RESOLVED

THAT the apology of His Worship the Mayor BJ Morrison and Cr Tregidga be received and sustained.

PF02/109 Hayden/Carmine 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. There were none.

RESOLVED

THAT the minutes of the meeting of the Planning and Finance Committee held on Thursday 11 July 2002 be taken as read and confirmed.

PF02/110 Gordon/Munro CARRIED

There were no matters arising from the minutes.

COMMUNITY SERVICES MANAGER MONTHLY REPORT (01.012.022)

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

RESOLVED

THAT the report be received.

PF02/111 Hayden/Laurich CARRIED

The Community Services Manager advised that a request had been received from Mr R Wilson of Waihi, who is an itinerant salesperson wishing to sell confectionary products in Council’s Reserves. Mr Wilson owns and operates a mobile vehicle selling ice creams and ply’s his trade through the district and elsewhere.

Council’s District Plan provided opportunity for food to be served in-conjunction with permitted activities on active reserves; the Plan is silent in respect to this for passive reserves.

RESOLVED

THAT Mr Wilson’s request to allow him to enter Council’s district reserves to sell product from his mobile sales vehicle be granted subject to observation of the requirements of the itinerant salespersons licence, there being no traffic hazard created and any rubbish associated with the sales be disposed of in the appropriate manner.

Except where there is an organised function or event approved by Council and in that case with the consent of the organiser.

PF02/112 Hayden/Lockwood CARRIED

Comment was made that there were certain requirements that a salesperson holding an itinerant licence must observe and one was not selling within a certain distance from an established retail shop. This would affect access to some reserves.

The Community Services Manager advised that if an event were being held on a reserve then they would have to get the consent of an event organiser.

A request had been received from Richardson’s Real Estate in Ngatea to be appointed as Council’s sole agency for the sale of section in the Ngatea Township.

In the past, Council had sold new sections from the various developments it had undertaken, either directly or via a real estate agency. Recently, and due to a need to establish a separation between Council (in ALL its responsibilities) and the purchaser, staff determined that the most transparent and risk averse way to sell was indirectly through an agent. In following this procedure, purchasers could not later claim that Council (the property division) did not provide all the necessary information to them prior to the sale.

It was noted that the sole agency was for Council subdivisions in Ngatea only.

It was suggested that Council give the sole agency to Richardson Real Estate subject to a right of review.

RESOLVED

THAT the appointment of Richardson Real Estate agency as sole agents for Councils Ngatea Subdivisions be approved subject to review by Council at any time.

PF02/113 Gordon/Laurich CARRIED

Following Council’s decision to replace the rural firewater tanker in Paeroa last year, Council now needed to address the matter of accommodation for the replacement tanker. Ideally the tanker needed to be accommodated near the NZ Fire Service Station in Willoughby Street and under cover with a certain amount of security.

A site plan was presented which set out the proposal and which had been put before the Paeroa Ward Committee seeking permission to allow the proposed garage to be sited on the Paeroa Domain adjacent to the Fire Station. The Ward Committee have agreed that the location and use of the land was acceptable however a resource management consent would still need to be obtained. The existing walkway running across the end of the Domain would have to be relocated to ‘retrieve’ it from the Fire Station property.

Members asked if there were any buildings in the vicinity for lease, which may be suitable to house the tanker. In response the Community Services Manager commented that the tanker could be housed at the Council Depot in Grey Street, but this would not be as convenient as if it was housed next to the actual fire station.

It was noted that the current tanker resided outside the Fire Station in the open and though this was ideal it would be preferable to have the new tanker under cover. The Paeroa Ward Committee had discussed the proposal, and had agreed that it was not only practical but would tidy up this part of the domain. The proposal had been ongoing for some time.

The Community Services Manager commented that if the tanker was housed at the Council Depot then the problem of access might be an issue. The benefit of the tanker being housed by the fire station provided the most convenience and efficiency of service.

RESOLVED

THAT Council approves of the proposal to construct a shed for the Paeroa Rural Fire Water Tanker on the Paeroa Domain as per option one subject to obtaining the necessary consent and lets the construction contract by way of tender.

PF02/114 Lockwood/Munro CARRIED

Crs Laurich and Gordon voted against the motion.

The Community Services Manager advised that the matter of land drainage for Lot 4 Kaihere Road had not yet been resolved. As a consequence Council had not progressed with any land acquisition other than to receive agreement from the two landowners from whom Council was interested in acquiring land, that they were amendable to holding negotiations.

The Community Services Manager advised that Council would need to address the subject of charging rates on reserves.

Attached was a report from the Hauraki District Sport Co-ordinator Julie Stephenson for the 2001/2002 financial year.

Julie Stephenson Hauraki District Sport Co-ordinator and Mike Maguire (Programme Co-ordinator of Sport Waikato) attended the meeting at 2.00 pm.

Following Julie’s presentation of her report, Mike Maguire gave the Councillors an update on SPARC, the organisation that had taken over from the Hillary Commission.

RESOLVED

THAT the report be received.

PF02/115 Lockwood/Hayden CARRIED

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 July 2002 and financial statements for the 12 months ended 30 June 2002 were attached for members’ consideration.

A payments listing for the month of July 2002 was tabled at the meeting for members’ information.

RESOLVED

THAT the report on the operations of the Corporate Services Department for July 2002 and the interim financial reports for the 12 months ended 30 June 2002 be received.

PF02/116 Gordon/Munro CARRIED

The Community Services Manager presented the report in the Corporate Services Managers absence.

During mid July Local Government NZ held a series of rating seminars explaining the impact of the Local Government Rating Act, which comes into effect in 2003. There were some key differences between the current legislation and the new legislation that would impact on a variety of areas.

Enivronment Waikato had indicated they would like an official position from Council regarding the invoicing and collection of rates on its behalf. If there were only once or two Councils that were not willing to act on behalf of the region then they may consider contracting out the tasks to another district council. Conversely if a significant number of Councils did not support the status quo then the regional council may be forced to acquire its own system and then would most likely complete the entire process for all its rates in the region.

It was recommended by the Corporate Services Manager that Council supported the status quo, as the least cost option for the region’s ratepayers.

RESOLVED

THAT Hauraki District Council indicates to Environment Waikato it supports the status quo where District Council’s continue to act as the regional council’s agent in the collection of the regional council’s rates from 1 July 2003.

PF02/117 Munro/Lockwood CARRIED

At the June meeting a report was presented on the impact of the "Donnelly" Bill. Comments had been received back from some adversely affected schools. The Minister of Education had reportedly made some comments that had expressed disappointment with Local Government NZ’s interpretation of the Act.

It was requested if Council would recommend that staff explore options that would see Council charge schools for wastewater charges under current legislation, what they would have been charged under Councils rating formula prior to implementation of the new Act. Those schools that were better off under the new Act could not be charged what Council would have charged as the new Act prescribed a maximum. Council would then communicate with each school that would experience an increase indicating Council was working to establish a legal scenario that saw them pay no more than would have been the case under Council’s approach.

RESOLVED

THAT staff continue to explore options to ensure schools pay no more for wastewater charges in the 2002/03 year than they would have paid under Council’s formula prior to the enactment of the Rating Powers (Special Provision for Certain Rates for Educational Establishments) Amendment Act 2001.

PF02/118 Gordon/Laurich CARRIED

It was asked if the Works Committee could receive an explanation of the operating statement as given by the Corporate Services Manager to the Planning & Finance Committee.

Reports of the matters dealt with by way of delegation from the period 1 July 2002 were attached separately for the Committee’s information.

RESOLVED

THAT the reports of delegated matters be received.

PF02/119 Hayden/Laurich CARRIED

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

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

RESOLVED

THAT the report be received.

PF02/120 Lockwood/Gordon CARRIED

The Planning & Environmental Services Manager tabled an additional report at the meeting updating the environmental statistics.

The Planning & Environmental Services Manager advised that Council had concentrated on noise monitoring at the eastern end of the pit over the last month, as this was the most common source of complaints. Council had made it very clear to the Company that noise needed to be abated.

A full report on noise control along with recommendations would be presented at the September Planning & Finance Committee.

The Planning & Environmental Services Manager advised that the working party would present the Risk Assessment report on the abandoned underground mine workings to Council on 22 August 2002 at 1.00 pm. This meeting would be held under public exclusion.

Attached was a report from the Supervisor – Resource Management Services regarding Plan Change No 5.

RESOLVED

THAT the report be received.

PF02/121 Lockwood/Hayden CARRIED

A copy of the Proposed Plan Change was tabled at the meeting.

It has been indicated to Tanner Group that this change could be processed in conjunction with the Council’s Industrial Change. Tanner Group was to supply the necessary documentation to allow this to happen. Tanner Group commissioned a report from Hegley Acoustic Consultants, which had recently been received by Council.

The Planning & Environmental Services Manager outlined the three options that were available.

Option One – Adopt and notify Change No 5 – Amendments 1 and 2 immediately. Amendment No 3 – Tanner Group buffer would become a separate Proposed Plan Change to be notified at a later date.

Option Two – Adopt Change No 5 – Amendments 1 and 2 but defer notification until Amendment No 3 – Tanner Group buffer, is ready for public notification.

Option Three – Adopt and notify Change No 5 – Amendments 1 and 2 and notify a variation to the Proposed change once amendment No 3 – Tanner Group buffer is ready for public notification.

RESOLVED

THAT Council proceed with Option one as outlined in the report.

PF02/122 Gordon/Munro CARRIED

A review of the Funding Policy and Long Term Financial Strategy of Council was required. In order to do this it was proposed to hold workshops on the following three days.

Tuesday 17 September 2002

Wednesday 25 September 2002

Tuesday 1 October 2002

RESOLVED

THAT Special Council Meetings be convened on the following dates, at the following times, to permit the Funding Policy and Long Term Financial Strategy of Hauraki District Council to be reviewed.

Tuesday 17 September 2002 10.00 am – 3.00 pm

Wednesday 25 September 2002 10.00 am – 3.00 pm

Tuesday 1 October 2002 10.00 am – 3.00 pm.

PF02/123 Lockwood/Gordon CARRIED

A draft copy of the proposed Hauraki District Council Dog Policy was tabled at the meeting.

In order to progress the policy it was recommended that the Planning & Finance Committee refer the draft review to the Hearings Committee to examine the proposal and confirm a policy for Committee endorsement.

Public consultation would follow the exercise. It was recommended that the Planning & Finance Committee delegated the hearing of any public submissions to the Hearings Committee.

RESOLVED

THAT

1. The Planning & Finance Committee refer the draft review to the Hearings Committee to examine the proposal and confirm a policy for Committee endorsement prior to public consultation.

2. The Planning & Finance Committee delegates the hearing of any public submissions to the Hearings Committee.

PF02/124 Lockwood/Laurich CARRIED

Officers had selected Key Research to undertake a community attitude survey to measure the opinions of District residents about Council services and activities. A list of subject headings were tabled at the meeting.

RESOLVED

THAT the 2002 Community Attitude Survey be conducted to measure resident attitudes/opinions of the issues identified in the report to the Planning & Finance Committee dated 14 August 2002.

PF02/125 Laurich/Munro CARRIED

Attached was a report from the Planning & Environmental Services Manager regarding the 2002/2002 District Licensing Agency Annual Report.

RESOLVED

THAT the 2002/2002 District Licensing Agency Annual Report be endorsed by Hauraki District Council, and be submitted to the Liquor Licensing Authority.

PF02/126 Munro/Hayden CARRIED

LGNZ SUSTAINABLE DEVELOPMENT DRAFT DOCUMENT (01.712.999)

Attached was a report from the Corporate Planner regarding the LGNZ Sustainable Development Draft Document.

A copy of the document was included with the agenda.

RESOLVED

THAT the report be received.

PF02/127 Lockwood/Hayden CARRIED

RESOLVED

THAT Hauraki District Council endorse the draft document "Accelerating Sustainable Development: Local Action Moves New Zealand"

PF02/128 Lockwood/Carmine CARRIED

RESOLVED

THAT Hauraki District Council approve of Basil Morrison, in his role as President of LGNZ, signing the "New Zealand Local Government (LGNZ) Declaration on Sustainable Development."

PF02/129 Hayden/Munro CARRIED

LATE ITEMS

There were no late items.

The meeting closed at 4.00 pm.

CONFIRMED

M Carmine

September 2002