315 August 2014 Open Session Date

Subject Ten Year Plan and Budget

ATIACHMENT 1 August 2014 10 Year Plan Budgets

Current Yr 0 1 2 3 4 5 6 7 8 9 10 Direct Cost Items Budget 14-15 I Budget '16 I Budget '17 I Budget '18 I Budget '19 I Budget '20 I Budget '21 I Budget •22 J Budget '23 I Budget '24 I Budget '25 I

Admin 30,000 31 ,000 31 ,000 31,000 31 ,000 31 ,000 31 ,000 31 ,000 31 ,000 31,000 31,000 Consultant Audit NZ fees 5,200 5,300 5,300 5,300 5,300 5,300 5,300 5,300 5,300 5,300 5,300 Bank Fees 100 100 100 100 100 100 100 100 100 100 100 Consulancy Fees 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 Fire Control (Qross) 18,000 19,000 19,000 19,000 19,000 19,000 19,000 19,000 19,000 19,000 19,000 Equipment Maintenance 9,000 9,000 9,000 9,000 9,000 9,000 9,000 9,000 9,000 9,000 9,000 Insurance 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 Grants 6,800 6,800 6,800 6,800 6,800 6,800 6,800 6,800 6,800 6,800 6,800 Personnel 300 300 300 300 300 300 300 300 300 300 300 ACC 1,800 1,800 1,800 1,800 1,800 1,800 1,800 1,800 1,800 1,800 1 BOO Salaries 74,000 74,000 74,000 74,000 74,000 74,000 74,000 74,000 74 000 74,000 74,000 Staff Training 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 Sick Leave 500 500 500 500 500 500 500 500 500 500 500 Telephone & Tolls 2,300 2,300 2,300 2,300 2,300 2,300 2,300 2,300 2,300 2,300 2,300 Vehicle Opex costs (Fuel, ins, Fees) 14,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 Holiday Pay Accrual Movement 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 Office Expenses 500 500 500 500 500 500 500 500 500 500 500 Depreciation of Assets from Schedule (see below)

--- 20,570 ~ 20,570 20,570 20,570 20,570 20,570 20,570 23,370 23,370 23,370 23,370

Direct Costs 197,070 200,170 200,170 200,170 200,170 200,170 200,170 202,970 202,970 202,970 202,970

Taxation payments 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000

Total Costs 199,070 202,170 202,170 202,170 202,170 202,170 202,1 70 204,970 204,970 204,970 204,970

A1068509 Page 5

325 August 2014 Date

Subject Ten Year Plan and Budget

Income

Western Bay District Council Contribution 114,465

Tauranoa Citv Council Contribution 29,861

Department Internal Affairs 54,744

Rural Fire Recoverv 10,000

Interest received 1,000

Total Income '-- ----2t0,07Q

.. l I 11,000

Capital Expenditure

PRFO utility (net cost of replacement)

Rural Appliance tanker Greerton

Garage for Fire truck, or shed

Rural Appliance tanker Te Puke

Replace HVLP pump

Electronic equ1pment

TOTAL CAPITAL 0

Asset Depreciation check at ·-·.~··· ;::J ·----PRFO utility: (Capex $40k @ 20%) Rural Appliance tanker (Te Puke) (Capex @ 10%) 4,700 Garage for Fire truck, or shed (Capex $1 5k @ 4%)

Greerton Rural Appliance (Capex@ 10%) 7,500 Replace HVLP pump (Capex $6k@ 10%) 650 Electronic Equipment (Capex $2400 @33%) 850 Annual Depreciation charges 20,570

A1068509

Open Session

116,248 116,248 116,248 116,248

30,326 30,326 30,326 30,326

55,597 55,597 55,597 55,597

5,000 5,000 5,000 5,000

1,000 1,000 1,000 1,000

--208J170 208,170 208,170 208170

'lf6.000d!l .... .'i; • .m6~1J00_~6!000 1:1 .. - 6 .. 000 • •

25000

2400 2,400

2,400 0 25,000 2,400

6,870 6,870 6,870 6,870

4,700 4,700 4,700 4,700

7,500 7,500 7,500 7,500 650 650 650 650

850 850 850 850 20,570 20,570 20,570 20,570

Page 6

116,248 116,248 117,858 117,858 117,858 117,858

30,326 30,326 30,746 30,746 30,746 30,746 I

55,597 55,597 56,367 56,367 56,367 56,367 !

5,000 5,000 5,000 5,000 5,000 5,000

1,000 1,000 1,000 1,000 1,000 1,000

208170 208170 210970 210 970 210 970 210 970

·6;ooo~ '6.1.00:0 - 6.1JOO 6.000

25000

75,000

6000 2,400 2400

0 75,000 27,400 6,000 0 2,400

6,870 6,870 6,870 6,870 6,870 6,870 6,!

4,700 4,700 7,500 7,500 7,500 7,500

7,500 7,500 7,500 7,500 7,500 7,500 650 650 650 650 650 650

850 850 850 850 850 850 20,570 20,570 23,370 23,370 23,370 23,370

33Date Subject

5 August 2014 Open Session Enlarged Rural Fire District (ERFD) Chairpersons Group Update

Western Bay Moana RURAL FIRE AUTHORITY Western Bay of Plenty District Council, Barkes Comer, Cameron Rd , Tauranga. Private Bag 12803, Phone 07 571 8008, Fax 07 541 2168

Western Bay Moana Rural Fire Authority

Enlarged Rural Fire District (ERFD) Chairperson's Group Update

Executive Summary

This report is written to update the Committee of the progress of the Enlarged Rural Fire Chairperson's Group.

Recommendation

THAT the Chairpersons Report dated 5 August 2014 be received.

·----·----·----· Peter Clark Chair person

A1068510 Page 1

34Date Subject

5 August 2014 Open Session Enlarged Rural Fire District (ERFD) Chairpersons Group Update

Update Information

The Enlarged Rural Fire District - Chairpersons Group (ERFDCG) was formed by Chairpersons of Enlarged Rural Districts to enable networking within this group. It has now agreed a Terms of Reference Document with the following purpose and function.

"The ERFDCG (the Committee) has a primary role to providing advice to the New Zealand Fire Service Commission as the NRFA on matters relating to the functions of the National Rural Fire Authority (NRFA) and to support each member in the sharing of knowledge and information in forest and rural fire management while recognising that individual Rural Fire Authorities have unique characteristics and statutory responsibilities.

The principal functions of the Committee are: i) Share information and knowledge on forest and rural fire matters. ii) Co-ordinating matters relating to the development of a national position

for Rural Fire Districts. iii) Promoting and encouraging research in matters relating to rural fire

control. iv) Promoting and encouraging the training and education of persons

engaged in rural fire control (including those so engaged as principal rural fire officers or rural fire officers under the FRFA).

v) Encouraging and promoting effective fire control measures. vi) To implement the Statement of Strategic Intent"

This group is now growing as ERFDs are formed throughout the country.

It is intended to meet four times per year, typically in Wellington and has now formed and executive group to provide direction and a clear point of contact.

The next meeting will be in September 2014.

While Western Bay Moana RFA remains an ERFD, representation on this committee will continue as originally requested by the committee several years ago. However once WBMRFA is incorporated within the proposed Pumicelands RFA, representation will pass to the Chairperson of PFRA.

A1068510 Page 2

35Date Subject

5 August 2014 Enlarged Rural Fire District (ERFD) Update

Open Session

Western Bay Moana RURAL FIRE AUTHORITY Western Bay of Plenty District Council , Barkes Comer, Cameron Rd . Tauranga Private Bag 12803 Phone 07 571 8008, Fax 07 541 2168

Western Bay Moana Rural Fire Authority

Enlarged Rural Fire District (ERFD) Update

Executive Summary

The attached memorandum updates the committee on the proposal to join the CNI ERFD, to be known as Pumicelands RFA.

Funding implications are discussed. Agreement from each of the committee member organisations is now required.

Recommendation

1. THAT the Chair persons ERFD Update Report dated 5 August 2014 be received.

2. THAT the committee supports the creation of the Pumicelands RFA as set out in the Memorandum to establish Pumicelands Rural Fire District 15 July 2014, Version 1.4.

3. THAT the committee notes the funding requirements of the Pumicelands RFA as set out in the Memorandum.

4. THAT the committee authorises the chairman to expend and manage unbudgeted costs as necessary to support the transition to the Pumicelands RFA.

5. THAT the partners agree to continue funding their share of the zone currently known as Western Bay Moana RFA.

6. THAT the chairperson develops a new operational agreement for the parties based on the 2003/04 Western Bay Moana RFA establishment agreement and constitution.

I r~

I

Peter Clark Chair person

(

36Date Subject

The Proposal

5 August 2014 Open Session Enlarged Rural Fire District (ERFD) Update

The proposal to amalgamate the Western Bay Moana Rural Fire Authority (the Moana) with an Enlarged Rural Fire District (ERFD) is progressing. The new ERFD will be known as Pumicelands Rural Fire Authority (PRFA).

Western Bay Moana RFA will become a zone as part of the PRFA.

It is proposed that PRFA will be formed on 1 July 2015. The Moana zone will employ one full time employee as currently exists. The areas and information on the proposal are described in Newsletter 4 for Central North Island Rural fire Authorities and their Employees (Attachment A).

Western Bay of Plenty District Council and Tauranga District Council have both signed the Memorandum of Understanding to Establish the PRFA, (see Attachment B) with all other parties indicating that they are willing to sign and proceed with the establishment of this ERFD.

Funding

Funding contributions are set out in Clause 3 of the Memorandum in Attachment B.

It is proposed that transition funding of $2,000 as set out in clause 3(J) of the Memorandum will be paid from the reserves accounts of the Moana. It should be noted that additional costs (legal and operational) for the disestablishment of the Moana will also be funded from the Moana reserves. These costs could be of the order of $10,000.

Cash contributions as set out in Clause 3(N) are additional to the cost of operating the Moana zone, and will be payable directly by each partner to the new Pumicelands RFA.

Partners to Western Bay Moana must note that in order for the area currently governed by the WBMRFA committee to remain as a centrally managed model, then current partner funding contributions must continue substantially unchanged. While committee consensus on this has to date been verbally agreed, a formal motion on this agreement is proposed.

Transition

The next phase will be the establishment of the Transition Committee, and implementing the memorandum.

A number of items need to be resolved to enable the transition to the new PRFA. Some of these include:

• A defined process to wind up the Moana. • A new operational agreement between the parties on a similar basis to that

existing for the Moana. • Asset ownership. • Working relationships between the Western Bay area and Pumicelands.

37

Pumlcelands

Rural

PI E Authority.

Purpose.

ATTACHMENT A

Newsletter 4 for Centre~! North Island Rural Fire Authorities

and their Employees.

24 June 2014.

This Newsletter is to update you on progress and future direction of the proposed Central

North Island Enlarged Rural Fire District . It has been sent to all Rural and Urban Fire people

from elected representatives to volu nteers to managers and contractors who wi ll be

affected by t his proposed new CNI-ERFD.

What's happening?

The proposed Enlarged Rura l Fire District wi ll be named Pumicelands Rural F1ire Authority

(PRFA) for several reasons; locality, fam iliar ity, cost of name dhange and t he fact it already

has w ide coverage in the CNI. PRFA will be formed on t he 12 of July 2015 and will cover

an area as per the map below. The proposed boundaries overlay t he existing Urban Fire

Service ones, t hey do not replace them . The urban Fire Distr icts remain and so does the

New Zealand f ire Services responsibi lities within them.

. . :p. .

•

' . .._ ~c ......... .. _ ..

_ n- ,. ... n ... "

w..~ .... B•r z,,... lucllldK .

1

38

Why has it taken so long?

With a large number of organisations involved, there are many different points of view to be accommodated and negotiated. Complicating this was a degree of Governing Member turnover and other organisations restructuring which resulted in new appointees having to be brought up to speed . It is also fair to state that not all members wished to merge to one or;ganisation as they were comfortable with where they were, their costs and their successes in fire prevention and ·suppression.

The status quo was not an option however and one merged contiguous Rural Fire Authority was seen to be the way forward . The terms under which 1it operates, its boundaries, who pays for what and how, areas of responsibilities and the start date were the variables.

How will it affect us after 1 July 10t5?

• Zones. !Each constituent member of the new PRFA will have one or more zones . Some of these wm be very la.rge as with tlhe Department of Conservation ones in the east. Other zones will be much smaller. The constituent responsible for the zone wm represent PRIFA in its statutory Duties and Obligations.

• Permits. llf you want a new 1PRFA Fire Permit to cook in a OOC forest, then you go to OOC fo.r tlhe fire permit - after l JtJiy 2015. If you wish to bum some housebotd rubbish in a Locaf Auithor,ity area, outside an Urhan 'fire District, then you may 1require a fir'e permit from the Loca1l Authority on PRFA's behalf. The peo,ple and organisation you .approach for fire information and advice will not ·change much but the name on the fire 1permit will for most of you .

• Administration. Fire management is likely to be simpler as nearly 2.5 million hectares wUI be under one organization. External boundaries become mud1 larger. 'Internal boundaries will define responsibilities.

• New Structures. Some things will change at a number of other levels though .

• A Transitional Committee will form to develo,p the PRIFA structure.

• A Tnmsitional Manager wnl be appointed to oversee the ,changes.

• A new Governing Committee will be appointed which may have a number ·Of the eKisting PRFA members appointed to it.

• A new PRFO will be appointed to support the new Committee.

• All staff will report to this new PRFO who will effective.ly be a Chief EKecutive as well .

• Equipment. Equipment will stW remain owned by the organisation owning it now. This approach is referred to as a "hybrid model" Hybrid in that one large organisation undertakes the fire management administration but does not own all the equipment, o r employ all the staff. 1Jf this was the case it would be referred to as

2

39

a "'Centralised model." This Centralised model may come about in time and will be

reviewed as progress is made

• Costs remain fixed f,or five (5) years under current agreements_

• Systems. With numerous organisations merging, there will be a period of "bedding

in• _ This period will involve financial. aGcounting. training, auditing, reporting and

p'lanning systems coming together to produce timely .and coherent resuilts_ Ohanges

need to be ex:pected as the most appropriate systems survive and others have to adapt_

• 1Banker. The new PRFA constituent on whose estate a fire starts, is responsible for

underwriting PRFA fire suppression costs until these are recovered. This will make

var1ious ·organisations the banker with different fires_ I.e. DOC, TLA and Forest

member agency_

WHI 1 kee,p my job? I cur1re.ndy work for an existing RFA.

There will be new appointments in line with new position.s :in what will be a new "body

corporate"' _ Existing Comm,iftee members in Western Bay-Moana RFA , lake taupo RFA

and Pumicelarnds RFA will all terminate their appointments in these organisations and some

may be aprpointed to the .. new" IPRfA Committee.

Staff from these organisations, the Department of Conserv.ation and T·erritorial !Local

Authorities w lill be taken on for new posmons W·ith,in the new organisation_ The existing

staff knowledg.e of local areas, worlkjng with neighbours, landowners and each other are

likely s~g,nificant benefits 'over newer appointees_ !Not all exlisting staff will retain their jobs

however. !New staff will b.e appointed by the IPIRFO and T:ransitJion Committee.

Fire fighters withirn Volunteer Rural !Fire For,ces are likely to be served as well as before, or

better. because there w ill be more uAi-liorm and higher levels of oversight designed to achieve the new orgal'llisations Miss•ion, Goals and Objectives.

What's going to happen :in the neKl twelve months?

L A "Memorandum of Understanding• and a "Charter and Operating Rules" need to be

signed off by the end of July 2014_

2. A Transitional Committee will form which will direct the activities of the ''new" PRFA

over the next twelve months. The Transitional Committee will comprise stakeholder

re,present.ativ.es from: Territorial Authorities, New Zealand Forest Owners

Assodation, Department of Conservation and the New Zealand Fire Service.

3_ The Transitional Committee will set objectives and timelines for their completion

which will be for 1 July 2015. The members of the Transitional Committee will

develop and agree to a detailed Transitional Plan

4. funds are set aside to achieve this transition.

3

40

Will we be kept informed of activities?

Yes . All people involved in the formation of the new Pumicelands Rural Fire District wi ll be

kept up to date. There are a number of ways of doing this

1 Through N,ewsletters.

2. Through representatives within each of the various sectors represented:

• Department of Conservation. Meirene Hardy-Birch.

• Forestry Companies. Mike Power and P.eter Keach .

• Local Government. Rob Williams, Taupo District Council.

• New Zealand Fire Service. 'Ron Devlin .

Thank you for your interest.

Secretary to the Committee. Email: paul.baker@flfe.org.nz Tel 06 834 4259

4

41

ATTACHMENT B

Q J

Ill

u e~o

oZ

Merr1orandum of Understanding

to establish the

This Pum·celands Rural Fire District

15 July 2014

Version 1.4

42Date Subject

5 August 2014 Barry Low Retirement

Open Session

Western Bay Moana RURAL FIRE AUTHORITY Western Bay of Plenty District Council , Barkes Comer, Cameron Rd , Tauranga Private Bag 12803, Phone 07 571 8008, Fax 07 541 2168

Western Bay Moana Rural Fire Authority

Barry Low Retirement

Executive Summary

This report is written to express a vote of thanks and acknowledgement on the retirement of Principle Rural Fire Officer Barry Low, 15 August 2014.

Recommendation

1. THAT the Chairpersons Report dated 5 August 2014 be received.

2. THAT on the retirement of Barry Low Principle Rural Fire Officer for Western Bay Moana Rural Fire Authority, the committee thanks Barry, and expresses its appreciation and sincere gratitude for Barry's work, now complete.

Peter Clark Chair person

A1070509 Page 1

43Date Subject

Short Resume

5 August 2014 Open Session Barry Low Retirement

Barry retired on 15 August 2014 from Western Bay Moana Rural Fire Authority.

He has retired once before as he had spent 11 years with Western Bay of Plenty District Council in Civil Defence.

However not content to stay at home he volunteered for a new career with the Western Bay Moana Rural Fire Authority after the untimely death of our previous PRFO.

Barry initially responded on 11 July 2007 when he offered to cover the PRFO's job as Acting PRFO. My comments at the time included words:

"Most importantly, he is ready and willing".

And this is how he continued. By early August, the job was offered publicly, and in a no contest battle, the ex-Emergency Response Chief became the new Fire Chief and sole employee of Western Bay Moana Rural Fire Authority.

Barry has served the Moana well, administering the 4Rs, taking us from 40 year old fire trucks, to modern equipment we own today. It should also not be forgotten that Barry was one of the guiding lights in setting up the Western Bay Moana RFA over ten years ago.

His career has been exemplary.

We all express our gratitude and thanks for a job supremely well done.

A1070509 Page 2