RESOLVED

THAT the apology of Cr I D Troughton for lateness be received and sustained.

07/97 Lockwood /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.

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 consideration of the proposed date for the workshop required confirmation by Council as soon as possible.

07/98 Carmine/Baker CARRIED

Cr Challis requested leave of absence from 18 May to 22 June 2007.

RESOLVED

THAT the request for Leave of Absence of Cr Challis be approved.

07/99 Trembath/Milner CARRIED

ORDINARY MEETING HELD THURSDAY 1^ST MARCH 2007

RESOLVED

THAT the minutes of the meeting of the Hauraki District Council held on Thursday 1^st March 2007 be taken as read and confirmed.

07/100 Lockwood/Hayden CARRIED

The Mayor reported on the hearing which he and the Chief Executive attended on Thursday, 8 March 2007 to present Councils submission to the appeal of the Regional Council’s Representation Review proposal.

It was explained the main reasons for Council’s opposition to the 2006 Representation Arrangement Review Proposal is that it does not adequately provide for effective representation due to separation of strong communities of interest across the Region, and in particular, those of the Hauraki District. The Mayor emphasised the importance to recognise the boundaries that have existed over a long period of time such as the Waihou and Piako River Schemes along with many other elements of community interest.

Council presented a strong case in support of this view which was received with interest by the Commission. The Commission will release the decision on the review to the public on 11 April 2007.

LIBRARY FEES AND CHARGES (02.400.999)(72KB)

A report prepared by the Library Manager to consider a review of the Library fees and charges was presented for members’ consideration

RESOLVED

THAT the report be received.

07/101 Bubb/Meyers CARRIED

The members considered that the review of library fees and charges was appropriate as they had not been reviewed for some time. It was agreed that the proposed changes to the fees as presented be adopted to become effective from 1^st July 2007 and that they be included in the consultative process in conjunction with the Draft Annual Plan 2007/08.

RESOLVED

THAT Council adopt the libraries fees and charges as proposed in Table 2 on pages 4-5, of the report to become effective from 1 July 2007

AND THAT the libraries fees and charges be approved as amended for the Special Consultative process in conjunction with the Draft Annual Plan 2007/08.

07/102 Lockwood/Bubb CARRIED

CONTESTABLE SOCIAL FUND ( 20.030.000) (56KB)

A report and presentation on the budget allocation for Council’s Contestable Social Funds Policy was presented by the Councils’ Policy Analyst and the Community Services Manager.

RESOLVED

THAT the report be received.

07/103 Baker/Hayden CARRIED

The background and reasoning for the establishment of the Contestable Social Fund was explained.

Within the Long Term Council Community Plan, it is stated that a Contestable Fund would be considered by Council.  This need has been caused by a number of organisations seeking funding through the Annual Plan process creating last minute decision making for Council. To alleviate the pressure it placed upon Council, it was considered that a contestable fund should be made available that organisations operating within the social field could apply to for assistance but in a timeframe and co-ordinated process separate to the Annual Plan.

The proposed fund is also anticipated to address the expectation that the ‘hardy annual recipient organisations’ that are continually listed within the Annual Plans will always receive their monies without having to apply, or that there was incontestable money available for them to apply for. 

The proposed policy continues to provide for those organisations that expect assistance, as they can continue to apply but through the Contestable Social Fund.

The purpose of the report was to confirm the budget allocation for Council’s Contestable Social Funds Policy. The following resolution was made at the Council meeting on Thursday 15^th February, 2007.

RESOLVED

THAT Council creates a contestable fund of $70,000

AND THAT the contestable fund be funded by $55,600 (20%) from the Community Projects Assistance Fund annual income and the balance ($14,400) from the District Rate

AND THAT application to all categories of Contestable Social Funds is held in October of any year

AND THAT the maximum grant shall be $10,000 per application

AND THAT any unexpended Contestable Social Funds do not accumulate into subsequent years

AND THAT the Draft Contestable Social fund as amended be approved for consultation via the Special Consultative Procedure in conjunction with the Draft Annual Plan.

07/104 Milner/Gray CARRIED

ADOPTION OF DRAFT RESERVES MANAGEMENT PLAN (02/006.014) (33KB)

A report from the Community Services Manager concerning the Draft Reserves Management Plan was presented.

RESOLVED

THAT the report be received.

07/105 Gray/Milner CARRIED

At the Council meeting of 25^th January, Council reconvened the hearing of submissions on the Draft Reserves Management Plan to address the submission received by David Taipari of Ngati Maru Runanga. Following the closing of the hearing process, decisions made by Council have been incorporated in the Draft Reserves Management Plan, as appropriate, and submitters have been responded to accordingly.

To finalise the consultative procedure and to comply with the legislative process, Council has to adopt the Draft Reserves Management Plan to enable public notification of the availability of the document. It was advised that that draft document has not been altered other than to further those decisions resolved by Council.

RESOLVED

THAT the Draft Reserves Management Plan be adopted

AND THAT the availability of the Reserves Management Plan be publicly notified.

07/106 Carmine/Lockwood CARRIED

EXEMPTION FROM COUNCIL CONTROLLED ORGANISATION REQUIREMENTS – THAMES VALLEY RURAL FIRE COMMITTEE (02.001.011) (46KB)

A report from the Community Services Manager was presented which sought Council’s approval to exempt the Thames Valley Rural Fire Committee from the requirements for a council-controlled organisation (CCO) in accordance with the Local Government Act 2002 S.7(3).

RESOLVED

THAT the report be received.

07/107 Trembath/Troughton CARRIED

It was explained that the Local Government Act 2002, s7(3) provides for Council, by resolution, to exempt small organisations that are not council-controlled trading organisations from the requirements of council-controlled organisations.

It was requested that Council gives its approval to exempt the Thames Valley Rural Fire Committee from these requirements as it is not a trading organisation as per the terms stated in the Act.

RESOLVED

THAT the Council:

1. Having determined that the Thames Valley Rural Fire Committee is a not council- controlled trading organisation in terms of the Local Government Act 2002 s.6.
2. Having taken into consideration:

1. The nature and scope of the activities provided by the Thames Valley Rural Fire Committee; and
2. The costs and benefits, if an exemption is granted, to the Thames-Coromandel, Hauraki and Matamata-Piako District Councils, the Thames Valley Rural Fire Authority and the Hauraki community

3. Having determined that the decision-making requirement of the Local Government Act 2002 have been met
4. Grants an exemption for the purposes of the Local Government Act s.6(4)(i) to the Thames Valley Rural Fire Committee
5. Instructs staff to undertake a review of the exemption within 3 years after it is granted.

07/108 Troughton/Trembath CARRIED

ADOPTION OF DRAFT ANNUAL PLAN 2007/08 (23KB)

A report from the Planning and Environmental Services Manager was presented by the Strategic Planning Manager regarding the adoption of the Draft Annual Plan 2007/08. A copy of the Draft Annual Plan 2007/08 incorporating the Review of Fees and Charges, the Draft Contestable Fund, the Draft Positive Ageing Strategy and the Dog Control Policy Review was available separately for the members consideration.

RESOLVED

THAT the report be received.

07/109 Milner/Gray CARRIED

A Summary of the Rating Policy and Summary of Statement of Proposal to the Draft Annual Plan 2007/08 was tabled for discussion.

It was advised that a public notice will be placed in Page 7 of the Hauraki Herald outlining the consultation process. A copy of the summary will be available at Council Service Centres and libraries. The document will be sent out to key stakeholders. The Summary Statement of Proposal will be presented on 27 March in the Hauraki Herald. This is considered an appropriate form of consultation with the public. Non resident ratepayers will have the summary document posted directly to them.

It was agreed that the Water Volume charge remain at $0.75c - $0.85c.

RESOLVED

THAT the Water Volume charge remains at $0.75c - $0.85c.

07/110 Troughton/Trembath CARRIED

RESOLVED

THAT Pursuant to sections 83 and 89(c) of the Local Government Act, 2002 it be resolved that the Draft Annual Plan 2007/08 Statement of Proposal and the Summary Statement of Proposal of the Draft Annual Plan 2007/08 be approved and released for the Special Consultative Procedure

AND THAT the Draft Annual Plan 2007/08 and incorporating documents process be notified for public consultation by:

1. a public notice in the HDC news page on 20^th March 2007
2. regular articles in the HDC news page during the submission period
3. making available the Statement of Proposal and Summary Statement of Proposal of the Draft Annual Plan 2007/08 and the Statement of Proposals of the incorporating documents at Hauraki District Council offices, libraries and on the Council website
4. distributing the Statement of Proposal and Summary Statement of Proposal of the Draft Annual Plan 2007/08 and the Statement of Proposals of the incorporating documents to the to key stakeholders such as government departments, Iwi, community organisations, (e.g. Greypower), and parties who request the documents
5. present a summary of the Statement of Proposal and incorporating documents in the Hauraki Herald on 27^th March 2007
6. distribute copies of the Summary Statement of Proposal of the Draft Annual Plan 2007/08 to all out of district ratepayers that are not within the circulation boundaries of the Hauraki Herald.

07/111 Carmine/Baker CARRIED

The Mayor commended staff on their efforts in formulating the Draft Annual Plan 2007/08.

RESOLVED

THAT staff be formally thanked for their efforts in formulating an excellent draft document of the Annual Plan 2007/08.

07/112 Gordon/Bubb CARRIED

FENCING OF SWIMMING POOLS – PROJECT UPDATE (62.500.999) (38KB)

The Chief Executive presented a report from the Planning and Environmental Services Manager which provided Council with an update on the current project being undertaken to inspect all known pools for compliance with the Fencing of Swimming Pools Act 1987. As a result of the work to date, a review has been undertaken of Councils’ statutory responsibilities to clarify current practice and delegations. The report was attached.

RESOLVED

THAT the report be received.

07/113 Milner/Hayden CARRIED

The members were requested to approve of the procedure that all applications for waivers to the Fencing of Swimming Pools Act 1987 are considered by the Hearings Committee. It was also requested that they consider how many days notice should be allowed to meet compliance with the Act regarding the fencing of a swimming pool, and of what period of time, should be allowed for compliance following serving of a formal notice.

RESOLVED

THAT the current project be endorsed and that Council confirms all applications for waivers be made to the Hearings Committee

AND THAT one calendar month be allowed for compliance with the Act after the initial letter and one calendar month be allowed for compliance following service of the formal notice.

07/114 Baker/Trembath CARRIED

CLASS 4 VENUE GAMBLING POLICY REVIEW (01.712.044) (210KB) 

A report from the Planning and Environmental Services Manager was presented by the Strategic Planning Manager concerning the review of the Class 4 Venue Gambling Policy.

RESOLVED

THAT the report be received.

07/115 Milner/Lockwood CARRIED

The Strategic Planning Manager explained that following the two facilitated forums held on 5^th December 2006 and 13th February 2007 with key stakeholders such as TAB, Problem Gambling Association, and local Hoteliers to consider how the policy is working in the Hauraki District, it was found that there are two distinctly clear but opposing perspectives in the wider community on Hauraki District Councils Gambling Policy.

Staff commented they considered the policy is working and the forums provided information from the sectors that indicate that intervention programmes are working in support of the policy, and that there is little need to alter the basic intent of the existing policy to have a policy that works towards at least reaching the NZ average of machines per capita. It was noted that since the intervention programme has been implemented through legislation 12 months ago, there has been a reduction of 20% of problem gambler numbers nationwide.

The members were requested to review the present Hauraki District Class 4 Venue Gambling Policy and to consider if it is meeting the outcomes intended in the best interests of the community.

It was requested that the review, as presented, be approved for the consultative procedure to be undertaken in May 2007.

RESOLVED

THAT the Class 4 Gaming Venue Policy Review, as amended, be approved for consultation via the Special Consultative Procedure

07/116 Baker/Carmine CARRIED

2007 CUSTOMER SATISFACTON TRIENNIAL SURVEY (01.710.050) (22KB)

A report from the Planning and Environmental Services Manager was presented by the Strategic Planning Manager concerning a Customer Satisfaction Triennial Survey.

RESOLVED

THAT the report be received.

07/117 Carmine/Baker CARRIED

It was advised that in the Hauraki Community Plan 2006-16 Council was to undertake a Triennial Satisfaction Survey in 2007/08 to gauge public opinion on Councils service level performance.

In January of this year, staff met with representatives of Key Research, a surveying company which Council have used for the past two triennial surveys as well as conducting the triennial satisfaction survey and have shown credibility undertaking these surveys. The Company has been approached once again to discuss their availability to undertake a survey similar to the Satisfaction Survey carried out in 2002 and 2004.

The surveying company has presented a detailed proposal to Council demonstrating their availability and presenting a number of options of how they intend to carry out the survey.

The members considered the options proposed and agreed that they be accepted and that the company be engaged to undertake the upcoming Triennial Satisfaction Survey as detailed.

RESOLVED

THAT Option 2 of the report be approved and staff progress the undertaking of the triennial satisfaction similar to that of the 2004 survey;

AND THAT Council approve the undertaking of a basic community outcomes perception survey in conjunction with the satisfaction survey

AND THAT the developing of the survey commence in July 2007.

07/118 Milner/Gray CARRIED

ROADING MANAGERS REPORT (01.001.029) (37KB)

The District Engineer reported on roading matters for the month of January 2007. The report was attached for the members’ information.

RESOLVED

THAT the report be received.

07/119 Trembath/Troughton CARRIED

The contract for the construction of approximately 7,300m of new kerb on 22 individual sites throughout the Hauraki District was publicly advertised for tender on 9th December, the closing date being the 23rd January 2007.

It was advised that a workshop has to be held with Councillors and staff to confirm priorities and list the individual projects within this contract to be deferred into the 2007/08 financial year and to also consider the total of individual projects to make up 2007/08 budget expenditure.

RESOLVED

THAT Council hold a workshop on Tuesday, 20 March 2007 from 10.00am–12.00 for the Kerb and Channel Workshop.

07/120 Milner/Gordon CARRIED

UTILITIES MANAGER’S REPORT (01.011.025) (72KB)

The District Engineer reported on district utilities for the month January 2007. The report was attached for the members’ information.

RESOLVED

THAT the report be received.

07/121 Baker/Carmine CARRIED

Plains Water Supply

The District Engineer reported progress on investigations into the stored water alternative at Tetley’s quarry and the alternative of meeting requirements from Kerepehi treatment plant via improved reticulation.

DRAINAGE MANAGERS REPORT (01.011.028) (26KB)

The Drainage Manager reported on district drainage matters for the month of January 2007. The report was attached for the members’ information.

THAT the report be received.

07/122 Carmine/Bubb CARRIED

Stormwater Run-off – Mueller Street Development

Cr Lockwood raised a concern he had noted that stormwater run off was flowing from the Mueller Street development into Lake Gilmour. He requested the District Engineer undertake an inspection of the site to ensure the site was meeting the resource consent requirements.

There was no general business.

PROPOSED WORKSHOP DATE FOR BYLAW REVIEW

The Strategic Planning Manager advised of the postponement of the Bylaw Review Workshop which was to be held on Tuesday, 20^th of March and has now been rescheduled for Thursday, 12^th of April 2007.

RESOLVED

THAT a workshop be held to discuss the Hauraki District Council bylaws following the Ordinary Council meeting on Thursday 12^th April 2007.

07/123 Milner/Baker CARRIED

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
1 (deleted)	Environment Court Proceedings - Ongoing Noise Issues - 36 Tauranga Road, Waihi	Protection of Privacy of Natural Persons S7(2)(a)	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.

RESOLVED

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

07/125 Baker/Bubb CARRIED

The meeting closed at 3.20pm.

CONFIRMED

J P Tregidga

29 March 2007