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Waitomo District Council Meeting

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Waitomo District Council Meeting 1 Document No: A411712 Report To: Council Meeting Date: 30 October 2018 Subject: Motion to Exclude the Public for the Consideration of Council Business Purpose of Report 1.1 The purpose of this business paper is to enable the Council to consider whether or not the public should be excluded from the consideration of Council business. Commentary 2.1 Section 48 of the Local Government Official Information and Meetings Act 1987 gives Council the right by resolution to exclude the public from the whole or any part of the proceedings of any meeting only on one or more of the grounds contained within that Section. Suggested Resolutions 1 The public be excluded from the following part of the proceedings of this meeting. 2 Council agree the following staff, having relevant knowledge, remain in attendance to assist Council with its decision making: … 3 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: Section 48(1) General Subject of each Reason for passing this resolution grounds for matter to be considered in relation to each matter this resolution 1. Contractual Issues: 7(2)(i) Enable any local authority 48(1)(d) 12 Month Review holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) 2. Contractual Issues: 7(2)(i) Enable any local authority 48(1)(d) Setting of 2018/2019 holding the information to carry on, KPIs without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) 2 This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6, Section 7 or Section 9 of the Official Information Act 1982 as the case may require are listed above. MICHELLE HIGGIE EXECUTIVE ASSISTANT 3 Document No: A411715 Report To: Council Meeting Date: 30 October 2018 Subject: Resolution to Reopen the Meeting to the Public Purpose of Report 1.1 The purpose of this business paper is for Council to pass a resolution to re-open the meeting to the public following the public excluded Contractual Issues business. Suggested Resolution The meeting be re-opened to the public following the public excluded Contractual Issues business. MICHELLE HIGGIE EXECUTIVE ASSISTANT 4 WAITOMO DISTRICT COUNCIL MINUTES OF A MEETING OF THE WAITOMO DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBERS, QUEEN STREET, TE KUITI ON TUESDAY 25 SEPTEMBER 2018 AT 9.00AM PRESENT: Mayor Brian Hanna, Deputy Mayor Guy Whitaker, Council Members Phil Brodie, Terry Davey, Allan Goddard, Janene New and Sue Smith IN ATTENDANCE: Jason Dawson, Chief Executive (Hamilton Waikato Tourism) Todd Ward (Waitomo News) Chief Executive; Executive Assistant; Group Manager – Community Services (for part only); Group Manager – Corporate Services (for part only); General Manager – Infrastructure Services (for part only) and General Manager – Environmental Services 1. Council Prayer 2. Deputation: Hamilton Waikato Tourism Council received a Deputation from Jason Dawson, Chief Executive of Hamilton Waikato Tourism presenting the Hamilton Waikato Tourism 2017-2018 Annual Report. Resolution The Deputation: Hamilton Waikato Tourism – 2017/2018 Annual Report (year ending 30 June 2018) be received. Smith/Brodie Carried Jason Dawson (Hamilton Waikato Tourism) and the Group Manager – Community Services left the meeting at 9.30am. 3. Declarations of Member Conflicts of Interest Members declared conflicts of interest in regard to the Agenda as follows: Name Item of Business on Agenda Reason for Declaration Mayor Brian Hanna • Item 7 – Receipt of Waitomo Member of Waitomo Sister City Committee Minutes Sister City Committee • Item 14 – Progress Report: Member of the Waikato Waikato Region Land Transport Road Asset Technical Plan 2015-2045 – 2018 Update Accord (RATA) – Mayoral Reference Group 5 Name Item of Business on Agenda Reason for Declaration Deputy Mayor • Item 7 – Receipt of Waitomo Member of Waitomo Guy Whitaker Sister City Committee Minutes Sister City Committee Councillor Janene New • Item 7 – Receipt of Waitomo Member of Waitomo Sister City Committee Minutes Sister City Committee 4. Confirmation of Minutes – 21 August 2018 Resolution The Minutes of the Waitomo District Council meeting of 21 August 2018, including the public excluded portion, be confirmed as a true and correct record subject to the following amendments: Item 12 – Provision of Services Grant Fund 2018-2021 Allocation Add Conflict of Interest Declaration Notes into the Item 12 Resolutions as follows: 2 Council approve allocation of the Provision of Services Grants for the 2018-2021 period, as follows: 1. Sport Waikato: $74,609.00 plus GST per annum (plus CPI) Note: Mayor Hanna refrained from participation in the consideration of the Sport Waikato application. 2. Waitomo Caves Museum Society: $41,000 plus GST per annum (plus CPI) Note: Cr Smith refrained from participation in the consideration of the Waitomo Caves Museum Society application. 3. Maniapoto Rugby Sub Union Inc: $13,700 plus GST per annum 4. Pinetree No 5 Trust: $5,000 plus GST per annum Note: Mayor Hanna refrained from participation in the consideration of the Pinetree No 5 Trust application. 5. Te Kuiti & District Historical Society: $15,000 plus GST per annum Note: Mayor Hanna and Deputy Mayor Whitaker refrained from participation in the consideration of the Te Kuiti & District Historical Society application. 6. Piopio Community Swimming Pools Charitable Trust: $10,500 plus GST per annum 7. Tainui Historical Society: $10,000 plus GST per annum. 3 Council not approve the one-off grant request for $19,825.00 (plus GST) from Waitomo Caves Museum Society. Note: Cr Smith refrained from participation in the consideration of the Waitomo Caves Museum Society application. Brodie/Whitaker Carried 6 5. Verbal Reports: Individual Councillor Roles and Responsibilities The Mayor and Councillors gave verbal reports on their individual Council roles and responsibilities as follows: Cr Brodie • Waikato Economic Development Summit • Regional Transport Committee • The Lines Company Consultation Meeting at Piopio • Zone 2 (2 Day Meeting at Gisborne) Cr New • Maru Trust Launch • Waitomo Sister City • Legendary Te Kuiti AGM • Legendary Te Kuiti Working Party • DC Tynan Trust • Community Clean Up Cr Goddard • Benneydale Hall • Citizens Advice Bureau AGM • Destination Pureora • Civil Defence • Inframax Construction Ltd Cr Davey • Te Kuiti Community House • DC Tynan Trust Cr Smith • District Plan Consultation Meeting – Te Waitere • Waitomo Museum • The Lines Company Consultation Meeting • Maru Trust Launch • King Country River Care Group • West Coast Catchment Committee • Tere Waitomo Cr Whitaker • Brook Park • Tourism Expo at Otorohanga • DC Tynan Trust Mayor Hanna • Waikato Plan Meeting • Maru Trust Launch • Roading Funding Issues • Tourism Expo at Otorohanga Resolution The verbal reports be received. New/Brodie Carried 7 The Group Manager – Community Services re-entered the meeting at 10.05am 6. Receipt of Waitomo Sister City Committee Minutes: 26 June 2018 and 31 July 2018 Council considered a business paper providing information relating to the Waitomo Sister City Committee Meetings of 26 June 2018 and 31 August 2018. The Mayor and Group Manager – Community Services expanded verbally on the Minutes and answered Member’s questions. Resolution The business paper on Waitomo District Sister City Committee – Minutes of Meetings: 26 June 2018 and 31 July 2018 be received. New/Goddard Carried 7. Progress Report: Community Development Council considered a business paper providing a brief Council on current work streams within the Community Development portfolio. The Group Manager – Community Services expanded verbally on the business paper and answered Members questions. Resolution The Progress Report: Community Development be received. New/Brodie Carried 8. Progress Report: Sub Regional (Southern) Waikato Economic Development Action Plan Council considered a business paper on progress regarding development of the Sub Regional (Southern) Waikato Economic Development Action Plan. The Group Manager – Community Services expanded verbally on the business paper and answered Members questions. Resolution The business paper on Progress Report: Sub Regional (Southern) Waikato Economic Development Action Plan be received. Whitaker/Smith Carried 8 9. Progress Report: Civil Defence Emergency Management Joint Committee Minutes Council considered a business paper providing Council with information relating to the Civil Defence Emergency Management (CDEM) Joint Committee meeting of 25 June 2018 and 3 September 2018. Cr Goddard, the Chief Executive and Group Manager – Community Services expanded verbally on the business paper and answered Members questions. Resolution The Progress Report: Civil Defence Emergency Management Joint Committee Minutes be received. Goddard/Whitaker Carried The Group Manager – Community Services left the meeting at 10.15am The Group Manager – Corporate Services entered the meeting at 10.15am. 10. Interim Non-Financial Reporting for the Year Ending 30 June 2018 Council considered a business paper providing the interim results of the non- financial performance or service performance
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