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HAURAKI DISTRICT COUNCIL MEETING
MINUTES OF A MEETING OF THE HAURAKI DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON WEDNESDAY 28 MAY 2008 COMMENCING AT 9.10 AM
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His Worship the Mayor Mr J P Tregidga (In the Chair), Crs J M Bubb, D M Carmine, D E Challis, C Francis, B A Gordon, G A Harris, M J Hayden, G R Leonard, P A Milner (from 9.12am) and H T Shepherd. |
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IN ATTENDANCE |
Messrs L D Cavers (Chief Executive), K D Thompson (District Engineer), R G Paterson (Community Services Manager), R H Leonhart (Corporate Services Manager), P Thom (Planning & Environmental Services Manager), M Buttimore (Strategic Planning Manager), C Hale (Economic Development Officer) and Ms R Kirby (Council Secretary) |
APOLOGIES
RESOLVED
THAT the apology for absence of Crs J R Thorp, S G Baker and T J Meyers and for lateness of P A Milner be received and sustained.
08/306 Carmine/Bubb
CARRIEDCONFIRMATION OF MINUTES
ORDINARY MEETING HELD WEDNESDAY 14 MAY 2008 (407200)
RESOLVED
THAT the minutes of the meeting of the Hauraki District Council held on Wednesday 14 May 2008 be taken as read and confirmed.
08/307 Francis/Shepherd CARRIED
EXTRAORDINARY MEETING HELD WEDNESDAY 7 MAY 2008 (405676)
RESOLVED
THAT the minutes of the extraordinary meeting of the Hauraki District Council held on Wednesday 7 May 2008 be taken as read and confirmed.
08/308 Shepherd/Hayden CARRIED
CONSIDERATION OF MINUTES OF WARD COMMITTEES
PLAINS WARD COMMITTEE (406926) – Tuesday 13 May 2008
RESOLVED
THAT the minutes of the Plains Ward Committee meeting held on Tuesday 13 May 2008 be received and the recommendations contained therein adopted
AND THAT the comment concerning the Turua Jetty Upgrade be modified to read;
"The request received from Mrs Ropati and family of Turua to install a plaque in honour of their father who resides in Turua was discussed. It was agreed that a plaque could not be attached to the jetty due to reasons relating to the Jetty’s fund raising agreement and that further discussions take place between the family and the Hall and Domain committee as to an alternative site in Turua."
08/309 Gordon/Challis CARRIED
Cr Milner attended the meeting at 9.12am.
PAEROA WARD COMMITTEE (407032) – Tuesday13 May 2008
RESOLVED
THAT the minutes of the Paeroa Ward Committee meeting held on Tuesday 13 May 2008 be received and the recommendations contained therein adopted.
08/310 Bubb/Milner 9;
CARRIED
MATTERS ARISING FROM THE MINUTES
William/Marshall Street Intersection Safety Improvements
It was agreed to put the detailed review of the various options on hold until a traffic count on William Street was completed.
WAIHI WARD COMMITTEE (406930)– Tuesday 13 May 2008
RESOLVED
THAT the minutes of the Waihi Ward Committee meeting held on Tuesday 13 May 2008 be received and the recommendations contained therein adopted.
08/311 Hayden/Francis CARRIED
CONSIDERATION OF MINUTES OF COMMITTEE MEETINGS
EASTERN PLAINS DRAINAGE DISTRICT (404060) – Tuesday 29 April 2008
RESOLVED
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
AND THAT the minutes be changed to read that G A Harris and J P Tregidga were both in attendance.
08/312 Harris/ Tregidga CARRIED
– Tuesday 29 April 2008RESOLVED
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.
AND THAT the minutes be changed to read that G A Harris and J P Tregidga were both in attendance
08/313 Harris/ Tregidga
CARRIED
CHIEF EXECUTIVE’S REPORT (408423) 9;
(30KB)
9;
The Chief Executive’s monthly report was presented.
RESOLVED
THAT the Chief Executive’s monthly report be received.
08/314 Leonard/ Carmine CARRIED
Staff Update
The Chief Executive advised of recent staff changes.
The Chief Executive officially welcomed Peter Thoms as the new Manager, Planning and Environmental Services. The Mayor congratulated the Chief Executive on the recruitment of staff.
APPOINTMENT TO ROAD CONTROLLING AUTHORITY FORUM
The Council is required 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.
RESOLVED
THAT the Mayor be appointed as the Hauraki District Council representative to the Road Controlling Authority Forum.
08/315 Milner/Harris CARRIED
CORPORATE SERVICES
FINANCIAL REPORT TO 30 APRIL & REPORT ON VALUATION SERVICE PROVIDER TENDER (CR GORDON) (408715)
(28KB)
RESOLVED
THAT the report be received.
08/316 Gordon/Leonard CARRIED
RESOLVED
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.
08/317 Gordon/Challis CARRIED
As per the Corporate Services Managers report the Councils contract for rating valuation services has been given to Quotable Value. There are still terms of the contract to be settled, specifically in relation to the cost of revaluation and further cost if an objection to a valuation creates a need for valuation review.
PLANNING/REGULATORY SERVICES (406299)
The
Planning and Environmental Services Manager’s monthly monitoring report
(92KB)
for the month of April 2008 was presented for the members’ consideration.
The Strategic Planner Project Manager was in attendance to comment on aspects of the report.
RESOLVED
THAT the report be received.
08/318 Gordon/Carmine CARRIED
Department of Conservation – Proposed New Zealand Coastal Policy Statement 2008
The Mayor commented that the presentation of the Hauraki District Council submission in person was well received.
Rates Newsletter (CR CARMINE) (397681)
(38KB)
#9;
A report was presented from the Strategic Planner seeking direction on how Council should progress the concept of communicating with ratepayers via the three yearly rates instalments.
RESOLVED
THAT the report be received.
08/319 Carmine/Bubb CARRIED
The Strategic Planning Manager commented that the Council already has in place excellent public communication strategies. He did not see the value of a rates newsletter unless there is a specific message to convey. The comment was made that the HDC News, Page 7 does not reach the absentee owners, although they can read the page on the website. It was suggested that a card with important information on it could be included with the rate demand.
RESOLVED
THAT the Strategic Planner Manager reports back to Council with a concept and a design for information card that could be included with the rate demand.
08/320 Leonard/Carmine CARRIED
COMMUNITY SERVICES
COMMUNITY DEVELOPMENT OFFICER’S MONTHLY REPORT (CR
Leonard and CR Milner) (407248)
(31KB)
A report from the Community Development officer was presented on projects for the month of May 2008.
RESOLVED
THAT the report be received.
08/ 321 Leonard/Hayden CARRIED
Apprenticeship Scheme
Expos are being held in Paeroa, Ngatea, and Waihi as part of the "Get a Life" project. The schools in the various areas are invited to bring their students to the expo.
Creative New Zealand CCS 2007/08
The assessment committee for the distribution of the Creative Communities Scheme funds met and distributed a total of $17,018.85. It was noted that there are less applications for funding but the amounts required are larger.
Young Achievers and Citizens Awards
Letters have been sent to the schools within the district as a reminder that the young people nominated should be from within the district. If a school feels strongly about nominating a young person from out of the district, the nomination can be discussed.
White Ribbon Day
Councils view on its involvement with this initiative was sought. It was decided that to support this day was up to the individual, and that the Council already supports the "Not Okay" campaign which relates to all types of abuse.
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.
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:RESOLVED
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.
08/322 Milner/Gordon CARRIED
A comment was made that groups applying for a temporary road closure need to get their paper work to Council on time. It was suggested that a reminder be sent to the various groups that apply each year which would point out the dates that need to be met.
The meeting adjourned 10.30am
The meeting reconvened 10.50am
NETWORK SERVICES
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 this report was attached. 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 7th May 2008.
RESOLVED
THAT the report be received.
08/323 Harris/Leonard CARRIED
The question was asked if the townships of Kerepehi and Turua were to be included in this kerbside collection. The District Engineer commented that no decision has been made yet about including these towns although it is being considered. Council needs to talk to those communities over the next 12 months.
The contractor understands that there needs to be a 2/3 weeks amnesty period when non official bags will still be picked up. The suggestion was also made that a note needs to be delivered with the recycling bins to explain what they are for, and what recyclable rubbish is. A radio campaign advertising this collection was also suggested which the District Engineer supported.
RESOLVED
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 $122.00 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.
08/324 Harris/Milner CARRIED
TENDER EVALUATION REPORT HDC 353 KERB AND CHANNEL CONSTRUCTION
2007/08 (CR MEYERS) 408458
(28KB)
The report summarised the tender evaluation and recommendation for the 2007/2008 Kerb and Channel construction contract. The 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.
RESOLVED
THAT the report be received.
08/325 Gordon/Challis CARRIED
RESOLVED
THAT the tender of Downer Edi Works Limited for $ 606,543.96 excluding GST be accepted
AND THAT the Hauraki Road project from Rata Street to Muddy River Café (Bagnall Square) be funded from 2008/09 funding.
08/326 Francis/Challis 9;
CARRIEDThe comment was made that there was no mention in the report of who the other tender was. The District Engineer advised that was an oversight and the other tenderer was Fulton Hogan.
GENERAL BUSINESS
A report from the Community Services Manager was presented on further appointments to the Drainage District Committees.
RESOLVED
THAT the report be received.
08/327 Challis/Harris CARRIED
RESOLVED
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 and that Ian Troughton be appointed to the Eastern Plains Drainage Committee as the Wharepoa Subdivision representative.
08/328 Challis/Harris 9;
CARRIED
FUNDING REQUEST: TOURISM COROMANDEL - PHOTO LIBRARY PROJECT
The Economic Development Officer tabled a report regarding a request for funding from Tourism Coromandel towards their Photo Library Project.
Tourism Coromandel has a photo / image library from which they source photos for promotional activities which requires regular updating to ensure that current images are used. Jim Archibald, CEO of Tourism Coromandel provided a presentation on the work that has been undertaken.
RESOLVED
THAT the report be received.
08/329 Hayden/Shepherd
CARRIEDRESOLVED
THAT Council fund Tourism Coromandel $2,000 towards the update of the photo/image library from the Economic Development promotional budget account.
08/330 Bubb/Hayden
CARRIEDNoted:
Crs Gordon and Challis voted against the motion.
Their decision to vote against the motion was based on the fact that a review of Councils funding to Tourism Coromandel is presently being undertaken, and until this review is completed, Council should not be contributing more funding.
The Economic Development Officer provided an update on the progress of the review.
The meeting adjourned at 12.05pm
The meeting reconvened at 12.50pm
9; NGATEA NORTH RESIDENTIAL DEVELOPMENT (CR BAKER) (403505)
A report from the Community Services Manager was presented regarding the Ngatea North Development Project.
RESOLVED
THAT the report be received.
08/331 Challis/Gordon CARRIED
RESOLVED
THAT Council approves the concept plan for the development of the Ngatea North project, and more particularly the design for the first stage to enable the consent application and engineering design to be started, and that Option ‘A’ is selected for Stage 1. And further, that planning and design for Stage 2 of Option ‘‘A" is commenced concurrently with Stage 1 to allow construction of Stage 2 to immediately follow Stage 1 should the market encourage such action.
08/332 Gordon/Carmine 9;
CARRIEDThe Planning and Environmental Manager explained to Council that the consent application will require consideration by independent planners so as to provide the necessary transparency when Council applies to itself for consent. It was permissible for an application to contain two development stages which can occur sequentially and allow development contributions to be paid on a staged basis.
UPDATED MEETING SCHEDULE - 2008
Due to a number of extraordinary meetings which have been scheduled throughout the year for a series of workshops to consider the LTCCP 2009-19, Cr Gordon requested that all members be provided with an updated meeting schedule for the year.
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 | 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. |
08/333 Milner/Leonard CARRIED
RESOLVED
THAT the public be re-admitted to the meeting and the business discussed confirmed.
08/340 Carmine/Bubb CARRIED
The meeting closed at 2.00pm.
CONFIRMED
J P Tregidga
Mayor
11 June 2008