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COUNCIL MEETING Commencing at 3.00Pm on Tuesday 25 June 2013 COUNCIL MEETING Commencing at 3.00pm on Tuesday 25 June 2013 Council Chamber District Council Building King George Place Timaru TIMARU DISTRICT COUNCIL Notice is hereby given that an Ordinary meeting of the Timaru District Council will be held in the Council Chamber, District Council Building, King George Place, Timaru on Tuesday 25 June 2013 at 3pm. **The meeting will be preceded by a citizenship ceremony at 2pm. LOCAL AUTHORITIES (MEMBERS’ INTERESTS) ACT 1968 Councillors are reminded that if you have a pecuniary interest in any item on the agenda, then you must declare this interest and refrain from discussing or voting on this item, and are advised to withdraw from the meeting table. Peter Nixon CHIEF EXECUTIVE TIMARU DISTRICT COUNCIL 25 JUNE 2013 AGENDA Item Page No No 1 Opening Prayer – John Heyhoe, Geraldine Anglican Parish 2 Apologies 3 Public Forum 4 Identification of Urgent Business 5 Identification of Matters of a Minor Nature 6 1 Confirmation of Minutes - Council Meeting - 14 May 2013 7 8 Confirmation of Minutes – Annual Plan Hearing 4 June 2013 8 18 Schedule of Functions Attended by the Mayor and Deputy Mayor and Councillors 9 20 Schedule of Functions Attended by the Chief Executive Contract Let by the Chief Executive Under Delegated 10 22 Authority 11 23 Annual Plan 2013/14 12 25 Balanced Budget Requirement 13 27 Resolution to Set Rates 14 Recommendations from Standing Committees 15 33 Receipt of Community Board and Committee Minutes 16 Consideration of Urgent Business Items 17 Consideration of Minor Nature Matters 18 Public Forum Items Requiring Consideration 19 34 Exclusion of the Public 1 35 Confirmation of Minutes – Tenders Subcommittee 2 38 Confirmation of Minutes – Council meeting Receipt of Public Excluded Community Board and 3 40 Committee Minutes 4 41 Readmittance of the Public TIMARU DISTRICT COUNCIL FOR THE MEETING OF 25 JUNE 2013 Report for Agenda Item No 6 Prepared by Peter Nixon Chief Executive Confirmation of Minutes – Council Meeting 14 May 2013 _______________________________ Minutes of the May Council meeting. Recommendation That the minutes of the Council meeting held on 14 May 2013, excluding the public excluded items, be confirmed as a true and correct record. Timaru District Council Council Meeting 826044 1 25 June 2013 TIMARU DISTRICT COUNCIL MINUTES OF A MEETING OF THE TIMARU DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBER, DISTRICT COUNCIL BUILDING, KING GEORGE PLACE, TIMARU ON TUESDAY 14 MAY 2013 AT 3PM PRESENT Mayor Janie Annear (Chairman), Clrs Coughlan, Earnshaw, Fraser, Kennedy, Lyon, Mulvey, Stevens, Taylor and Tierney APOLOGIES Clr Odey Danny Gresham – Geraldine Community Board IN ATTENDANCE Chief Executive (PH Nixon), Group Manager Community Services (S Matson), Group Manager Corporate Services (T Rogers), Group Manager District Services (AA Harper), Group Manager Regulatory Services (C English), Corporate Planning Manager (M Low), Council Secretary (J Brownie) OPENING PRAYER John McMullan of the Wilson Street Baptist Church offered a prayer for the work of the Council. 1 PUBLIC FORUM Ron Bishop – Promoting Timaru Mr Bishop spoke to the Council about publications he had produced and ideas he has for promoting Timaru in different ways. 2 IDENTIFICATION OF MINOR NATURE ITEM Proposed Clr Tierney Seconded Clr Coughlan “That the letting of two tenders be discussed as a minor nature item at this meeting.” MOTION CARRIED 3 CONFIRMATION OF MINUTES – HEARINGS COMMITTEE MEETING – 4 FEBRUARY 2013 Proposed Clr Earnshaw Seconded Clr Mulvey “That the minutes of the Hearings Committee meeting held on 4 February 2013, excluding the public excluded item, be confirmed as a true and correct record.” MOTION CARRIED 4 CONFIRMATION OF MINUTES – COUNCIL MEETING - 9 APRIL 2013 Proposed Clr Kennedy Seconded Clr Taylor Timaru District Council Council Meeting 826044 2 25 June 2013 “That the minutes of the Council meeting held on 9 April 2013 be confirmed as a true and correct record.” MOTION CARRIED 5 SCHEDULE OF FUNCTIONS ATTENDED BY THE MAYOR, DEPUTY MAYOR AND COUNCILLORS Proposed Clr Coughlan Seconded Clr Kennedy “That the schedule of functions attended by the Mayor, Deputy Mayor and Councillors be received, noting that Clr Coughlan attended the Catholic Women’s League conference rather than ‘opened’ it.” MOTION CARRIED 6 SCHEDULE OF FUNCTIONS ATTENDED BY THE CHIEF EXECUTIVE Proposed Clr Kennedy Seconded Clr Stevens “That the schedule of functions attended by the Chief Executive be received and noted.” MOTION CARRIED 7 AFFIXING OF THE COMMON SEAL Proposed Clr Taylor Seconded Clr Stevens “That the affixing of the Common Seal to the following documents be noted: Date Document 9 April 2013 Stock Certificate – Computershare Investor Services Ltd 17 April 2013 Warrant of Appointment Neil James Keenan – Dog Control Officer.” MOTION CARRIED 8 CONTRACTS LET BY THE CHIEF EXECUTIVE UNDER DELEGATED AUTHORITY Proposed Clr Earnshaw Seconded Clr Fraser “That the following information on contracts let by the Chief Executive under delegated authority, be received: Timaru District Council Council Meeting 826044 3 25 June 2013 Contract Number / Number Price Range Successful Description of $ Tender and Price Tenders Contract 2073 – 2 $369,763.00 Hadlee and Brunton Caroline Bay to Stormwater Upgrade $495,560.40 $369,763.00 Tenders were evaluated by the Weighted Attribute Method Contract 2087 – 3 $149,080.00 Beeby Contracting Guthrie Street Kerb to Ltd and Channel $176,400.06 $149,080.00 Replacement Tenders were evaluated by the Lowest Price Conforming Method.” MOTION CARRIED 9 FINANCIAL AND WORK PROGRAMME REPORT FOR THE PERIOD ENDED 31 MARCH 2013 The Council considered a report by the Group Manager Corporate Services and Corporate Planning Manager reporting progress against Council’s work programme and financial results for the period ended 31 March 2013. Councillors asked questions relating to a number of activities. Clr Fraser suggested that in regard to the level of service under Democracy, to ‘Communicate with the community’ provision be made on Council’s website for a repository of some of Council’s public documents historically, to allow members of the public to view the documents, look at any changes that have been made over the years and make comments. It was suggested that this possibility be looked at when Council’s website is upgraded. Proposed Clr Stevens Seconded Clr Lyon “That the report be received and noted.” MOTION CARRIED 10 2013 LOCAL AUTHORITY ELECTIONS – EARLY PROCESSING OF VOTES (File E2/2) The Council considered a report by the Electoral Officer seeking approval for the early processing of returned voting documents for the 2013 local authority elections. Proposed Clr Tierney Seconded Clr Mulvey “That the Council resolves that the returned voting documents for the 2013 Local Authority Elections are to be processed during the voting period pursuant to Section 79 of the Local Electoral Act 2001 and the Local Electoral Regulations 2001.” MOTION CARRIED Timaru District Council Council Meeting 826044 4 25 June 2013 11 2013 LOCAL AUTHORITY ELECTIONS – ORDER OF CANDIDATE NAMES (File E2/2) The Council considered a report by the Electoral Officer seeking a decision on the order of candidates’ names on the voting papers for the 2013 local authority elections. Clr Earnshaw referred to research indicating that the order of candidates names on voting papers can have an effect of up to 10%. Clr Stevens reported that he had examined the results of the previous two local authority elections in regard to the Timaru Ward and found that in 2010, the order of names was a 4% factor in the result but in 2007 the order of names had a 15% influence on the results. Proposed Clr Tierney Seconded Clr Fraser “That Option 3 – Random Order (all voting documents have a different order) be used for voting documents for the 2013 Local Authority Elections.” MOTION CARRIED 12 RECOMMENDATIONS FROM RESOURCE PLANNING AND REGULATION COMMITTEE – 23 APRIL 2013 12.1 Building Advisory Services Delegations Register The Council considered a recommendation from the Resource Planning and Regulation Committee of 23 April to approve the delegations outlined in the Building Services Delegation Register. Proposed Clr Mulvey Seconded the Mayor “That the Council approves the delegations outlined in the Building Services Delegation Register.” MOTION CARRIED 12.2 Review of Council’s Gambling Machine and Board (TAB) Venue Policy The Council considered a recommendation from the Resource Planning and Regulation Committee on the Gambling and Board Venue Policy. Proposed Clr Mulvey Seconded the Mayor “That the existing Class 4 Gambling Machine and Board Venue Policy be adopted and that the Council agrees to undertake a Social Impact Assessment prior to reviewing the policy again in 2016.” MOTION CARRIED 12.3 Swimming Pools Submission The Council considered a recommendation from the Resource Planning and Regulation Committee on Council’s submission on proposed changes to the Fencing of Swimming Pools Act 1987. Proposed Clr Mulvey Seconded the Mayor Timaru District Council Council Meeting 826044 5 25 June 2013 “That Council endorses the submission, subject to the amendments made at the Resource Planning and Regulation Committee meeting on 23 April, on proposed changes to the Fencing of Swimming Pools Act 1987.” MOTION CARRIED 13 RECEIPT OF MINUTES OF COMMUNITY BOARD AND COMMITTEE MEETINGS Proposed Clr Fraser Seconded Clr Kennedy “That the minutes of the following meetings be received: Geraldine Community Board 16 April 2013 Community Development Committee 23 April 2013 Resource Planning and Regulation Committee 23 April 2013 District Services Committee 23 April 2013 Policy and Development Committee 23 April 2013.” MOTION CARRIED 14 CONSIDERATION OF MINOR NATURE ITEM Advice of Tenders Let The District Services Manager reported briefly on the outcome of the Tenders Subcommittee meeting held earlier in the day, which approved the letting of tenders for two contracts of significant value – the utilities maintenance contract, awarded to City Care Ltd and the construction of the Elginshire Street extension at Washdyke, awarded to Fulton Hogan Ltd.
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