Councillor Norm Bruning. Councillors Lyall Thurston and Jane Nees. Steve Everitt (Waterline Engineering)

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1 Notes from the Kaituna Catchment Control Scheme Liaison Group meeting, held in the Conference Room of Kiwi360 on Thursday, 28 November 2013 commencing at 1:00 pm. Present: Chairperson: Councillors: Liaison Group members: Regional Council staff: In attendance: Apologies: Councillor Norm Bruning Councillors Lyall Thurston and Jane Nees Richard Weld, Lindsay Marshall, Doug Pamment, Roger Hintz Carl Iversen (Land Drainage Manager and Councillor G Searnacke (Rotorua District Council) Ken Tarboton (Group Manager Natural Hazards), Bruce Crabbe (Rivers and Drainage Manager), Tony Dunlop (Principal Works Engineer), Kirsty Brown (Asset Management Officer), Roger Waugh (Principal Technical Engineer) and Pim de Monchy (Senior Land Management Officer). Steve Everitt (Waterline Engineering) Cor Verway, Henry By de Ley, Chairman Leeder, Councillor Tahana Councillor Bruning opened the meeting. 1 Tabled items Draft Proposed Waterway Fencing Policy 2 Matters arising from previous meeting notes The notes from the previous meeting held 21 March 2013 were approved as a true and correct record of the meeting. Weld/Searnacke CARRIED Ken Tarboton gave a brief overview of the tasks and outcomes from the previous liaison group meeting. With regards to Richard Weld s query concerning drainage improvements from the new Kaituna Road formation, Roger Waugh advised that NZTA have a proposal to discuss with Richard which will involve the scheme adopting another drain. Richard advised that his query was more on the design of the swale containment for the motorway and whether this has been checked by Council. Roger advised that the drainage design has been peer reviewed by the Regional Council s Consents section. A

2 Group members raised concerns with the Pah Road culvert including the effect it will have on flooding, and the potential for weed and sediment build up. Roger Waugh advised that: The culvert design has been approved by the Regional Council. An agreement is in place with NZTA and the subsequent roading authority (Western Bay of Plenty District Council) for the maintenance and associated costs of the culvert to be their responsibility. Doug Pamment made the suggestion that the culvert be de-silted prior to any major flood. Roger Hintz expressed concern over the earth floor in the box culvert in the Diagonal Drain associated with maintenance activities. Roger Waugh agreed and advised that this has been raised with NZTA. Roger Hintz also questioned the design life for sheet piling and was advised that it had a life expectancy of 70 years. 3 Meeting notes 3.1 Kaituna Maketū re-diversion update Pim de Monchy, Senior Land Management Officer provided a comprehensive overview and update on the Kaituna Maketū Re-diversion Project. The following key points were highlighted: Historical background information using historical maps and aerial photographs. Project overview: programmed to lodge resource consent application and notice of requirements for land in June Covered the existing situation and the proposed options, with Option 2 of widening Ford s Cut being the preferred option. Feedback received:overall feedback has been in support for the concept of restoring the estuary and river and how best to achieve that. Key themes include cultural (food source, mauri), erosion, navigation (maintaining boat access), ecological, water levels (low tide for drainage and during a flood) etc. Overview of the preferred Option 2 was approved by Council discussion continued on Don Patterson s alternative option of building a weir at Te Tumu and diverting the river downstream. The group were advised that this option would stop boating navigation at Te Tumu. Modelling results from DHI for existing and proposed mean river flows; plus 1% AEP Flood mid estuary. Where to from here:ecological studies over summer; cultural impact assessment to be produced; more modelling; public meeting in February 2014; Assessment of Environmental Effects to be completed 30 April 2014; public and council meetings in May 2014, lodge resource consent application and notice of requirements for land by June Brief discussion followed capital works report update Roger Waugh gave a detailed summary of the capital works programme for the scheme. 2 Notes from the Kaituna Catchment Control Scheme Liaison Group meeting 28 November 2013

3 The following topics were highlighted and discussed: Revenue and expenditure for the period ending June 2013: Additional revenue of $73,000 was received $59,000 from LAPP payment for the flood events and $14,000 from NZTA for on-going operating expenditure until the Bell Road Pump Station was vested with the Regional Council. Overall actual revenue was $105,000 higher than forecasted. $57,000 transferred into reserve accounts. Current balance for flood reserve at 30 June 3013 is.$1,765,612 Richard Weld queried employee benefit expenses of $2,000. Capital flood damage repair works overall budget $1,138,000; actual expenditure of $977,000. Currently underspent by $161,000. The group was advised that this is the last year of the flood protection and repair project. Total capital expenditure of $3,502,000 compared to the budget of $3,764,000 resulting in an under-spend of $262,000. Detailed discussion followed on whether Council has considered applying to external funding sources for example pub charities/lotto for works. Staff felt that the river scheme would not be eligible. Councillor Searnacke advised that Rotorua District Council has been successful applying with NZCT and Southern Cross for funding toward projects like the museum. It was agreed that staff will investigate and follow up with Councillor Searnacke. Roger Waugh continued by providing a brief summary to date for the current financial year ending October He advised that the Opex expenditure is slightly overspent but that the scheme is still forecasted to close on budget at the end of the financial year. Roger further advised the overall expenditure versus TYP budget situation for the flood damage restoration programme is as follows: Total TYP budgets 2011 to 2014 $2,863,000. Amended overall flood repair estimate $2,949,236. Estimate of flood repair works in excess of current TYP budgets $86,236. The group was advised that the flood damage restoration programme is in its last year Maintenance and flood damage report update Tony Dunlop gave a PowerPoint presentation showing photos of before and after repair works as well as examples of willow mulching and layering. He advised that flood damage repair works have progressed very well and are now in the final stage. Tony continued with an overview of the maintenance works, highlighting the following key points: Concentrating on keeping on top of maintenance works. Importance of getting in and fixing small maintenance jobs before they become a bigger problem. Problems with stock control and damage to vegetative protection. Importance of willow maintenance. Notes from the Kaituna Catchment Control Scheme Liaison Group meeting 28 November

4 Discussion continued on the following topics: Due to local rock supply being committed to the TEL project, rock has been coming from Matahina. Key outcomes of Gary Williams recent visit and his review of the repair works in particular changing the rock grade used to ensure knitting in plus the importance of using skilled and experienced digger drivers. The dumping of dead animals and offal becoming a problem. Discussion continued on the Waitangi Bridge blockage works. Roger Hintz expressed concern regarding repair works making problems on the other side of the river and questioned whether works are supposed to be carried out above the bridge. 3.4 Bell Road drainage performance investigation Roger Waugh advised that recent flooding issues and the overall performance of the Bell Road pump station has shown that water appears to be coming down the system more quickly than originally predicted. Staff are currently working with NZTA to get the Bell Road B culvert reinstated and that David Napier (Harrison & Grierson Ltd) has been appointed to review the issues and review what can be optimised with the current assets. The group were also advised that staff are also working with Bell Road landowners. Brief discussion followed. Lindsay Marshall stated that it was good to hear that staff are working with NZTA to get Bell Road working properly. He questioned whether the Pāpāmoa area had been rated high enough. The group were advised that one of the work streams in the River Scheme Sustainability Project covers whether the currently rating system is appropriate. Lindsay continued by expressing his concern with the performance of the detention ponds and the runoff of the Tara Road subdivision. Roger Waugh advised that this will part of the drainage investigation. 4 Other business Fencing Policy referring to the tabled item. Bruce Crabbe requested further feedback from the Group on the proposed River Scheme Waterway Fencing Policy. He advised that the draft policy was the same as previously presented but feedback from the other liaison groups has resulted in an amendment making landowners responsible for controlling fence line weeds. This was accepted by the liaison group members. Flood warning system update Roger Waugh advised that a review of the flood warning process and procedures has been carried out. He advised that alongside the historical phone trees to issue flood warnings, a new automated flood warning message system has been implemented. An update on the Cruickshank Drain outlet culvert was requested. Roger Waugh advised the Group that an on-site meeting with affected landowners has been proposed for 12 December Scheme members advised that Henry By DeLay was the most affected landowner and once agreement was reached should progress the culvert installation. Crawford works on the Waiara Stream were queried. Tony Dunlop advised that Mr Crawford has installed a culvert and that the Regional Council will be contributing towards the stopbank. 4 Notes from the Kaituna Catchment Control Scheme Liaison Group meeting 28 November 2013

5 Noticed not using local contractors using Whakatāne contractors Wilson Brothers Earthmovers Ltd. Tony Dunlop advised that for that particular job Wilson Bros contractors were used because only they had the specialised equipment required. Lindsay Marshall raised concerns at the level of weed spraying up to the top of Bell Road drain banks and commented that he is not sure it s the right way to do it. Lagoon cut-off by the TEL. Concern was expressed about the stagnant condition of the lagoon cut-off. Roger Waugh advised that NZTA is aware of this issue and that they are not prepared to spend any money on it. The group members expressed a desire that the lagoon be filled up. Councillor Searnacke advised that Councillor Peter Bentley will be replacing her as the Rotorua District Council representative on the liaison group. Site visit followed. Meeting closed 3.10 pm Notes from the Kaituna Catchment Control Scheme Liaison Group meeting 28 November