There were no apologies.

The Ward Committee was requested to elect a Chairperson. The Chief Executive called for nominations.

Cr Bubb was nominated by Cr Meyers and seconded by Cr Milner.

There being no further nominations, Cr Bubb was declared Chairperson and took the Chair.

The Ward Committee was requested to elect a Deputy Chairperson. The Chairperson called for nominations.

Cr Trembath was nominated by Cr Meyers and seconded by Cr Milner .

There being no further nominations, Cr Trembath was declared Deputy Chairperson.

The appointments to sub-committees were as follows:

PWC04/105 Milner/Meyers CARRIED

Pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the Chairperson called for late items to be accepted.

RESOLVED

THAT pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the following late items be accepted for discussion.

- Request for Financial Assistance – Royal NZ Plunket Society

The item was not on the agenda because the item was not available at the agenda deadline.

Discussion on the item could not be delayed because the item needed the attention of the Committee before the next meeting.

PWC04/106 Tregidga/Trembath CARRIED

- Request for Financial Assistance – Te Aroha & Districts Caledonian Society

The item was not on the agenda because the item was not available at the agenda deadline.

Discussion on the item could not be delayed because the item needed the attention of the Committee before the next meeting.

PWC04/107 Trembath/Milner CARRIED

COMMUNITY FACILITIES MANAGERS MONTHLY REPORT (01.002.021)

The Community Facilities Manager’s monthly report on activities was presented for the Committee’s consideration.

RESOLVED

THAT the Community Facilities Managers report be received.

PWC04/108 Meyers/Trembath CARRIED

Earlier in the year, Council approached the TVRU requesting that they remove, or repair the broadcasting box in between the grandstand and Athletic’s pavilion. The box was considered to be in poor repair and detracted from the general appearance of other buildings and structures in the domain.

It was advised that since the TVRU have not made the improvements to the broadcasting box, it has now been agreed that the box be removed entirely, replacing it with a similar sized box to be located in the centre of the grandstand along the top platform. It was proposed that a broadcasting box of plywood construction, completely enclosed, with power and phone connections, size approximately 3m in length X 1.2m wide, be constructed along the top level of the grandstand. This would cost approximately $5,000.

A concern was raised as to the possibility of the box being targeted by vandals with graffiti. It was advised that the roof will be sloped so people cannot position themselves upon the roof and that special anti graffiti paint will be used to paint the box.

RESOLVED

THAT a broadcasting box be constructed on the upper level of the Paeroa Domain Grandstand, the funding for the project being met from the Paeroa Community Recreational Facilities Development Fund.

AND THAT on completion of the box, the Thames Valley Rugby Union be formally requested to remove the existing broadcasting box before 1 April 2005.

PWC04/109 Milner/Tregidga CARRIED

COMMUNITY HALLS – FIRE SAFETY REQUIREMENTS (02.998.999)

The Community Facilities Managers report on Community Halls – Fire Safety Requirements was presented for the Committee’s consideration.

Members commented on the poor condition of the War Memorial Hall. In considering the proposed upgrade to the roof over the supper room area of the hall, it was considered that the entire hall roof should be upgraded and that a brief be submitted to the Ward Committee outlining the cost of an upgrade of the entire roof.

It was advised that the roof over the supper room could be upgraded by constructing a new roof over the old one (over roofing). Further discussion was held regarding a comment that the entire building should be upgraded. It was suggested that the viability of a complete upgrade to the building be considered further once the roof upgrade was completed.

The Community Services Manager advised he would present the plans of the roof upgrade from the Property Manager at the end of the meeting for the further consideration of the members.

PWC04/110 Trembath/Meyers CARRIED

REQUEST FOR TEMPORARY CLOSURE OF ROAD [40.000.500]

A request has been received from the Thames Valley Car Club Inc for consent to close Rotokohu Road, Paeroa south of James Thorp’s gateway to the top end, for the purpose of an event organised by them on Sunday 9 January 2005.

RESOLVED

THAT it be recommended to Council as follows:

THAT pursuant to Section 11(e) of the Tenth Schedule of the Local Government Act 1974 Council consent to the temporary road closure of Rotokohu Road, Paeroa, from James Thorp’s gateway to the top end, on Sunday 9 January 2005., between the hours of 10am and 5pm, for the purpose of a hill climb 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 9 December 2004.
7. THAT 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. THAT 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.

PWC04/111 Milner/Meyers CARRIED

REQUEST FOR TEMPORARY CLOSURE OF ROAD (IM206355)

Positive Paeroa Inc. proposes to have this year’s Santa Parade on Saturday 11 December starting at 10:30 am through to 12:00 noon. The parade begins at 11:00am from Arney Street (Fathers Tavern), turning left into Normanby Road travelling up Belmont Road to the intersection with Marshall Street (Auto Electrical) before returning up Belmont Road to Normanby Road and turning left into Mackay Street then entering the domain.

RESOLVED

THAT it be recommended to Council as follows:

THAT pursuant to Section 11(e) of the Tenth Schedule of the Local Government Act 1974 Council consent to the temporary road closure of Belmont and Normanby Roads from Arney Street to Station Road, Mackay Street, and Willoughby Street between Hall and Arney Streets on Saturday 11 December 2004, between the hour of 10:30am and 12:00 Noon, for the purpose of a Santa Parade event organised by Positive Paeroa Inc., be given subject to the following conditions:

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

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

3. THAT the organisers shall be responsible for all costs associated with the events, including advertising.

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

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

6. THAT if at all possible the Parade receive a Police escort.

7. THAT the Parade is headed by a standard pilot vehicle or Police, and following at the end by a similar vehicle.

8. THAT the Parade shall be under the control of and accompanied by Marshals wearing high visibility jackets, and that radio communications shall be maintained at all times. Marshals shall also be positioned at every intersection along the route to ensure safe passage of the Parade.

9. THAT the Parade must be kept together and no ordinary vehicle allowed between the floats.

10.  

11. THAT prior to the start of the Parade, all those taking part are to be informed of these safety measures.

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

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

14. THAT public liability insurance is to be arranged to cover any claim that might arise from the Parade. A copy to be supplied to Council by 29 November 2004.

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

16. THAT written confirmation of compliance with the above conditions is to be provided, by 29 November 2004.

Council’s Roading Manager will advise Transit NZ via their agent Opus International (Clause 1), prepare and action a Traffic Management Plan (Clause 5).

PWC04/112 Trembath/Meyers CARRIED

Requests for Financial Assistance

The Community Liaison officer presented requests for financial assistance.

A letter has been received from the Treasurer of the Paeroa Sub Branch of the Plunket Society asking for an abatement to the rates of their property at 3 Wharf Street Paeroa. Their rates for the current financial year is $1216.08.

RESOLVED

THAT the request be received

AND THAT a contribution of $600.00 be granted to the Paeroa Sub Branch of the Plunket Society as a contribution to the rates of their property at 3 Wharf Street, Paeroa.

PWC04/113 Tregidga/Meyers CARRIED

A letter has been received from the Appeal Convenor detailing a ‘sponsorship’ initiative that would assist them with their day-to-day running costs.

RESOLVED

THAT the request be declined.

PWC04/114 Trembath/Meyers CARRIED

A letter has been received from a representative for the society advising that in conjunction with the Paeroa Guiding Movement they will be hosting an afternoon of Scottish music and dance in the Paeroa Memorial Hall on Saturday 23 October 2004.

They will be providing afternoon tea for Paeroa’s senior citizens and ask that the Council consider becoming a sponsor for the event by donating the cost ($50.00) of the hire of the hall.

RESOLVED

THAT a donation of $50.00 be granted to the Te Aroha and Districts Caledonian Society to cover the costs of the hall hire for the function.

PWC04/115 Trembath/Meyers CARRIED

The Property Manager attended the meeting to present the members with the plans of the Memorial Hall supper room roof upgrade as requested earlier in the meeting. It was suggested that the Property Manager investigate estimated costs for a complete upgrade to the entire hall roof. The Property Manager advised that he would endeavour to provide an estimate to be available at the next Council meeting.

RESOLVED

THAT an estimate of costs for a complete upgrade of the entire roof of the War Memorial Hall be available for the next Council Meeting on 23 December 2004.

PWC04/116 Tregidga/Trembath CARRIED

LTCCP/COMMUNITY OUTCOMES – FOLLOW ON FROM NOVEMBER COUNCIL MEETING (01.710.108)

Following on from the Council meeting on 18^th November 2004, discussing the Long Term Council Community Plan and Community Outcomes, each Ward Committee was requested to consider and develop:

• A list of ‘Community Champions’ and

• To identify possible further Key Stakeholders that Council considers appropriate to specifically consult with.

It was suggested that four people from each ward be identified. These people will be contacted and depending on their availability, willingness and compatibility with the programme, they will be interviewed. Councillors were asked to focus predominantly on people most relevant to each Ward, but suggestions of key ‘Champions’ in other wards will also be appreciated.

The Chief Executive outlined the need for identifying members to act as Community Champions to aid in the process of promoting community awareness of the LTCCP and Community Outcomes process. A detailed report was attached.

RESOLVED

THAT the report be received.

PWC04/117 Troughton/Tregidga CARRIED

The Corporate Planner requested Councillors put forward the names of people they considered were suitable to approach for promoting community awareness of the LTCCP and community outcomes process as a community champion profile.

• Ruth Aitken
• Alistair Buchanan
• Renee Jacobson
• Brian Pratt
• Rod Coe
• Stuart and Katherine Davies

• Youth
• Rural
• Recreational and Leisure
• Elderly
• Government Departments at a local level
• Local Social Service agencies
• Business
• Iwi
• Health

PWC04/118 Meyers/Milner CARRIED

The meeting closed at 1.55pm.

CONFIRMED

J M Bubb

February 2005