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Council Agenda - Will do now. A G E N D A Date: Wednesday, 13 December 2017 Time: 9.00am Venue: Council Chambers William Street Paeroa L D Cavers Chief Executive Members: J P Tregidga (His Worship the Mayor) Cr D A Adams Cr P D Buckthought Cr C Daley Cr R Harris Cr G R Leonard Cr M McLean Cr P A Milner Cr A Rattray Cr D Smeaton Cr A M Spicer Cr D H Swales Cr J H Thorp Distribution: Elected Members: Staff : Public copies: (His Worship the Mayor) Cr D A Adams L Cavers Paeroa Office Cr P D Buckthought A de Laborde Plains Area Office Cr C Daley P Thom Waihi Area Office Cr R Harris S Fabish Cr G R Leonard D Peddie Cr M McLean M Buttimore Cr P A Milner Council Secretary Cr A Rattray Cr D Smeaton Cr A M Spicer Cr D H Swales Cr J H Thorp COUNCIL AGENDA Wednesday, 13 December 2017 – 9.00am - Council Office, William Street, Paeroa 10.00am Presentation: Jiading Sister City Exchange Students Subject International Youth Camp Programme Order of Business Pages 1. Apologies 2. Declarations of Late Items 3. Declarations of Interests 4. Confirmation of Council Minutes - 29-11-17 (2310015) 3 5. Communications Update and Brand Design Approval (2312848) 7 6. Civil Defence Update (2313703 26 7. Pensioner Housing (2313460) 33 8. Transport Report November 2017 (2312699) 189 9. Non Subsidised Works 2017-18 Project Selection Report (2312691) 194 10. Netherton School Car Park Upgrade Treatment Report (2313748) 210 11. Kerepehi Boundary Legalisation (2315905) 221 12. Waihi Beach Road - Area Wide Treatment Tender Approval Report (2312742) 227 13. 2018 Asset Management Plans 2017 229 14. Review of the Earthquake-prone, Dangerous & Insanitary Buildings Policy 2010 244 (2312499) 15. CEO Monthly Report for December (2312979 248 16. Council Financial report 2017 for the period to 31-10-17 (2313629) 250 17. Planning and Environmental Services Monthly Report - November 2017 (2312550) 259 18. 2017-18 First Quarter Non-Financial Performance Results (2311988) 267 19. Graffiti Management Update (2313348) 292 20. Hauraki Rail Trail Funding Update (2313564) 298 21. Community Recreation Report - December 2017 (2313874) 324 22. Community Facilities Report - December 2017 (2313873)) 332 23. Community Initiatives Report - December 2017 (2313876) 336 24. Solid Waste Report to Council - November 2017 (2312906 342 25. District Drainage Report to 30 November 2017 (2312737) 343 26. Water Services Report to Council - November 2017 (2312533) 345 27. Contract 74 - Plains Reservoirs - Council Report (2313062) 349 28. Kerepehi WTP - Manganese - Council Report (2312907) 351 1 Council Agenda 13-12-17 Doc. Ref: 2313292 Council Agenda - 13-12-17 Page 3 HAURAKI DISTRICT COUNCIL MEETING MINUTES OF A MEETING OF THE HAURAKI DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON WEDNESDAY, 29 NOVEMBER 2017 COMMENCING AT 9.00 AM PRESENT J P Tregidga (His Worship the Mayor), Cr D A Adams (Deputy Mayor), Cr P D Buckthought, Cr C Daley, Cr R Harris, Cr G R Leonard, Cr M McLean, Cr P A Milner, Cr A Rattray, Cr D Smeaton, Cr D H Swales and Cr J H Thorp IN ATTENDANCE Messrs L D Cavers (Chief Executive), A de Laborde (Group Manager - Engineering Services), D Peddie (Group Manager - Corporate Services), P Thom (Group Manager - Planning & Environmental Services), S B Fabish (Group Manager - Community Services), M Buttimore (Strategic Planning Projects Manager), R Bierre (Regulatory Services Manager) and Ms C Black (Council Secretary) APOLOGIES RESOLVED THAT the apology of Cr A Spicer be received and sustained. C17/414 Tregidga/McLean CARRIED LATE ITEMS There were no late items. DECLARATIONS OF INTERESTS Cr Leonard declared a conflict of interest in Item 6: Hauraki Plains Library Analysis Report. CONFIRMATION OF COUNCIL MINUTES - 25-10-17 (2288570) The Mayor presented the minutes. RESOLVED THAT the minutes of the meeting of the Hauraki District Council held on Wednesday 25 October 2017 be taken as read and confirmed and are a true and correct record. C17/415 Buckthought/Rattray CARRIED RECEIPT OF AUDIT AND RISK COMMITTEE MINUTES - 17-10-17 (2289707) The Mayor presented the minutes. RESOLVED THAT the minutes of the meeting of the Audit & Risk Committee held on Tuesday 17 October 2017 are received and the recommendations contained therein be adopted. 1 Council Minutes - 29-11-17 Doc. Ref: 2310015 Council Agenda - 13-12-17 Page 4 C17/416 Milner/Adams CARRIED Declaration of Conflict of Interest Cr Leonard declared an interest in the following item. HAURAKI PLAINS LIBRARY ANALYSIS REPORT 2017 (2308337) The Group Manager - Community Services and Development presented a report which sought Council’s approval to partner with the Haurakian Trust to deliver a joint library service, community space and Area Office on land adjacent to the Hauraki Plains College at 11Orchard West Road. Mr Deryck Shaw of APR Consultants was in attendance to present the results from the options analysis which had been undertaken by APR to assess the future library services provision for Ngatea and surrounding Hauraki Plains area. RESOLVED THAT the report be received. C17/417 Daley/McLean CARRIED RESOLVED THAT Council approves Option 5 (Partner with the Haurakian Trust to deliver a joint library service, community space and HDC Area Office service), and THAT Council includes the project in the draft 2018-28 Hauraki Long Term Plan, with funding of up to $250,000 in year 2(2019/20) and $1,250,000 in year 3(2020/21) with the total Council funding being capped at 33% of the capital cost of the project, and THAT Council commits to further engagement with the Haurakian Trust around plans for the 11 Orchard West Road site including District Plan compliance, planning, funding requirements, possible governance and management arrangements and other matters, and THAT staff report back to Council for approval on the governance and management arrangements, and THAT Council undertakes planning in parallel with these discussions around the longer-term future of its 84 Orchard West Road office. C17/418 Milner/Daley CARRIED NEW FRAMEWORK FOR MANAGING EARTHQUAKE PRONE BUILDING (2302927) The Regulatory Services manager presented a report advising that on the 1st July 2017 the Building (Earthquake-prone Buildings) Amendment Act 2016 came into effect The Act which has created a single National policy framework to manage potentially earthquake- prone buildings. RESOLVED THAT the report be received. C17/419 Milner/McLean CARRIED Council is required to identify buildings within the profile categories in the district as potentially earthquake prone within the set time frames as set out for each seismic risk area. 2 Council Minutes - 29-11-17 Doc. Ref: 2310015 Council Agenda - 13-12-17 Page 5 Council may identify a building as potentially earthquake prone at any time if it has reason to suspect the building may be earthquake prone. There is also a requirement to undertake strengthening work ahead of the time frames allowed which can be triggered if the owner undertakes substantial alterations that are not related to the strengthening scheme. RESOLVED THAT Council commence to identify potentially earthquake prone buildings that fall within the profile categories and set time frames in accordance with the Building (Earthquake-prone Buildings) Amendment Act 2016 after the communications plan has been implemented. C17/420 Milner/Swales CARRIED CEO MONTHLY REPORT FOR NOVEMBER (2307669) The Chief Executive provided an update on staff changes within the organisation. RESOLVED THAT the report be received. C17/421 Tregidga/Leonard CARRIED The meeting adjourned at 10.16am The meeting reconvened 10.35am. PLANNING AND ENVIRONMENTAL SERVICES MONTHLY REPORT - OCTOBER 2017 (2307550) and Strategic Planning Projects Manager presented the monthly planning and regulatory report for October 2017. RESOLVED THAT the report be received. C17/422 Milner/Harris CARRIED WAIKATO PLAN LEADERSHIP GROUP MINUTES - OCTOBER 2017 (2306352) A report from the Policy Analyst was provided which presented the minutes of the Waikato Plan Leadership Group meeting held on 16 October 2017. The group meetings are held bi-monthly and will be presented to Council following each meeting. RESOLVED THAT the report be received. C17/423 Tregidga/Adams CARRIED WATER SERVICES REPORT TO COUNCIL - OCTOBER 2017 (2307728) The Group Manager presented the monthly monitoring report on water services activity for the month of October 2017. RESOLVED THAT the report be received. C17/424 Harris/Buckthought CARRIED 3 Council Minutes - 29-11-17 Doc. Ref: 2310015 Council Agenda - 13-12-17 Page 6 DISTRICT DRAINAGE REPORT TO 31 OCTOBER 2017 (2306732) The Group Manager presented the monthly monitoring report on district drainage activity for the month of October 2017. RESOLVED THAT the report be received. C17/425 Thorp/Leonard CARRIED EASTERN PLAINS DISTRICT DRAINAGE MINUTES - 26-10-17 (2305078) RESOLVED THAT the report be received. C17/425 Swales/Thorp CARRIED WESTERN PLAINS DISTRICT DRAINAGE MINUTES - 26-10-17 (2305072) RESOLVED THAT the report be received. C17/426 Swales/Thorp CARRIED SOLID WASTE REPORT TO COUNCIL - OCTOBER 2017 (2305662) The Group Manager presented the monthly monitoring report on solid waste activity for the month of October 2017. RESOLVED THAT the report be received. C17/427 Smeaton/Adams CARRIED The meeting closed at 11.30am. CONFIRMED J P Tregidga Mayor 13 December 2017 4 Council Minutes - 29-11-17 Doc. Ref: 2310015 Council Agenda - 13-12-17 Page 7 Decision Report To: Mayor and Councillors From: Communications Working Party Chair and Communications Officer Date: Wednesday, 6 December 2017 Document: 2307966 File reference: Appendix A: 2307973 Appendix B: Portfolio holder: Mayor John Tregidga Meeting date: Wednesday, 13 December 2017 Subject: Communications update and brand design approval Recommendation: THAT the report be received. THAT the Council approves the Communications Working Party’s recommendations for the refreshed logo and brand design Summary This report is to provide a communications update and seek Council approval for the Communications Working Party’s recommendations for the refreshed logo and brand design.
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