RESOLVED

THAT the apology of Cr Gordon and His Worship the Mayor BJ Morrison for lateness be received and sustained.

PF02/188 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.

- Annual Bond Quantum Review – Tirohia Quarry/Landfill

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 urgent consideration needed to be given to the matter before the next meeting.

PF02/189 Laurich/Munro CARRIED

RESOLVED

THAT the minutes of the meeting of the Planning and Finance Committee held on Thursday 14 November 2002 be taken as read and confirmed.

PF02/190 Tregidga/Hayden CARRIED

The Planning & Environmental Services Manager gave a brief update on the pit slope stability.

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.

PF02/191 Lockwood/Munro CARRIED

Waihi Beach Freeholding Procedure

The Community Services Manager advised that since the time it had been possible for lessees to freehold leased land, the offer period to the lessee to accept an offer proposed by Council had been six months. Staff believed that the offer period was too long and it should be reduced to three months which was considered a reasonable period in which to contemplate the offer and make financial arrangements to assist with the purchase.

RESOLVED

THAT Council reduces the free holding offer period for the leased Waihi Beach property it owns, from six months to three months.

PF02/192 Hayden/Munro CARRIED

Attached was a copy of a request from the Thames Valley Deerstalkers Association, which had been considered by the Paeroa Ward Committee in November 2002. The Paeroa Ward Committee had supported the request but could only provide $750 from their discretionary budget. It was subsequently recommended that the request be forwarded to Council to consider the balance of the $1500 needed to meet the overrun costs of the Shooting Competition advertising budget.

Cr Tregidga outlined the reasons why the Paeroa Ward had supported the event. It was a National Event that had bought a large number of people from a wide area to the district. The Ward had resolved to make a one off grant of $750.

Paeroa Ward members felt that as the event was a National Event held in the Hauraki District it was worthy of Councils support.

Members had various concerns. Some felt that this may set a precedent and were uneasy about the district taking responsibility for these types of events. It was felt they were more of a ward responsibility.

RESOLVED

THAT Council grant $750 to the TV Deerstalkers Association.

PF02/193 Lockwood/Tregidga

Ayes – Tregidga, Munro, Lockwood Noes – Laurich, Hayden, Carmine

The motion was LOST.

RESOLVED

THAT the matter be referred to the December 2002 meeting of Council.

PF02/194 Hayden/Lockwood CARRIED

The Community Services Manager advised that a delegation from the Paeroa Smallbore Rifle Club would make a presentation to the meeting at 2.00 pm.

The Community Services Manager advised that the Railway Reserve toilets needed urgent attention and the Domain toilets project could be postponed until the Paeroa Ward were able to make a decision on their Freshlook project as to where the best location was for toilets in the general area of the CBD.

Plans for the proposed upgrade were presented. As soon as the costings were available they would be presented to Council for consideration.

Members approved of the proposal as presented.

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 2002 was attached for members’ consideration.

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

RESOLVED

THAT the report on the operations of the Corporate Services Department for November 2002 and the interim financial reports for the 5 months to 30 November 2002 be received.

PF02/195 Munro/Laurich CARRIED

The Corporate Services Manager advised that the development of the borrowing programme was the main focus. Advice had been sough from Simpson Grierson regarding the structure of resolutions. A Deed of Charge would need to be completed which proved for the security over rates. More information would be presented to the December meeting of Council.

Discussion was held regarding the possibility of changing the period that rates assessments were being issued.

Mr Peter McLaren and Mr Barry Corbin from the Paeroa Smallbore Rifle Club attended the meeting at 2.00 pm to present their case regarding assistance to relocate the club.

Mr McLaren tabled a submission outlining the history of the Paeroa Smallbore Rifle Club. In 1964 an agreement was signed between the Rugby Union and the Defence Rifle Club granting the Defence Rifle Club perpetuity of tenure of the rugby training shed. (A copy of this was presented). On the 12^th April 1984 the Defence Rifle Club changed its name to the Paeroa Smallbore Rifle Club Incorporated and was duly registered as such. Over the past few years with a perception of insecurity of tenure numbers had dwindled, but with new blood on the Committee and new commitment number had rallied with 12 regular shooting members, 4 of which were affiliated to Target Shooting Waikato.

There was concern from members regarding the number of members and the amount of support the club received. However Council would like to see the shed on the domain gone and it was logical to have shooting facilities on one site, at the Deerstalkers site Morrison Rd.

RESOLVED

THAT Council grants $10,000 to the Smallbore Rifle Club for the construction of the new Indoor Smallbore Shooting range building at the TV Deerstalkers Club property from the District’s Community Recreational Facilities Development Fund subject to the Club providing to Council a feasible project plan. And, that in respect to ensuring that the community’s investment in the new building is safeguarded, the Club must provide assurance to Council that should the Rifle Club go into recess at some future time, the building’s ownership will transfer to the TV Deerstalkers Club and remain available under the custodianship of the Deerstalkers Club to the people of Hauraki District for recreational use.

PF02/196 Hayden/Laurich CARRIED

His Worship attended the meeting at 2.30 pm.

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

RESOLVED

THAT the reports of delegated matters be received.

PF02/197 Morrison/Munro 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.

PF02/198 Lockwood/Laurich CARRIED

There was no general business.

LATE ITEMS

A report was tabled at the meeting.

RESOLVED

THAT the report be received.

PF02/199 Hayden/Morrison CARRIED

The Planning & Environmental Services Manager advised that consent was granted on the 27^th April 2001 to HG Leach and Co Ltd for the operation of a Landfill and the continued operation and expansion of the existing quarry at Tirohia. Prior to the commencement of the placement of refuse at the site the consent holder was required to provide and maintain in favour of the Waikato Regional Council and Hauraki District Council a bond to:

1) Secure compliance with the conditions of the consent and to enable any adverse effects on the environment resulting from the consent holder’s activities and not authorised by a resource consent to be avoided, remedied or mitigated;

2) Secure the completion of rehabilitation and closure in accordance with the approved rehabilitation plan;

3) Ensure the performance of monitoring obligations;

4) Enable the Council’s to undertake monitoring and management of the site until closure.

The amount of the bond was fixed by the Council’s prior to the placement of refuse on the 1^st November 2001 and was required to be reviewed annually. The initial bond amount was set at $942,293.00.

Following discussions with HG Leach & Co, regarding the bond quantum for year 2 for the Tirohia landfill/quarry, Environment Waikato has agreed with the company that the bond quantum can remain unchanged for 2002/3 year, at $942,293.

RESOLVED

THAT Hauraki District Council agrees to the Bond quantum for the 2002/2003 year be maintained at the present amount of $942,239.00.

PF02/200 Morrison/Laurich CARRIED

The meeting closed at 2.45 pm.

CONFIRMED

D M Carmine

February 2002