There were no apologies.

Pursuant to Section 46A (7) of the Local Government Official Information and Meetings Act 1987, the Chairperson called for late items to be accepted. There were none.

PWC03/58 Tregidga/Trembath CARRIED

There were no matters arising.

The Community Facilities Managers monthly report on activities was attached for the Committee’s consideration.

PWC03/59 Trembath/Munro CARRIED

A letter had been received from the Paeroa Croquet Club requesting assistance regarding disposal of lawn clippings.

Three Options were given:

Members felt that option 2 was the most favourable solution.

PWC03/60 Tregidga/Trembath CARRIED

Attached to the report for members information was a report from the Paeroa Community Support Trust on the Paeroa Skate and Leisure Centre.

PWC03/61 Trembath/Munro CARRIED

Attached was a report from the Community Facilities Manager regarding the Paeroa Domain replacement Pavilion.

An additional report was tabled at the meeting.

At the Paeroa Ward Committee meeting held Monday 5 May 2003, members recommended that a workshop be held to confirm a preferred option for the replacement of the Athletic Pavilion at the Paeroa Domain. A workshop had been held on 15 May 2003 and the Community Facilities Manager outlined the discussion held at the meeting within her report and made a number of recommendations.

The Community Facilities Manager advised that since the agenda a meeting had been held with the Thames Valley Rugby Union, who had indicated their interest in leasing the entire upper floor of the building.

Members discussed the possibility of leasing the various offices in the new pavilion and agreed that the Thames Rugby Union and the Athletic Club would have to share the facility. The issue of rent and how it would be charged needed to be addressed. It was agreed that a lease should be entered into that was renewable in 12 months.

THAT, following the outcome of a Workshop held on 15 May 2003, the preferred option for a replacement pavilion on the Paeroa Domain be Option C (plans as attached)

THAT the required funding for the construction of the building and supporting infrastructure of Option C be provided as detailed above

THAT Council enter into a formal written lease with the Thames Valley Rugby Union and as a condition of the lease the Thames Valley Rugby Union would have common use of the common areas (conference room, entry, kitchen/toilets, changing sheds/showers/toilets) in conjunction with the Athletic Club and/or, on occasion, by any other domain user that receives Council approval. The lease will be renewed in 12 months.

THAT Council enter into a formal written lease with interested parties for exclusive use areas.

PWC03/62 Morrison/Munro CARRIED

Positive Paeroa Inc. proposes to have a "Country Fair Day" on Friday 11 July 2003 starting at 9:00am through to 3:00pm. The fair will take place within Wharf Street and the southern end of Marshall Street Paeroa. Accordingly, they require the streets to be closed during that period.

THAT the written consent of the NZ Police is obtained and forwarded to Council and that any requirements the Police may have will be complied with.

THAT the Order of St John Paeroa and the Fire Service is to be notified of the Parade.

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

Council’s Construction and Maintenance Unit shall carry out erection of signage and barricades. Please liaise with Mr Mike Voykovich at the Paeroa office as soon as possible with regard to this matter. This is to include all necessary detour signs.

The organisers shall be responsible for the provision of temporary rubbish containers, the emptying of all rubbish containers, replacement of plastic liners, and the removal of all rubbish, within the road closure area.

The organisers shall be responsible for sweeping roadside channels and picking up refuse from footpaths in the closed area and removal of all rubbish and sweepings.

All the work covered by (3), (4) and (5) is to be completed to the satisfaction of the District Engineer, please contact the Roading Manager (Mr Gene Thomsen) at this office in regard to these requirements.

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

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

THAT a Traffic Management Plan be provided to and approved by the Council’s Roading Manager.

THAT the roads are to be cleared as quickly as practicable.

THAT public liability insurance is to be arranged to cover any claim that might arise from the event. A copy to be supplied to Council by 2 July 2003.

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

THAT written confirmation of compliance with the above conditions is to be provided, by 2 July 2003.

PWC03/63 Morrison/Munro CARRIED

The Paeroa Ward Committee was allocated $8000 for discretionary grants during this financial year. To date the committee has awarded $4212.50 to various worthy causes leaving a balance of $3787.50.

At its August 2002 meeting the committee agreed that requests for funding assistance should be dealt with on a twice yearly basis [October/April] unless there was some urgency in the request. The attached projects were due to start before the next funding allocation date and seek urgent consideration.

A request had been received from the Thames Valley Special Olympics seeking a waiver of the hall hire fee for Saturday 26 July 2003. They would be hosting an annual indoor bowls event at the Paeroa War Memorial Hall.

PWC03/64 Morrison/Trembath CARRIED

A request had been received from the Paeroa Community Support Trust asking for assistance for the Centre.

PWC03/65 Tregidga/Trembath CARRIED

The financial report for the 10 months ended 30 April 2003 was attached for the Committee’s consideration.

PWC03/66 Trembath/Munro CARRIED

The Roading Manager’s monthly report to the Works Committee was attached.

PWC03/67 Dunn/Tregidga CARRIED

The Utilities Manager’s monthly report to the Works Committee was attached.

PWC03/68 Dunn/Morrison CARRIED

The Drainage Manager’s monthly report to the Works Committee was attached.

PWC03/69 Tregidga/Trembath CARRIED

His Worship left the meeting at 2.45 pm.

Discussion on the main Drain diesel pump was held. It was questioned why the pump was in Council ownership. It was queried as to whether this was a Paeroa Ward issue. It was suggested that the possibility of handing over the pump to Environment Waikato should be investigated.

PWC03/70 Tregidga/Trembath CARRIED

There was no general business.

There were no late items.

The meeting closed at 3.00 pm.

CONFIRMED

B Dunn

July 2003