safety, amenity, lower noise levels and lower pollution. They were also positive about the closure encouraging more people to walk and be active.

OPTIONS

14 There are no options, as this is a report for noting only.

NEXT STEPS

15 Staff will consider the feedback provided by respondents and develop a second trial closure to be undertaken in spring 2018. Staff will then report back to Council with a proposal and process for formal consultation.

Signatories

Author:

Susan Lilley - Senior Transportation Planner

Authoriser:

Nick Sargent - Transport Strategy Manager

Richard Saunders - Group Manager Transport

Leanne Mash - General Manager Infrastructure and Networks (Acting)

Attachments

	Title	Page
a	Railway Station Trial Closure summary of feedback	3

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report enables democratic local decision making and action by, and on behalf of communities.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☒	☐	☐
3 Waters Strategy	☐	☐	☒
Spatial Plan	☒	☐	☐
Integrated Transport Strategy	☒	☐	☐
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☐	☐	☒

Māori Impact Statement

There are no impacts for tangata whenua.

Sustainability

The trial promoted the use of the area for pedestrians and cyclists.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

The cost of the trial is achieved through existing Transport budgets.

Significance

This decision is considered to be of low significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

Feedback was sought from the wider general public.

Engagement - internal

The survey was developed in consultation with DCC’s Communications Department. Internal engagement has been with Parks and Recreation, Threes Water, Waste and Environmental Solutions, City Development, Economic Development and Property.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no known implications for Community Boards.

Infrastructure Services and Networks Committee

13 August 2018

LED Street Light Renewal - Project Update

Department: Transport

EXECUTIVE SUMMARY

1 Council is replacing Dunedin’s ageing street lights with light-emitting diodes (LEDs). The project has been allocated funding in the 2018 – 2028 Ten Year Plan, and will receive NZ Transport Agency (NZTA) co-funding of 85%. The tender was released to the market in July 2018.

2 In recent years there has been community discussion about the impacts of LED lights on night sky viewing and human health. This report provides a summary of the planning phase of this project, including how these impacts have been considered, along with a project update and next steps.

RECOMMENDATIONS

That the Committee:

a) Notes the update report on the LED Street Light Renewal project.

BACKGROUND

3 The LED streetlight renewal project is included in the 2018 – 2028 10 Year Plan. It involves a one-to-one replacement of existing High Pressure Sodium (HPS) street lights with LED street lights and the installation of a Central Management System (CMS). The condition of street light poles and outreach arms will also be assessed as part of the project.

4 There are approximately 15,000 street lights on Dunedin’s transport network. Most of these lights were installed during the early 1990s and are coming to the end of their useful life. This is resulting in more frequent failures.

5 There is a widespread world-wide uptake of LED street light technology, due to its advantages over incumbent technologies. LEDs use less power than HPS, require less maintenance, and enable the use of smart technology, including dimming.

6 Economic analysis shows that Dunedin’s move to LEDs will halve street light energy consumption, saving approximately $300,000 per year in energy costs. This will reduce the carbon footprint of Dunedin City, reducing climate change and environmental effects, and contribute to a more sustainable and resilient city. Maintenance savings for Dunedin are estimated to be up to 90%.

7 In recent years there has been community discussion about the impacts of LED lights on night sky viewing and human health. A report was presented to the Infrastructure Services and Networks Committee on 12 June 2017 setting out key issues and options for the renewal project. The Infrastructure Services and Networks Committee approved the installation of:

· 3000 kelvin (K) street lights for the Dunedin City Council LED street light upgrade, subject to confirmation of funding from NZTA

· 4000K street lights for the Dunedin City Council LED street light upgrade, should NZTA not fund the installation of 3000K street lights

· a Central Management System as part of the citywide street light upgrade.

DISCUSSION

Planning phase

8 Council has planned this renewal carefully, to ensure the project delivers on its wider aims, and takes up the opportunities that LED technology offers. This includes investigation of the effects of light in the blue spectrum, and the different LED options.

9 Input has been sought from various organisations, including NZTA, NZ Police, Council's Disability Issues Advisory Group, the Ministry of Health, the Department of Conservation, wildlife experts from the University of Auckland Centre for Biodiversity and Biosecurity, NZ and overseas Councils, Flagstaff Dark Skies Coalition (Arizona USA), the International Dark Skies Association, and Council's Dark Skies Advisory Panel. Council has been assisted by technical experts in street lighting and economic analysis – Strategic Lighting Partners Ltd, Beca Ltd and Opus International Consultants Ltd.

10 Council received 64 submissions on the LED renewal project in the 2018 – 28 Ten Year Plan. Public opinion was heavily in favour of the renewal. Some submitters expressed concern about the possible adverse effects of LEDs, particularly the higher kelvin luminaires with high proportions of blue light. Effects referred to included night sky, amenity, glare and health effects. Amber LED lights were requested by some submitters to address night sky impacts.

11 Small displays of different colour LEDs (3000K and 4000K) were installed in 2015 and 2016 along Lynn Street in Wakari, and Wingatui Road in Mosgiel. This was primarily to enable staff, Councillors, and Council’s Dark Skies Advisory Panel to view and assess the LEDs. Feedback was invited from local residents, with four comments received, all positive about the LEDs.

Night Sky City

12 Council’s Energy Plan contains a Night Sky City action which seeks to improve the quality of night sky vistas.

13 The International Dark-Sky Association recommends several approaches in choosing and installing LED lighting that enhances public safety, reduces light pollution and creates a healthier environment for urban wildlife. They include:

1. Limiting the colour temperature of LED lighting to no more than 3000 Kelvins.

2. Fully shielding all new fixtures and ensuring they’re installed correctly, so the light is on the ground where it is needed.

3. Installing dimmers, timers and other adaptive controls that limit the intensity of the lighting and the number of hours it’s on.

14 Council has chosen to adopt all these recommendations in its replacement programme.

15 The International Dark-Sky Association provides accreditation for places that show exceptional dedication to the preservation of the night sky. Examples of Dark Sky Places include the Aoraki Mackenzie International Dark Sky Reserve (Aoraki/Mt. Cook National Park and Mackenzie Basin) and the city of Flagstaff in Arizona (population 69,000). Both Tekapo and Flagstaff currently use Low Pressure Sodium street lights, with a very red appearance.

16 Dunedin (or areas of Dunedin) could become a Dark Sky Place. The LED street light solution chosen by Council takes one step towards such accreditation, however all outdoor lighting would also need to meet International Dark-Sky Association standards, including residential and commercial lighting.

Central Management System

17 Moving to LEDs enables a range of smart technology opportunities. Several options for dimming and utilising LED smart technology were investigated during the planning phase, including a citywide Central Management System (CMS), a CMS for specific areas, installing lights that are pre-programmed to dim, and not installing any dimming or smart technology capability.

18 A citywide CMS has been chosen for the multiple benefits it will bring to Dunedin City. Installing a citywide CMS will allow lighting levels to be controlled remotely by Council. Lights will have a set dimming profile – saving on power and reducing blue light. Lights can be dimmed or made brighter as required for sporting events or concerts, astronomical phenomena, key attractions, community events or emergency situations.

19 A CMS will help with maintaining and operating the street lights - faults will be instantly reported, and energy consumption will be monitored. It will also provide a platform for future smart city systems. These could include digital street signs for parking, speed or travel time; traffic counters; sensors for parking, rubbish bin emptying, temperature, pollution or noise monitoring; as well as future applications not yet conceived of.

Colour temperature and light spectrum

20 LEDs come in different ‘colour temperatures’, measured in kelvin (K). Higher colour temperatures (4000K and above) have a higher proportion of light in the blue spectrum. LEDs of lower kelvin generally have less light in the blue spectrum.

21 Blue light is considered detrimental to night sky viewing as it scatters more than light of other wavelengths. HPS street lights by contrast emit light mostly in the orange to yellow spectrum, which is not considered as detrimental to night sky viewing.

22 Light in the blue spectrum may also affect human circadian rhythm and wildlife. Disruption of natural circadian rhythms from light may suppress melatonin production (a natural protection against a number of conditions, including obesity, cardiovascular disease and cancer). Light at night can affect the reproduction, habitat use, movement, foraging behaviour, and physiology of wildlife in terrestrial, marine and freshwater ecosystems.

23 The science on the impact of street lighting on human health is not settled - the extent is dependent on both light wavelength, and on intensity and proximity of light exposure to the eyes. The effects of light spectrum on wildlife are also not yet well understood. Results from the few experimental field studies investigating the effects of spectra have been mixed.

Types of LEDs

24 Lower kelvin lights are warmer in tone. 4000K LEDs appear cool white, while 3000K LEDs appear warmer white. Photos of 4000K and 3000K LEDs are in Attachment A.

25 4000K LED street lights

· NZTA accepted standard for LED street lights. NZTA have an approved list of street lights. Currently this only lists 4000K street lights.

· More light in the blue spectrum than current high pressure sodium lights.

· Effective at showing the true colours of objects. Much higher colour rendition than HPS. This may improve reaction times, have a minor safety impact, and improve the effectiveness of CCTV.

· Low energy consumption.

· The International Dark-Sky Association consider the sky glow from 4000K unacceptable.

26 3000K LED street lights

· Co-funding has been approved by NZTA.

· Have a lower proportion of blue light than 4000K.

· Other Council’s around NZ are installing 3000K LEDs (Wellington, Tauranga and Queenstown).

· Effective at showing the true colours of objects. Much higher colour rendition than HPS. This may improve reaction times, have a minor safety impact, and improve the effectiveness of CCTV.

· Slightly less cost effective to purchase and install than 4000K street lights.

· Low energy consumption - approximately 5% to 10% increase in energy costs from 4000K.

· The International Dark-Sky Association recommends limiting colour temperature to no more than 3000K.

27 Lower kelvin LED street lights (compared to 4000K/3000K)

· Unlikely to be funded by NZTA, except in particular circumstances, for example in areas of special environmental consideration, such as Dark Skies reserves.

· Reduced or no blue light.

· Cost more to purchase.

· Various colour renditions.

· Increased energy consumption.

· Not readily available or in widespread use.

28 The difference in efficacy, cost, and colour rendition between higher and lower kelvin lights is lessening with advances in technology. However generally, lights lower than around 3000K are still only being used in special cases around the world.

29 NZTA has recently approved funding for 2200K LED luminaires for the Mackenzie Basin. This will meet the requirements of the Mackenzie Basin’s International Dark Sky Reserve gold status.

30 Amber LEDs have had very limited use worldwide, and do not provide the colour rendition benefits of 4000K/3000K lights. They contain no light in the blue spectrum. The city of Flagstaff in Arizona is currently trialing 200 Amber LEDs.

Delivering a good outcome

31 There are a number of ways that any potential adverse effects of street lighting will be mitigated through the renewal.

Shielding

32 All LEDs will be fully shielded (according to industry standard), directing light onto the roadway rather than the effect of the current lights, which transmit light in all directions. It is expected that the move to LED will reduce light spill into private properties. Should there be unwanted light spill from the LED lights, additional shielding may be installed to alleviate effects.

Dimming

33 The CMS will be used to reduce light levels during the small hours of the night – this reduces overall light levels, including the amount of light in the blue spectrum. Dimming profiles will be carefully planned to reduce impact on people and the environment, while maintaining light levels where and when needed for safety and security. There will be the opportunity for communities to input into the level of dimming in their area. Other cities, including Auckland, Wellington, Tauranga and Palmerston North are including dimming profiles in their LED renewals.

34 The CMS can also be used to tailor lighting levels in specific places and times – this may be around the Beverly-Begg Observatory, at the habitat of a particular species during a particular sensitive phase, during an astronomical phenomenon of particular note, or during the Midwinter Carnival.

Limiting light in the blue spectrum

35 3000K street lights will be used citywide on local roads. These have a lower proportion of light in the blue spectrum compared to the more widely used 4000K.

36 3000K lights from different manufacturers are likely to have different amounts of blue light. The technical specifications in the tender documents carefully spell out the amount of light in the blue spectrum allowed – this will be a particular point of attention when the tenders for this project are evaluated.

37 The tender documents also leave room for innovation. This could include lights of different colour temperature, with lower levels of blue light. Depending on the outcome of the tender, there may be scope for lower kelvin luminaires to be used in areas particularly sensitive to blue light. These are unlikely to be funded by NZTA.

38 State highways within the Dunedin district are also being renewed to LED as part of this project. NZTA controls the state highways, and has decided the LEDs will be 4000K.

Trials

39 As part of the tender process, shortlisted lights and CMS will be showcased on some Dunedin streets. These will allow testing of the product, including detection of striping, striations, patchiness, and sharp cut off, as well as viewing of colour temperature.

Monitoring

40 Council is undertaking a pre-renewal lighting performance survey, and intends to repeat this after installation of the LED luminaires. These surveys will measure lighting levels street by street, using road-speed vehicle-based dynamic measurement techniques. This information will assist with determining whether there is sufficient light provided by the LEDs.

41 A survey of night sky brightness will also be done before and after the LEDs are installed.

Current project status

42 Project funding is included in the 2018 – 2028 Ten Year Plan from 2018/19 to 2020/21. NZTA co-funding for the project, including 3000K luminaires, will provide an 85% subsidy.

43 Estimated capital costs for the project are $13.1M, including a contingency of 20%. This includes approximately 1000 lights on parks and reserves, and private ways, which are fully funded by Council. Costs will be further refined as the project progresses.

44 Table 1: Estimated funding profile

	DCC funding	NZTA co-funding
2018/19	$900,000	$3.4M
2019/20	$900,000	$3.4M
2020/21	$930,000	$3.57M
Total	$2.73M	$10.37M

45 These costs exclude lights on state highways, which will be renewed as part of the project, but will be fully funded by NZ Transport Agency.

46 The renewal was released to the market for tender in July 2018. The contract will cover all aspects of the lights and CMS, including design, construction, maintenance and operation.

Engagement

47 Engagement with interested parties and the public will continue as appropriate through the delivery of the new street lights. The purpose of engagement will be primarily to let people know:

· Why a change is needed.

· LED technology – what to expect

· Project scope.

· Progress of the roll out.

48 Staff will seek feedback as the installation progresses. This will be on the new LED lights, as well as the dimming profile.

Options

49 No options are included as this is a report for noting only.

NEXT STEPS

50 Suppliers will be shortlisted and trials will be conducted. It is expected that the contract will be awarded in early 2019.

51 Completion of the renewal is expected by June 2021.

Signatories

Author:

Anja McAlevey - Senior Transportation Planner

Authoriser:

Richard Saunders - Group Manager Transport

Leanne Mash - General Manager Infrastructure and Networks (Acting)

Attachments

	Title	Page
a	Photos of LED street lights	3

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision relates to providing local infrastructure. It is considered good-quality and cost-effective. Analysis of the options, benefits, and adverse effects will help to achieve best value for money.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☐	☐	☒
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☒	☐	☐
Integrated Transport Strategy	☒	☐	☐
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The Council's Integrated Transport Strategy has a key focus on Safety, Travel Choices and Resilience. Renewing the street lights should reduce the number of light failures, increasing the reliability of night lighting.

Installing a CMS could create a positive city image, future focussed and embracing technology, increasing the attractiveness of Dunedin for business, visitors and residents.

The project contributes to the Energy Plan through improving energy efficiency and seeking to improve the quality of night sky vistas.

Māori Impact Statement

The Maori Participation Working Party was updated on the project on 1 July 2016. Tangata whenua may be interested in the potential effect of LED lights on wildlife, especially coastal species. The Maori Participation Working Party will be updated again on the project and any changes in scope.

Sustainability

Reduced power consumption will boost energy security and reduce the carbon footprint of Dunedin City, helping to reduce Dunedin's climate change and environmental effects, and contribute to a more sustainable and resilient city.

The conversion to LED provides future proofing for the network from changes in the availability of High Pressure Sodium lighting.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The project is included in the LTP. See paragraphs 46 - 49 above.

Financial considerations

Funding of $12,000,000 for the project has been approved in the 2018 – 28 Ten Year Plan. See paragraphs 46 - 49 above.

Significance

The project is considered of medium significance under the Significance and Engagement Policy. The changes will affect all members of the community, and it is likely that there will be some interest from the community, especially if dimming is approved.

Engagement – external

External engagement has been undertaken primarily through the Dark Skies Advisory Panel and through the 10 Year Plan. Engagement will continue as appropriate though the project's planning and delivery phases. See paragraphs 51 to 52 above.

Engagement - internal

There has been engagement with staff from Transport, Corporate Policy, Communications and Marketing, Urban Design, Community Development, Enterprise Dunedin, and Business Information Services. This will continue as appropriate as the project progresses.

Risks: Legal / Health and Safety etc.

The highest risk currently identified for the project is availability of installation contractors resulting in delay. NZ installation resource will be strained with many cities and districts concurrently undertaking LED renewal projects to take advantage of NZTA’s 85% co-funding rate.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There will be implications for all Community Boards as street lights will be renewed across the city. This will depend on the view of particular communities on issues such as the look of the night time cityscape, the level of dimming and light spill into private properties, and the appropriate light colour.

Chairperson	Cr Kate Wilson
Deputy Chairperson	Cr Jim O'Malley
Members	Cr David Benson-Pope	Mayor Dave Cull
	Cr Rachel Elder	Cr Christine Garey
	Cr Doug Hall	Cr Aaron Hawkins
	Cr Marie Laufiso	Cr Mike Lord
	Cr Damian Newell	Cr Chris Staynes
	Cr Conrad Stedman	Cr Lee Vandervis
	Cr Andrew Whiley