HAURAKI DISTRICT COUNCIL

EXTRAORDINARY MEETING

 

NOTICE IS HEREBY GIVEN THAT AN EXTRAORDINARY MEETING OF THE HAURAKI DISTRICT COUNCIL WILL BE HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON WEDNESDAY 14 NOVEMBER 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. REPORTS

4. COUNCIL COMMITTEES AND PORTFOLIO’S (365782) 1-7

4.1 Attached is a report from the Chief Executive regarding the Mayor’s recommendations for appointments to Committees, portfolio’s, Council appointments, meeting dates and meeting venues.

COMMITTEES

RECOMMENDATION

THAT in accordance with Schedule 7, Clause 30 of the Local Government Act 2002 the Council appoint the following Committees;

  • Audit

  • District Plan

  • Hearings

  • Consultative Committee Water and Waste

  • Pensioner Flats Allocation

  • Councillor Remuneration

  • CEO Performance Assessment

  • Economic Development

  • Councils Organisations Appointment Subcommittee

  • Tetley’s Quarry

  • Waihi Beach Leasehold Subcommittee

  • District Reserves Committee

  • Road Safety Committee

  • Paeroa Ward

  • Plains Ward

  • Waihi Ward

  • Western Plains Drainage District Committee

  • Eastern Plains Drainage District Committee

  • Paeroa Rural Drainage District Committee

 

MEMBERSHIP OF COMMITTEES

RECOMMENDATION

THAT in accordance with Schedule 7, Clause 31 of the Local Government Act 2002 the Council appoint the following members to the respective committees, and that the Chairperson and Deputy Chairperson of the committee be as indicated.

Audit John Tregidga (Chairperson)
  Mary Carmine (Deputy Chairperson)
  Bruce Gordon
   
District Plan Bruce Gordon (Chairperson)
  Mary Carmine (Deputy Chairperson)
  Paul Milner
  Mike Hayden
  Julie Bubb
  Greg Harris
   
Hearings Mary Carmine (Chairperson)Bruce Gordon(Deputy Chairperson)
  Julie Bubb
  Gill Leonard
   
Consultative Committee Water and Waste Sel Baker (Chairperson)
  Don Challis (Deputy Chairperson)
  Greg Harris
  Tom Meyers
   
Pensioner Flats Allocation Julie Bubb (Chairperson)
  Sel Baker (Deputy Chairperson)
  Gill Leonard
   
Councillor Remuneration John Tregidga (Chairperson)
  Mary Carmine (Deputy Chairperson)
  Bruce Gordon
   
CEO Performance Assessment John Tregidga (Chairperson) Ward Chairs
   
Economic Development Mike Hayden (Chairperson)
  Bruce Gordon (Deputy Chairperson)
  Colin Francis
  James Thorpe
   
Councils Organisations Appointment John Tregidga (Chairperson)
Subcommittee Mary Carmine (Deputy Chairperson)
  Ward Chairs (or Deputy Ward Chairs if the Ward Chair can not attend)
   
Road Safety Committee Tom Meyers (Chairperson)
  Don Challis (Deputy Chairperson)
  James Thorp
   
Tetley’s Quarry Sel Baker (Chairperson)
  Bruce Gordon
  Tom Meyers
  John Tregidga (Deputy Chairperson)
  Don Challis
   
Waihi Beach Leasehold Subcommittee Sel Baker (Chairperson)
  Mary Carmine (Deputy Chairperson)
  Mike Hayden
  Harry Shepherd
   
District Reserves Committee John Tregidga (Chairperson)
  Ward Chairs
   
Paeroa Ward Committee Julie Bubb (Chairperson)
  Paul Milner (Deputy Chairperson)
  Tom Meyers
  James Thorp
  John Tregidga
   
Plains Ward Committee Bruce Gordon (Chairperson)
  Don Challis (Deputy Chairperson)
  Gill Leonard
  Greg Harris
  John Tregidga
   
Waihi Ward Committee Sel Baker (Chairperson)
  Mike Hayden (Deputy Chairperson)
  Mary Carmine
  Colin Francis
  Harry Shepherd
  John Tregidga
   
Drainage Committees  
Western Greg Harris (Alternate - Don Challis or Tom Meyers)
Eastern Don Challis (Alternate - Tom Meyers or Greg Harris)
Paeroa Rural Tom Meyers (Alternate - Greg Harris or Don Challis)
   

 MEETING DATES

RECOMMENDATION

That the following list of meeting days be adopted:

Meetings of Council

The third to last and last Wednesday in each month

Ward Committee Meetings

The third to last Tuesday in each month.

Water and Waste Meetings

The fourth to last Tuesday in every second month.

Hearings Committee Meetings

The second to last and fourth to last Thursdays in each month (if required)

 

MEETING VENUES

RECOMMENDATION

THAT all of the above meetings be held in the Council Offices, William Street, Paeroa.

 

MEETING TIMES

RECOMMENDATION

THAT the meetings listed above commence at the following times:

Council Meetings 9.00 am

Ward Committees

Plains 9.00 am

Paeroa 12.30 pm

Waihi 2.30 pm

Water and Waste Committee 10:00 am

Hearings Committee 9.00 am

Drainage Committees

Western Plains Drainage District 10.30am

Eastern Plains Drainage District 1.30 pm

Paeroa Rural Drainage District 1.30pm

 

MAYOR TO BE EX OFFICIO ON ALL COMMITTEES AND SUB-COMMITTEES

In accordance with the Clause 2.9.5 of the Standing Orders (NZS 9202:2003) the Mayor of the local authority may be appointed an ex-officio member of any committee other than a community board or a quasi-judicial committee (i.e. hearing committee). It has been Council’s practice to appoint the Mayor as an ex-officio member of all committees and subcommittees.

RECOMMENDATION

THAT the Mayor be appointed as an ex-officio member on all Council Committees and Sub-Committees with the exception of the Hearing Committee.

 

DECEMBER AND JANUARY MEETINGS

In December it is usual for the Council meeting to be held a week early as it is common that the last Wednesday is in the Christmas vacation period. It is suggested that the normal end of month Council meeting be held on Wednesday 19 December 2007.

As the later meeting is brought forward it is suggested that if two meetings are required in December that the earlier meeting also be brought forward a week as well. In this regard the earlier meeting would be held on Wednesday 5 December 2007. However, due to the closeness of the end of November meeting it is suggested that only one meeting be held in December 2007.

In January it has been normal practice to only have a single meeting of Council at the end of the month and not to have any committee meetings. In this regard it is suggested that the only meeting be of the full Council and that it be on Wednesday 30 January 2008.

RECOMMENDATION

THAT December Council meeting be held on Wednesday 19 December 2007 and that there be no Ward Committee or other committee meetings in January 2008 and that the Council meeting in January be held on Wednesday 30 January 2008.

 

APPOINTMENT TO THE WAIKATO CIVIL DEFENCE EMERGENCY MANAGEMENT GROUP

Section 13 of the Civil Defence and Emergency Management Act 2002 requires that every local authority must be a member of a Civil Defence Emergency Management Group and that each local authority that is a member of a Group with other local authorities must be represented on the Group by 1, and only 1, person, being the Mayor of that local authority or an elected person from that local authority who has delegated authority to act for the Mayor.

The Hauraki District Council is a member of the Waikato Civil Defence Emergency Management Group and is now required to appoint the Mayor or an elected person who has delegated authority to act for the Mayor.

RECOMMENDATION

THAT the Mayor be appointed to be Council’s representative on the Waikato Civil Defence Emergency Management Group;

AND THAT in the absence of the Mayor Councillor Colin Francis (as first alternative) or Councillor Mary Carmine (as second alternative) have delegated authority to act for the Mayor as the Council’s representative on the Waikato Civil Defence Emergency Management Group;

AND THAT Council’s representatives or alternative representative be granted full delegated authority to commit to action and expenditure on behalf of the Council within approved budgets as per section 7 of the Waikato Civil Defence Emergency Management Group Constituting Agreement.

 

OTHER APPOINTMENTS

RECOMMENDATION

That the following appointments be made:

DESCRIPTION APPOINTMENTS
Creative N Z Julie Bubb
Regional Land Transport Committee John Tregidga (Alternate Tom Meyers)
Hauraki Coromandel Development Group John Tregidga (Alternate Bruce Gordon)
Regional Passenger Transport Committee John Tregidga (Alternate Tom Meyers)
Regional Council Waihou Valley Scheme and Piako River Scheme Liaison Committee Don Challis
Tourism Coromandel Julie Bubb
Hauraki Gulf Forum Mayor, (Deputy, Mary Carmine)
Joint Golden Cross Mine Closure Committee (with Waikato Regional Council) John Tregidga, Mary Carmine
Thames Valley Combined Civil Defence Emergency Management Committee John Tregidga, Colin Francis
Go Waihi Mary Carmine
Positive Paeroa James Thorp
Waihi Community Consultative Group (Council rep.) John Tregidga (Alternate Julie Bubb)
Waihi Community Consultative Group (Waihi Ward rep.) Sel Baker

PORTFOLIO’S

For the last triennium the Council allocated responsibility for a portfolio to Councillors. It is proposed that this be continued for this triennium.

RECOMMENDATION

THAT the Council adopt the following portfolios:

Portfolio Member
Finance Cr Bruce Gordon
Policy Cr Mary Carmine
Property Cr Sel Baker
Water & Waste Water Cr Don Challis and Greg Harris
Roading Cr Tom Meyers
Community Services Cr Julie Bubb
Community Development Cr Mike Hayden
Iwi Liaison John Tregidga
Solid Waste Cr Greg Harris
Economic Development Cr Mike Hayden
Social Development Cr Gill Leonard
Youth Cr Paul Milner
Civil Defence Cr Colin Francis
Sport & Recreation Cr Harry Shepherd

 

REAPPOINTMENT OF DRAINAGE COMMITTEE MEMBERS, CONSULTATIVE WATER & WASTES COMMITTEE AND ROAD SAFETY COMMITTEE

Reinstatement of the members appointed to the Drainage, Consultative Water and Waste and Road Safety committees is required as unless otherwise resolved by the Council the committees are deemed to be discharged on the coming into office of the new Council (Schedule 7 Clause 30(7) LGA 2002).

The District Drainage Committee ‘community representation’ elections will be held in March 2008; however reappointment of the current membership is required to enable these committees to continue to operate in that interim period.
Western Plains Drainage District: R G Hicks
  W R Bennett
  B A Carter
  D P Cox
  B A Keane
  P Paterson
  G J W Speedy
  D B Spence
  R D Young
   
Eastern Plains Drainage District: K R Caddy
  R P Hunter
  K J Reid
  P Schouten
  G W Speedy
  B Flint
  B Conroy
  I Troughton
   
Paeroa Rural Drainage District: M Peters
  H G Morrison
  D Green
  K Gillingham
  C D Reid
  G Vowles
   
Consultative Water & Wastes Committee: A representative (or alternative) #9;nominated by Royal Forest & Bird Protection Soc.)
  A representative (or alternative) nominated by Hauraki-Coromandel Federated Farmers)
  A representative (or alternative) nominated by Ngati Hako)
  A representative (or alternative) nominated by Ngati Tamatera)
  A representative (or alternative) nominated by Ngati Maru)
  A representative (or alternative) nominated by Ngati Tara Tokanui Management)
  A representative (or alternative) nominated by Hauraki Maori Trust Board
  A representative (or alternative) nominated by Ngati Paoa Trust)
   
Road Safety Committee: A representative (or alternative) nominated by Land Transport New Zealand
  A representative (or alternative) nominated by Transit New Zealand
  A representative (or alternative) nominated by Environment Waikato
  A representative (or alternative) nominated by Federated Farmers
  A representative (or alternative) nominated by Automobile Association
  A representative (or alternative) nominated by NZ Road Transport Association
  A representative (or alternative) nominated by Grey Power
  A representative (or alternative) nominated by Hauraki Maori Trust Board
  A representative (or alternative) nominated by NZ Police

RECOMMENDATION

THAT Council reappoints the committee membership as listed above.

 

5. ELECTED MEMBER REMUNERATION AND EXPENSE RULES (365737) 8-29

5.1 Attached is a report from the Chief Executive regarding the Elected Members Remuneration and Expense Rules.

RECOMMENDATION

THAT the report be received

AND THAT it be recommended to the Remuneration Authority that the Elected Member Remuneration for the post election period to the 30 June 2008 be:

Deputy Mayor $23,666

Ward Chairs $17,750

Deputy Ward Chairs and Committee Chairs $14,200

Councillors $11,833

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

 

6. NETWORK SERVICES

ROADING MANAGERS REPORT (01.001.029) 31-34

The Roading Manager has reported on roading matters for the month of October 2007. The report is attached for the members’ information.

RECOMMENDATION

THAT the report be received.

Street Light Upgrade Variation Porritt Street, Paeroa

RECOMMENDATION

THAT the street light upgrade on Featon Street be deferred to 2010/11 in favour of advancing Porritt Street to 2007/08.

UTILITIES MANAGER’S REPORT (01.011.025)

The District Engineer will circulate a report on district utilities for the month of October prior to the meeting.

DRAINAGE MANAGERS REPORT (01.011.028) 35-39

The Drainage Manager has reported on district drainage matters for the month of October 2007. The report is attached for the members’ information.

RECOMMENDATION

THAT the report be received.

 

7. GENERAL BUSINESS

7.1 ADOPTION OF WATER SUPPLY PART TO THE CONSOLIDATED BYLAW AND FIRE BYLAW (68394) 41-81

Attached is a report from the Manager, Planning and Environmental Services regarding the adoption of the water supply part to the consolidated bylaw and fire bylaw.

RECOMMENDATION

THAT the report be received

AND THAT Council determines that the proposed Part 5 (Water Supply) of the Hauraki District Council Consolidated Bylaw and the Hauraki District Council Fire Prevention Bylaw involving Vegetation 1993 are the most appropriate way of addressing the perceived problems.

That Council determines that the proposed Part 5 (Water Supply) of the Hauraki District Council Consolidated Bylaw and the Hauraki District Council Fire Prevention Bylaw involving Vegetation 1993 are in the most appropriate form.

That Council determines that the proposed that Part 5 (Water Supply) of the Hauraki District Council Consolidated Bylaw and the Hauraki District Council Fire Prevention Bylaw involving Vegetation 1993 do not give rise to any implications under the New Zealand Bill of Rights Act 1990.

That Council resolves to undertake due process for the passing of the proposed that Part 5 (Water Supply) of the Hauraki District Council Consolidated Bylaw.

That Council resolves that that Part 5 (Water Supply) of the Hauraki District Council Consolidated Bylaw shall become operative on 1st December 2007.

That the Hauraki District Council Fire Prevention Bylaw involving Vegetation 1993 continues without any amendments.

That Council resolves to revoke the Bylaws in Annexure A with effect from the date of operation of that Part 5 (Water Supply) of the Hauraki District Council Consolidated Bylaw.

 

7.2 WAITETE COLLECTOR SEWER

The District Engineer will circulate a report on the subject prior to the meeting.

 

7.3  WHIRITOA – ACCESS TO BEACH FOR DOGS – DOG EXERCISE AREAS 82-93

Attached is a report from the Manager, Planning and Environmental Services regarding issues concerning the Dog Control Policy in relation to access of dogs to Whiritoa Beach and consideration of a proposed Dog Exercise Area.

RECOMMENDATION

THAT Council adopts Option 2 for the Dog Control Policy and Dog Control Chapter of the By-law but the recommended hours of 9.00am to 4.00pm be amended to 10.00am to 3.00pm during the winter months, and

AND THAT Council adopt --------- as the dog control exercise area in terms of the Policy and By-law; or

THAT Council does not adopt a dog exercise area for the purposes of the Policy and By-law,

and

THAT staff place the amended Dog Control Policy on the next agenda for adoption.

 

7.4 CONSIDERATION OF DRAFT ANNUAL REPORT SUMMARY 2006/07 94-110

Attached is a report from the Corporate Services Manager regarding the Draft Annual Report Summary. A copy of the draft summary is attached for the member’s information.

RECOMMENDATION

THAT the report and summary be received.

 

7.5 ROAD NAMING REQUESTS, VARIOUS SUBDIVISIONS 111-116

Attached is a report from the Corporate Services Manager regarding a road naming request for various subdivisions within the district.

RECOMMENDATION

THAT the report be received

AND THAT the naming of the roads created in the Maddocks Street/Robert Street subdivision in Waihi of Magnolia Lane and Settlers Drive and the extension of Maddocks Street and Roberts Street per the attached plan be approved.

AND THAT the naming of the road created on the western side of the new Masonic Village in Ngatea as Masonic Place be approved.

AND THAT the renaming of the recently formed portion of road, formerly known as part of Buller Street (unformed) in Waihi to Sherwood Lane be approved.

 

8. LATE ITEMS

 

9. MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED 118-143

RECOMMENDATION

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 Purchase of Land adjacent to Tetley’s Quarry 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.