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 27 SEPTEMBER 2007 COMMENCING AT 9.30 AM

PRESENT	His Worship the Mayor Mr J P Tregidga (In the Chair), Crs S G Baker, J M Bubb, D M Carmine, D E Challis, B A Gordon, A G Gray, M J Hayden, P A Milner and K W Trembath

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

APOLOGIES

RESOLVED

THAT the apology of Crs D C Lockwood and T J Meyers be received and sustained.

07/999 Milner/Trembath CARRIED

LATE ITEMS

There were no late items.

CONFIRMATION OF MINUTES

ORDINARY MEETING HELD THURSDAY 13 SEPTEMBER 2007

RESOLVED

THAT the minutes of the meeting of the Hauraki District Council held on Thursday 13 September 2007 be taken as read and confirmed.

07/1000 Challis/Gordon CARRIED

MATTERS ARISING FROM THE MINUTES

Paeroa Pipe Band & Tattoo - Funding Proposal

The members were requested to further consider the funding proposal presented by representatives of the Paeroa Pipe Band & Tattoo to Council on the 13^th of September 2007. The organisation requires consideration of funding assistance of $5,000 or part thereof, in support of their 15^th annual Highland Games & Tattoo event.

After consideration, it was agreed that the District and the Paeroa Ward each provide a grant to the organisation from their discretionary funds.

RESOLVED

THAT funding be contributed to the Paeroa Pipe Band & Tattoo group in support of their annual event, as follows:

$2,000 - District Discretionary Fund

$1,000 - Paeroa Ward Discretionary Fund

07/1001 Gordon/Trembath CARRIED

CONSIDERATION OF MINUTES OF WARD COMMITTEES

PLAINS WARD COMMITTEE (01.005.030) – Tuesday 11 September 2007

RESOLVED

THAT the minutes of the Plains Ward Committee meeting held on Tuesday 11 September 2007 be received and the recommendations contained therein adopted.

07/1002 Challis/Gordon CARRIED

PAEROA WARD COMMITTEE (01.007.030) – Tuesday 11 September 2007

RESOLVED

THAT the minutes of the Paeroa Ward Committee meeting held on Tuesday 11 September 2007 be received and the recommendations contained therein adopted.

07/1003 Bubb/Trembath CARRIED

WAIHI WARD COMMITTEE (01.008.030) – Tuesday 11 September 2007

RESOLVED

THAT the minutes of the Waihi Ward Committee meeting held on Tuesday 11 September 2007 be received and the recommendations contained therein adopted.

07/1004 Baker/Carmine CARRIED

MATTERS ARISING FROM THE MINUTES

Aquatic Safety Research - Bill Doyle - Request for Financial Assistance

The members were requested to consider the contribution of district funding towards this request. At the Waihi Ward meeting it was agreed that the Ward grant support of funding to the request of $300.00 and asked that Council match this amount.

RESOLVED

THAT Council approve funding assistance of $300.00 to be granted from the District Discretionary Fund.

07/1005 Gordon/Challis CARRIED

CONSIDERATION OF MINUTES OF COMMITTEE MEETINGS

HEARINGS COMMITTEE (01.014.030) – Thursday 23 August 2007

RESOLVED

THAT the minutes of the Hearings Committee meeting held on Thursday 23 August 2007 be received and the recommendations contained therein adopted.

07/1006 Carmine/Bubb CARRIED

HEARINGS COMMITTEE (01.014.030) – Thursday 6 September 2007

RESOLVED

THAT the minutes of the Hearings Committee meeting held on Thursday 6 September 2007 be received and the recommendations contained therein adopted.

07/1007 Carmine/Bubb CARRIED

CONSULTATIVE COMMITTEE WATER AND WASTES (01.015.030) – Tuesday 7 August 2007

RESOLVED

THAT the minutes of the Consultative Water & Waste Committee meeting held on Tuesday 7 August 2007 be received and the recommendations contained therein adopted.

07/1008 Baker/Trembath CARRIED

EASTERN PLAINS DRAINAGE DISTRICT (45.498.001) – Wednesday 29 August 2007

RESOLVED

THAT the minutes of the Eastern Plains Drainage District Committee meeting held on Wednesday 29 August 2007 be received and the recommendations contained therein adopted.

07/1009 Gordon/Milner CARRIED

WESTERN PLAINS DRAINAGE DISTRICT (45.499.001) –Wednesday 29 August 2007

RESOLVED

THAT the minutes of the Western Plains Drainage District Committee meeting held on Wednesday 29 August 2007 be received and the recommendations contained therein adopted.

07/1010 Challis/Trembath CARRIED

REPORTS

CHIEF EXECUTIVE’S REPORT (01.000.020) (19KB)

The Chief Executive’s monthly report was tabled at the meeting.

RESOLVED

THAT the Chief Executive’s monthly report be received.

07/1011 Baker/Bubb CARRIED

The meeting adjourned at 10.40am

The meeting reconvened at 11.00am

PLANNING/REGULATORY SERVICES

The Planning and Environmental Services Manager’s monthly monitoring report (19KB) for the month of August 2007 was presented for the members’ consideration.

RESOLVED

THAT the report be received.

07/1012 Hayden/Trembath CARRIED

Transit Presentation - District Plan Committee Workshop held on Monday 24 September

The Manager, Planning and Environmental Services advised of Transit’s recent presentation on it’s new Planning manual to the District Plan Committee Workshop held on Monday 24 September by representatives, Mr Ben Tobias and Mr Nick Carey. It was advised that submissions to Transit’s Planning Manual will close in February 2008.

Transit staff answered questions and gave explanations on new standards and assessment criteria. They further advised that the new manual was effective immediately and there was no formal public consultation process. They further advised they were not aware of the National Policy or National Environmental Standard process.

Community Outcomes Perception Survey (57KB)

A report from Council’s Policy Analyst was presented relating to a survey undertaken by Choosing Futures Waikato with regard to the community perception of Council.

RESOLVED

THAT the report be received.

07/1013 Milner/Carmine CARRIED

HEARINGS COMMITTEE - POST ELECTION (01.014.999) (19KB)

To ensure that Resource Management matters can be progressed, there is provision in the Resource Management Act to appoint Commissioners which could have the powers of the Hearings Committee as currently delegated by the Council. The members were requested to approve that the current members of the Hearings Committee, Crs Carmine, Bubb and Gordon be appointed as Commissioners with delegated authority to hear all RMA matters requiring decisions over the election period.

RESOLVED

THAT the report be received

AND THAT pursuant to Section 34A of the Resource Management Act, 1991 Councillors Carmine, Gordon and Bubb be appointed as Commissioners and to have all of the powers delegated to the Hearings Committee by the Council covering the period 13 October 2007 to the date on which the new Hearings Committee is appointed.

07/1014 Trembath/Hayden CARRIED

CONSIDERATION OF CONTRACTS FOR DOG CONTROL, ANIMAL CONTROL, NOISE CONTROL AND ENFORCEMENT OF THE WHIRITOA BYLAW (63.000.999) (45KB)

Council is requested to give guidance on its preferred method for the services of Dog Control, Animal Control, Noise Control and Enforcement of the Whiritoa Bylaw.

RESOLVED

THAT the report be received.

07/1015 Carmine/Baker CARRIED

The members were presented with a number of options Council could consider in providing the service delivery requirements for these contracts.

RESOLVED

THAT Option 6 (Negotiating a new contract with the current contractor) be adopted as the preferred approach

AND THAT the Manager, Planning and Environmental Services report to Council in due course on the implementation of the selected option.

07/1016 Gordon/Milner CARRIED

NETWORK SERVICES

REFUSE OPTIONS REPORT (44.000.024) (44KB)

The Utilities Manager presented a report regarding the options for the future operation of Councils kerbside refuse collection service.

RESOLVED

THAT the report be received.

07/1017 Challis/Bubb CARRIED

The members were requested to consider the options of refuse collection services and recycling initiatives following the review and investigations undertaken by Tonkin & Taylor in co-ordination with the Consultative Water & Waste Committee.

It was advised that three options were provided to the Committee for their consideration, which resulted in Option 1 being the most preferred, as follows:

Prepaid bag kerbside collection to the existing areas and adding Turua and Kerepehi to the collection rounds. The bags would be sold by either the council or the contractor.
Kerbside collection using the 55 litre crates and including paper and cardboard, to all the areas served by the refuse collection.
Provision of a greenwaste collection centre in Ngatea
Provision of an un-manned drop off recycling facility at Waitakaruru
Promote home composting

After consideration, the member’s agreed that Option 1 was their preferred option. It was requested that Council now approve that negotiations be undertaken with the contractor to reach an agreement pertaining to kerbside recycling, an additional contract price for kerbside collection in Kerepehi and Turua and the handling of a prepaid bag system and that a report be provided to Council on the outcome of these negotiations.

RESOLVED

THAT negotiations be conducted with the incumbent contractor to formally define the cost per property for introducing kerbside recycling in all currently served areas and additionally Kerepehi and Turua

AND THAT negotiation be conducted to determine the additional contract price for extending the refuse collection area to include Kerepehi and Turua

AND THAT negotiations be conducted between HDC and the contractor regarding the handling of the pre-paid bag system

AND THAT the outcome of the negotiations with the contractor be reported to Council with a view to extending the contract for a further 12 months to allow the purchase of the 55 litre bins for the kerbside recycling collection.

07/1018 Baker/Milner CARRIED

The meeting adjourned at 12.15pm

The meeting reconvened at 1.00pm

Cr Gray left the meeting at 1.00pm

ROADING REPORT (01.001.029) (30KB)

A report from the Roading Manager was presented outlining two roading issues for the member’s consideration.

RESOLVED

THAT the report be received.

07/1019 Challis/Baker CARRIED

Pipiroa Road - Streetlight Upgrade

Further to the previous report on this lighting upgrade dated 2 August 2007, a request has been received to provide the total cost of installing double outreach street light columns that will light the footpath as well as the road.

The members were requested to consider the details provided in the report which outlined the costs for the installation of the lights in Pipiroa Road. It was agreed that initially one double outreach light be installed as a trial and that the final decision on the installation of the lights be made by Crs Gordon and Challis.

RESOLVED

THAT the cost of new double street light standards installed on Pipiroa Road as detailed in the report be noted

AND THAT the sources of funding be noted

AND THAT the installation be approved subject to one installation as a trial

AND THAT the Crs Gordon and Challis be given the delegated authority to make the final decision.

07/1020 Milner/Trembath CARRIED

Forward Work Programme Workshop

The Roading Manager and roading representative from Opus International, Mr Darren Gilbertson presented the programme. Approval was sought from the members of the first 5 years of the programme with a review every 12 months.

It was recommended that the Council consider and approve the programmes for implementation, as follows:

New Footpath (Appendix 1)
Seal Extension (Appendix 2)
New Kerb and Channel (TBA)

The Roading Manager, Mr Gilbertson and the members reviewed the programme together to consider any amendments required to the programme of works within each of the three wards. These amendments were noted for further consideration.

RESOLVED

THAT the Forward Work Programmes for New Kerb and Channel Construction, New Footpath Construction and Seal Extension Construction be considered and approved for implementation subject to alterations as listed below:

Changes made to Kerb and Channel Programme at Council Workshop on 27 September 2007

Kohunui Street has a lower priority and has been deferred due to potential development damaging the new asset if it was installed in advance, the Community Support score has also been reduced
Pipiroa Road has a higher priority due to recreational development in the Domain, the Community Support score has increased accordingly.
River Road has a lower priority for Community Support score due to the elevation of Pipiroa Road
Bagnall Square has been confirmed to have an existing kerb and channel section from 7-43m RHS. The strategy has been modified to reflect this.
Coronation Road Community Support score has been reduced to reflect greater needs such as Ainslea Road
Ainslie Road RHS commencing at 4m to 108 is an area of need and has been given a high a Community Support score
Thomas Place RHS has a higher priority in terms of a Community Support score

Kensington Road outside the school grounds requires detail design in consultation with the school.

Changes made to Footpath Programme at Council Workshop on 27 September 2007

Hammond Lane was not considered a priority and has been given a lower priority in terms of a Community Support score
Rata Street footpath has been repositioned to the left side of the road.
Raroa Street has been given a higher priority in terms of a Community Support score

Changes made to Seal Extension programme at Council Workshop on 27 September 2007

Since Maukoro Landing Road is a shared asset with Matamata-Piako District Council cost sharing options need to be discussed, pending which the project is on hold.
Tramline Road has been removed from the programme because weak subgrade materials make seal extension construction uneconomic.

07/1021 Gordon/Trembath CARRIED

GENERAL BUSINESS

There was no general business.

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

(deleted)

Consideration of contracts for Dog Control, Animal Control, Noise Control and Enforcement of the Whiritoa Bylaw

Section 7(2)(b)(i) - Protect information where the making available of the information:
(1) Would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

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.

07/1022 Gordon/Challis CARRIED

RESOLVED

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

07/1024 Milner/Trembath CARRIED

The meeting closed at 2.40pm.

CONFIRMED

J P Tregidga

Mayor

11 October 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 (deleted)	Consideration of contracts for Dog Control, Animal Control, Noise Control and Enforcement of the Whiritoa Bylaw	Section 7(2)(b)(i) - Protect information where the making available of the information: (1) Would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.	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.