RESOLVED

WC04/25 Baker/Trembath CARRIED

Pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the Chairperson 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.

- Tender Award Contract HDC 275 – Miranda Waitakaruru Foreshore Stopbank Construction

The item was not on the agenda because the information required was not available before the agenda deadline.

Discussion on the item could not be delayed because the matter needed the attention of the Committee before the next meeting.

- Tender Evaluation for HDC 274 - Routine Road Maintenance

The item was not on the agenda because the information required was not available before the agenda deadline.

Discussion on the item could not be delayed because the matter needed the attention of the Committee before the next meeting.

WC04/26 Trembath/Baker CARRIED

WC04/27 Dunn/Baker CARRIED

Street Lighting

Discussion was held regarding the unsatisfactory street lighting repair service being supplied to the Council by the energy supplier. The District Engineer reported that Council has an effective reporting procedure for street light faults. Unsatisfactory service is experienced when a line fault occurs. In this case Council’s point of contact is the energy supplier, Genesis, who instructs their line contractor, Powerco, to attend to the fault. Powerco in turn instruct their service contractor, Siemens, to carry out the work. Consistent tracking of the status of each complaint through these stages is not being achieved. Council’s record of unattended faults is being summarised in order to make a complaint that is specific and is aimed at identifying where the fault attendance procedure is failing.

Members requested the status of the insurance matter regarding the Copper Kettle Tearooms. The District Engineer reported that a formal claim had to be initiated to Council’s insurers. This would follow from a formal claim by the owners against the Council.

The District Engineer stated that one of the invited tenderers has withdrawn from the tender process. The closing date for tenders remains 29 April 2004.

ROADING MANAGER’S REPORT (01.011.026)

The Roading Manager reported on district roading matters for the Committee’s consideration. A copy of the report was attached.

WC04/28 Wightman/Lockwood CARRIED

A thank you note was received from the residents of Ngatitangita Road expressing their appreciation for the satisfactory outcome of the roading upgrade.

The District Engineer reported that obstacles to entry to the property necessary to construct Rahu Road deviation have been resolved and construction would now proceed.

It was noted that the gum tree which has been vandalised in the unformed road along side the Ohinemuri River at the end of Wellington Street in Waihi is in need of attention. The Chief Executive advised that the Community Facilities Manager is dealing with this issue and stated that the tree is being inspected by an arborist at present and a report on the state of the tree would be available as soon as the inspection has been completed.

The Roading Manager presented a report on the Tender Evaluation for HDC 274 Routine Road Maintenance.

The question was raised as to whether the tender process allowed contractors other than the established contractors, the opportunity to tender and what the basis of the tender evaluation is. The meeting was advised that tenderers were required to demonstrate relevant experience and track record, which did not have to be with this Council, as part of the tender information. New entrants to the field could possibly have difficulty demonstrating the requirement and conversely a satisfactorily completed similar contract with the Council would merit a high score for this part of the evaluation. The tendered price itself was weighted 70% in the evaluation.

In answer to a question, the meeting was informed that the contract estimate was arrived at using price information from the existing contract with an allowance for escalation. The new contract provides for payment of escalation.

WC04/29 Baker/Trembath CARRIED

New Information Signage: Mine Information Centre and Lookout

A discussion regarding the nature and size of the sign concluded with acceptance of the recommendation.

WC04/30 Baker/Wightman CARRIED

The Roading Manager outlined the work to be undertaken under the Minor Safety Programme as detailed in the report.

It was questioned if the intersection is going to be main entrance way into the Mine Company site and whether the Mine Company will financially contribute to the maintenance of Baxter Road. The District Engineer confirmed this, and that the Mine Company are meeting their responsibility for this section of the road.

The Roading Manager reported that the construction of the Wharepoa Road right turn bay would be deferred to the next financial year due to the higher priority of other construction work in the Minor Safety Programme.

WC04/31 Baker/Wightman CARRIED

An application for the installation of a bus shelter has been received from E and V Madgwick. The applicants intend to use a utility garden shed erected on the road side for their school aged children. The shed will be positioned against the existing fence line which is approximately on the road boundary.

WC04/32 Baker/Wightman CARRIED

Council have received a request from B Wollner to install a pedestrian crossing outside the main entrance of HDC offices. The applicant states that the crossing will benefit pedestrians and in particular the older population using mobility scooters. The Roading Manager advised that the requested location for the crossing is not supported due to variety of conflicting turning paths occurring at this point.

WC04/33 Dunn/Troughton CARRIED

Road Frontage Improvements Bargain Timber – Dean Crescent, Waihi

Bargain Timber located in Dean Crescent, Waihi have made a number of verbal approaches to Council for their road frontage to be tidied up. Bargain Timber have requested a cost share arrangement that would involve the supply of an initial aggregate leveling layer from Council and the supply of timber bollards at a suitable spacing to prevent vehicles entering this area from Bargain Timber. The location and type of bollard will be approved by the Engineer.

WC04/34 Baker/Wightman CARRIED

The Drainage Manager reported on drainage matters for the Committee’s consideration. The monthly report was attached.

WC04/35 Baker/Wightman CARRIED

Adams Street, Waihi

Member expressed concern as to the problem in Adams Street. The Drainage Manager reported that the original piping under the road embankment has collapsed. It is likely replacement will be required.

The District Engineer presented a report for the consideration of the Committee.

WC04/36 Trembath/Baker CARRIED

Minutes of the Western Plains Drainage District Committee held on Wednesday 24 March 2004 were attached.

WC04/37 Troughton/Baker CARRIED

It was further reported that the correspondence already received from the owners of the Copper Kettle Tearooms could possibly be used to initiate a claim to Council’s insurers. The matter was presently being assessed by council staff and a course of action being considered.

The Utilities Manager reported on district water supply matters for the Committee’s consideration.

Details were outlined in the attached report.

WC04/38 Baker/Troughton CARRIED

District Water

The Utilities Manager outlined the Drinking Water Amendment Bill regulations to drinking water standards. Clarification was requested as to whether the regulations include private bore water supplies. The Utilities Manager advised that all drinking water supplies in the district need to adhere to the standards set by the Ministry of Health. The owner of the water supply is responsible for the water quality. It was noted that clarification is needed as to whether and how Local Government is to enforce these standards.

The Utilities Manager reported on wastewater and refuse matters for the Committee’s consideration.

Details were outlined in the attached report.

WC04/39 Troughton/Dunn CARRIED

The financial report on works and services activity accounts for the 8 months ended 31 March 2004 was tabled at the meeting. There was no discussion on the report.

WC04/40 Dunn/Troughton CARRIED

CONSULTATIVE COMMITTEE WATER AND WASTE (01.015.999)

The minutes of the meeting of the Consultative Committee Water and Wastes held on Tuesday 16 March 2004 were attached.

WC04/41 Baker/Troughton CARRIED

Clare Crickett, Group Manager Community Relations, Environment Waikato presented the LTCCP for 2004/2005 to Council.

Meeting closed at 12.20pm.

CONFIRMED

D E Challis

May 2004