HAURAKI DISTRICT COUNCIL MEETING

HAURAKI DISTRICT COUNCIL MEETING

MINUTES OF A MEETING OF THE HAURAKI DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON THURSDAY 26 JULY 2007 COMMENCING AT 9.00 AM

PRESENT	Crs D M Carmine, Deputy Mayor (In the Chair), J M Bubb, D E Challis, A G Gray (9.00am-midday), M J Hayden, T J Meyers, P A Milner, K W Trembath and I D Troughton

IN ATTENDANCE	Messrs L D Cavers (Chief Executive), K D Thompson (District Engineer), R G Paterson (Community Services Manager), R H Leonhart (Corporate Services Manager), M Buttimore (Planning & Environmental Services Manager) and Ms C Black (Council Secretary)

APOLOGIES

RESOLVED

THAT the apologies of His Worship the Mayor, J P Tregidga, Crs B A Gordon, D C Lockwood and S G Baker be received and sustained.

07/866 Bubb/Challis CARRIED

LATE ITEMS

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.

- Fare increase of Paeroa and Hamilton bus service (for information only)

The item was not on the agenda because the item was unavailable at the time of the agenda deadline.

Discussion on the item could not be delayed because the change in fares required advice to Council for their information prior to public notification of the change.

07/867 Trembath/Gray CARRIED

CONFIRMATION OF MINUTES

ORDINARY MEETING HELD THURSDAY 12 JULY 2007 (01.000.030)

RESOLVED

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

07/868 Hayden/Bubb CARRIED

MATTERS ARISING FROM THE MINUTES

COUNCIL ORGANISATIONS APPOINTMENTS SUB COMMITTEE MEETING HELD THURSDAY 12 JULY 2007 (01.000.030) (11KB)

RESOLVED

THAT the minutes of the Council Organisations Appointments Subcommittee meeting held on Thursday 12 July 2007 be received and the recommendations contained therein adopted

AND THAT the resolution in the minutes of the Subcommittee meeting is amended to read:

THAT Council appoints Cr S G Baker as the Council appointee to the Waihi Arts Centre and Museum Committee to replace the current appointee of Cr D C Lockwood.

07/869 Hayden/Troughton CARRIED

CONSIDERATION OF MINUTES OF WARD COMMITTEES

PLAINS WARD COMMITTEE (01.005.030) – Tuesday 10 July 2007

Cr Troughton presented the minutes.

RESOLVED

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

07/870 Troughton/Gray CARRIED

PAEROA WARD COMMITTEE (01.007.030) – Tuesday 10 July 2007

Cr Bubb presented the minutes.

RESOLVED

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

07/871 Bubb/Trembath CARRIED

WAIHI WARD COMMITTEE (01.008.030) – Tuesday 10 July 2007

Cr Hayden presented the minutes.

RESOLVED

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

07/872 Hayden/Carmine CARRIED

MATTERS ARISING FROM THE MINUTES

Stormwater Piping - Tidal Reach Development, Whiritoa

It was suggested Council meet with the Tidal Reach developers when they return from overseas to confirm a contribution towards the piping of the stormwater drain adjacent to Whiritoa Beach Road.

CONSIDERATION OF MINUTES OF COMMITTEE MEETINGS

HEARINGS COMMITTEE (01.014.030) – Thursday 21 June 2007

Cr Carmine presented the minutes.

RESOLVED

THAT the minutes of the Hearings Committee meeting held on Thursday 21 June 2007 be received and the recommendations contained therein adopted.

07/873 Carmine/Bubb CARRIED

EASTERN PLAINS DRAINAGE DISTRICT (45.498.001) – Wednesday 27 June 2007

Cr Troughton presented the minutes.

RESOLVED

THAT the minutes of the Eastern Plains Drainage District Committee meeting held on Wednesday 27 June 2007 be received and the recommendations contained therein adopted.

07/874 Troughton/Trembath CARRIED

WESTERN PLAINS DRAINAGE DISTRICT (45.499001 – Wednesday 27 June 2007

Cr Challis presented the minutes.

RESOLVED

THAT the minutes of the Western Plains Drainage District Committee meeting held on Wednesday 27 June 2007 be received and the recommendations contained therein adopted.

07/875 Challis/Troughton CARRIED

REPORTS

CHIEF EXECUTIVE’S REPORT (01.000.020)(21KB)

The Chief Executive presented his report for July.

RESOLVED

THAT the Chief Executive’s monthly report be received.

07/876 Milner/Hayden CARRIED

Staff Update

The Chief Executive updated the member’s on recent staff changes.

Flood Appeals

Council was requested to consider if it would make a donation to Mayoral Funds established as a result of the recent extreme weather events in Northland and Hawke’s Bay.

The member’s agreed that Council support the Northland and the Hawkes Bay districts by providing a donation to their Mayoral Relief Funds of $3,000 to the Northland District and $1,500 to the Hawkes Bay District.

RESOLVED

THAT the Council grant $3,000 to the Northland Mayoral Fund and $1,500 to the Hawkes Bay Mayoral Fund in support of flood relief as a result of the recent extreme weather events in Northland and Hawkes Bay.

07/877 Carmine/Trembath CARRIED

CORPORATE SERVICES

ELECTRONIC DOCUMENT AND RECORDS MANAGEMENT SYSTEM REPLACEMENT (01.012.024)

The Corporate Services Manager presented a report on the replacement of Council’s Electronic Document and Records Management System recommending the purchase and implementation of a new system.

RESOLVED

THAT the report be received.

07/878 Trembath/Milner CARRIED

The member’s commented that the present system is due for replacement because of its age and agreed that a replacement system would not only enhance the productivity and efficiency of Councils business but also ensure staff has a system which allows them to be more effective in their roles within Council.

RESOLVED

THAT Council authorises the Chief Executive to enter into contracts with Techtonics for a sum not exceeding $300,000 for the implementation of Humming Bird Enterprise DM6.

07/879 Trembath/Milner CARRIED

The meeting adjourned at 10.15am.

The meeting reconvened at 10.35am.

PLANNING/REGULATORY SERVICES

The Planning and Environmental Services Manager’s monthly monitoring (110KB) for the month of June 2007 was presented.

RESOLVED

THAT the report be received.

07/880 Gray/Milner CARRIED

Proposed Plan Change No. 8 - Ngatea

It was advised that the Commissioners Hearing of Plan Change 8 - Ngatea is scheduled for Thursday, 9 August 2007.

Development Contributions

Further to the Development Contributions workshop held by Council on 12^th July, 2007, additional workshops are sought to address in greater detail the overriding principles of the Development Contributions Policy. It was suggested that in order to adhere to timeframes established, that two workshops with Council be held.

RESOLVED

THAT an Extraordinary meeting be held on the 24^th August 2007 at 9.30am for the purpose of holding a workshop on the development of principles on Development Contributions.

07/881 Trembath/Troughton CARRIED

Rates Newsletters

In October 2007, the first instalment of the 2007/08 rates will be mailed to HDC ratepayers. Over the past 15 years, a variety of rates newsletters have been included with some of the rate instalments and, in particular, over the past five years with the first instalment of rates.

Staff sought Councils direction as to what form of newsletter should be included in 2007/08, if any.

RESOLVED

THAT the report be received

AND THAT no rates newsletter be sent on the first instalment of rates, but that, a [type of newsletter or brochure] be developed for this mail out

AND THAT staff develop a proposal for future rates newsletters for the consideration of the new Council.

07/882 Milner/Trembath CARRIED

PRESENTATION - WAHI SOCIAL DEVELOPMENT GROUP

Tessa MacKenzie, Project Co-coordinator and member’s of the Waihi Social Development Group presented an overview of their Social Service Village project (the Pukewa Village). The project is being progressed to allow social service agencies who work with people to work collaboratively. Councils support for the project in principle was sought.

RESOLVED

THAT Council supports the Pukewa Village project ‘in principle’.

07/883 Hayden/Trembath CARRIED

POLICE REVIEW ACT (70.000.999)(18KB)

A report was presented from the Planning and Environmental Services Manager regarding Councils submission on the Police Act Review.

RESOLVED

THAT Council approve the submission as amended on the Police Act Review for forwarding to the Superintendent, acting for the Police Act Review.

07/884 Troughton/Hayden CARRIED

COMMUNITY SERVICES

YOUTH LEADERSHIP CAMP AND YOUTH FORUM (06.506.000) (28KB)

A report was presented from the Community Services Manager regarding the Youth Leadership Camp which was held in April 2007. A report was also presented from Councils ex Policy Analyst, Sarah Warne which provided an evaluation of the camp and proposed a number of recommendations on how the Hauraki Community can support Hauraki Youth.

RESOLVED

THAT the report be received.

07/885 Milner/Gray CARRIED

Cr Hayden left the meeting at 12.45am

Cr Hayden returned to the meeting at 12.50am

Cr Milner left the meeting at 12.50am

Cr Milner returned to the meeting 12.55am

REQUEST TO GRANT ACCESS EASEMENT - RAILWAY RESERVE, PAEROA (02.308.999) (22KB)

A report was presented from the Community Services Manager seeking Councils approval to grant an access easement across a Council owned reserve (Lot 2 DPS 81384) Marshall Street, Paeroa in favour of Lot 1 DPS 81384 Cnr Marshall and William Streets.

RESOLVED

THAT the report be received

AND THAT Council grants an access easement over Lot 2 DPS 81384, CT SA63D/395, in favour of Lot 1 DPS 81384 subject to the applicant maintaining the driveway in a condition that is satisfactory to the District Engineer

AND THAT the access way continue to be available for the annual ‘Battle of the Streets’ motorcycle race

AND THAT all costs associated with the granting of this easement be met by the owner of Lot 1.

07/886 Bubb/Meyers CARRIED

ROAD STOPPING REQUEST - STANLEY STREET, WAIHI (03.400.899) (27KB)

Council has received a request from Mr T Stevens asking Council to consider stopping a part of the unformed Stanley Street Waihi. Mr Stevens has acquired the land on both sides of this section of road and if the road is stopped this land would be amalgamated with the adjoining land parcels. The area requested for stopping is approximately 3,700sqm. The zoning for the subject area is rural as is the land adjacent both sides.

The member’s were of the opinion that due to the steep contour of the land which limits its potential for further development and the fact that it is not an area of Waihi proposed for residential development within the District Plan Review, approval be given to stop the road.

RESOLVED

THAT Council pursuant to Section 116 of the Public Works Act 1981 consents to the stopping of a section of Stanley Street Waihi shown as area A on the attached plan

AND THAT the land so stopped be amalgamated with the adjoining land parcel Lot 1 DPS 88716.

FURTHER THAT Mr Tony Stevens owner of the adjoining lands pays $5,000 (plus GST) as a consideration for the value of land so stopped and pays all other costs associated with the road stopping process (survey, administrative, and legal.)

07/887 Hayden/Troughton CARRIED

GENERAL BUSINESS

HAURAKI DISTRICT SPORTS CO-ORDINATOR’S ANNUAL ACTIVITY REPORT (71KB)

Julie Stephenson, Sports Waikato Coordinator presented the Hauraki District Annual Activity Report.

RESOLVED

THAT the report be received.

07/888 Trembath/Hayden CARRIED

Cr Gray left the meeting at midday.

COMMON SEAL ON DOCUMENTS

The following documents have been executed under the Common Seal and signed by the Mayor and the Chief Executive:

Creating of Easement

Creating easement for right to convey water over Lot 6 being part of subdivision of Lots 1 & 4 DP 317661

Surrender of Easement

Surrender of easement for water right (in gross) being part SA47C/414

RESOLVED

THAT the document effecting the Creation of Easement for right to convey water over Lot 6 being part of subdivision of Lots 1 & 4 DP 317661 and the surrender of easement for water right (in gross) being part SA47C/414

be sealed with the Common Seal of the Hauraki District Council and signed by the Mayor and Chief Executive.

07/889 Troughton/Milner CARRIED

LATE ITEM

FARE INCREASE OF PAEROA AND HAMILTON BUS SERVICE

The District Engineer presented a report on the new pricing structure for fares from Paeroa to Hamilton for the member’s information.

MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED

RESOLVED

THAT the public be excluded from the following parts of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item No.

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) Under Section 48(1) for the Passing of this Resolution

Item 1

Union Street Waihi Subdivision - Sale Price Setting
Section 7(2)(i)

Prejudice to Commercial Position/Negotiations

To enable the local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations.

Section 48(1)(a) That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist.

Item 2

Proposal to Seek Prosecution - Ramarama Reserve, Whiritoa

Section 7(2)(a) – Protect the privacy of natural persons, including that of deceased natural persons.

Section 48(1)(a) That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist.

07/ Bubb/Hayden CARRIED

RESOLVED

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

07/894 Troughton/Bubb CARRIED

The meeting closed at 12.34pm.

CONFIRMED

D M Carmine

Deputy Mayor

16 August 2007

Item No.	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) Under Section 48(1) for the Passing of this Resolution
Item 1	Union Street Waihi Subdivision - Sale Price Setting	Section 7(2)(i) Prejudice to Commercial Position/Negotiations To enable the local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations.	Section 48(1)(a) That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist.
Item 2	Proposal to Seek Prosecution - Ramarama Reserve, Whiritoa	Section 7(2)(a) – Protect the privacy of natural persons, including that of deceased natural persons.	Section 48(1)(a) That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist.