environmental services committee agenda · 2016-04-10 · environmental services . committee ....

Environmental Services Committee

AGENDA

Thursday 14 April 2016

Commencing at approximately 11.30am (to follow the Extraordinary Council meeting)

Council Chamber, 2 Baring Square East, Ashburton

The District of choice for lifestyle and opportunity www.ashburtondc.govt.nz

Committee Membership

Cr Alan Totty (Chair) Cr Don McLeod (Deputy Chair) Cr Rod Beavan Cr Neil Brown Cr Ken Cutforth Cr Russell Ellis Cr Donna Favel Cr Darryl Nelson Cr Martin Nordqvist Cr Peter Reveley Cr Alasdair Urquhart Cr Stuart Wilson

Angus McKay Mayor, ex officio

Quorum – no less than seven (7) members

The purpose of local government: (1) The purpose of local government is –

(a) to enable democratic local decision-making and action by, and on behalf of, communities; and

(b) to meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.

(2) In this Act, good-quality, in relation to local infrastructure, local public services, and performance of regulatory functions, means infrastructure, services, and performance that are – (a) efficient; and (b) effective; and (c) appropriate to present and anticipated future

circumstances.

(Local Government Act 2002 – Amendment Act 2012)

ASHBURTON DISTRICT COUNCIL

Environmental Services Committee Meeting

Timetable Time Item

11.30am (approx.) Meeting commences

ORDER OF BUSINESS

1 Apologies

2 Extraordinary Business

3 Conflict of Interest Declarations

4 Minutes – Environmental Services Committee – 11/02/16

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5 Forward Programme 2

6 Matters for Committee Decision

6.1 IANZ Accreditation Audit 3

6.2 Outstanding Code Compliance Certificates 20

7 Activity Reports

7.1 Triannual Performance Report 22

7.2 Building Services 22

7.3 Planning 24

5 April 2016

Committee Minutes

4 Environmental Services Committee Minutes of the Environmental Services Committee meeting held on Thursday 11 February 2016, commencing at 11am, in the Council Chamber, 2 Baring Square East, Ashburton.

Present Mayor Angus McKay; Councillors Alan Totty (Chair), Don McLeod, Rod Beavan, Neil Brown, Ken Cutforth, Russell Ellis, Donna Favel, Darryl Nelson, Martin Nordqvist, Peter Reveley, Alasdair Urquhart and Stuart Wilson.

In attendance Group Manager Environmental Services, Building Services Manager, District Planning Manager, Environmental Monitoring Manager, Community Relations Manager and Committee Secretary. 1 Apologies

Nil. 2 Extraordinary Business

Nil. 3 Conflicts of Interest

Nil.

4 Confirmation of Minutes That the minutes of the Environmental Services Committee meeting held on 3 December 2015, be taken as read and confirmed. Wilson/Nordqvist Carried

5 Forward Programme

No additional items. 6.1 Submission on Resource Legislation Amendment Bill 2015 That a working party comprising the Chairperson, Mayor and Crs Wilson, McLeod and Beavan be

appointed to consider the Resource Legislation Amendment Bill 2015 and approve a joint submission on behalf of this Council.

Nelson/Cutforth Carried 7 Activity Reports

That the reports be received. McLeod/Favel Carried

The meeting concluded at 11.15am.

Environmental Services Committee 11 February 2016

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5 Forward Programme – Environmental Services Committee

Meeting Date Report / Other Responsibility May 12

Environmental Services Committee 11 February 2016

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REPORT Date: 14 April 2016 Report to: Environmental Services Committee From: Building Services Manager Subject: IANZ Accreditation Audit

6.1 IANZ Accreditation Audit 6.1.1 Summary

Council had its bi-annual accreditation assessment audit in February 2016. International Accreditation New Zealand (IANZ) identified two Corrective Action Requests (CARs) that Council has to satisfactorily answer prior to its accreditation certificate being renewed. Council has until 8 April 2016 to achieve this. Council also has five strong recommendations to implement prior to the next assessment in 2018. These strong recommendations become CARs if they are not implemented by the next assessment.

For reference Council had ten CARs and 14 strong recommendations to answer and implement after our 2014 assessment.

6.1.2 Recommendation

1 That the report be received.

2 That the Environmental Services Committee is notified when the two Corrective Actions are cleared by IANZ.

6.1.3 Background From 31 March 2009, only registered Building Consent Authorities (BCAs) have been permitted to perform building consenting and certifying functions in terms of the Building Act 2004.

The Ministry for Business, Innovation and Employment (MBIE) has published regulations and criteria for accrediting Building Consent Authorities. IANZ is currently contracted by MBIE to undertake the assessments of Building Consent Authorities against these criteria for registration by MBIE.

The Building (Accreditation of Building Consent Authorities) Regulations 2006 require Building Consent Authorities to have appropriate policies, systems and procedures in writing that record how it ensures that it implements effective policies, procedures and systems. They also require each BCA to record the key decisions it makes, the reasons for them, and the outcomes and actions of those decisions.

The assessment audit is carried out every two years to check compliance against the Regulations.

Following the assessment audit, a report is provided to Council with any CARs that need to be completed prior to accreditation being renewed for a further two year period. Failure to answer the CARs satisfactorily may result in Council losing its accreditation. A copy of the IANZ report is attached. Pages 5-19

Environmental Services Committee 10 March 2016 Matters for Committee decision

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6.1.4 Options and Risks Considered

Option 1 – There is only one option, which is to answer the two Corrective Action Requests so that our Accreditation is renewed for another two years.

6.1.5 Statutory Implications If Council fails to comply with the Building (Accreditation of Building Consent Authorities) Regulations 2006 it may lose its Accreditation as a Building Consent Authority.

6.1.6 Significance and Engagement Not applicable.

6.1.7 Financial Implications The financial implications to Council would be the costs of having neighbouring Councils provide supervision for every facet of the Building Services Department until such time that our accreditation is renewed.

PREPARED BY

MICHAEL WONG Building Services Manager

APPROVED BY

JANE DONALDSON Group Manager Environmental Services

Environmental Services Committee 10 March 2016 Matters for Committee decision

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International Accreditation New Zealand, Private Bag 28908, Remuera, Auckland 1541, Ph. (09) 525 6655, Fax (09) 525 2266 IANZ: March 2015

BUILDING CONSENT AUTHORITY ACCREDITATION

ASSESSMENT REPORT

Ashburton District Council

Routine Reassessment

10 to 12 February 2016

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Ashburton District Council Building Consent Authority

10 to 12 February 2016 This report may only be reproduced in full Page 2 of 15

ASSESSMENT REPORT Organisation Details

Organisation Ashburton District Council Address 5 Baring Square West

Ashburton 7700

Client Number 7476 Accreditation Number 64 Authorised Representative Michael Wong Programme Building Consent Authority Accreditation Assessment Team

Lead Assessor Peter Wakefield Technical Expert John Tait

Report Preparation

Prepared by: Peter Wakefield

Checked by: Carolyn Osborne

Date finalised: 19 February 2016

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Introduction This report relates to the Routine Reassessment of your Building Consent Authority (BCA) which took place between 10 and 12 February 2016 to determine conformance with the requirements of the Building (Accreditation of Building Consent Authorities) Regulations 2006 (Regulations 4 – 18 inclusive) and applicable technical and procedural criteria. Accreditation is a conclusion by IANZ that your organisation complies with the Building (Accreditation of Building Consent Authorities) Regulations 2006 and other normative documents as relevant. When any non-compliance is identified during an assessment it is IANZ’s duty to ensure that compliance is re-established if accreditation is to continue. How re-establishment of compliance is approached depends on the seriousness of the non-compliance, but also on the level of proven commitment of your organisation to the principles of accreditation and the accreditation process. Whether a minor non-compliance is raised as a Corrective Action Request (CAR) or a Strong Recommendation (SR) will depend on the level of confidence that IANZ has that your organisation will take effective action in a timely manner to address the issues. Organisations that establish a record of timely and effective actions on any non-compliance are likely to receive fewer CARs. The assessment was a sampling exercise and therefore this report is based on the observations made during the assessment. Compliance with all legal requirements, including those relating to health and safety, is the responsibility of your organisation. Where some items relating to legal requirements such as health and safety may have been identified, this does not represent an exhaustive report on your compliance with such legal requirements. Auditing for compliance with legal requirements except those explicitly quoted elsewhere in this report is outside the scope of this assessment. A copy of this report and information regarding progress towards clearance of Corrective Action Requests (CARs) will be provided to the Ministry of Business, Innovation and Employment in accordance with IANZ’s contractual obligations. Executive Summary This Routine Reassessment of Ashburton District Council (ADC) BCA identified that compliance with the accreditation regulations continued, for the most part, to be demonstrated. The assessment outcome was that continued accreditation would be recommended once the 2 Corrective Action Requests (CARs), briefly summarised below and detailed in the following pages, have been cleared. It is recommended that all submissions are received by IANZ at least 10 working days prior to the clearance date.

CAR 1 Regulation number 7(2)(d)(iv) in relation to building consent applications not covering all Building Act requirements

CAR 2 Regulation number 7(2)(d)(iv) in relation to building consent applications not covering Fire Report considerations

Note that when non-conformance with Regulations 7 to 18 is identified, Regulations 5 and/or 6 also apply. Good points of note included well written documented systems that had been maintained using the BCA’s continuous improvement processes. Staff at Ashburton exhibited a positive attitude towards continuous improvement. The BCA had a good team dynamic with staff working well together. The BCA had actively reviewed and where appropriate, implemented recommendations from the previous IANZ assessment. Your next assessment is planned for February 2018. Observations and recommendations contained within this report provide further detail on the BCAs conformity with general accreditation criteria and industry specifics. Strong recommendations have the potential to become non-conformances and will be followed up at the next assessment.

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Conditions of Accreditation Some instances were identified where the systems or procedures did not comply with the stated requirements or applicable technical documents and these are detailed in Corrective Action Requests (CAR) numbered 1 to 2. Any corrective actions requested must be implemented in accordance with the timescale agreed between the assessor and the authorised representative at the exit meeting and recorded on each CAR before the continuation of accreditation can be recommended. Please complete the appropriate section of each CAR explaining your corrective actions and forward a copy along with any supporting documents to IANZ for review. Concerns about the technical findings of the report, or its clearance, that cannot be resolved should be submitted in writing to the Chief Executive Officer of IANZ. The Complaints and Appeals procedure is contained in the IANZ document "Procedures and Conditions of Building Consent Authority Accreditation".

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OBSERVATIONS In this part of the report, guidance has been provided regarding the requirements of each regulation or part regulation. This is presented in a text box at the beginning of each section. This information is intended to provide context for the observations that follow. Regulation 5 Requirements for Policies, Procedures and Systems

5(a) Policies, procedures and systems are required to be documented. 5(b) The BCA is required to have appropriate documentation that includes sufficient detail to ensure that staff using the procedure are clear what to do, when to do it and what records are required to be kept. A BCA is also required to have an appropriate and documented procedure for document control.

The BCA’s systems were documented in their Quality Assurance System (QAS) Manual which contained details of the organisation’s structure, BCA processes, and technical equipment calibration, together with quality management policies and procedures. The BCA’s documentation was well written and maintained, however some recommendations for improvement of the documented procedures were noted and are given later within this report. Regulation 6 Observance of Policies, Procedures and Systems 6(a) The BCA is required to have a system to ensure that it implements effectively the policies, procedures, and systems required by the regulations.

ADC had elected to use internal audit and its continuous improvement system to ensure that its policies, procedures and systems were in place and working well. Most policies, procedures and systems were found to be effectively implemented. Where a shortfall was identified during internal audit, these had been recorded and were being addressed appropriately through the BCA’s Continuous Improvement (CI) corrective action system. 6(b)(c) & (d) The BCA must record the decisions it makes under its policies, procedures and systems and the reasons for, and outcomes of, those decisions.

Recording of the decisions, reasons for decisions and outcome of decisions was generally found to be compliant. A good level of recording of reasons for processing and inspection decisions was noted. Regulation 7 Performing Building Control Functions 7(2)(a) This regulation requires the BCA to provide information to applicants wishing to apply for a building consent, on how an application is processed, how work is inspected during construction and how completed building work is certified.

The BCA had documented information for the public on its website. This included information on building consent application, consent processing, the inspection process, types of properties and the complaints process. Some improvements could be made to the public information provided. It is recommended that a review of public information is made to ensure that it is current. See strong recommendation R1. Regulations 7(2)(b), (c) & (d)(i) refer to requirements for receipt of applications, checking that they have all the necessary content according to the Building Act and relevant Regulations, then lodging them into the organisation’s consent management system.

The ADC documentation and desk files provided an appropriate means of managing and recording receipt of applications and for checking their completeness. A number of files were reviewed which indicated that applications contained appropriate information and that they had been completed appropriately. Regulation 7(2)(d)(ii) requires that the BCA assesses the content of the application in preparation for allocation to a competent processor. This requires a decision about the complexity of the application using the BCA’s building categorisation system.

Application content was assessed using the ADC application checklists. Building consent application work was observed to have been allocated to appropriate categories.

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Regulation 7(2)(d)(iii) requires the BCA to have a procedure for the allocation of applications to appropriate building control officers (BCOs) or contractors (consultants) for processing.

The BCA’s procedure for allocating building consent applications was well defined in their QAS Manual (section BC 2). Work was allocated to processing officers according to their assessed competence (recorded on the BCA skills matrix) and current workload. The allocation process appeared to have been implemented appropriately. Regulation 7(2)(d)(iv) requires the BCA to have appropriately documented and implemented procedures for processing of building consents.

Records of processing of applications were reviewed. It was noted that the BCA’s processing sheets did not adequately cover all aspects of the Building Act, namely Section 112 (Alterations to existing buildings) and section 115 (Code compliance requirements: Change of use). See CAR 1. Also the BCA’s Building Consent processing sheets did not adequately cover all aspects of the Building Act in relation to Fire Reports. The Technical Expert felt that the application procedure required review and revision, together with action taken to ensure that BCA staff are suitably trained. See CAR 2. Regulation 7(2)(d)(v) requires the BCA to grant building consents that meet the requirements of the Forms Regulations and are issued in a timeframe compliant with the Building Act. (The statutory clock for processing consent applications is within 20 working days).

BCA forms in use were reviewed and appeared to comply with the forms regulations. On-going management reviews monitored performance against statutory timeframes and these were found to be substantially compliant with the statutory 20 working day timeframe. Regulation (7)(2)(d)(v) also requires the BCA to effectively manage lapsed consents twelve months after they have been issued.

Records indicated that the BCA had identified and managed consents that were due to lapse under Section 52 of the Building Act (i.e. no work had started within 12 months of issue of the building consent). On-going monitoring of lapsed consents appeared to be appropriate. Regulation 7(2)(e) requires BCAs to plan, manage and perform inspections.

Planning and management of inspections was assessed and found to be appropriate. From the inspections witnessed and inspection records reviewed the technical expert was satisfied that inspections were being performed competently with appropriate records being maintained. Regulation 7(2)(f) requires appropriate completion of Form 6 by applicants, compliance with Form 7 & Section 93(2)(b) of the Building Act by the BCA and for the BCA to be compliant with meeting the statutory clock for processing CCC applications.

The process for issuing CCCs appeared to have been implemented within the 20 day statutory timeframe. The applications for CCCs received by the BCA had been processed according to their documented procedure which appeared to be appropriate. Regulation 7(2)(f) also requires the BCA to manage consents that have not had an application for a CCC at 24 months.

The BCA had a procedure for making a decision to grant or refuse a CCC after a period of 24 months had lapsed from the granting of the BC. The BCA’s TechOne system was being used to produce reports of building consents granted 24 months previously which were being reviewed by the BCA on an on-going basis. This procedure (ADC BCA procedure BI 5) had been implemented appropriately. Regulation 7(2)(f) additionally requires the BCA to issue Compliance Schedules that list specified systems and the inspection, maintenance and reporting requirements of those systems with the relevant CCC.

A number of Compliance Schedules were reviewed during this assessment. The examples sighted showed a good level of detail which was deemed to be appropriate.

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Regulation 7(2)(f) requires that where a BCA issues a Notice to Fix it is required to comply with the template provided in Form 13 of the Forms Regulations and be issued according to the BCA’s documented procedures.

Notices to Fix (NTF) which had been issued by the BCA were reviewed, these generally included the particulars of the “who” and “where” however it is strongly recommended (R2) that the BCA ensure that any NTF that it issues clearly documents what section of the Act or Code has been breached together with when the breach occurred. Also, the timescale by which the remedial work is required to be completed should be included. Regulation 7(2)(g) requires a BCA to have a documented and implemented system for management of inquiries other than those addressed by the information detailed under Regulation 7(2)(a).

The procedure for the management of enquiries was defined in section PI 1 of the ADC QAS Manual. The procedure appeared to be appropriate and well implemented. Regulation 7(2)(h) requires a BCA to have a documented and implemented system for management of complaints.

Complaints were handled as per the BCA’s documented procedure in section PI 1 of the ADC QAS Manual. Complaints were recorded and appeared to have been well managed. Regulation 8 Ensuring enough Employees and Contractors Regulation 8 (1) requires the BCA to have a system for ensuring that it has enough employees and contractors to perform its building control functions. Regulation 8 (2) requires the BCA to have implemented a system for assessing the need to employ contractors if it does not have enough available employees assessed as competent to perform the tasks. This process usually includes a review of the range of skills available in-house along with how much work the BCA is processing.

The BCA had defined its process for ensuring sufficiency of personnel. Performance against statutory timeframes was being monitored through the use of monthly reports which were reviewed by the Building Services Manager. Records of these reviews indicated that the BCA complied with statutory requirements. Regulation 8(2) prompts the BCA to monitor relevant indicators to determine whether the BCA has sufficient staff to complete all of its required functions. Indicators could include completing internal audits according to the annual program, completing competency assessments annually, performing annual training needs assessments, training being delivered as specified, on-going monitoring of the performance of contractors, continuous improvements being progressed in a timely manner, operations meetings occurring regularly and as planned, strategic reviews happening at least annually, maintenance of the quality manual and monitoring of (and meeting) the statutory clocks.

Monthly meetings were being held between the Building Services Manager and the Building Systems Administrator at which workloads and overall system performance parameters such as internal audits, complaints, continuous improvements and staff changes were reviewed. Staff resources appeared to be appropriately managed. The need for contractor assistance was also part of these reviews. Regulation 9 Allocating Work to Competent Employees and Contractors This Regulation requires the BCA to have a system for ensuring the allocation of processing and inspections to competent persons (employees or contractors).

Allocation of work to competent personnel according to their competency was defined within the ADC BCA procedure for building consent application processing (BC 2) which appeared to be appropriate and implemented according to the procedure. Regulation 10 Establishing and Assessing Competence of Employees In regulation 10(1) a BCA is required to have a system for establishing the competence of a person who applies for employment to perform building control functions. The ADC procedure in section CA 1 of the BCA QAS Manual covered the assessment process for establishing the competence of a person who applies for employment to perform building control functions. The BCA’s documented procedure appeared to be appropriate.

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In Regulations 10(2) and (3) the BCA is required to have a system for regularly assessing the competence of employees performing building control functions. This system is to include: 10(3)(a) philosophy and principles of building design and construction; 10(3)(b) understanding and knowledge of building products and methods; 10(3)(c) knowledge and skill in applying the Act, the building code, and any other applicable

regulations under the Act; 10(3)(d) ability to process applications, inspect and certify work; 10(3)(e) ability to communicate with internal and external persons; 10(3)(f) ability to comply with the building consent authority’s policies, procedures, and systems.

The competency assessment process was defined in section CA 2 of the BCA QAS Manual. A review of competence of each BCA staff member and contractors had been undertaken within the past 12 months with good records being maintained. Regulation 11 Training Employees Regulation 11(1) requires the BCA to have a system for training its employees and 11(2) details training system requirements including making needs assessments, preparing training plans, providing training, monitoring effectiveness of training, supervising employees, recording qualifications, etc. and recording professional development Regulation 11(1) To meet this clause the BCA is required to have a training system for employees who perform building control functions.

The BCA had documented an appropriate system for training its employees in section CA 3 of its QAS Manual. Regulation 11(2)(a) requires regular (annual) training needs assessment for performing building control functions for the BCA. These are usually defined as the training needs for the organisation as a whole and for individuals within that organisation.

Training needs assessments for the organisation as a whole and individual BCA staff had been carried out by the Building Services Manager. Regulation 11(2)(b) requires the BCA to have Training Plans for all their staff performing technical roles. Regulation 11(2)(c) ensuring that employees receive the training agreed for them;

Training plans were in place as part of the BCA staff Performance Development Review (PDR) conducted for all BCA staff. Provision of training had occurred as planned and reviewed from time to time by the Building Services manager. Regulation 11(2)(d) requires the BCA to monitor and review employees’ application of the training they have received, including by observing relevant activities;.

Training evaluation forms were being used as part of ongoing monitoring of the effectiveness of BCA staff training which included annual competency assessments. Peer reviews were being used to assess the application of training received by BCA staff. Staff members were sometimes requested to present to other staff a talk on the subject matter covered by training received. These methods and implementation appeared to be appropriate. Regulation 11(2)(e) requires the BCA to have a procedure in place to supervise an employee whilst under training or at any other time supervision is needed.

Supervision of trainees and other staff was documented in the BCA QAS Manual (section CA 4). Records sighted gave evidence of appropriate implementation. Regulation 11(2)(f) & (g) requests the compilation of records including qualifications and certificates from training received and on-going professional development.

Qualifications of BCA staff had been recorded on the ADC Gateway system and were shown on the ADC competency table. Continuing professional development was being recorded on Training/Learning Logs which gave records of day to day learning. Maintenance of these logs was seen to be well implemented with logs being detailed and comprehensive.

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Regulation 12 Choosing and using Contractors Regulation 12 (1) requires a BCA to have a system for choosing and using contractors and Regulation 12 (2) defines what that system must cover. This includes establishing contractors’ competence, engaging contractors, making agreements with contractors, recording contractors’ qualifications, monitoring and reviewing their performance and regularly assessing their competence.

The BCA engaged contractors to cover building consent processing and competency assessments. The BCA had a documented system for choosing and using contractors. The BCA had appropriate systems in place to manage their contractors. Specifics are discussed below. Regulation 12(2)(a) requires a BCA to establish the competence of a person or organisation that they wish to engage as a contractor. Regulation 12(2)(f) requires a BCA to regularly (at least annually) reassess the competence of its contractors.

Supplier engagement and assessment of competence processes were well defined by the BCA. Regulation 12(2)(b) requires the BCA to have a system for engaging contractors if required. Regulation 12(2)(c) requires the BCA to have a system for making agreements with contractors if required.

The BCA had a documented system for engaging contractors including documenting the agreements it made. Offer of service contract agreements were being used, which outlined the scope of work required by the BCA. Regulation 12(2)(d) requires the BCA to establish and record contractors’ qualifications.

Records of Contractor qualifications were held together with copies of contractor CV’s. These had been collected and reviewed during contractor evaluations. Records held appeared to be appropriate. Regulation 12(2)(e)requires the BCA to monitor and review contractor performance.

Annual reviews of contractor performance had been done during contractor evaluations, with records of these held. Regulation 17(4)(b) requires contractor compliance with QA Systems (either the BCAs or their own).

The BCA had defined the requirements for both employees and contractors to comply with the BCA’s quality assurance system, (or for contractors to follow their own quality system) within the BCA QAS Manual. Procedures were appropriate and effectively implemented. Regulation 13 Ensuring Technical Leadership Regulation 13(a) relates to identifying employees or contractors, who are competent to provide Technical Leadership and 13(b) relates to giving those technical leaders powers and authorities to enable them to provide leadership.

The Technical Leaders had been identified as David Donaldson for processing, Mike Farrell for Inspecting and Kelvin Lysaght for structural. Each of these staff members had appropriate skills as recorded on the skills matrix. The appointment of Technical Leaders was well defined within the BCA QAS Manual section CA 8. Regulation 14 Ensuring Necessary Resources Appropriate technical information is required to be made available to those staff needing to make use of it.

An on-line system was in place for BCA staff via the ADC Gateway system giving access to technical information. ADC were also using the Standards NZ Online Library Service for technical guides and standards. All required standards were found to be available. Appropriate technical facilities are required to be made available to BCA staff.

Technical facilities such as computers and phones were available to all BCA staff together with appropriate PPE including safety boots, hard hats and high visibility jackets. Building inspection staff also had access to tablet computers for on-site recording of inspection results. Technical facilities available to BCA staff appeared to be appropriate.

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Appropriate, calibrated equipment is required to be made available to staff. BCA inspection staff had access to thermometers and moisture meters together with steel tapes and smart levels. Calibration of these devices was found to have been implemented according to the BCA’s procedures. Some minor changes to the wording of the Facilities and Equipment Management procedure (AD 3) were discussed in relation to the period of checks for moisture meters and the statement relating to the accuracy required for thermometers. See recommendations R3 + R4. The BCA is required to document the records it will maintain and where and for how long they will be stored.

The management of records relating the BCA quality system was defined in the BCA’s QAS Manual section QA 7 which appeared to be appropriate and well implemented. Regulation 15 Keeping Organisational Records A BCA is required by Regulation 15(1) to record its organisational structure and record in the structure reporting lines & accountabilities and relationships with external organisations.

The BCA had documented its organisational structure in an organisational chart. This showed reporting lines and accountabilities within the BCA. The organisational chart had been recently reviewed and updated. Relationships with external organisations were shown in an old version of the BCA organisation chart but not in the current version. It is strongly recommended that information contained within the old version of the organisation chart relating to relationships with external organisations is once again incorporated within the BCA’s documented systems. See strong recommendation R5. Regulation 15(2) requires that roles, responsibilities, powers, authorities & limitations are recorded. Job descriptions are required for all staff in the BCA (or alternate means to document roles and responsibilities).

Roles and responsibilities were documented in job descriptions. The ADC BCA Staff Delegated Authorities were covered in the ADC delegations manual which had been updated in October 2015. These appeared to be appropriate. Regulation 16 Filing Applications for Building Consent Regulation 16(1) requires unique identification of Application files.

Building consent applications or amendments to a building consent were each allocated a unique identification containing the file number and year of application. The purpose of Regulation 16(2)(a) is to provide a means for the BCA to verify an application files’ completeness prior to handing it over to the Territorial Authority for storage.

File checklists were being used to check that application files were complete. Some file contents were not always being stored in the building consent files even though they were available elsewhere such as specified systems location plans and fire reports. It is strongly recommended that copies of plans showing the location of specified systems and a copy of the fire report are held in building consent files. See strong recommendation R6. Regulation 16(2)(b) requires that the files are accessible and retrievable and 16(2)(c) requires that they are stored securely.

Files were stored in secure areas which were easily accessible enabling all files requested during this assessment to be retrieved when requested. Files were being held as a combination of both paper and in electronic form, with all files indexed and clearly identified. Public access to requested files was managed via the ADC customer services team who collaborated with records control staff to provide information to the public via email or compact disc.

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Regulation 17 Quality System Regulation 17(1) requires a BCA to have an integrated Quality System and 17(2) defines requirements for that system. Regulation 17(2)(a) requires that the system for assuring quality covers the policies, procedures and systems described in regulations 5 to 16 (arguably this should read 5 to 18 for clarity)

The BCA had documented its Quality System in the ADC QAS Manual. This covered the policies, procedures and systems described in regulations 5 to 18 of the Building (Accreditation of Building Consent Authorities) Regulations 2006. Regulation 17(2)(b) states that a Quality Policy is required. The DBH Regulation 17 guidance document requires that the quality policy includes high level measurable objectives. The intent of these objectives is to provide a framework for establishing the effectiveness of the quality assurance system.

The ADC Quality Policy was documented within the ADC QAS Manual, this gave the BCA’s objectives for quality that were appropriate and measureable. These were linked to management review meetings and included objectives such as customer service levels, staff resourcing levels and compliance with the requirements of the Building Act. Regulation 17(2)(d) requires BCAs to undertake regular operational reviews (meetings) to communicate progress against objectives.

Monthly operational management meetings were being held. Records of these meetings indicated that required elements were being covered, including resourcing, complaints, continuous improvements, and internal audit results. Regulation 17(2)(e) requires a documented system for management of continuous improvement of the performance of the BCA’s functions.

The BCA had a process for Continuous Improvement using an improvements register that appeared to be operating appropriately. Good records had been maintained, including issues identified and how they were being addressed. Some suggestions for improvement were noted which should be considered by the BCA with a view to improve the system for continuous improvement already in place. See recommendations R7 + R8. Regulation 17(2)(h) requires a procedure for ensuring that internal audit of every building control and related function is undertaken at least annually.

Internal audits had been scheduled annually to cover all areas of the BCA’s scope of work. Audits had been conducted according to schedule with good records maintained in the form of internal audit reports. Issues raised during audits were noted in the organisations improvements register and tracked to completion appropriately. Regulation 17(2)(i) required a documented and implemented procedure for the identification and management of Conflicts of Interest.

A documented procedure for the management of conflicts of interest (CoI) was in place in section QA 3 of the BCA’s QAS Manual. Implementation of this procedure had been well managed, with records of CoIs held on Declaration of Interest forms and listed on the BCA’s Conflicts Register in accordance with the BCA’s procedure. Regulation 17(2)(j) requires a procedure for communication with internal and external persons. This must document what, how, how frequently communications take place and who is responsible.

The BCA’s procedure for managing communications was well defined in section QA 4 of their QAS Manual. Communications were found to be appropriately managed. Regulation 17(2)(n) requires an annual strategic review meeting to be carried out according to the BCAs documented agenda.

The ADC QAS Manual documented an appropriate procedure for management review. These had been conducted on an annual basis with the last review occurring in May 2015. This review had been released in draft form, however it had not been finalised. It is strongly recommended that the strategic management review is completed for 2015; given that it was currently still only in draft form. See strong recommendation R9.

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Regulation 17(3) requires a Quality Assurance manager to be named.

The Quality Manager was defined as Michael Wong, who was the person responsible for managing the BCA quality assurance system. Regulation 17(3)(A) requires a documented system for management of complaints about professionals.

Concerns about practitioners were received and managed via the BCA’s procedure which clearly documented the process for recording and managing these using a ‘Concerns about Practitioners’ spreadsheet held on the BCA Building Gateway system. These appeared to have been recorded and managed appropriately. Regulation 18 Requiring technical qualifications Regulation 18(2) requires the BCA to have a system to ensure that every employee or contractor that performs building control functions by doing a technical job has appropriate technical qualifications

The BCA had defined what qualifications it considered to be appropriate for the work its staff undertook and had recorded the qualifications of its employees performing building control functions. Regulation 18(3)(a) requires the BCA to have a system for establishing the circumstances that would make it unreasonable for employees or contractors to hold the defined qualifications and Regulation 18(3)(b) requires those staff to be identified and recorded.

The BCA had defined the reasons that staff could be exempt from holding one of the defined qualifications and recorded those staff members who were deemed to be exempt on the BCA’s Competency Matrix. These appeared to be appropriate.

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CORRECTIVE ACTION REQUEST

Building (Accreditation of Building Consent Authorities) Regs. 2006 Clause No: 7(2)(d)(iv) CAR No: 1

Regulation 7(2)(d)(iv) requires the BCA to have appropriately documented and implemented procedures for processing of building consents. Finding: The BCA’s Building Consent processing sheets did not adequately cover all aspects of the Building Act. Action Required: Review and revise the ADC Building Consent processing sheets to ensure that all building code clauses are covered. E.g. Section 112 (Alterations to existing buildings) and section 115 (Code compliance requirements: Change of use). Please provide a copy of the revised procedure and processing sheets to IANZ for review and approval. Agreed clearance date: 18 Mar 2016

For Building Consent Authority use: Action taken: (please refer to any attachments) Signed: Date: Attachments: Yes / No Clearance by IANZ: Signature: Date:

17



CORRECTIVE ACTION REQUEST

Building (Accreditation of Building Consent Authorities) Regs. 2006 Clause No: 7(2)(d)(iv) CAR No: 2

Regulation 7(2)(d)(iv) requires the BCA to have appropriately documented and implemented procedures for processing of building consents. Finding: The BCA’s Building Consent processing sheets did not adequately cover all aspects of the Building Act in relation to Fire Reports. Action Required: Review and revise the ADC Building Consent application procedure in relation to Fire Reports. Prepare an action plan to ensure that Fire Reports are considered appropriately. This should include a training plan for BCA staff. Please provide copies of the revised procedure, action plan and training plan to IANZ for review and approval. Please provide evidence of BCA staff training to IANZ. Conduct peer reviews of Building Consent application files which contain Fire reports and provide copies of 2 examples to IANZ for review. Agreed clearance date: 8 Apr 2016

For Building Consent Authority use: Action taken: (please refer to any attachments) Signed: Date: Attachments: Yes / No Clearance by IANZ: Signature: Date:

18



RECOMMENDATIONS Recommendations are intended to assist your organisation in its efforts to maintain an effective quality management system. They are not conditions of accreditation. R1. Reg 7(2)(a) It is strongly recommended that information released by ADC to the public is

reviewed and revised in relation to Section 112 including the wording used, so that it aligns better with the wording of the Act. In addition, information surrounding CCC issue and the 24 month decision period, together with clarification on the use of producer statements should be addressed. References to DBH should be changed to MBIE. Also the ADC website has different content to the hardcopy brochures and should be better aligned.

R2. Reg 7(2)(f) It is strongly recommended that Notices to Fix incorporate a better description of

the building work involved, together with the section of the Act that has been breached and when the breach occurred. Also, the timescale by which remedial work is required to be completed should be included.

R3. Reg 14 It is recommended that the procedure for the calibration checks of moisture meters

reflects the actual intended period of these checks. E.g. annually. R4. Reg 14 It is recommended that the procedure for calibration of thermometers expresses the

intended acceptable tolerance range more clearly. E.g. Plus or minus 1 degree Celsius. R5. Reg 15(1)(b) It is strongly recommended that information contained within the old version of the

organisation chart relating to relationships with external organisations is once again incorporated within the BCA’s documented systems.

R6. Reg 16(2)(a) It is strongly recommended that copies of plans showing the location of specified

systems and a copy of the fire report are held in building consent files. R7. Reg 17(2)(e) It is recommended that the ’implemented’ field on the continuous improvement

register is only filled in after the improvement has actually been implemented and closed out. R8. Reg 17(2)(e) It is recommended that the improvement register is used to record the track history

of longer term actions, thus maintaining a record of work completed to date. R9. Reg 17(2)(n) It is strongly recommended that the strategic management review is completed for

2015; which was currently only in draft form.

19

REPORT Date: 14 April 2016 Report to: Environmental Services Committee From: Building Services Manager Subject: Outstanding Code Compliance Certificates

6.2 Outstanding Code Compliance Certificates

6.2.1 Summary Having completed a previous Corrective Action Request (CAR) in order to renew our Accreditation, the Building Services Department made a decision to continue reviewing all historical consents where a decision to either issue or refuse a Code Compliance Certificate (CCC) had not been made.

6.2.2 Recommendation

That the Environmental Services Committee receives this report and be updated annually of further progress.

6.2.3 Background

Section 93(2)(b) of the Building Act 2004 states that if no application is made by the owner of the property prior to the two year anniversary of the building consent being issued, Council must decide whether or not to issue a Code Compliance Certificate.

Section 92 of the Act states that it is the owner’s responsibility to apply for a CCC. There are no implications for Council for having an outstanding building consent. There are however possible implications for the property owner. Insurance cover may be declined and if the property is a commercial one there is also a possibility of fines under the Building Act for operating a business from a building that has not been granted a CCC.

As part of our Accreditation assessment audit in 2014, a CAR was raised due to the number of historical building consents where there had not been a decision to either issue or refuse a CCC at the two year anniversary of the building consent being issued. The time period that this CAR related to was the two years prior to the original assessment audit in 2008 and affected approximately 1,200 building consents. These 1,200 consents were cleared by June 2014, as required by the CAR.

Although not required to do so by law, Managers decided in June 2014 to continue reviewing historical building consents in the interests of best practice. This involved a further 5,515 consents. That number as at the end of March 2016 is now down to 4,093.

All councils throughout the country have this issue of historical building consents not being signed off and all have received friction from the property owners when councils have been proactive in following them up.

The Committee should also note that once we have issued a decision to refuse a CCC there is nothing stopping the property owner from applying for a CCC in the future once work has been completed. The two year timeframe was an attempt by legislation to make property owners apply for a CCC as the previous Building Act 1991 had no set timeframes.

Environmental Services Committee 14 April 2016 Matters for Committee decision

20

6.2.4 Options and Risks Considered

Council must ensure it continues to monitor the two year anniversary of an issued building consent and make a decision regarding the CCC. This is a requirement of the Building Act. However, there is no legal requirement to continue reviewing all historical building consents. Proactively continuing to complete the outstanding CCCs may come at a financial cost to Council, but completing it sooner rather than later will lessen the costs in the future.

6.2.5 Statutory Implications If Council fails to comply with the Building (Accreditation of Building Consent Authorities) Regulations 2006, it may lose its Accreditation as a Building Consent Authority.

6.2.6 Significance and Engagement This matter is not considered significant, and community consultation is not required.

6.2.7 Financial Implications The financial implications to Council for an outstanding building consent will vary depending on the age of the consent and the number of inspections to be carried out and previously paid for. For example, a building consent issued in 2006 when inspection costs were $75 per inspection and have four inspections to complete; when we carry out those inspections, we lose $87 per inspection as the current charge out rate is $162 per inspection. There may also be financial and insurance issues for the building owner that are not related to Council.

PREPARED BY MICHAEL WONG Building Services Manager

APPROVED BY JANE DONALDSON Group Manager Environmental Services

Active and outstanding building consents (no CCC has been issued)

Check Date 1992-94 1995-97 1998-00 2001-03 2004-06 2007-09 2010-12 2013 2014 Total

06/01/2015 Active Consents 371 394 717 990 859 516 390 292 723 5252

27/07/2015 Active Consents 361 390 708 968 792 490 346 198 435 4688

05/01/2016 Active Consents 347 381 677 925 751 466 325 154 313 4339

31/03/2016 Active Consents 292 371 649 892 728 452 305 141 263 4093

Year

Environmental Services Committee 14 April 2016 Matters for Committee decision

21

7. Activity Reports 7.1 Triannual Performance Report

The second Triannual Performance Report for 2015/16 is now available, and covers the 1 July 2015 – 29 February 2016 period. Attached

The report has been divided into three parts to reflect activities in the appropriate committees of Council. This report covers activities within Environmental Services.

The purpose of the report is to allow Council and Activity Managers to track progress towards the Long Term Plan 2015-2025 non-financial performance measures throughout the year, allowing emerging issues to be detected early and ultimately improving service delivery across the organisation.

7.2 Building Services

7.2.1 Building Consents/Amendments

Note: figures in brackets are for the corresponding month the previous year

Note: figures in brackets are for the corresponding month the previous year

Month

Building Consents Received

Building Consents Received

YTD

Building Consents

Issued

Building Consents

Issued YTD

% Processed within 20

Days

Inspections Carried Out (max wait time

in brackets)

CCC Issued

within 20 Days

Apr 110 (120) 407 (424) 118 (126) 411 (408) 100% 359 (5) 100% May 132 (141) 539 (565) 136 (152) 547 (560) 96.3% 578 (5) 100% Jun 93 (146) 632 (711) 92 (128) 639 (688) 98.9% 436 (5) 98.5% Jul 106 (112) 738 (823) 110 (107) 749 (795) 98.2% 393 (3) 100% Aug 73 (90) 811 (913) 83 (112) 832 (907) 97.6% 421 (5) 100% Sept 74 (91) 885 (1004) 75 (80) 907 (987) 98.7% 385 (5) 100% Oct 83 (104) 968 (1108) 59 (91) 966 (1078) 98.3% 395 (3) 100% Nov 68 (87) 1036 (1195) 71 (91) 1037 (1169) 100% 353 (3) 100% Dec 66 (58) 1102 (1253) 63 (73) 1100 (1242) 100% 283 (3) 99% Jan 43 (62) 43 (62) 61 (70) 61 (70) 96.7% 175 (2) 100% Feb 84 (107) 127 (169) 78 (97) 139 (167) 97.4% 297 (3) 99% Mar 103 (125) 230 (294) 80 (126) 219 (293) 100% 317 (3) 98%

Month

Building Amendment

Received

Building Amendment

Received YTD

Building Amendment

Issued

Building Amendment Issued YTD

% Processed within 20

Days Apr 7 (11) 30 (33) 3 (10) 21 (29) 100% May 8 (4) 38 (37) 8 (9) 29 (38) 100% Jun 9 (9) 47 (46) 18 (6) 47 (44) 94.4% Jul 3 (9) 50 (55) 4 (14) 51 (58) 75% Aug 4 (9) 54 (64) 7 (10) 58 (68) 100% Sept 6 (10) 60 (74) 3 (14) 61 (82) 100% Oct 5 (10) 65 (84) 6 (2) 67 (84) 100% Nov 8 (7) 73 (91) 7 (6) 74 (90) 100% Dec 13 (3) 86 (94) 7 (6) 81 (96) 100% Jan 5 (7) 5 (7) 5 (5) 5 (5) 100% Feb 8 (7) 13 (14) 10 (4) 15 (9) 100% Mar 5 (9) 18 (23) 5 (10) 20 (19) 100%

Environmental Services Committee 14 April 2016 Activity reports

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7.2.2 Fencing of Swimming Pools

Currently there are 853 properties that have or have had swimming pools installed and our KPI is to inspect 20% of known pools. To date we have inspected 56.5% of known pools (482/853), 201 properties no longer have a pool installed (retired), 84 have minor compliance issues and 138 are fully compliant.

A proposed Amendment Bill has been introduced into Parliament to revoke the Fencing of Swimming Pools Act 1987 and incorporate it into the Building Act. It has had its first reading in Parliament and is now at the Select Committee stage with the report due back on 14 April 2016.

Month Properties Inspected

Properties Reinspected Pass Failed Retired

Apr 31 2 7 8 12 May 18 2 1 7 8 Jun 34 0 5 8 15 Jul 82 9 36 11 26 Aug 22 1 12 1 8 Sept 4 4 3 0 1 Oct 0 0 0 0 0 Nov 15 5 7 1 3 Dec 4 0 1 1 2 Jan 1 0 0 0 1 Feb 1 0 0 0 1 Mar 5 0 3 1 1


23

7.3 Planning

7.3.1 Resource Consents

Resource Consents March 15 March 16

No. of resource consent applications decided1 17 14 No. of resource consents decided within statutory timeframe 17 14 Notified/ Limited notified applications decided 1 0


24

Other No. of 223 Certificates processed 9 5 No. of 224 Certificates processed 3 6 No. of building consents reviewed against District Plan2 39 22 LIMs LIMs Produced 67 74 LIMs Produced within 10 working days 67 74

1. Includes applications for subdivision, land use and other consents (e.g. application to change conditions of consent).

2. Building consent applications are assessed against all relevant rules in the District Plan to determine if resource consent is required. The applicant for building consent is advised accordingly if resource consent is required.

JANE DONALDSON Group Manager Environmental Services


25

Triannual Performance Report

1 July 2015 – 29 February 2016

Environmental Services

ES TRIANNUAL PERFORMANCE REPORT 1 2015/16| 1 July – 29 February 2016

2

CONTENTS

Emergency Management ........................................................................................................................ 4

District Planning ...................................................................................................................................... 4

Environmental Health ............................................................................................................................. 7

Alcohol and Gambling Venue Licensing .................................................................................................. 8

Animal Control ........................................................................................................................................ 9

Building Regulation ............................................................................................................................... 10

Land Information .................................................................................................................................. 12


3

About the Triannual Performance Report

This is Ashburton District Council’s Triannual Performance Report (TPR), for the period 1 July 2015

– 29 February 2016. It is the second report for the 2015/16 financial year. Ashburton District Council undertakes regular interim reporting to support its performance

management process. Regularly tracking progress against performance measures enables Council

to detect and respond to potential performance issues early. The report is structured in line with the Long Term Plan, Annual Plan and Annual Report, with activities presented in groups. Each activity is evaluated against performance measures and

targets, with explanatory comments provided by the relevant manager.

Please note that this report has been divided into three parts to reflect activities in the

appropriate committees of Council. This report covers activities under the Environmental Services

Committee of Council.


4

Emergency Management With Council having made the decision to merge with South Canterbury Rural Fire Authority for the purposes of meeting its obligations under the Forest and Rural Fires Act and Regulations, work

is progressing both at political and operational levels to effect this merger, and a formal sign off on the merger is likely within the next two months. With the Department of Internal Affairs announcement recently of the proposal to merge rural and

urban fire services into a single new fully integrated national fire service, discussions between all affected parties have been progressing. The proposal for the Ashburton Rural VRFF to move across to Burnett St NZFS fire station as their new home with the current brigade volunteers is being discussed as an alternative option to building a separate new station at South St, a proposal

that was started before the DIA announcement.

Building work has finally commenced on a replacement fire station at Hinds, and the replacement

water tanker for Rakaia is nearing completion.

Planning is under way for a new training room, toilet and basic kitchen facilities for the Mt Somers

fire station. Public awareness of the ‘get ready get thru’ CDEM message is being promoted to the community

through presentations and maintaining a CDEM presence at local expos such as the recent Age Concern expo.

Don Geddes, Emergency Management Officer

1. The community has access to information about local hazards and how to prepare for them.

Measure 2015/16

Target

YTD Target Result Comments

Increase community and business

awareness of the risks from hazards and their

consequences through community

presentations.

5 community presentations

3-4 community

presentations

3 presentations delivered

✓ 3rd year medical students,

Newcomers Network, Longbeach Scouts


5

2. Rural fires are responded to promptly

Measure 2015/16 Target


Registered volunteer

fire forces on flex

paging turnout are despatched within 10 minutes of the alert

time.

90% 90% 92.8% ✓ 111 of 119 calls

responded to within

10 minutes

3. Our civil defence and rural fire services meet the community’s needs.

Measure 2015/16

Target YTD Target Result Comments

Residents are satisfied with the civil defence

services provided by Council.

85% 85% 94% (2014/15

result) ϟ 2015 survey result.

The 2015/16 final

result will be available in TPR 3

2016.

Residents are satisfied with the rural fire

services provided by Council.

85% 85% 94% (2014/15

result) ϟ 2015 survey result.

The 2015/16 final


2016.


6

District Planning The Planning Department returned to two full time consents planners during the latter part of the

reporting period. Consent numbers decided in January and February were higher than last year and

reversed the trend of lower numbers in previous months.

Ian Hyde, District Planning Manager

1. We provide an efficient and responsive consent processing service

Measure 2015/16


Resource consents are issued within required

timeframes.

100% 100% 100% ✓ All resource consents processed within

statutory

timeframes.

Subdivision plan approval certificates

(RMA Sect. 223) are issued within 10

working days. (CHANGED)

100% 100% 100% ✓ All applications approved within

statutory timeframes.

2. We provide quality and timely planning processes, advice and information

Measure 2015/16


Complaints regarding

resource consents are responded to within 5 working days.

(CHANGED)

100% 100% 95% × 20/21 were

responded to within 5 working days (all in time within

TPR2).

Residents are satisfied with the standard of

Council’s district planning activities.

75% 75% 77% (2014/15

result)

ϟ 2015 survey result. The 2015/16 final


2016.


7

Environmental Health The reporting period has seen the resignation of our Environmental Health Officer whose key role in food safety has been contracted out to Food and Health Standards (2006) Ltd with staff fully

qualified in food safety auditing under the Food Act 2014. The company is more than capable of providing a professional service which will take the Council and local business operators through the three year transition period of the new Act.

While early indications that the service provider will meet expectations are encouraging it has been necessary to change various processes and procedures in order for Council to meet expectations which has impacted on the audit timetable, but the service provider is confident that end of year targets can still be met.

The contract for noise monitoring has also changed hands during the reporting period with services now provided by Talbot Security. Early indications that we continue to provide a

professional monitoring service are also encouraging.

Rick Catchpowle, Environmental Monitoring Manager

1. Food services and premises are safe and healthy for the community

Measure 2015/16


Registered food premises are risk

assessed each year.

80% n/a 24% ϟ Food premises are subject to an audit

programme spread

across the year

which is set against the End of Year

Target. Staff are on-track to meet the

target.

2. We respond efficiently to nuisance and noise complaints

Measure 2015/16


Noise complaints are

responded to within 2 hours.

100% 100% 97% × The slight shortfall is

due to a small number of occasions

where the distance

of travel and other call outs affected the

response times.


8

Alcohol and Gambling Venue Licensing Our contracted Alcohol Licensing Inspector continues to ensure operators are kept well informed of their legislative responsibilities and obligations through regular meetings with operators to

discuss the impact of new legislation. This is followed up with the distribution of the Licensee newsletter which continues to be well received. The District Licensing Committee continues to become better accustomed to their role of

considering and determining applications for licences and other related matters. Rick Catchpowle, Environmental Monitoring Manager

1. Licensees are well informed of legislative and local requirements and expectations regarding the sale of alcohol

Measure 2015/16


Council’s licensee newsletter is distributed to

licensees.

4 newsletters 2 newsletter 3 newsletters produced

ϟ Newsletter produced and circulated in

September,

December and March.

2. The responsible sale of alcohol is promoted through the Local Alcohol Policy developed by Council in consultation with the community, and the issuing and monitoring of

alcohol licenses

Measure 2015/16


Residents are satisfied

with how Council undertakes its role in

alcohol licensing.

(NEW)

75% 75% 80% (2014/15

result –

please note this

question

is being

worded

differently in 2016)

ϟ 2015 survey result.

The 2015/16 final result will be

available in TPR 3,

2016.


9

Animal Control This reporting period saw the previous contract come to a close and the new contract awarded to First Security Guard Services Ltd with the local branch of First Security taken over by Masterguard

as the service provider of the contract. The change-over in service provider has not unduly affected the level of service provided and Council staff have been on hand to help new contractor staff settle into their role and adjust to

Council procedures and processes. Early indications suggest the new service provider is more than capable of providing a professional service which will meet expectations. Rick Catchpowle, Environmental Monitoring Manager

1. We maintain an accurate district record of dogs and their owners

Measure 2015/16


Known dogs are

registered or otherwise accounted for.

98% TPR1 70%

TPR2 85%

TPR3 98%

93% ϟ On target

2. We provide an efficient and responsive animal control service

Measure 2015/16


Required response

times for animal control incidents are

met.

Urgent

incidents are responded to

within an hour.

100% 100% ϟ On target.

Complaints about lost, found,

wandering and barking dogs are responded to

within 5

working days (NEW)

100% 100% ϟ On target.

Residents are satisfied with Council’s animal

control services.

80% 80% 80% (2014/15

result)

ϟ 2015 survey result. The 2015/16 final

result will be available in TPR 3,

2016.


10

Building Regulation It has been a steady eight months so far, with 599 building consents issued with a value of work totalling $87,653,494.

In comparison to the same period last year both building consent numbers (717) and value of work ($110,462,956) are lower this period. This drop is mainly due to the lower forecasted dairy prices.

The number of inspections have also decreased with 2,700 inspections been carried out compared to 3,210 for the same period last year. Inspections are now taking longer to complete as buildings are getting larger and more complex.

Michael Wong, Building Services Manager

1. We provide quality building and regulation services

Measure 2015/16


Council maintains its

Building Consent Authority

accreditation.

Accreditation

remains

Accreditation

remains

Accreditation

remains

ϟ February 2016

assessment resulted in 2

Corrective Action Requests to be answered.

Buildings with compliance

schedules are audited each year.

10% 6.7% 12.1% ϟ 60 inspections have been carried

out this period.

Swimming pool

fences are inspected

for compliance with the Fencing of Swimming Pools Act.

(NEW)

20% of

known pools

13.3% of

known pools

12.4% ϟ 106 pool fencing

inspections were

carried out this period (currently there are 170

known pools per year to be

inspected).

2. We provide accurate information and advice to the community

Measure 2015/16


Public information sheets reviewed

annually.

100% 100% 100% ϟ Building is working with Community

Relations to help spruce up our current information sheets.


11

3. We provide an efficient and responsive building service

Measure 2015/16


Building consents are processed and decision

made within 20 working days.

100% 100% 98.5% × Nine building consents did not

meet the deadline. The reasons behind

the failure to meet the deadline have been investigated

and where possible

improvements have been added to our systems.

Project Information Memoranda are issued within 20 working days.

100% 100% 100% ϟ Eleven PIM applications were processed in this

period.

Complaints are responded to within 48

hours.

100% 100% 100% ϟ Complaints are acknowledged and

complainants advised that further

investigations will take place with a formal decision

issued following the investigation.


12

Land Information LIM applications were again high for the first reporting period with 95 in November being the

highest month on record before being beaten by February with 102. Once again the average turnaround time for LIMs at 5.8 working days was well within the ten working day target. Ian Hyde, District Planning Manager

1. We provide a prompt and efficient Land Information Memoranda service

Measure 2015/16 Target


Land Information

Memoranda are

processed within 10 working days.

100% 100% 99.8% ✓ Unfortunately one

LIM did go over time

in the period (by 1 day), the first in over

2,100 produced.

Environmental Services Committee Delegations

Type of Committee Council Committee

Subordinate to Council

Subordinate Committees

Legislative Basis Committee constituted by Council as per schedule 7, clause 30 (1)(a),

LGA 2002.

Committee delegated powers by Council as per schedule 7, clause 32,

LGA 2002.

Membership Twelve Councillors and Mayor (ex officio)

Quorum Seven

Delegations Council delegates to the Environmental Services Committee all of the

duties and decision-making powers within the following areas of

responsibility:

Regulatory Activities including:

Building control

Hazardous Substances

Environmental protection and health, nuisances and complaints

Fencing of swimming pools

Animal control and dog registration

Litter

Alcohol licensing

Naming of roads

Noise control

Parking enforcement

Resource management

Street names and property numbering

Subdivision and development control

Class 4 Gambling Venues

Rural fire

Civil Defence

Freedom Camping

Food safety

Community Services including:

Community Safety

Grants for community projects and to social agencies

To conduct statutory hearings on regulatory matters including:

Dog and stock control

Health

Swimming Pools

Building

Resource Management

Litter

o The power to appoint hearing panels comprising members of the Environmental Services Committee shall be delegated

to the Chairperson of the Environmental Services Committee, or in his/her absence, to the Deputy Chairperson

of the Environmental Services Committee

o Those hearing panels so appointed shall be authorised to deal with the appeal for which they are appointed without further instruction from the Committee.

To approve commissioners and/or panels of elected members for

resource management hearings

The power to appoint a Hearing Committee or Hearing Commissioner shall be delegated to the Chairperson of the

Environmental Services Committee, or in his/her absence, to the Deputy Chairperson of the Environmental Services

Committee.

Planning and strategic direction with regard to:

Building regulation

Animal control

Alcohol Licensing

Gambling

District Plan

o To make decisions on District Plan changes exclusive of making them operative

o the initiation of District Plan changes or District Plan variations

o administration o open space

Civil Defence and Emergency Management

Freedom Camping

Community safety and wellbeing

Local Approved Products

All the duties and responsibilities listed above must be carried out in accordance with the relevant legislation including:

Amusement Devices Regulation 1978

Animal Welfare Act 1999

Building Act 2004

Building Research Levy Act 1969

Civil Defence Emergency Management Act 2002

Dog Control Act 1996

Fencing of Swimming Pools Act 1987

Fire Service Act 1975

Food Act 1981

Food Hygiene Regulations 1974

Forest and Rural Fires Act 1977

Forest and Rural Fires Regulations 2005

Gambling Act 2003

Hazardous Substances and New Organisms Act 1996

Health Act 1956

Historic Places Act 1993

Impounding Act 1955

Litter Act 1979

Machinery Act 1950

Psychoactive Substances Act 2013

Public Bodies Contracts Act 1959

Public Works Act 1981

Resource Management Act 1991

Sale and Supply of Alcohol Act 2012

Summary Proceedings Act 1957

Limits to Delegations Matters that must be processed by way of recommendation to Council

include:

Making operative District Plan changes

Decision to notify the Reviewed District Plan and make operative

Amendment to fees and charges relating to all activities

Powers that cannot be delegated to committees as per the Local

Government Act 2002 and sections 2.3 and 2.4 of this Delegations Manual. Delegated authority is within the financial limits in section 7.1 of this Delegations Manual.

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