RESOLVED

THAT the apology of His Worship the Mayor, Cr Tregidga and Cr Munro be received and sustained.

PF00/141 Hayden/Laurich CARRIED

Pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the Chairman called for late items to be accepted.

RESOLVED

THAT pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the following late items be accepted for discussion.

- Audit Committee Report

The item was not on the agenda because information had become available after the agenda deadline.

Discussion on the item could not be delayed because consideration needed to be given to the matter before the next meeting.

- Planning & Environmental Services Managers Supplementary Report

The item was not on the agenda because information had become available after the agenda deadline.

Discussion on the item could not be delayed because consideration needed to be given to the matter before the next meeting.

PF00/142 Gordon/Hayden CARRIED

RESOLVED

THAT the minutes of the meeting of the Planning and Finance Committee held on Thursday 16 November 2000 be taken as read and confirmed.

PF00/143 Laurich/Gordon CARRIED

There were no matters arising from the minutes.

The Community Services Manager’s monthly report was attached for the Committee’s consideration.

RESOLVED

THAT the report be received.

PF00/144 Hayden/Laurich CARRIED

The Community Services Manager advised that if there was any rain between now and the middle of next week, the road in the Karangahake Reserve would have to remain closed, as the sealing would not have been done.

The Community Services Manager advised that the claim submitted for costs incurred diverting the traffic following the stopping of Seddon Street Waihi as a result of possible subsidence risk had been unsuccessful. Unfortunately business interruption did not cover physical construction costs.

CORPORATE SERVICES DEPARTMENT REPORT (01.012.024)

The Corporate Services Manager’s report on the operations of the Corporate Services Department for the month of November 2000 and financial statements for the 4 months ended 31 October 2000 were attached for members’ consideration.

A payments listing for the month of November 2000 was tabled at the meeting for members’ information.

RESOLVED

THAT the report on the operations of the Corporate Services Department for November 2000 and the interim financial reports for the 4 months ended 31 October 2000 be received.

PF00/145 Gordon/Laurich CARRIED

The Corporate Services Manager advised that Council’s rating revaluation was halfway through the objection period. Public notice was given on Wednesday 8 November and individual notices had been delivered on 20 November. Objections close on 21 December.

Mr Leonhart also reported on progress with the valuation of utilities. One issue that had yet to be addressed was whether improvements below the ground were included in land value or were improvements. The Corporate Services Manager commented that there was concern about spending money on legal opinions or declaratory judgements when this was an item of national importance and should be handled at that level.

The Corporate Services Manager advised that on occasion Council received requests for rebates on water by meter accounts because of major leaks on properties. Council did not have a process or policy in place to deal with these requests. The approach so far had been to usually deny these requests for reduction in the account. However at times a reduction in the account may be warranted.

RESOLVED

THAT the General Manager be given delegated authority to remit a portion of a water by meter account taking into account the consumers previous consumption, leaks and breaks record, variable cost of water production and any other circumstances considered relevant at the time.

PF00/146 Hayden/Gordon CARRIED

Reports of the matters dealt with by way of delegation from the period 1 November 2000 were attached separately for the Committee’s information.

RESOLVED

THAT the reports of delegated matters be received.

PF00/147 Laurich/Gordon CARRIED

The Planning and Environmental Services Manager had reported on the recent activities of the Planning and Environmental Services Department.

The report, which includes details on both the Consents and Monitoring Divisions, is attached for the Committee’s consideration.

RESOLVED

THAT the report be received.

PF00/148 Hayden/Laurich CARRIED

The Planning & Environmental Services Manager advised that condition 33 of the Councils Consent required the appointment of a peer review panel to members of who are to be approved by the Council prior to the exercise of the Consent. The company had proposed Mr Rob Gwilym of Gwilym Environmental Services Limited and Mr Aidan Nelson of Earthtech Consulting Limited as Peer Reviewers.

RESOLVED

THAT subject to the grant of the appropriate Resource Consents by the Environment Court, Rob Gwilym and Aidan Nelson be approved as Peer Reviewers pursuant to Condition 33 of the Tirohia Landfill Land Use Consent (98/99 – 56).

PF00/149 Gordon/Hayden CARRIED

The Planning & Environmental Services Manager advised that the conditions of Resource Consent 97/98 – 109 relating to the Martha Mine extension project provided for a review of the Bonds at the anniversary of the consent. For practical purposes this was taken, as the date the consent was first exercised 5 January 1999. The first review took place in January 2000; no changes were identified as being appropriate.

The consent conditions prescribe a methodology to be followed in respect to the Capitalisation Bond that related to a Risk Assessment Process. The bond was to be set in accordance with the outcome of that process. The review of the assessment ha been carried out and a reduction in the Capitalisation Bond amount was indicated. The appropriate amount was $5.6 million.

In respect to the Rehabilitation Bond a preliminary review had been completed. The preliminary view suggested that the current bond was adequate and no change was proposed. The Bonds are held jointly with the Regional Council.

RESOLVED

THAT the Rehabilitation Bond in respect to Resource Consent No. 97/98 – 105, Waihi Gold Company remain at $16 Million

AND THAT the Capitalisation Bond be set at $ 5.6 million.

PF00/150 Hayden/Gordon CARRIED

The General Manager advised that the above act (sometimes called the "Whistleblowers" act) required all public bodies to have procedures in place by January 2001 to deal with allegations of serious wrongdoing.

Attached was a procedure document for consideration.

RESOLVED

THAT the procedures set out in the document attached be adopted.

PF00/151 Laurich/Hayden CARRIED

The General Manager advised that the new District Engineer started work on 8 January 2001. From the 8^th to 31 January, Langley would be technically in "no man’s land" as regards a job title hence delegated authority to order goods and services.

Langley also required authority to be a signatory to transactions on the Councils bank accounts.

RESOLVED

THAT L D Cavers be accorded the same level of delegated authority as the District Engineer from 8 January 2001 to 31 January 2001

AND THAT Langley David Cavers be authorised as a signatory to the operation of the Hauraki District Council bank accounts.

PF00/152 Hayden/Gordon CARRIED

Attached was a letter requesting a grant of $10,000 towards the purchase of a Mobile Classroom for the Thames Coromandel-Hauraki District.

RESOLVED

THAT a grant of $10,000 be made from the Community Development Fund.

PF00/153 Gordon/Hayden CARRIED

LATE ITEM

The General Manager tabled a report on a meeting of the Audit Committee held on Monday 11 December 2000.

RESOLVED

THAT the report of the meeting of the Audit Committee be received.

PF00/154 Hayden/Laurich CARRIED

The meeting closed at 2.50 pm.

CONFIRMED

D M Carmine

February 2001