RESOLVED

THAT the apology of His Worship the Mayor, B J Morrison be received and sustained.

PF04/98 Lockwood/Laurich CARRIED

There were no late items.

MEETING HELD THURSDAY 15 JULY 2004

RESOLVED

THAT the minutes of the meeting of the Planning and Finance Committee held on Thursday 15 July 2004 be taken as read and confirmed.

PF04/99 Lockwood/Laurich CARRIED

A member stated that he had recently received complaints from residents about the noted increase in noise levels produced from the Martha mining operation. It was commented that due to strong winds at times, the noise levels are more apparent.

COMMUNITY SERVICES MANAGER MONTHLY REPORT (01.012.022) (16KB)

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

RESOLVED

THAT the report be received

PF04/100 Gordon/Hayden CARRIED

Elections 2004

The Community Services Manager advised that the anomalies that existed within the local electoral legislation regarding whether a candidate can stand for both Mayor and Councillor, it was confirmed this had been rectified and candidates are eligible to stand for both positions.

Property

The Community Services Manager updated the members on the construction at the residential development in Ngatea. He advised that he had recently received an agreement on the last available section at the development.

The material required to explain Council’s proposals for the development of the balance of Lot 4, the Hayward and Hilligan land is being prepared. Once the information from the planners is received, a meeting will be scheduled to meet with the residents of Darlington Street to update them regarding the proposal. It is proposed that the meeting be held at the Ngatea Service Centre where the planner and traffic management engineer will be in attendance.

A member raised an issue regarding the concerns expressed by residents relating to the increased traffic flow that would be present once the development is completed. The Community Services Manager advised that all concerns raised regarding the through road will be addressed at the meeting with the residents.

It was asked if there is enough capacity to provide power to the subdivision. The Community Services Manager advised that there is the capacity available.

The Community Services Manager outlined Council’s application to change the zoning of rural land that was purchased in Town Road, Kerepehi for future industrial development.

A brief is being prepared to consider the viability of the site regarding drainage, sewerage, electricity supply and to identify entranceways into the site. It was expressed that consideration needs to taken into account as to how the site is to be developed, whether a developer would purchase the site from Council and undertake to develop it as an industrial site themselves or that a developer purchase the land as a industrial site developed by Council.

A member proposed that Council develop the site to the stage where services are installed and invite feedback from potential purchasers as to what their requirements would be for an industrial site before considering any subdivision of the site. It was commented that the site would be more suitable for heavy industrial rather than light industrial. The general opinion of the members was that the land should be classified as solely industrial.

The cleaning of the building has been completed. The building will be painted next year with the colour scheme to be reconsidered at a later stage.

The Community Services Manager explained the Council’s agreement to take part in a project with Thames Coromandel District Council, aided by funding from SPARC and support from Sport Waikato, to undertake a study of physical activity within the two districts. Cllr Carmine was appointed to represent Hauraki on the Joint Steering Committee.

The study had been expanded to include community facilities as both local authorities were involved with feasibility studies of this nature. The added category to the study was a cost the local authorities had to met. As Council had included $25,000 for the Ngatea Aquatic Centre study in the LTCCP for 2004/05, and because other community facility proposals had emerged such as the Waihi Heated Pool, it was agreed that Hauraki participate. The funding had to be reconsidered and the study has a district purpose, it was suggested that funding comes from a district source. This relieves the Plains from having to meet their feasibility costs solely on a Ward basis.

Members expressed their concerns over the cost and considered it was too expensive. Without having all the detail relating to the study it was felt that full support could not be given to the recommendation. It was asked how this joint venture would be funded, how much funding would be available, if the funding would cover all aspects of the feasibility study and would the study include existing and new community facilities.

Cllr Carmine who attended the Joint Steering Committee outlined the discussions relating to feasibility studies for the inclusion of community facilities, stating that she considered that the Steering Committee had considered all aspects of the development of community facilities when determining the requirements of the study.

It was requested that more information relating to the study was needed.

RESOLVED

THAT the Hauraki District contribution to the community facility category of the Regional study be funded partly from the District Community Facility & Recreational Development Fund and $8,000.00 from the Hillary Commission surplus funds.

AND THAT the Community Services Manager submit a detailed report outlining all aspects of the feasibility study and that it be referred to the August Council meeting for further consideration.

PF04/101 Munro/Tregidga CARRIED

Cllrs Tregidga, Munro, and Hayden voted for the motion.

Cllr Laurich abstained from voting on the motion.

Cllrs Lockwood and Gordon voted against the motion.

CORPORATE SERVICES DEPARTMENT REPORT (01.012.024) (16KB)

The Corporate Services Manager’s report on the operations of the Corporate Services Department for the month of July 2004 was presented for members’ consideration.

No financial statements were presented this month.

RESOLVED

THAT the report on the operations of the Corporate Services Department for the month of July 2004 be received.

PF04/102 Hayden/Lockwood CARRIED

DELEGATED MATTERS (01.010.001)

Reports of the matters dealt with by way of delegation from the period 1^st July 2004 were submitted separately for the Committee’s information.

RESOLVED

THAT the reports of delegated matters be received.

PF04/103 Lockwood/Hayden CARRIED

PLANNING & ENVIRONMENTAL SERVICES REPORT (01.012.023) (22KB)

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

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

RESOLVED

THAT the report be received.

PF04/104 Hayden/Munro CARRIED

Mining Issues

The geophones used for the monitoring of noise and vibration levels around the Martha pit have been positioned in their new locations and Council staff will be trained in obtaining and analysing of the monitoring data.

Due to the recent consultative procedures resulting in the hearing of submissions, a number of comments were made by submitters that they were unsure of the submission process. A draft explanatory pamphlet explaining the hearing process was circulated at the meeting for the Councillor’s comment.

Mr Jim Archibald of Tourism Coromandel attended the meeting and verbally presented a report on the activities of Tourism Coromandel for the past 3 months.

The meeting adjourned at 2.42pm.

The meeting reconvened at 3.00pm.

Cllr Hayden raised concerns he had received from the Whiritoa community regarding policing in their community during peak holidays times of the year. Police Inspector Boreham advised that policing for the Whiritoa community would be provided by the Whangamata Police. Cllr Hayden suggested that a caravan be set up at a central location at Whiritoa to act as a mobile police centre to support the local community at times of the year when there is a need for a police presence due to the increase in population. Inspector Boreham advised Cllr Hayden to liaise with a Whiritoa community representative informing them of the proposal and that a letter be sent to the Eastern Area Police to offer this suggestion.

It was asked what the correct process is for contacting the police in an emergency situation or if a member of the public wishes to make some form of complaint. Police Inspector Boreham stated that there is no 24 hour police station in the Eastern Area and informed the meeting that local police can be contacted within the manned hours at the local police stations. In the case of an emergency or if unable to contact a local police constable, the number to dial is 111.

It was emphasised that there is a need for the community and the police to form a partnership to work together to assist with crime in the community and commended the volunteer community patrols which are active in some communities as an effective deterrent and form of surveillance.

It was expressed by Police Inspector Boreham that the Hauraki District Council, Thames Coromandel District Council and Matamata-Piako work together to address crime in their communities. It was suggested that a system of reporting be set up for the Police to meet with the communities at specified intervals throughout the year to discuss initiatives to deal with crime in their communities.

2006 COMMUNITY OUTCOMES (01.710.108) (60KB)

The Manager, Planning and Environmental Services and the Corporate Planner presented a report regarding the process Hauraki District Council is proposing for the 2006 Community Outcomes consultation process.

RESOLVED

THAT the report be received

PF04/105 Gordon/Hayden CARRIED

The purpose of community outcome consultation is to increase the citizen engagement of the Hauraki District community, within established timeframes. The process must ensure the needs and wants of the community are fully understood, especially by Council staff, elected members and other accountable service delivery agencies within the district.

In response to the report, it was commented that it is up to the community to develop the process to identify specific issues for consideration such as social issues and other concerns outside that of the general services that Councils provide. It was expressed that it is critical that Councillors are involved in the community outcome process to emphasise that the Council is not determining and influencing the outcomes for the community.

RESOLVED

THAT the proposed process and timetable be endorsed

AND THAT progress reports including budgets to the Planning and Finance Committee be made as required.

PF04/106 Tregidga/Gordon CARRIED

DICKEY FLAT ROAD – PROPOSAL TO STOP ROAD (40.638.999) (15KB)

The Community Services Manager presented a report regarding the proposal to stop a portion of unformed road at the end of Dickey Flat Road.

RESOLVED

THAT the report be received

PF04/107 Laurich/Hayden CARRIED

RESOLVED

THAT Council consents to the transfer of Section 98 Blk II Aroha Survey District to the Department of Conservation (the Department), at nil consideration, for addition into the Kaimai Mamaku Forest Park, subject to the Department meeting all costs associated with the transfer

AND THAT Council gives its consent, pursuant to sections 116 & 117 of the Public Works Act 1981 to:

The stopping of that portion of unformed road (see map attached to the agenda) and that the stopped portion be set aside as Forest Park. And, the Minister of Conservation consents to the stopped road being set aside as Forest Park.

That the Department meets with Iwi prior to the stopping action,

And, that all costs associated with the stopping are met by the Department.

PF04/108 Munro/Hayden CARRIED

MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED

THAT pursuant to Section 48(a) of the Local Government Official Information and Meetings Act 1987, the public be excluded from the proceedings of the meeting during which the matter listed below will be dealt with ON THE GROUNDS THAT the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information where the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons.

Subject: Lease Renewal (DELETED)

RESOLVED

THAT the public be re-admitted to the meeting and the business discussed confirmed.

PF04/111 Hayden/Laurich CARRIED

The meeting closed at 4.15pm.

CONFIRMED

D M Carmine

September 2004