RESOLVED

THAT the apology for absence of Crs K W Trembath, A G Gray, D C Lockwood and for lateness of Cr I D Troughton be received and sustained.

07/163 Challis/Gordon CARRIED

There were no late items.

ORDINARY MEETING HELD THURSDAY 12 APRIL 2007

RESOLVED

THAT the minutes of the meeting of the Hauraki District Council held on Thursday 12 April 2007 be taken as read and confirmed.

07/164 Challis/Baker CARRIED

PLAINS WARD COMMITTEE (01.005.030) – Tuesday 10 April 2007

Cr Challis presented the minutes.

RESOLVED

THAT the minutes of the Plains Ward Committee meeting held on Tuesday 10 April 2007 be received and the recommendations contained therein adopted.

07/165 Challis/Gordon CARRIED

A member raised a concern of safety regarding the application from Rally New Zealand for consent to close Canal West Road Waitakaruru for the purpose of holding a car event on Saturday 5 May 2007. He was concerned that the event is to be held within an area generally used for duck shooting at that time of year which could create a safety issue. It was suggested that affected resident comments for any event involving a road closure should be submitted well in advance of the application to allow any issues of concern to be addressed at that stage.

PAEROA WARD COMMITTEE (01.007.030) – Tuesday 10 April 2007

Cr Meyers presented the minutes. The members supported the recommendation made at the Paeroa Ward meeting that a grant be made to the Volunteer Fire Brigade in support of their security upgrade. It was agreed that $500.00 be funded from the Paeroa Ward and $2,000 be funded from the District.

RESOLVED

THAT the minutes of the Paeroa Ward Committee meeting held on Tuesday 10 April 2007 be received and the recommendations contained therein adopted, and in particular, the recommendation seeking that the District grant $2,000 towards the security fence upgrade at the Paeroa Volunteer Fire Station.

07/166 Meyers/Milner CARRIED

WAIHI WARD COMMITTEE (01.008.030) – Tuesday 10 April 2007

Cr Baker presented the minutes.

RESOLVED

THAT the minutes of the Waihi Ward Committee meeting held on Tuesday 10 April 2007 be received and the recommendations contained therein adopted.

07/167 Baker/Carmine CARRIED

PAEROA RURAL DRAINAGE DISTRICT COMMITTEE (45.700.999) - Wednesday 28 March 2007

Cr Meyers presented the minutes.

RESOLVED

THAT the minutes of the Paeroa Rural Drainage District Committee meeting held on Wednesday 28 March 2007 be received and the recommendations contained therein adopted.

07/168 Meyers/Milner CARRIED

WESTERN PLAINS DRAINAGE DISTRICT (45.499.001)– Wednesday 28 March 2007

Cr Challis presented the minutes.

RESOLVED

THAT the minutes of the Western Plains Drainage District Committee meeting held on Wednesday 28 March 2007 be received and the recommendations contained therein adopted.

07/169 Challis/Meyers CARRIED

CHIEF EXECUTIVE’S REPORT (01.000.020) (35KB)

The Chief Executive’s monthly report was presented.

RESOLVED

THAT the Chief Executive’s monthly report be received.

07/670 Bubb/Milner CARRIED

Staff Update

The Chief Executive advised the members of recent staff changes as follows:

Steve Lye has been appointed to the position of Consents Engineer within the Technical Services Business Unit. Short listing of Policy Analyst position within the Planning and Environmental Services Department is taking place.

A recruitment drive is currently underway for the positions of General Quarry Worker and Planner within the Planning and Environmental Services team.

A replacement for the Drainage Foreman position has been unsuccessful so management is reconsidering the requirements of this position.

Part-time assistance within the Planning team is likely, with an appointment pending for the fixed term position of Planning and Environmental Administration Assistant to ease the administrative workload associated with the building accreditation requirements and the upcoming District Plan review.

A number of students have been employed during the holiday period to assist with data entry and administrative duties

The Community Liaison Officer, John McIver has resigned.

Council has received notification of the Local Government New Zealand Conference to be held in Dunedin on the 15^th to the 18^th July. Details on the conference were attached for the Council’s information as (Appendix A).

The Council has previously resolved that four Councillors, including the Mayor, are to be given the opportunity to attend the conference. One of these is to be a new member who has not attended the conference before. It was advised that Crs Carmine and Trembath are due to attend the conference but as Crs Milner and Meyers have not attended before, it was suggested that they be given the opportunity to attend. If more than one of these Councillors is able to attend the conference, selection is made by way of a ballot.

Cr Milner advised he could not attend, Cr Meyers was to confirm his attendance and Crs Trembath and Carmine will attend.

The Mayor and three members will be attending the Local Government Annual General Meeting. It was agreed that it be appropriate for the Mayor to be appointed the presiding delegate and the two longer serving members the alternative delegates.

RESOLVED

THAT Council appoints the Mayor as presiding delegate and Crs Mary Carmine and Keith Trembath as alternative delegates in accordance with Rule G15 of the Local Government New Zealand Constitution.

07/671 Baker/Bubb CARRIED

The Chief Executive explained the Remuneration Authority’s new procedures for obtaining their approval of Council’s expense reimbursing policies. A copy of the Remuneration Authority correspondence regarding the amended process was attached for the member’s information.

Using these revised rules, the application for approval to the Remuneration Authority has been prepared and was attached for the member’s consideration.

A supplementary report from the Chief Executive was also presented which provided details of the allowance for telephone land line connection fee, call minder and internet connection. It was requested that these allowances be approved.

RESOLVED

THAT the Council pay the following monthly allowances where the member confirms that they have the relevant connection:

Telephone Allowance $30

ADSL or Wireless Broadband Internet Connection $30

Dial Up Internet Connection $14

07/672 Carmine/Baker CARRIED

RESOLVED

THAT the revised rules for reimbursement of elected members as amended be adopted and that the application prepared on the basis of these rules be forwarded to the Remuneration Authority.

07/673 Carmine/Milner CARRIED

A vacancy exists for the Council appointee to the Waihi Sport ‘N’ Action Trust following the death of Councillor Wightman. In accordance with Council’s policy, the Council Organisations Appointments Sub Committee met on the 15^th March 2007 to consider appointments to this position. At the Sub Committee meeting, it was recommended that Mr Des Mulhern be appointed as Trustee of the organisation. The minutes from this meeting were attached for the member’s information.

The Mayor advised the members that the Appointee has been requested to report to Council on the activities of the Trust at six monthly intervals.

RESOLVED

THAT Council appoints Des Mulhern as the Council appointee to the Waihi Sport ‘N’ Action Trust.

07/674 Baker/Carmine CARRIED

FINANCIAL REPORT TO MARCH 2007 (01.012.024) (41KB)

The Corporate Services Managers financial report to March 2007 was presented.

RESOLVED

THAT the report be received.

07/675 Carmine/Baker CARRIED

MONITORING REPORT – PERIOD ENDING 31 MARCH 2007 (01.000.023) (82KB)

The Planning and Environmental Services Manager’s monthly monitoring report for the month of March 2007 was presented for the members’ consideration

RESOLVED

THAT the report be received.

07/676 Bubb/Carmine CARRIED

Hauraki Youth Leadership Camp

The Mayor reported on the success of the Hauraki Youth Leadership Camp recently held in Rotorua. A number of young people from within the district, along with staff who organised the programme attended the camp which involved a series of outdoor activities and interactive sessions.

VARIATION 6 TO WAIKATO REGIONAL PLAN - SUBMISSIONS AND FURTHER SUBMISSIONS (80.005.011) (23KB)

A report was presented by the Planning and Environmental Services Manager regarding submissions and further submissions received to Variation 6 to the Waikato Regional Plan relating to water allocation issues closed on 4 December, 2006. A copy of Councils submission to the variation was attached.

RESOLVED

THAT the report be received.

07/677 Gordon/Meyers CARRIED

Following the publication of the submissions relating to the proposed Variation, the request for further submissions was advertised by Environment Waikato on 23 February, 2006 and these further submissions closed on 23 March, 2007. A summary of the further submissions was attached.

It was requested that Councils’ further submission to Variation 6 be received and confirmed.

RESOLVED

THAT the further submissions to Proposed Waikato Regional Plan; Proposed Variation No 6; Water Allocation be confirmed by Council as it’s further submission to the Proposed Variation.

07/678 Carmine/Baker CARRIED

LGNZ - SUBMISSION ON CLIMATE CHANGE POLICY DISCUSSION (80.000.216) (19KB)

A report from the Planning and Environmental Services Manager was presented regarding the Local Government submission on the Climate Change policy discussion. The submission and discussion documents were attached for the member’s information.

RESOLVED

THAT the report be received

07/679 Milner/Meyers CARRIED

A general discussion was held on the initiation of the Climate Change policy.

ADOPTION OF DRAFT CONSOLIDATED BYLAW (01.711.999) (56KB)

Further to the Council workshop on bylaws on the 12^th April, changes as discussed have been made and the full Statement of Proposal for the Hauraki District Council Consolidated Bylaw been prepared. The proposal consisted of three parts:

• Part 1 (Introduction)
• Part 2 (Public Safety)
• Part 3 (Land Transport)

RESOLVED

THAT the report be received.

07/680 Bubb/Baker CARRIED

The Planning and Environmental Services Manager suggested that, as part of the consultation process and the amendment of bylaws, the Dog Control Policy submissions are included with the Bylaw Submissions.

The members reviewed the draft document which resulted in a number of amendments as detailed:

STATEMENT OF PROPOSAL : EXECUTIVE SUMMARY

• The limiting in non rural zoned areas of the placement of barbed wire fencing less than 2 metres high, and the limiting of the placement of electric fences less that 3 metres high on the boundaries of public land is proposed.

4.4.1 STANDARD CONDITIONS OF PERMITS

d) Stock shall be controlled at all times during their movement. and shall give way to vehicles travelling along the road.

SCHEDULE 2 OF PART 3 – PUBLIC SAFETY

AREAS PROHIBITED RESTRICTED AREAS FOR SKATING DEVICES

The boundary line indicated by the thick line encloses the restricted area prohibited for skateboarding.

RESOLVED

THAT the Part 1 (Introduction), Part 2 (Public Safety) and Part 3 (Land Transport) of the Proposed Hauraki District Council Consolidated Bylaw, as amended, be approved for the Special Consultative Procedure.

07/681 Carmine/Baker CARRIED

Resignation of John McIver, Iwi Liaison Officer

The Mayor acknowledged on behalf of Council the work and commitment of John McIver in his role as Iwi Liaison Officer with Council over the past 10 years.

RESOLVED

THAT Council acknowledge the work and commitment of John McIver as Councils’ Iwi Liaison Officer over the past 10 years.

07/682 Tregidga/Carmine CARRIED

REQUEST FOR FINANCIAL ASSISTANCE – PAEROA RACING CLUB 130 YEAR CELEBRATION (20.030.001) (18KB)

The Community Services Manager advised of a request received from the Paeroa Racing Club for financial assistance to help them with funding the services of a guest speaker for their 130 year celebration dinner to be held at the Paeroa Memorial Hall on Friday, 4 May 2007.

THAT the report be received.

07/683 Baker/Challis CARRIED

After discussion, the members considered that Council should not assist in funding the costs of a guest speaker but were in agreement that the Paeroa Ward covers the hall hire costs for the function.

THAT the Paeroa Ward cover the hall hire costs for the Paeroa Racing Club’s 130 year celebration dinner.

07/684 Bubb/Meyers CARRIED

ESTABLISH DISTRICT RESERVES COMMITTEE TO CONSIDER MATTERS APPLYING TO DISTRICT RESERVES (02.599.001) (22KB)

The Community Services Manager presented a report which proposed that a Committee of Council be formed to consider any matters relevant to District Reserves and where the District Reserves Management Plan (DRMP) requires applications for their use.

THAT the report be received.

07/685 Bubb/Hayden CARRIED

To consider all applications for use of reserves, the Community Services Manager requested that a Committee be formed to consider all applications for use and that all applications be subject to the satisfaction of certain criteria and/or conditions.

It was agreed that the Subcommittee consist of the Mayor, the Community Facilities Portfolio Holder and the three Ward Chairpersons.

RESOLVED

THAT the Council establish a committee called the ‘District Reserves Committee for the purpose of considering matters relevant to District Reserves as required by the District Reserves Management Plan, and that the Committee have power to act in that regard. And, further that the Committee comprise of the Mayor, the Community Facilities Portfolio Holder and the three Ward Chairpersons.

07/686 Carmine/Hayden CARRIED

APPROVAL OF MSD CONTRACT - APPRENTICSHIP SCHEME (06.000.010) (26KB)

The Community Services Manager presented a report regarding the Ministry of Social Development contract for the purchase and provision of the Hauraki District Council Youth Programme. A copy of the contract was attached.

RESOLVED

THAT the report be received.

07/687 Baker/Hayden CARRIED

Further to Council’s resolution on 25 May 2006 to support the establishment of an apprenticeship scheme, subject to a submission and approval of a financing plan within the Hauraki District, the Ministry of Social Development (MSD) has approved the funding of a co-ordinator to coordinate, establish and implement the apprenticeship programme. Contribution towards administration costs is also included in the grant. The programme will be operated by Wintec.

It was advised that to complete the next stage of the process, Council is required to approve the contract, as presented, for the purchase and provision of the Youth Programme subject to Wintec formally accepting to provide the training.

RESOLVED

THAT Council approves the Contract for the purchase and provision of the Hauraki District Council Youth Programme with the Ministry of Social Development (MSD) and that the contract be formally commissioned on receipt of the appropriate response from Wintec in respect to the provision of training services necessary to meet the objectives and goals of the MSD contract.

07/688 Troughton/Hayden CARRIED

DRAFT PANDEMIC RESPONSE PLAN - SEEKING COUNCIL'S APPROVAL (01.900.018) (20KB)

The Community Services Manager presented a report on Councils Draft Pandemic Response Plan. A copy of the plan was attached separately for the member’s information.

RESOLVED

THAT the report be received.

07/689 Milner/Meyers CARRIED

It was explained that the Draft Pandemic Response Plan has been developed primarily to provide for the continuance of essential Council services to the community and just as importantly to safeguard employees health whilst performing those services.

The members were informed that the draft document may require some additional considerations and actions which will be subject to management staff approval.

RESOLVED

THAT Council adopts the Hauraki District Council Pandemic Response Plan and acknowledges that, as appropriate, in keeping with Council’s responsibilities in this matter, there may be additional considerations and actions included into the Plan subject to the approval of the staff Management Team.

07/690 Hayden/Carmine CARRIED

ECONOMIC DEVELOPMENT REPORT FOR MARCH 2007 QUARTER (06.502.999) (46KB)

The Economic Development Officers’ quarterly report to March 2007 and the Economic report for the Hauraki District prepared by APR Consultants to March 2007 was presented for the members information.

RESOLVED

THAT the report be received.

07/691 Baker/Hayden CARRIED

OPERATION OF PASSENGER TRANSPORT

A report was presented from the Chief Executive for the member’s consideration on a proposal that has been developed for the transfer of the operation of the Waikato Regions Passenger Transport Services to a new shared service under the Council’s CCO, Local Authority Shared Services (LASS).

RESOLVED

THAT the report be received.

07/692 Baker/Bubb CARRIED

The Waikato Regional Council proposal to transfer the operation of passenger transport to Hamilton City Council will have no effect on the Hauraki District Councils passenger transport activities. The only passenger transport service that the Hauraki District Council has involvement in is the Paeroa to Hamilton service in which annual funding of $13,000 is provided. Hauraki District Council’s involvement is only as a part funder of the service.

If the Hauraki District Council supports this proposal it needs to make a submission in this regard to the Environment Waikato Annual Plan.

The members agreed that a submission be prepared in support of the proposal that the operation of passenger transport is transferred to the Hamilton City Council and that HDC as a shareholder in Councils CCO, Local Authority Shared Services (LASS) would form part of the Advisory Board to assist in the funding and operation of passenger bus services to Hamilton City.

RESOLVED

THAT the Hauraki District Council has reviewed the benefits of transferring operational responsibility for passenger transport services from Environment Waikato, and proposes that a new Service Share be set up under the LASS to perform this function for the Region.  The shareholders would consist only of those Districts which have bus services operating within their boundaries.  Participation in the Service Share would be voluntary, and each Service Shareholder would hold an equal $1 share.  It is proposed that the Shareholders would form the Advisory Board, and that operational management would be contracted to Hamilton City Council.

AND THAT the Hauraki District Council recommends that Environment Waikato resolves to support the establishment of a new Service Share under the LASS for the operation of Passenger Transport services in the Waikato region, effective from 1 July 2008, noting that EW is a shareholder in the LASS and is represented on the LASS Board.

07/693 Tregidga/Troughton CARRIED

MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED

07/694 Gordon/Baker CARRIED

RESOLVED

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

07/696 Troughton/Hayden CARRIED

The meeting closed at 2.00pm.

CONFIRMED

J P Tregidga

17 May 2007