12 September 2005

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 WEDNESDAY 28 MAY 2008 COMMENCING AT 9.00 AM

Morning tea will be available at 10.15 am.

PRESENTATION

11.30AM: Jim Archibald of Tourism Coromandel will be attendance to present the organisations photo library project.

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 WEDNESDAY 14 MAY 2008 (407200) 1-6

RECOMMENDATION

THAT the minutes of the meeting of the Hauraki District Council held on Wednesday 14 May 2008 be taken as read and confirmed.

3.2 EXTRAORDINARY MEETING HELD WEDNESDAY 7 MAY 2008 (405676) 7-36

RECOMMENDATION

THAT the minutes of the extraordinary meeting of the Hauraki District Council held on Wednesday 7 May 2008 be taken as read and confirmed.

4. MATTERS ARISING FROM THE MINUTES

5. CONSIDERATION OF MINUTES OF WARD COMMITTEES

5.1 PLAINS WARD COMMITTEE (406926) – Tuesday 13 May 2008 37-40

RECOMMENDATION

THAT the minutes of the Plains Ward Committee meeting held on Tuesday 13 May 2008 be received and the recommendations contained therein adopted

5.2 PAEROA WARD COMMITTEE (407032) – Tuesday13 May 2008 41-44

RECOMMENDATION

THAT the minutes of the Paeroa Ward Committee meeting held on Tuesday 13 May 2008 be received and the recommendations contained therein adopted.

5.3 WAIHI WARD COMMITTEE (406930)– Tuesday 13 May 2008 45-48

RECOMMENDATION

THAT the minutes of the Waihi Ward Committee meeting held on Tuesday 13 May 2008 be received and the recommendations contained therein adopted.

6. CONSIDERATION OF MINUTES OF COMMITTEE MEETINGS

6.1 EASTERN PLAINS DRAINAGE DISTRICT (404060)– Tuesday 29 April 2008 49-52

RECOMMENDATION

THAT the minutes of the Eastern Plains Drainage District Committee meeting held on Tuesday 29 April 2008 be received and the recommendations contained therein adopted.

6.2 WESTERN PLAINS DRAINAGE DISTRICT (403938) – Tuesday 29 April 2008 53-55

RECOMMENDATION

THAT the minutes of the Western Plains Drainage District Committee meeting held on Tuesday 29 April 2008 be received and the recommendations contained therein adopted.

7. CHIEF EXECUTIVE’S REPORT (408423) (30KB) 9; 56-57

7.1 The Chief Executive’s monthly report is attached.

RECOMMENDATION

THAT the Chief Executive’s monthly report be received.

APPOINTMENT TO ROAD CONTROLLING AUTHORITY FORUM

The Council needs to make an appointment of an elected member to the Road Controlling Authority Forum Inc (RCAF).　 The RCAF or RCA Forum is a closed, non-political group with representatives from the 73 territorial local authorities, the Department of Conservation, Land Transport New Zealand, Local Government New Zealand and Transit New Zealand.

RECOMMENDATION

THAT the Mayor be appointed as the Hauraki District Council representative to the Road Controlling Authority Forum.

8. CORPORATE SERVICES

8.1 FINANCIAL REPORT TO 30 APRIL & REPORT ON VALUATION SERVICE PROVIDER TENDER (CR GORDON) (408715) (28KB) 58-70

RECOMMENDATION

THAT the report be received

AND THAT the Chief Executive be delegated authority to sign a contract with Quotable Value for Rating Valuation Services for the three year period 1 July 2008 to 30 June 2011.

9. PLANNING/REGULATORY SERVICES (406299) 71-86

9.1 The Planning and Environmental Services Manager’s monthly monitoring report (92KB) for the month of April 2008 is attached for the members’ consideration.

RECOMMENDATION

THAT the report be received.

9.2 Rates Newsletter (CR CARMINE) (397681) (38KB) 87-90

Attached is a report from the Strategic Planner seeking direction on how Council should progress the concept of communicating with ratepayers via the three yearly rates instalments.

RECOMMENDATION

THAT the report be received

AND THAT Councillor’s confirm preference for rates newsletter / promotional giveaway options and approve concepts and drafts to be produced

AND THAT Council agree on which method of communication will be most appropriate and whether a rates newsletter adds value

AND THAT as Council is currently communicating to a high per capita level, that consideration be given to a novel or promotional - single message - approach.

10. COMMUNITY SERVICES

10.1 COMMUNITY DEVELOPMENT OFFICER’S MONTHLY REPORT (CR Leonard and CR Milner) (407248) (31KB) 91-99

Attached is a report from the Community Development officer on projects for the month of May 2008.

RECOMMENDATION

THAT the report be received.

REQUEST FOR TEMPORARY CLOSURE OF ROAD [408421]

A request had been received from the Thames Valley Car Club Inc for consent to close Hamilton Road, Ngatea for the purpose of an event organised by them on Saturday 14 June 2008.

RECOMMENDATION
THAT pursuant to Section 11(e) of the Tenth Schedule of the Local Government Act 1974 Council consent to the temporary road closure of Hamilton Road, Ngatea on Saturday 14 June 2008, between the hours of 10am and 4pm, for the purpose of an event organised by the Thames Valley Car Club Inc. be given subject to the following conditions:

1. That no objections to the closure are received, which are upheld by Council

2. That the organisers shall be responsible for all costs associated with the events, including advertising.

3. That the organisers shall notify all affected residents and property owners within the closure area and obtain their written consent to the closure.

4. That ordinary traffic shall be permitted to use the road between events subject to the proviso that no traffic is held up for a period exceeding thirty (30) minutes.

5. That the event shall be under the control of appropriate marshals and that radio communications shall be maintained at all times.

6. That the organisers shall arrange adequate public liability insurance in respect of any claim arising from the event, a copy to be supplied to the Council by 4 June 2008.

7. The organisers shall indemnify the Council from all or any claims arising from the road closure.

8. That signage to the satisfaction of the District Engineer, Hauraki District Council shall be erected at each end of the closed road indicating the period of closure and that ordinary traffic may use the road as set out in condition 4 above.

9. That only road tyres shall be used.

10. The road will be inspected before and after the event and any damage will be made good at the cost of the applicant.

11. That in the event of heavy rain the District Engineer, Hauraki District Council, may cancel the approval.

11. NETWORK SERVICES

11.1 KERBSIDE COLLECTION: REFUSE AND RECYCLABLES: APPROVAL FOR INCLUSION IN 2008/2009 ANNUAL PLAN (CR HARRIS) (408679) & (393321) (48KB) 100-106

A report setting out a proposal for a kerbside recycling service and a pre-paid bag system for refuse collection was considered by the Council meeting held on 26 March 2008. A copy of the report, document 393321, is attached to this report. The meeting resolved that the proposal be included in the Annual Plan process by way of a submission to the Annual Plan consultation process. This was duly undertaken and submissions from the public were received and considered by Council at its meeting of 7 May.

RECOMMENDATION

THAT the kerbside recycling and pre-paid bag kerbside refuse service schemes as proposed in submission to the 2008/09 Annual Plan be approved for implementation.

AND THAT the budget provisions in the draft Annual Plan be amended as follows:

Capital provision of $94,000 including GST be made for the purchase and delivery to users of the recycling bins

The provision in the draft Annual Plan for a refuse collection rate $122 for Whiritoa properties and $90.00 for other properties served by the collection be amended to provision for a refuse and recyclable rate of $60,80 for Whiritoa properties and $37.00 for other properties. All amounts include GST.

11.2 TENDER EVALUATION REPORT HDC 353 KERB AND CHANNEL CONSTRUCTION 2007/08 (CR MEYERS) 408458 (28KB) 107-109

The report summarises the tender evaluation and recommendation for the 2007/2008 Kerb and Channel construction contract. This contract is for the construction of new kerb and channel, installation of drainage structures, pavement re-instatement and landscaping on 17 separate sites within Council’s roading network.

RECOMMENDATION

That the tender of Downer Edi Works Limited for $ 606,543.96 excluding GST be accepted

That the Hauraki Road project from Rata Street to Muddy River Café (Bagnall Square) be funded from 2008/09 funding.

12. GENERAL BUSINESS

12.1 FURTHER APPOINTMENTS OF DRAINAGE DISTRICT COMMITTEE MEMBERSHIP FOR 2008-2010 (CRS CHALLIS, HARRIS, MEYERS AND THORP) (22KB) 110

Attached is a report from the Community Services Manager on further appointments to the Drainage District Committees.

RECOMMENDATION

THAT the report be received

AND THAT Council in accordance with Clauses 30 & 31 of Schedule 7 of the LGA, appoints for the current triennium Kevin Gillingham and Mike Peters to the Paeroa Rural Drainage District Committee to represent the subdivisions as referred above in the report.

12.2 FUNDING REQUEST: TOURISM COROMANDEL - PHOTO LIBRARY PROJECT

The Economic Development Officer will table a report regarding a request for funding from Tourism Coromandel towards their Photo Library Project.

RECOMMENDATION

THAT the report be received.

13. LATE ITEMS

14. MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED

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 Contract with Hauraki Animal Control Services 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.

Item 2 Paeroa Information Centre –Expression of Interest to Operate Centre Section 7(2)(b)(i) - Protect information where the making available of the information:
(2) 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.

Item 3 Proposal to purchase property at 20 William Street, Paeroa for Council off street parking extension 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 4 Ngatea North Residential Development 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 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	Contract with Hauraki Animal Control Services	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.
Item 2	Paeroa Information Centre –Expression of Interest to Operate Centre	Section 7(2)(b)(i) - Protect information where the making available of the information: (2) 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.
Item 3	Proposal to purchase property at 20 William Street, Paeroa for Council off street parking extension	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 4	Ngatea North Residential Development	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.