HAURAKI DISTRICT COUNCIL MEETING

NOTICE IS HEREBY GIVEN THAT A MEETING OF THE HAURAKI DISTRICT COUNCIL WILL BE HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON THURSDAY 14 JUNE 2007 COMMENCING AT 9.00 AM

Morning tea will be available at 10.15 am.

ORDER OF BUSINESS

1. APOLOGIES

2. DECLARATION OF LATE ITEMS

Pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the Chairman is to call for late items to be accepted.

In the event of a late item, an explanation must be given as to why the item was not on the agenda and why discussion cannot be delayed for a subsequent meeting.

3. CONFIRMATION OF MINUTES

3.1 ORDINARY MEETING HELD THURSDAY 31 MAY 2007 1-11

RECOMMENDATION

THAT the minutes of the meeting of the Hauraki District Council held on Thursday 31 May 2007 be taken as read and confirmed.

4. MATTERS ARISING FROM THE MINUTES

5. REPORTS

6. REGULATORY PLANNING SERVICES

6.1 ADOPTION OF ANNUAL PLAN 2007/08, ASSOCIATED POLICY AND FEES DOCUMENTS, DRAFT RATES RESOLUTION AND BORROWING AUTHORISATION (24.003.206) (58KB)  12-25

The Planning and Environmental Services Manager has reported on the Adoption of the Annual Plan 2007/08, Associated Policy and Fees documents, Draft Rates Resolution and Borrowing Authorisation.

RECOMMENDATION

THAT the report be received

AND THAT pursuant to Section 95(3) of the Local Government Act 2002 the Annual Plan 2007/08, as amended, be adopted; and that

the Positive Ageing Strategy, as amended, be adopted; and that

the Contestable Social Fund Policy, as amended, be adopted; and that

the Fees and Charges for Libraries, Cemeteries, and Planning be adopted;

AND THAT adoption of the Dog Control Policy be deferred until further consultation has occurred with the Whiritoa community in relation to access to the beach for dogs and other dog exercise area options.

RATES RESOLUTION

RECOMMENDATION

THAT Council pass the following resolution necessary to set its rates for the 2007/08 rating year:

"That the following rates be set under the Local Government (Rating) Act 2002, on rating units in the district, for the year 1 July 2007 to 30 June 2008. All values are stated GST inclusive.

Uniform Annual General Charge

A uniform annual general charge (as per section 15) of $255.00 on each rating unit within the District.

Differential General Rate

A capital value general rate (as per section 13) set on a differential basis based on land use.

The categories being:

  • Residential and Rural Land Use - all rating units used primarily for residential, recreational, cultural or primarily or predominately for the purposes of agriculture, viticulture, horticulture or silviculture.
  • Commercial, Industrial and Utility Land Use - all rating units used for commercial or industrial purposes, including utility networks.
  • Mineral Extraction Land Use - all mineral value rating units that are not used in gold mining.
  • Mining Land Use - all mineral value rating units that are used in gold mining.

The rates in cents per dollar of Capital Value being:

  • Residential and Rural 0.12003
  • Commercial, Industrial and Utility 0.18004
  • Mineral Extraction 1.16904
  • Mining 11.78617

Paeroa Community Facilities Targeted Rate

An annual charge (as per section 16) of $384.00 on each rating unit within the Paeroa Ward

Plains Community Facilities Targeted Rate

An annual charge (as per section 16) of $239.00 on each rating unit within the Plains Ward

Waihi Community Facilities Targeted Rate

An annual charge (as per section 16) of $345.00 on each rating unit within the Waihi Ward

Paeroa Community Facilities Business Targeted Rate

An annual charge (as per section 16) on each commercial/industrial separately used or inhabited part of a commercial/industrial rating unit in the Paeroa Ward set on a differential basis based on location.

The categories being:

  • Paeroa Ward Urban – all rating units used principally for commercial and industrial purposes situated within the valuation rolls 5001, 5002, 5003 and 5004.
  • Paeroa Ward Rural – all rating units used principally for commercial and industrial purposes situated within the Paeroa Ward but outside the valuation rolls 5001, 5002, 5003 and 5004.

The annual charges being:

  • Paeroa Urban $724.00
  • Paeroa Rural $362.00

Plains Community Facilities Business Targeted Rate

An annual charge (as per section 16) on each commercial/industrial separately used or inhabited part of a commercial/industrial rating unit in the Plains Ward set on a differential basis based on location.

The categories being:

  • Plains Ward Urban – all rating units used principally for commercial and industrial purposes situated within the valuation roll 4771.
  • Plains Ward Rural – all rating units used principally for commercial and industrial purposes situated within the Plains Ward but outside the valuation roll 4771.

The annual charges being:

  • Plains Urban $340.00
  • Plains Rural $201.00

Waihi Community Facilities Business Targeted Rate

An annual charge (as per section 16) on each commercial/industrial separately used or inhabited part of a commercial/industrial rating unit in the Waihi Ward set on a differential basis based on location.

The categories being:

  • Waihi Ward Urban – all rating units used principally for commercial and industrial purposes situated within the valuation rolls 5020 and 5030.
  • Waihi Ward Rural – all rating units used principally for commercial and industrial purposes situated within the Waihi Ward but outside the valuation rolls 5020 and 5030.

 

The annual charges being:

Kaihere Hall Targeted Rate

A land value targeted rate (per section 16) on all rating units situated within the Kaihere Hall Rating Area of .00301 cents per dollar of land value.

Patetonga Hall Targeted Rate

A land value targeted rate (per section 16) on all rating units situated within the Patetonga Hall Rating Area of .00188 cents per dollar of land value.

Hikutaia Hall Targeted Rate

An annual charge (per section 16) of $22.50 on each rating unit situated within the Hikutaia Hall Rating Area.

Karangahake Hall Targeted Rate

An annual charge (per section 16) of $15.00 on each rating unit situated within the Karangahake Hall Rating Area.

Kerepehi Hall Targeted Rate

An annual charge (per section 16) of $10.00 on each rating unit situated within the Kerepehi Hall Rating Area.

Netherton Hall Targeted Rate

An annual charge (per section 16) of $20.00 on each rating unit situated within the Netherton Hall Rating Area.

Tirohia Hall Targeted Rate

An annual charge (per section 16) of $12.25 on each rating unit situated within the Tirohia Hall Rating Area.

Turua Hall Targeted Rate

An annual charge (per section 16) of $13.00 on each rating unit situated within the Turua Hall Rating Area.

Waikino Hall Targeted Rate

An annual charge (per section 16) of $22.50 on each rating unit situated within the Waikino Hall Rating Area.

Waitakaruru Hall Targeted Rate

An annual charge (per section 16) of $22.50 on each rating unit situated within the Waitakaruru Hall Rating Area.

Eastern Plains Drainage District Targeted Rate

A land value targeted rate (per section 16) on all rating units situated within the Eastern Plains Drainage District of .05516 cents per dollar of land value.

Komata North Drainage Targeted Rate

A land value targeted rate (per section 16) on all rating units situated within the Komata North Drainage District set on a differential basis based on classifications (per section 146).

The categories being:

  • Komata North Class A – all land classified as Class A within rating units situated within the Komata North Drainage District.
  • Komata North Class B – all land classified as Class B within rating units situated within the Komata North Drainage District.
  • Komata North Class C – all land classified as Class C within rating units situated within the Komata North Drainage District.
    •

    The rates in cents per dollar of land value being:

  • Class A 0.09744
  • Class B 0.06476
  • Class C 0.03564
    •

    Opukeko Drainage District Targeted Rate

    A land value targeted rate (per section 16) on all rating units situated within the Opukeko Drainage District set on a differential basis based on classifications (per section 146).

    The categories being:

    • Opukeko Class A - all land classified as Class A within rating units situated within the Opukeko Drainage District.
    • Opukeko Class B - all land classified as Class B within rating units situated within the Opukeko Drainage District.
    • Opukeko Class C - all land classified as Class C within rating units situated within the Opukeko Drainage District.

    The rates in cents per dollar of land value being:

    Tirohia-Rotokohu Drainage District Targeted Rate

    A land value targeted rate (per section 16) on all rating units situated within the Tirohia-Rotokohu Drainage District set on a differential basis based on classifications (per section 146).

    The categories being:

    The rates in cents per dollar of land value being:

    Western Plains Drainage District Land Value Targeted Rate

    A land value targeted rate (per section 16) on all rating units situated within the Western Plains Drainage District set on a differential basis based on location and classifications (per section 146).

    The categories being:

    The rates in cents per dollar of land value being:

    Western Plains Drainage District Land Area Targeted Rate

    A land area targeted rate (per section 16) on all rating units situated within the Western Plains Drainage District set on a differential basis based on location and classifications (per section 146).

    The categories being:

    The rates in dollars per hectare of land area being:

    Western Plains Drainage District Pumping Land Area Targeted Rate

    A land area targeted rate (per section 16) of $19.93 per hectare, on all land serviced by the Hopai West, Martinovich, Central North and Rawerawe West pump stations.

    Paeroa Urban Stormwater Targeted Rate

    A land value targeted rate (per section 16) on all rating units situated within the Paeroa urban stormwater area set on a differential basis based on land use and land area.

    The categories being:

    The rates in cents per dollar of land value being:

    Water Supply Annual Charge Targeted Rate

    An annual charge (per section 16) of $60.00 per metered connection will be charged on all rating units with a connection to a Council water supply.

    Water Supply Volume Targeted Rate

    A rate per unit of water supplied (per section 19) on all rating units unit on a differential basis within the following categories based on location and extent of provision of service.

    The categories being:

    The rates in cents per cubic metre of water supplied being:

    Karangahake Water Supply Loan Targeted Rate

    An annual charge (per section 16) of $84.00 on each rating unit in the Karangahake Special Rating Area with a connection to a Council water supply.

    All rating units in this category that have elected to make a lump sum contribution benefit from the lump sum savings provisions (section 145) and do not have to pay the rate.

    Wastewater Unconnected Targeted Rate

    An annual charge (per section 16) of $245.00 on each rating unit not connected to Council schemes with a boundary within 30 metres of a wastewater main belonging to a Council wastewater scheme.

    Wastewater Connected Targeted Rate

    An annual charge (per section 16) per toilet pan or urinal according to a scale of charges based on the number of pans on the rating unit.

    The annual charges per pan or urinal being:

    Rating units used primarily as a residence for one household will be treated as having one pan (per Note 4 to Schedule 3 of the Act).

    Refuse Collection Targeted Rate

    An annual charge (per section 16) per separately used or inhabited part of a rating unit on a differential basis based location and the provision of service.

    The categories being:

    • District Collected – all rating units serviced by Council’s refuse collection excluding those in the Whiritoa township.
    • Whiritoa Collected – all rating units serviced by Council’s refuse collection in the Whiritoa township.

    The annual charges being:

    • District Collected $79.00
    • Whiritoa Collected $90.00

    Positive Paeroa Targeted Rate

    An annual charge (as per section 16) on each commercial/industrial separately used or inhabited part of a commercial/industrial rating unit in the Paeroa Ward set on a differential basis based on location.

    The categories being:

    • Paeroa Ward Urban – all rating units used principally for commercial and industrial purposes situated within the valuation rolls 5001, 5002, 5003 and 5004.
    • Paeroa Ward Rural – all rating units used principally for commercial and industrial purposes situated within the Paeroa Ward but outside the valuation rolls 5001, 5002, 5003 and 5004.

    The annual charges being:

    • Paeroa Urban $195.00
    • Paeroa Rural $97.50

    Go Waihi Targeted Rate

    An annual charge (as per section 16) on each commercial/industrial separately used or inhabited part of a commercial/industrial rating unit in the Waihi Ward set on a differential basis based on location.

    The categories being:

    • Waihi Ward Urban – all rating units used principally for commercial and industrial purposes situated within the valuation rolls 5020 and 5030.
    • Waihi Ward Rural – all rating units used principally for commercial and industrial purposes situated within the Waihi Ward but outside the valuation rolls 5020 and 5030.

    The annual charges being:

    • Waihi Urban $330.00
    • Waihi Rural $165.00

    PENALTIES FOR LATE PAYMENTS AND DUE DATE OF PAYMENTS PAYMENT DATES AND METHODS

    That the above rates are payable at the Council Offices at William Street, Paeroa, Orchard Rd, Ngatea and Seddon St, Waihi between 8.00am and 4.30pm Monday to Friday. That payments may also be made by way of Direct Debits and Automatic Payments, and that Direct Credits in the form of telephone and internet banking services are also accepted.

    That excluding water supply targeted rates, the above rates are by way of three instalments, the dates of such instalments being:

    Instalment Number

    Instalment Date

    Last Date Before Penalty

    Penalty Added

    One

    20 October 2007

    31 October 2007

    01 November 2007

    Two

    20 February 2008

    27 February 2008

    28 February 2008

    Three

    20 May 2008

    28 May 2008

    29 May 2008

    Water supply targeted rates are by way of two instalments per year with instalment dates for the various water supply areas being staggered throughout the year. The instalment date for water rates is the invoice date.

    PENALTIES FOR LATE PAYMENT

    That Council delegates authority to the Revenue Team Leader and rating staff to apply the following penalties to outstanding rates (excluding water supply rates) at their discretion:

    An additional charge on unpaid rates of 10% of the instalment amount on the day following the last date on which the instalment is payable without incurring additional charges (as described above).

    An additional charge of 10% on all rates assessed in a previous year that remain unpaid on 1 September 2007.

    A further additional charge of 10% on all rates assessed in a previous year that remain unpaid on 1 March 2008.

    The following penalties will be applied to water supply rates:

    An additional charge of 5% will be added to all current and previous years’ rates outstanding on the day following the last date for payment of the first instalment.

    An additional charge of 5% will be added to all current and previous years’ rates outstanding on the day following the last date for payment of the second instalment."

    BORROWING

    In December 2003 Council set up a facility to enable it to borrow up to $5 million. As part of this process Council authorised staff to borrow up to $5 million. This is the current limit of staff’s delegated authority to borrow.

    The balance of term debt at 30 June 2008 forecast in the 2007/08 Annual Plan is $8.2 million.

    Because of the timing of Council’s rates instalments and capital works the balance at 30 June does not generally reflect the highest level of borrowings required during the year. The fluctuation between the highest level of borrowing and the 30 June balance is likely to be up to $2 million.

    Assuming the capital works and operations outlined in the 2007/08 Annual Plan are carried out and the opening balances are correct Council will need to borrow approximately $10 million.

    Council’s Liability Management Policy sets the principles, rules and limits to be followed when borrowing. The $10 million proposed is well within those limits.

    RECOMMENDATION

    THAT Council resolve to authorise borrowing funds as allowed under the Liability Management Policy in the LTCCP up to a maximum outstanding balance of $10 million at any time during the 2007/08 financial year for the purposes of funding the capital projects and operations outlined in the 2007/08 Annual Plan.

    In addition to the borrowing approval from 1 July 2007 we recommend a change to the current delegations per Council’s Delegations Manual.

    Currently borrowing approvals are limited to the Chief Executive Officer and the Corporate Services Manager.

    On occasions this has caused some practical difficulty when both the above named officers are absent from Council’s offices.

    While borrowing is usually anticipated there will be the odd occasions when prior approvals turn out to be insufficient or forgotten to be put in place. Having only two available officers to give borrowing approval is limiting and potentially creates risk for staff that feel they may have to act to ensure staff or suppliers get paid and seek subsequent approval.

    We can cover this risk by adding a third officer to the delegations manual.

    A reduced level of authority can be granted to cover this.

    It is recommended the Finance Manager be given delegated authority to section 12.4.1 of the Delegations Manual, noted below, to a borrowing limit of $2 million and a maximum term no longer than 6 months.

    12.4.1 In accordance with Council’s policy on borrowing to:

    • Negotiate and agree on the terms of borrowing whether any part of the borrowing shall be internal or externally sourced, namely the interest rate payable by the Council, the frequency of interest payments, the timing of draw-downs, the number of loans which make up the borrowing, and all other terms and conditions of such loans or facilities as may be necessary for the obtaining of such loans or facilities, and to execute any agreements, deed polls, documents and certificates in respect of such loans or facilities on behalf of the Council

    RECOMMENDATION

    THAT Council resolve to authorise the Finance Manager be given delegated authority to section 12.4.1 of the Delegations Manual, regarding borrowing, to a limit of $2 million and a maximum term no longer than 6 months.

    6.2 REGIONAL LAND TRANSPORT STRATEGY – HAURAKI DISTRICT COUNCIL SUBMISSION (40.000.104) (18KB)   26-31

    A report is attached from the Planning and Environmental Services Manager regarding the response from Environment Waikato to Councils’ submission to the Draft Regional Land Transport Strategy for the member’s information.

    RECOMMENDATION

    THAT the report be received.

    7. NETWORK SERVICES 32-36

    7.1 SAFETY MANAGEMENT SYSTEM

    The Roading Manager will circulate a report on the subject prior to the meeting.

    RECOMMENDATION

    THAT the report be received.

    7.2 PAEROA MAINSTREET PARKING

    The Roading Manager will circulate a report on the subject prior to the meeting.

    RECOMMENDATION

    THAT the report be received.

    7.3 ROADING REPORT (01.001.029) (40KB)

    Attached is a report from the Roading Manager regarding a number of roading matters.

    RECOMMENDATION

    Rawerawe Road Realignment

    Environment Waikato (EW) have replied (as shown in appendix 1) to the request for formal acceptance of the issues raised by HDC over this project, Council will now need to accept that this project will form a part of the Land Transport Programme for 2007/08. EW will fund the local share of 46% of the project value on behalf of HDC and LTNZ will fund the remaining 54%.

    The Hauraki District Council will also need to accept the betterment value proposed by in appendix 1 of $26,250 and make provision in the 2007/08 AP for this additional cost.

    RECOMMENDATION

    THAT the project is accepted as an additional item within the HDC Land Transport Programme for 2007/08 year and that EW will fund the local share of 46% of the project value on behalf of HDC

    AND THAT the Hauraki District Council accepts the betterment value of $26,250 and making that provision in the 2007/08 AP.

    Contract Roll-over for HDC 254

    The Professional Services Contract between Council and Opus International Consultants is a 31 month contract which ends on 30th June 2007. The contract provides for an extension of the term of the contract for a further 1 year on an annual basis.

    Opus has confirmed agreement to an extension to the contract period. The Consultants performance has been assessed and in accordance with the contract documents the staff recommendation is that Contract HDC 254 Roading Professional Services be extended for one year.

    RECOMMENDATION

    THAT in accordance with the contract documents Contract HDC 254 Roading Professional Services with Opus International Consultants be extended for one year.

    Contract Roll-over for HDC 274

    The Routine Road Maintenance Contract, which Council currently holds with Works Infrastructure Limited (WIL), is a thirty one month Contract with three, one year extension periods (subject to agreement by both parties). The initial one year extension period ends on 30 June 2007 and there is a requirement for Council to consider the next 12 month extension period or "roll-over". WIL has confirmed agreement with a proposed contract roll-over. The Contract performance has been considered and it is recommended that Contract HDC 274 be extended for another one year.

    RECOMMENDATION

    THAT Contract HDC 274 Routine Road Maintenance with Works Infrastructure Limited be extended for one year in accordance with the contract documents.

    Contract Roll-over for HDC 280

    The Street Lighting Maintenance Contract, which Council currently holds with Energex Limited (EGX), is a thirty one month Contract with three, one year extension periods (subject to agreement by both parties). The initial 12 month extension period ends on 30 June 2007 and there is a requirement for Council to consider the next one year extension period or "roll-over". EGX has confirmed agreement with the contract roll-over. The Contract performance has been considered and it is recommended that Contract HDC 280 be extended for one year.

    RECOMMENDATION

    THAT in accordance with the contract documents and the favourable report from our management Consultant Contract HDC 280 with Energex Limited be extended for one year

    HDC 280-Hauraki District Council 2006/2007 Street lighting Upgrades Tender Evaluation

    This report summarises the tender evaluation and recommendation for the 2006/2007 Street lighting Upgrades. Six packages of work were identified for the installation of street lighting in the following locations:

    Baber Street, Waihi

    Victoria Street, Waihi

    Station Road, Waihi

    Margaret Street, Waihi

    Willoughby Street, Paeroa

    Pipiroa Road, Ngatea

    It is recommended that Council accept the lowest tender and construct the lowest priority street lighting upgrade (being Pipiroa Road, Ngatea) after 1st July 2007 making this work a first charge against the 2007/08 programme for street light upgrading.

    RECOMMENDATION

    THAT the tender of Energex Ltd, Morrinsville for $353,638.30 for all six packages be accepted

    AND THAT the lowest priority street lighting upgrade (being Pipiroa Road, Ngatea) be constructed after 1st July 2007 making this first charge against the 2007/08 programme.

    8. GENERAL BUSINESS

    8.1 POLICE ACT REVIEW

    Glenn Dunbier (Area Commander) will be attending the meeting at 11:30am to make a presentation to Council and to the public on the Police Act Review. 

    9. LATE ITEMS