MASTERTON DISTRICT COUNCIL COUNCIL AGENDA WEDNESDAY 12 MAY 2021 3.00 PM MEMBERSHIP Her Worship (Chairperson) Cr G Caffell Cr B Gare Cr D Holmes Cr B Johnson Cr G McClymont Cr F Mailman Cr T Nelson Cr T Nixon Cr C Peterson Cr S Ryan Noce is given that a meeng of the Masterton District Council will be held at 3.00pm on Wednesday 12 May at Waiata House, 27 Lincoln Rd, Masterton. RECOMMENDATIONS IN REPORTS ARE NOT TO BE CONSTRUED AS COUNCIL POLICY UNTIL ADOPTED 7 May 2021 Values 1. Public interest: members will serve the best interests of the people within the Masterton district and discharge their duties conscientiously, to the best of their ability. 2. Public trust: members, in order to foster community confidence and trust in their Council, will work together constructively and uphold the values of honesty, integrity, accountability and transparency. 3. Ethical behaviour: members will not place themselves in situations where their honesty and integrity may be questioned, will not behave improperly and will avoid the appearance of any such behaviour. 4. Objectivity: members will make decisions on merit; including appointments, awarding contracts, and recommending individuals for rewards or benefits. 5. Respect for others: will treat people, including other members, with respect and courtesy, regardless of their ethnicity, age, religion, gender, sexual orientation, or disability. Members will respect the impartiality and integrity of Council staff. 6. Duty to uphold the law: members will comply with all legislative requirements applying to their role, abide by this Code, and act in accordance with the trust placed in them by the public. 7. Equitable contribution: members will take all reasonable steps to ensure they fulfil the duties and responsibilities of office, including attending meetings and workshops, preparing for meetings, attending civic events, and participating in relevant training seminars. 8. Leadership: members will actively promote and support these principles and ensure they are reflected in the way in which MDC operates, including a regular review and assessment of MDC’s collective performance. These values complement, and work in conjunction with, the principles of section 14 of the LGA 2002; the governance principles of section 39 of the LGA 2002; and our MDC governance principles: Whakamana Tangata Respecting the mandate of each member, and ensuring the integrity of the committee as a whole by acknowledging the principle of collective responsibility and decision‐making. Manaakitanga Recognising and embracing the mana of others. Rangatiratanga Demonstrating effective leadership with integrity, humility, honesty and transparency. Whanaungatanga Building and sustaining effective and efficient relationships. Kotahitanga Working collectively. 1 AGENDA 1. Karakia 2. Conflicts of Interest (Members to declare conflicts, if any) 3. Apologies 4. Public Forum Jenna Matchett, Foodbank Masterton 5. Late items for inclusion under Section 46A(7) of the Local Government Official Information and Meetings Act 1987 6. Items to be considered under Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987: Minutes of the Council meeting held with the public excluded on 31 March 2021 Minutes of the Extraordinary Council meeting held with the public excluded on 14 April 2021 Sale of Property Property Acquisition 7. Confirmation of Minutes of the Council meeting held on 31 March 2021 (050/21) Pages 101-113 8. Confirmation of Minutes of the Extraordinary Council meeting held on 14 April 2021 (057/21) Pages 101-102 9. Report of the Infrastructure and Services Committee meeting held on 28 April 2021 (062/21) Pages 301-302 FOR DECISION 10. COMMUNITY WELLBEING GRANT AND EVENTS FUND (073/21) Pages 121-126 11. CIVIC AND YOUTH AWARDS – NOMINATION PROCESS (082/21) Pages 127-131 12. HOOD AERODROME AVIATION CENTRE – MEMORANDUM OF AGREEMENT (079/21) Pages 132-136 FOR INFORMATION 13. WATER RESILIENCE STRATEGY (072/21) Pages 137-368 14. SISTER CITIES CONFERENCE – REPORT BACK (063/21) Pages 369-372 15. CHIEF EXECUTIVE’S REPORT (084/21) Pages 373-396 16. MAYOR’S REPORT (081/21) Pages 397-399 2 MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED COUNCIL MEETING – WEDNESDAY 12 MAY 2021 MOVED BY: SECONDED BY: That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:- Confirmation of Minutes 17. Minutes of the Council meeting held with the public excluded on 31 March 2021 18. Minutes of the Extraordinary Council meeting held with the public excluded on 14 April 2021 General Business 19. Sale of Property 20. Property Acquisition 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:- General subject of Reason for passing Ground(s) under each matter to be this resolution in section 48(1) for considered relation to each the passing of this matter resolution Confirmation of minutes Refer to pages 112-113 Refer to pages 112-113 of the Council meeting held with the public excluded on 31 March 2021 Confirmation of the minutes of the Refer to page 102 Refer to page 102 Extraordinary Council meeting held with the public excluded on 14 April 2021 Sale of Property 7(2)(i) The withholding of the s48(1)(a) information is necessary to enable That the public conduct the local authority to carry on, of this item would be without prejudice or disadvantage, likely to result in the negotiations (including disclosure of information commercial and industrial for which good reason negotiations) for withholding would exist under Section 7. Property Acquisition 7(2)(i) The withholding of the s48(1)(a) information is necessary to enable That the public conduct the local authority to carry on, of this item would be without prejudice or disadvantage, likely to result in the negotiations (including disclosure of information commercial and industrial for which good reason negotiations) for withholding would exist under Section 7. 101 050/21 MINUTES OF THE MEETING OF THE MASTERTON DISTRICT COUNCIL HELD AT WAIATA HOUSE, 27 LINCOLN ROAD, MASTERTON, ON WEDNESDAY 31 MARCH 2021 AT 3.00PM PRESENT Mayor Lyn Patterson (Chair), Councillors G Caffell, B Gare, D Holmes, B Johnson, G McClymont, F Mailman, T Nelson, T Nixon, C Peterson and S Ryan and iwi representative Ra Smith. IN ATTENDANCE Chief Executive, Manager Finance, Manager Assets and Operations, Manager Strategic Planning, Manager Community Facilities and Activities, Acting Communications and Marketing Manager, Policy Manager, Governance Advisor, two media representatives and ten members of the public KARAKIA Her Worship led the karakia. CONFLICTS OF INTEREST Councillor Nixon declared a conflict of interest in relation to the item on the Hood Aerodrome Governance Group as her partner was the Aerodrome manager and leased land for a hangar at the Aerodrome. APOLOGIES Moved Councillor S Ryan That the apologies received from Tiraumaera Te Tau for non-attendance and from Graham McClymont for early departure be received. Seconded by Councillor C Peterson and CARRIED The Mayor recognised the contribution to Council and the community by the Archives Manager in his 24 years at Council and made a small presentation on behalf of elected members. Her Worship also acknowledged the contribution of the Manager Community Facilities and Activities during her time at Council as it was her final Council meeting. PUBLIC FORUM Graham Dick spoke about the Kids Own Playground tractor and bulldozer on behalf of the Friends of Queen Elizabeth Park. LATE ITEMS FOR INCLUSION UNDER SECTION 46A(7) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987 There were no late items. 102 ITEMS TO BE CONSIDERED UNDER SECTION 48(1)(A) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987 Minutes of the Council meeting held with the public excluded on 17 February 2021 Minutes of the Audit and Risk Committee meeting held with the public excluded on 3 March 2021 Chief Executive Review Six Month Update Moved by Councillor B Johnson That in terms of section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 the items be dealt with at this meeting. Seconded by Councillor T Nixon and CARRIED CONFIRMATION OF MINUTES OF THE COUNCIL MEETING HELD ON 17 FEBRUARY 2021 (018/21) Moved by Councillor G Caffell That the minutes of the meeting of the Masterton District Council held on 17 February 2021 be confirmed. Seconded by Councillor F Mailman and CARRIED CONFIRMATION OF MINUTES OF THE EXTRAORDINARY COUNCIL MEETING HELD ON 24 FEBRUARY 2021(020/21) Moved by Councillor B Gare That the minutes of the extraordinary meeting of the Masterton District Council held on 24 February 2021 be confirmed. Seconded by Councillor G McClymont and CARRIED REPORT OF THE AUDIT AND RISK COMMITTEE MEETING HELD ON 3 MARCH 2021 (030/21) The report of the Audit and Risk Committee meeting held on 3 March was taken as read. The following items had been considered: Workplace Health and Safety and Staff Wellbeing Policy Investment Policy Amendment Service Provision Reports Non-Financial Performance 2020/21 Second Quarter Report Health and Safety Quarterly Report 6 Months to Date Financial Report 2020/21 Report to the Council on the Audit for the Year Ended 30 June 2020 Moved by Mayor L Patterson That the Report of the Audit and Risk Committee meeting held on 3 March 2021 (030/21) including the following resolutions be confirmed: 103 WORKPLACE HEALTH AND SAFETY AND STAFF WELLBEING POLICY (024/21) That the Audit and Risk Committee: a) notes the Workplace Health and Safety and Staff Wellbeing Policy has been reviewed. b) notes the revised Workplace Health and Safety and Staff Wellbeing Policy was approved by the Senior Leadership Team on 11 February 2021; and c) endorses the revised Workplace Health and Safety and Staff Wellbeing Policy included as Attachment 1 to Report 024/21.