HAURAKI DISTRICT COUNCIL

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 24 FEBRUARY 2010 COMMENCING AT 9.00 AM

Morning tea will be available at 10.15 am.

PRESENTATIONS

9.00AM

Gary Quarless, Principal and students of Goldfields School, Joshua Viljoen, Joshua Godwin, Stacey Cowdell, Matty Mikaere and Jaycee Tuhuawe be in attendance to perform their sustainability presentation. The students have been learning about interacting with, and developing the environment so that it can be sustained by the present generation and not compromised for future generations. The presentation is the culmination of year’s worth of sustainability projects.

11.00AM Katrina Knill of the BOP Conservatory will be in attendance to present on the Kaimai Catchment Project. Also in attendance will be two representatives from Environment Waikato, John Simmons presenting on the Waikato Regional Pest and Management Strategy and Frank Pavitt presenting on Bovine Tb.

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 10 FEBRUARY 2010 (541790) 1-8

RECOMMENDATION

THAT the minutes of the meeting of the Hauraki District Council held on Wednesday 10 February 2010 are confirmed and are a true and correct record.

4. MATTERS ARISING FROM THE MINUTES

5. CONSIDERATION OF MINUTES OF WARD COMMITTEES

5.1 PLAINS WARD COMMITTEE (541413) – Tuesday 9 February 2010 9-14

RECOMMENDATION

THAT the minutes of the Plains Ward Committee meeting held on Tuesday 9 February 2010 are received and the recommendations contained therein adopted with the exception of Resolution Nos. PLWC10/9 - PLWC10/14

Note: As regards to the adoption exception, members are asked to refer to the note appended within the Plains Ward Minutes.

5.2 PAEROA WARD COMMITTEE (541523) – Tuesday 9 February 2010 15-16

RECOMMENDATION

THAT the minutes of the Paeroa Ward Committee meeting held on Tuesday

9 February 2010 are received and the recommendations contained therein adopted.

5.3 WAIHI WARD COMMITTEE (541675) – Tuesday 9 February 2010 17-20

RECOMMENDATION

THAT the minutes of the Waihi Ward Committee meeting held on Tuesday

9 February 2010 are received and the recommendations contained therein adopted.

6. CONSIDERATION OF MINUTES OF COMMITTEE MEETINGS

6.1 HEARINGS COMMITTEE (530597) – Monday 7 December 2009 21-27

RECOMMENDATION

THAT the minutes of Hearings Committee meeting held on Monday 7 December 2009 are received.

6.2 CONSULTATIVE COMMITTEE WATER AND WASTES (535104) - Tuesday 1 December 2009 28-30

RECOMMENDATION

THAT the minutes of the Consultative Water & Waste Committee meeting held on Tuesday 1 December 2009 are received and the recommendations contained therein adopted.

7. CHIEF EXECUTIVE’S REPORT (542065) (39KB) 31-33

7.1 The Chief Executive’s monthly report is attached.

RECOMMENDATION

THAT the Chief Executive’s monthly report be received; and

THAT the Mayor be given delegated authority to appoint Alternative Delegates to represent the Hauraki District Council at the Local Government New Zealand Annual General Meeting.

8. NETWORK SERVICES

8.1 COMMUNITY ROAD SAFETY ACTION - CHALK STENCIL (CR HARRIS) (543483) (153KB) 34-35

Attached is a report from the Roading Manager and District Engineer regarding a regional road safety campaign that Council has been invited to participate in.

RECOMMENDATION

THAT the report be received; and

THAT Council approves application of the chalk stencilled slogan "Safety Belts Saves Lives" supporting the regional "Reduce the Risk" campaign, to footpaths at identified locations in Ngatea, Paeroa and Waihi: and

THAT the locations be identified by the Roading Manager and the chairperson of each Ward Committee.

9. CORPORATE SERVICES

9.1 FINANCIAL REPORT AND SUMMARY STATEMENT OF COST OF SERVICES FOR THE SIX MONTHS ENDED 31 DECEMBER 2009 (CR GORDON) (543917) (31KB) 36-48

The Corporate Services Manager’s financial report and Summary Statement of Cost of Services for the six months ended 31 December 2009 is attached for the members’ information.

RECOMMENDATION

THAT the report be received.

10. PLANNING/REGULATORY SERVICES 49-65

10.1 The Planning and Environmental Services Manager’s monthly monitoring report (102KB) for the month of December 2009 and January 2010 is attached for the members’ consideration.

RECOMMENDATION

THAT the report be received; and

THAT an Extraordinary Council Meeting be approved for the Hearing and consideration of Submissions on the Draft Annual Plan 2010/11 on Wednesday 2^nd June 2010, if needed; and

THAT Council approve the deferral of the Youth Policy review until 2011; and

THAT Council approve an initial budget of $20,000 for the Kaiaua project to be funded from the District General Rate.

10.2 CUSTOMER SATISFACTION TRIENNIAL SURVEY 2010 (MAYOR) (541148) (86KB) 66-78

Attached is a report from the Policy Analyst regarding the Triennial Satisfaction Survey for 2010.

RECOMMENDATION

THAT the report be received; and

THAT Council approves the proposal to conduct a triennial survey in 2010; and

THAT Council approves the recommendation to contract Key Research to conduct this survey using the methodology proposed; and

THAT Council indicates to staff any particular subject or questions it would like posed through the triennial survey in order to help the new Council during its term.

10.3 PROGRESS ON RESOLUTIONS TO HAURAKI COMMUNITY PLAN 2009-19 (542752 and 527022) (21KB) 79-92

Attached is a report from the Strategic Planning Projects Manager regarding the progress on resolutions to the Hauraki Community Plan 2009-19. Attached for members information is a copy of each resolution made during the consultation process and an update from staff of the progress made on each resolution.

RECOMMENDATION

THAT the report be received.

10.4 ASSET MANAGEMENT PLANNING AND ASSET MANAGEMENT POLICY ASSESSMENT OF APPROPRIATE ASSET MANAGEMENT LEVELS (507299) (286KB) 93-147

Attached is a report from the Strategic Planning Projects regarding the proposed policy approach for Asset Management Planning.

RECOMMENDATION

THAT the report be received; and

AND THAT Council adopt the proposed policy approach for asset management planning.

11. COMMUNITY SERVICES

11.1 REQUEST FOR FORMATION OF AN ADVISORY GROUP & ADDITIONAL BUDGET – HUGH HAYWARD DOMAIN PARK PROJECT (CR BUBB) (542116) (29KB) 148-149

Attached is a report from the Community Services Manager regarding the Hugh Hayward Domain Park Project.

RECOMMENDATION

THAT Council receives the report; and

THAT Council approves as follows:

THAT a subcommittee called the Hugh Hayward Park Project Advisory Group (PAG) be formed for the purpose of providing guidance to the development in the manner of ‘form, finish, colour’ to the Hugh Hayward Park Development (including the statue) with the membership being Plains Ward Committee, along with Messrs A Quinn, D Horder, N Harris and M Reid and the Chairperson shall be the Plains Ward Committee Chairperson.

THAT the total budget allocated for the project be revised to $350,000 and that the project be completed before 1st November　2010 (from which the bronze statue is to be funded for the cost of $70,000(ref. Council meeting Feb 10, 2010).

THAT the additional funding of $100,000 from the Plains Community Facilities and Recreational Development Fund is used towards the revised funding of the project.

THAT an Ashes Columbarium Wall is constructed at the same time as the Hugh Hayward Park development project with a budget of $15,000 funded from the 2010/11 Plains Unallocated Projects Fund.

THAT the playground replacement project originally scheduled for 2012 be brought forward for completion by 1^st November 2010.

11.2 CIVIL DEFENCE & EMERGENCY MANAGEMENT – BUDGET REVIEW 2010/11 ANNUAL PLAN (CR FRANCIS) (543366) (29KB) 150-153

Attached is a report from the Community Services Manager regarding the

2010/11 budget review for Civil Defence and Emergency Management.

RECOMMENDATION

THAT the report be received; and

THAT the draft budget provision for Hauraki District’s Civil Defence & Emergency Management activities for 2010/11 be amended to incorporate the increased contributions sought by the Thames Valley Combined District Emergency Management Committee and the Waikato Civil Defence and Emergency Management Group Committee as requested within this report; and

THAT further, Council considers if it will accept the $6,239 additional increase on top of the increases considered at its February 10 meeting or mitigates the affect of the increase by reducing some other discretionary activity budget.

11.3 LIBRARIES REPORT 2nd QUARTER 2009-10 (CR BUBB) (542459) (39KB) 154-156

Attached is the 2^nd quarter report for 2009-10 from the Libraries Manager for the member’s information.

RECOMMENDATION

THAT the report be received.

12. LATE ITEMS

PRESENTATIONS
9.00AM	Gary Quarless, Principal and students of Goldfields School, Joshua Viljoen, Joshua Godwin, Stacey Cowdell, Matty Mikaere and Jaycee Tuhuawe be in attendance to perform their sustainability presentation. The students have been learning about interacting with, and developing the environment so that it can be sustained by the present generation and not compromised for future generations. The presentation is the culmination of year’s worth of sustainability projects.

11.00AM	Katrina Knill of the BOP Conservatory will be in attendance to present on the Kaimai Catchment Project. Also in attendance will be two representatives from Environment Waikato, John Simmons presenting on the Waikato Regional Pest and Management Strategy and Frank Pavitt presenting on Bovine Tb.