Council

Open Agenda

Notice is hereby given that an ordinary meeting of Matamata-Piako District Council will be held on:

Date: Wednesday 14 August 2019 Time: 9am Venue: Council Chambers 35 Kenrick Street TE AROHA

Membership

Mayor Janet E. Barnes, JP Deputy Mayor James Thomas, JP District Councillors Donna Arnold Teena Cornes Paul Cronin Neil Goodger Brian Hunter Peter Jager James Sainsbury Ash Tanner Kevin Tappin Adrienne Wilcock

Phone: 07-884-0060 Address: PO Box 266, Te Aroha 3342 Email: [email protected] Website: www.mpdc.govt.nz

Council 14 August 2019

ITEM TABLE OF CONTENTS PAGE

PROCEDURAL 1 Meeting Opening 3 2 Apologies/Leave of Absence 3 3 Notification of Urgent/Additional Business 3 4 Declarations of Interest 3 5 Confirmation of Minutes 3 6 Matters Arising 3

OFFICER REPORTS 7 Decision Reports 7.1 Matamata Cemetery 4 7.2 Waitoa Hall 6 7.3 Staff Long Service Presentation 15 7.4 Freedom Village Matamata Road Naming 16 7.5 Government Procurement Rules 19 8 Information Reports 8.1 Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 22 8.2 Debenture Trust Deed - Letter of Engagement 42 8.3 Documents Executed Under Council Seal for June and July 2019 49 8.4 Mayoral Diary - July 2019 51

PUBLIC EXCLUDED 9 Procedural motion to exclude the public 64 C1 Morrinsville Own Your Own Units - Update C2 Buyback of Own Your Own - 97 Anderson St, Morrinsville C3 Chief Executive Review Committee Update C4 Waikato Regional Airport Limited - Terminal Refresh Project

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1 Meeting Opening

2 Apologies/Leave of Absence At the close of the agenda no apologies had been received.

3 Notification of Urgent/Additional Business Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states: “An item that is not on the agenda for a meeting may be dealt with at that meeting if- (a) The local authority by resolution so decides; and (b) The presiding member explains at the meeting, at a time when it is open to the public,- (i) The reason why the item is not on the agenda; and (ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.” Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states: “Where an item is not on the agenda for a meeting,- (a) That item may be discussed at that meeting if- (i) That item is a minor matter relating to the general business of the local authority; and (ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but (b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

4 Declaration of Interest Members are reminded of their obligation to declare any conflicts of interest they might have in respect of the items on this Agenda.

5 Confirmation of Minutes Minutes, as circulated, of the Ordinary Meeting of Matamata-Piako District Council, held on 10 July 2019

6 Matters Arising

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Matamata Cemetery

RM No.: 2188131

Item 7.1 Executive Summary In January 2018, the Matamata Cemetery front boundary concrete block wall was hit by a vehicle. A section of this wall was considered to be too dangerous to leave and was removed. Police investigations were unable to identify the offending driver. In order to maintain some security to the cemetery, a post and wire fence was erected, costing $1000. At the time discussions were commenced regarding a frontage of hedging and specimen trees. On 14 February 2018, cemetery options was presented to a Council workshop with three options to replace the wall section with another wall; retain the wire fence and establish a 40m Camelia hedge; or demolish the remaining wall and establish a camelia hedge along the entire frontage. The option to retain the wire fence and establish a 40m hedge was adopted by Council. However, following letters to the editor of the Matamata Chronicle, the option to establish a 40m hedge was changed to “look at alternative options” In October 2018, Matamata Lions approached Council with the proposal to provide a Hinuera stone wall across the complete frontage as a Lions project. Council agreed in principle to support this project. Matamata Lions will be in attendance to present their proposal.

Recommendation That: 1. Council receive the Matamata Lions proposal

Background In January 2018, a portion of the Matamata Cemetery concrete block road boundary wall was badly damaged by an unknown hit and run driver. A post and wire fence costing $1000 was installed at the time as a temporary measure to provide limited security, and prevent vehicles accessing the cemetery after hours. Rather than simply replace the wall from an operational budget, the option to design and create a more attractive frontage with hedging and specimen tree planting along the whole length was further investigated. On 14 February 2018, the following three cemetery options were presented at a Council Workshop: Option 1: Replace wall section with another wall. Option 2: Retain the wire fence and establish a 40m camellia hedge. Option 3: Demolish remaining wall and establish a camelia hedge along the entire frontage. The option to retain the wire fence and establish a 40m camellia hedge was adopted by Council on the 14th of February 2018. However, the permanent solution became the subject in the local press and following letters to the editor of the Matamata Chronicle, the option to establish a 40m hedge was changed to “look at alternative options”. In October 2018, Matamata Lions approached Council with the proposal to provide a Hinuera stone wall across the complete frontage as a Lions project. Lions would seek sponsorship from local businesses and community groups. Lions also requested that the project be run in partnership with Council. Council agreed to support this project, however the financial side of the project has not yet been discussed in any detail. Lions will be in attendance to discuss their proposal.

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Discussion Matamata Lions will present their latest proposal

Item 7.1

Attachments There are no attachments for this report.

Signatories Author(s) Roger Lamberth Kaimai Consultants Manager

Approved by Fiona Vessey Group Manager Service Delivery Don McLeod Chief Executive Officer

Matamata Cemetery Page 5

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Waitoa Hall

RM No.: 2188541

Item 7.2 Executive Summary

Council has been working with the community and considering options for Waitoa Hall since 2015. In 2016 after a survey and discussion with the community, the Waitoa Hall was decommissioned by Council at the request of the Waitoa Hall Committee. On 12 April 2017, Council declared the Waitoa Hall surplus to requirements. Council then began the lengthy process of investigating the legal obligations and considerations in relation to Waitoa Hall.

These investigations have identified how the hall was obtained, the status of the land and what is required if Council decides to dispose of this property. A valuation for the property was obtained in April 2019. The property can be disposed by way of sale, auction or tender. The next step in this process is for Council to formally consider retaining or disposing the Waitoa Hall property.

In April 2019, a submission was received and signed on behalf of the Te Aroha Co-operating Parish and supported by the chairman of the Waitoa Hall Committee. The submission proposes a re-location of Waitoa Red Cross to 3824 SH 26 Waitoa and a grant of thirty thousand dollars plus GST towards the relocation from the proceeds of the sale of the Waitoa Hall property.

Recommendation

That: 1. Council consider whether to retain or dispose of Waitoa Hall and Carpark Lots 6 and 7 DP 6665 6 Farmer Road, Waitoa 2. Council consider the submission on the Proposed Re-Location of Waitoa Red Cross received 8 April 2019.

Background The Waitoa Hall is owned by Council and prior to November 2016 was managed by the Waitoa Hall Committee. The costs for the hall were self-funded through rates and fund raising activities. On 15th May 2015, Council supplied a condition report on the hall at the request of the Watioa Hall Committee. The Committee took the report and acquired quotes to ascertain the possible cost of the necessary repairs and Council undertook to complete immediate repairs that were causing health and safety concerns. The Waitoa Hall Committee met to discuss the future of the Waitoa Hall on 30th November 2015.

On 19th July 2016, the Committee held a public meeting to present earthquake reports, financial statements and the building report to the community. Options were discussed and the committee formally requested that Council survey the ratepayers. A survey to determine the view of the community was undertaken by Council in August 2016. Ratepayers were asked to consider keeping and upgrading the hall and were provided relevant information for consideration. The results of the survey were presented to the Hall Committee.

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The Committee was unable to identify any solution that would help retain the hall without a loan and unless considerable fundraising was undertaken by the community. On 28th October 2016, the Hall Committee requested Council decommission the Waitoa Hall and declare it surplus to requirements due to ratepayers not agreeing to fund the hall being bought up to an acceptable standard. Item 7.2

On 12 April 2017, Council resolution declared the Waitoa Hall surplus to requirements. In November 2017, Council undertook to obtain a report on its obligations pursuant to the Public Works Act 1981 for the disposal of the Waitoa Hall. Council also worked to find alternate location for the Red Cross building. An empty parcel of land beside the Tatuanui Hall was offered as a possible location to the Red Cross. Unfortunately, this was not considered suitable by the Red Cross as it was not located in the Waitoa community. On 8 April 2019, Council received the attached submission signed on behalf of the Te Aroha Cooperating Parish and Chairman, Waitoa Public Hall Committee. The submission requests Council supports:  the building of a six by six meter garage at 3824 SH 26 Waitoa for use by the Red Cross, and  a grant of Thirty Thousand Dollars plus GST from the proceeds of the sale of the Waitoa Hall towards the six by six meter garage.

The Waitoa Hall and carpark are situated on Lots 6 and 7 DP 6665 6 Farmer Road, Waitoa. They are standalone parcels of land on separate titles with direct access to Farmers Road. In April 2019, a valuation was obtained on the Waitoa Hall property.  Lot 6 DP 6665 situated at 6 Farmer Road, Waitoa is 0.1012 hectares of fee simple land held in the name of Piako County Council (site of the Waitoa Hall built in 1911). Valued by Telfer Young at one hundred and ninety thousand ($190,000) including GST.  Lot 7 DP 6665 situated at 6 Farmer Road, Waitoa is 0.1012 hectares of fee simple land held in the name of Piako County Council (site is a sealed carpark that services the hall and did contain a prefabricated building at the rear of the carpark owned by the Red Cross). Valued by Telfer Young at one hundred and fifty thousand ($150,000) including GST.

Issues/Discussion There are a number of issues identified when considering disposing of Council property. It can be a complicated process, traversing legislative requirements and different classifications. Waitoa Hall and Land The property situated on the western side of Farmer Road, Waitoa is a short distance from the state highway in a small residential community. It is a service town close to the Waitoa Dairy Factory. Surrounding housing consists of lower cost family homes and ex state house dwellings. The land does not have public services and the building requires roof replacement, repainting and has areas of rot that requires attention. The chattels are of average quality but are in satisfactory condition. The grounds are somewhat untidy due to the site no longer being used and includes a sealed carpark.

Council declared the property surplus to requirements 12 April 2017. The investigations on legal obligations in relation to hall and land are complete and a valuation obtained in April 2019. We are at the point where consideration of whether or not the Waitoa Hall and carpark situated on Lots 6 and 7 DP 6665 6 Farmer Road, Waitoa is retained or to be disposed by way of sale, auction or tender.

Waitoa Hall Page 7

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Submission on the proposed relocation of Waitoa Red Cross The Waitoa Hall Committee requested to decommission the hall in minutes forwarded to Council on 2 November 2016. A resolution by Council decommissioned the Hall on 12 April 2017. Since then there has been no committee managing the affairs of the Hall.

Item 7.2 The submission received on 8 April 2019 is on behalf of the Te Aroha Co-operating Parish and Chairman of the Waitoa Hall Committee. However, the Waitoa Hall Committee has been in abeyance since 2 November 2016 when the committee was disbanded. There has been no communication from other Waitoa community groups on this matter and staff are unaware if the Waitoa community are aware of this submission. Council does have a procedure whereby hall committees may forward recommendations for any proceeds from the sale of hall property to be used for a particular Council project but ultimately the final decision is Councils.

Risk Should Council decide that there is no requirement of this land for other public work or for exchange under section 105 of the Public Works Act 1981; the property may then be disposed of. The Land is currently held in the name of Piako County. The requirements prior to sale are that the name of the registered proprietor be amended on the title. There is a risk that the submission received on 8 April 2019 is not supported by the majority of the targeted ratepayers in Waitoa. It is currently unknown how well the submission received is supported by the Waitoa Community. The previous Red Cross building was not considered for re-use by the Red Cross at 3824 SH 26 Waitoa. The Red Cross building previously located at the Waitoa Hall has been removed and transported to a property on Number 8 Road extension. Options The options considered for Waitoa Hall and carpark situated on Lots 6 and 7 DP 6665 6 Farmer Road, Waitoa over the last three years include: Option 1: Declare the hall surplus to requirements and dispose of the land by sale or auction. Option 2: Retain the property for another use. As the property is subject to a reserve layer, Council may choose to remove the hall and decide upon another use for the land. A resource consent to develop the property maybe required due to a reserves overlay in the District Plan. Option 3: Consider the request to contribute to a new Red Cross building on 3824 SH 26 Waitoa

Legal and policy considerations The Waitoa Hall is located on Farmer Road, Waitoa, legally described as Lots 6 and 7 DP 6665 Blk IV Maungakawa SD, being more or less 0.2024 sq. meters in area. The land is held in Fee Simple and there is no requirement to first revoke the reserve status in terms of that act. The property is zoned residential in the District Plan, although not gazetted as a reserve in terms of the Reserves Act 1977; the land is however subject to the Reserves overlay in the district plans maps, which may restrict development options for the property. There is an existing building on the property and certain existing use rights may apply. It is likely that resource consent would be required to develop the property or change its use.

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Impact on Significance and Engagement Policy As defined in Section 5 of the local Government Act 2002, Council will notify the outcome of the decision of Council to the residents and targeted ratepayers of Waitoa Hall and its surrounding district.

Item 7.2 Contribution to Community Outcomes and consistency with Council Vision Theme: Working with the Community Community Outcome: A grant to the Waitoa Red Cross out of the proceeds of the sale of the Waitoa Hall would significantly assist with the expected two hundred thousand dollar cost of a new building. This is intended to provide the Waitoa Community with a facility that can continue to provide the same charitable service. Financial Cost and Funding Source The proceeds from the sale of the Hall and land, along with any remaining operational budget will be vested back into Council.

Attachments A⇩ . Waitoa Hall Proposal

Signatories Author(s) Vicki Black Property Services Officer

Approved by Fiona Vessey Group Manager Service Delivery Don McLeod Chief Executive Officer

Waitoa Hall Page 9

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Item 7.2

Attachment A Attachment

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Item 7.2

Attachment A Attachment

Waitoa Hall Page 11

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Item 7.3

Item 7.2

Attachment A Attachment

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Item 7.3

Item 7.2

Attachment A Attachment

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Staff Long Service Presentation Trim No.: 2162076

Item 7.3

Executive Summary Kathy Duncan will be presented with a Long Service Award in recognition of 30 years’ service to Matamata Piako District Council.

Recommendation That: 1. The Information be received.

Attachments There are no attachments for this report. Signatories Author(s) Meghan Lancaster Committee Secretary

Approved by Michelle Staines-Hawthorne Corporate Strategy Manager Don McLeod Chief Executive Officer

Staff Long Service Presentation Page 15

Council 14 August 2019

Freedom Village Matamata Road Naming

RM No.: 2183630

Item 7.4 Executive Summary Council is requested to approve road names within the privately owned Freedom Retirement Village at 80B Burwood Road, Matamata.

The road naming and addressing has been accepted by Land Information New Zealand (LINZ).

There is currently some existing roads in the district with the same road name. LINZ is accepting of these road names due to the way in which the addressing does not conflict with either emergency services or mail addressing.

Recommendation That: 1. The report be received; 2. Council approves the road names of a/ Sanctuary Grove b/ First Avenue c/ Second Avenue d/ Third Avenue e/ Fourth Avenue f/ Fifth Avenue g/ Sixth Avenue

Content Background The Freedon Retirement Village address is 80B Burwood road. The village is privately owned and the developer has proposed this concept because it works for their other villages for emergency services and NZ post. The developer has a mail room in their villages. Freedom Retirement Villages have way-finding maps in the villages as well. For example, in Cambridge, the houses in 1st ave number from 100-199, the houses in 2nd ave number from 200-299 etc. So if you live at 151 1st ave, your address is 151/14 Terry Came drive. So if you were at 151 1st ave in Matamata, your address would be 151/80B Burwood road. They effectively only use the one address and only the 1st/2nd3rd ave addresses for way-finding. If they used the avenues, then this would conflict with other avenue addresses in the area. There are seven new streets to be named. 1. Sanctuary Grove – acceptable to use.(LINZ) 2. First Avenue – acceptable to use. (LINZ) 3. Second Avenue – acceptable to use. Please note that there is already an existing road called Second Avenue within the district. There is approximately 35kms between the two. (LINZ)

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4. Third Avenue – acceptable to use. Please note that there is already an existing road called Second Avenue within the district. There is approximately 35kms between the two. (LINZ) 5. Fourth Avenue – acceptable to use. Please note that there is already an existing road

called Second Avenue within the district. There is approximately 35kms between the two. Item 7.4 (LINZ) 6. Fifth Avenue – acceptable to use. (LINZ) 7. Sixth Avenue – acceptable to use. (LINZ)

A report has not gone to Te Manawhenua Forum as this is for naming private roads.

Impact on policy and bylaws Freedom Village Road Naming does not comply with Council’s policy but there is justification for the retirement village road naming as it works with their nation wide system. As there system will not cause confusion for emergency services and NZ post it is acceptable to vary from our policy. It is therefore recommended that Council accept these road names. Communication, consultation and decision making processes Te Manawhenua Forum have been not been consulted with regards to the Proposed New Road Names as it is a privately owned complex with private roads. Consent issues There are no consenting issues relating to the road naming Timeframes The road name should be approved by Council at Councils earliest convenience.

Attachments A⇩ . Burwood Rd 80B Location

Signatories Author(s) Raymond Short Roading Asset Engineer

Approved by Manaia Te Wiata Group Manager Business Support

Freedom Village Matamata Road Naming Page 17

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Item 7.4

Attachment A Attachment

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Government Procurement Rules Trim No.: 2166581

Item 7.5 Executive Summary The Ministry of Business, Innovation and Employment has released the 4th Edition of the Government Procurement Rules. The 4th edition has removed irrelevant rules and introduced ten new rules, some of which focus on broader outcomes when procuring. As Local Government, we are not bound by these rules, however we are encouraged to have regard to the rules as good practise guidance. Therefore, Council can decide whether or not to introduce part or all of these rules into our procurement practises.

Recommendation That: 1. The report be received

Content Background The Ministry of Business, Innovation and Employment released the first edition of Procurement Rules in April 2013. Since then various changes have been made in each edition to guide procurement activities. The latest edition is the first to incorporate broader outcomes. This is a result of procurement becoming more strategic rather than purely transactional.

Issues Ten new rules have been introduced, and will become effective on 1 August. A portion of these rules are relevant Local Government and could be applied – these are outlined below. A section of the new rules relates to broader outcomes. These are based off the methodology of spending the same dollar twice. Once to purchase the desired outcome and again to gain a social benefit e.g. net-zero emissions. These rules include:

Rule 16: Broader Outcomes Agencies must consider, and incorporate where appropriate broader outcomes. Broader outcomes are the secondary benefits that are generated from a procurement activity. They can be environmental, social, economic or cultural benefits.

Rule 17: Increase Access for New Zealand Businesses Agencies must have regard to guidance published by MBIE on how to effectively involve New Zealand businesses in contract opportunities including Maori, Pasifika and regional businesses, as well as social enterprises.

Government Procurement Rules Page 19

Council 14 August 2019

Rule 19: Improving Conditions for New Zealand Workers Agencies should ensure their contracts set out the expectation that suppliers and sub-contractors comply with employment standards and health and safety requirements.

Item 7.5 Rule 20: Transitioning to a Net-Zero Emissions Economy and Designing Waste out of the System Agencies should support the procurement of low-emissions and low-waste goods, services and works. Encourage innovation to significantly reduce emissions and waste impacts from goods and services.

These rules come into effect on 1 October. The impact on the market will be monitored for six months to determine the implications they could have on Council if they were adopted.

Analysis

Options considered There are no options to be considered in this report

Analysis of preferred option Not applicable

Legal and statutory requirements As Local Government, we are not bound by these rules, however we are encouraged to have regard to the rules as good practise guidance. NZTA incorporated parts the previous edition into their procurement manual. Therefore, Council is required to comply with the incorporated rules for NZTA subsidised procurements.

Impact on policy and bylaws If any of the discussed rules were to be implemented, the Procurement Policy would need to be updated to reflect the associated impact.

Consistency with the Long Term Plan / Annual Plan Not applicable.

Impact on Significance and Engagement Policy This has no impact on the Significance and Engagement Policy.

Communication, consultation and decision making processes Not applicable. Consent issues There are no consent issues.

Timeframes Review impact 6 months after the rules have been implemented – 1 April 2020.

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Contribution to Community Outcomes

Item 7.5 Financial Impact i. Cost No changes are currently being proposed therefore no impact on cost. ii. Funding Source Not applicable

Attachments There are no attachments for this report. Signatories Author(s) Amy Pollock Procurement Officer

Approved by Fiona Vessey Group Manager Service Delivery

Government Procurement Rules Page 21

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Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019

Item 8.1 Trim No.: 2187807

Executive Summary Central Government has committed to investing $3 billion over three years in regional economic development through a Provincial Growth Fund (PGF). The PGF aims to lift productivity in the provinces.

Council has succeeded in obtaining a total of up to $1.8 million in PGF grants and con-funding for two projects, being:

1. Te Aroha Tourism Precinct (up to $810,000 awarded by the PGF), and 2. Waharoa Industrial Hub (up to $800,000 awarded by the PGF)

A programme Governance Group has been formed to oversee the above projects. Council is asked to receive, for information, the Programme Governance Group (PGG) minutes meeting of 22 July 2019.

Recommendation That: 1. The information be received.

Content

Background PGF applications Council submitted two funding applications to MBIE in late August 2018 for a Waharoa Industrial Hub and a Te Aroha Tourism Precinct. A copy of the submitted applications has been previously circulated to elected members.

Waharoa Industrial Hub application A PGF application was submitted for the preparation of a Feasibility Study, Business Case and Investment Case to “move the concept of a Waharoa industrial hub to the investment ready stage as a transformational sub-regional economic development initiative”.

Up to $800,000 has been granted by the PGF with 4 businesses contributing up to $25,000 each (being Open Country Dairy, Inghams, Waharoa Industrial Park and Balle Bros) to support this programme.

Te Aroha Tourism Precinct application Council sought funding to explore the development of the “Te Aroha Tourism Precinct” as the boutique Health and Wellbeing destination for the Auckland and Waikato regions.

The anchor project and catalyst for driving the concept will be investigating the feasibility of redeveloping the Te Aroha Domain (and surrounding amenities) into a boutique spa resort. This could include aspects such as boutique accommodation, health and wellness services and/or the potential to be a leading destination function centre and wedding venue.

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Up to $810,000 was granted by the PGF with Council approving up to $90,000 as co-funding to the Project.

Project Plan

The Committee has previously approved a Project Plan. The Project Plan is based on: Item 8.1

 The feasibility study (Phase 1) being the option development work. It is in essence a ‘long list’ to ‘short list’ exercise. This is intended to be an expansive and consultative exercise to examine many ideas, engage communities and stakeholders in possible options and outcomes, identify a preferred option.

 The business case (Phase 2) will then look to refine a preferred option and undertake a detailed commercial analysis.

 The investment case (Phase 3) is intended to be a compelling selling/pitching document to take to potential investors (and back to Government).

Council will only be able progress to the next phase if previous one is positive and MBIE agree.

Issues Governance Group minutes - 22 July 2019 The minutes of the Waharoa and Te Aroha PGG meetings held on 22 July 2019 are attached.

Attachments A⇩ . Waharoa PGG Minutes 22 July 2019 B⇩ . Te Aroha PGG Minutes 22 July 2019

Signatories Author(s) Niall Baker Senior Policy Planner

Approved by Michelle Staines-Hawthorne Corporate Strategy Manager Don McLeod Chief Executive Officer

Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Page 23

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Provincial Growth Fund – Waharoa

Item 8.1 Programme Governance Group

Date: Monday 22 July 2019 Time: 10:30am Venue: Matamata-Piako District Council 35 Kenrick Street

TE AROHA

Members Chairperson

Attachment A Attachment Janet E. Barnes, Mayor Matamata-Piako District Council (this meeting only)

Members Dacey Balle, Balle Bros Wayne Clothier, Waharoa Industrial Park Ltd Mary Jensen, Brella Projects Ltd Manujon Pemerika, Ministry of Social Development Michael Bassett-Foss, Te Waka Anga Whakamua Waikato (Waikato Regional Economic Development Agency) Murray Kivell, Kivell Consulting Limited Neil Goodger, Councillor Matamata-Piako District Council Rukumoana Schaafhausen,Te Arataura, Te Whakakitenga o Waikato

Phone: 07-884-0060 Address: PO Box 266, Te Aroha 3342 Email: [email protected] Website: www.mpdc.govt.nz

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Matamata Piako District Council Staff present Niall Baker, Provinical Growth Fund Project Manager Michelle Staines Hawthorne, Corpoarate Strategy Manager Item 8.1 Meghan Lancaster, Committee Secretary Rebekah Duffin, Communications Manager Graham Robertson, Senior Utilities Asset Engineer

In Attendance

Time In Time Out Cristean Monreal, Director - RCP 10:30am 12:36pm Martin Butler, Consultant - RCP 10:30am 12:36pm

Attachment A Attachment

Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Page 25 Council 14 August 2019

1. Meeting Opening Mayor Jan welcomed everyone and declared the meeting open at 10:33am

Item 8.1 2. Apologies Apologies from Rukumoana Schaafhausen, Micheal Bassett-Foss and Mary Jensen. Apologies for lateness from Dacey Balle (in at 11:00am) Moved by: M Kivell Seconded by: N Goodger CARRIED

3. Declaration of interest Members are reminded of their obligation to declare any conflicts of interest they might have in respect of the items on this Agenda. There were no declarations of interest outside the Terms of Reference.

4. Confirmation of minutes That the minutes of the meeting of the Provincial Growth Fund combined Governance Group meeting held on Monday 24 June 2019, be confirmed as a true and correct record of the meeting. Moved by: W Clothier Attachment A Attachment Seconded by: M Pemerika CARRIED

5. Matters Arising Matters arising from the minutes of the combined governance meeting held on 24 June 2019.

There were no matters arising.

6. Quruom All matters considered were rectified after a Quorum was reached at 11:00am. A workshop discussion was carried out until a Quroum was reached.

Page 26 Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Council 14 August 2019

Schema for approval

Executive Summary Item 8.1 The proposed Schema has been circulated to the Governance Group members for consideration. This document will be used to frame the feasibility work with businesses and interested parties. A teleconference was held on 5 July 2019, the notes from this call are attached to the Agenda. Amendments have been made to the schema based on the Governance Groups feedback and final approval by the PGG is now sought.

Recommendation That:

1. The information be received. 2. The schema be approved, to frame the feasibility work with businesses and interested parties. Moved by: W Clothier Seconded by: N Goodger CARRIED Martin has noted members feedback and updated the schema. He is seeking the Groups approval for the updated document on page 32 of the Agenda. The schema is an advertorial for Waharoa and is meant to illicit interest and provide the first level of questions going forward.The only thing A Attachment that has not been added from the feedback is the level of diagnostic information to reflect this.

Comments/Discussion The schema is pitched at the right level and the geographical links between industry, community and the airport offer a broad enough set of opportunities for businesses and the community to respond. Members were pleased to see that the scope has been broadened geographically as this may hold the key for interest in the multi purpose hub concept.

Members felt that including the maximum development figure of 10 metres did not add value to the schema document and could put people off as they may think they cannot build anything sizeable. These figures are negotiable so being less specific may be helpful. Saying up to 30 metres puts a positive spin on the restrictions rather than a limitation. RCP noted that figures need to be included but do agree the document needs to entice people and will make this change.

The matter of addressing housing shortfall was raised. Philosophical questions around picking up the labour market and what the spark could be to entice people to the area. Waharoa has a reputation with crime, being an undesirable area and having a lack of amenities for young families currently. There needs to be incentives and thoughts on how to bring people to Waharoa as well as preventing a housing shortage. This project provides the opportunity to work together to address these issues early and will be an important part of the project.

Members stated that industry is moving ahead in the area regardless and would like to improve the Waharoa Township along with the industry developments. Development Contributions and using these to improve the area was discussed, they are ward based and must be spent on their applicable category (roading DC’s are spent on roads etc.) but it was noted that more could be done by Council for perception in waharoa by tidying things up along the main bypass.

Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Page 27 Council 14 August 2019

Iwi in the area have a vision for Waharoa that needs to be kept in mind. The vision centres on health and wellbeing and iwi would like to be leaders in their vision. The PGG group needs to work with iwi to make sure visions align. Item 8.1

Attachment A Attachment

Page 28 Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Council 14 August 2019

Sprint Phase – early report

Executive Summary Item 8.1 Martin Butler and Cristean Monreal from RCP Consultants in attendance to provide an overview of the initial consultation work undertaken. The early Sprint Phase report encompasses the substantive findings to date, from completion of tasks one – six in the project plan. Since the PGG meeting on 24th June, 20 meetings and discussions have been held with stakeholders and subject matter experts. Attached to the Agenda is Firstgas’ hybrid proposal for gas reticulation (as set out in the Sprint paper) and indicative early information on biogas/biomatter disposal technology. Both provide useful context and detail to the Sprint paper. A copy of RCP’s project plan is also attached to the Agenda for reference.

Recommendation That: 1. The information be received. 2. Feedback be provided on RCP's ‘Sprint Phase – early report’ and the next steps outlined.

Moved by: D Balle A Attachment Seconded by: M Pemerika CARRIED

Martin provided a PowerPoint outlining the key areas of the project and their findings from consultation with interested parties. Industry, Housing, community wellbeing etc. all work together to provide a successful hub initiative. Key challenges with Gas reticulation, Fibre broadband and a lack of infrastructure are holding sales back in the area.

Questions/Discussion Martin confirmed that fibre is planned for 2022 for Waharoa on the networks schedule. Members felt that this was conservative as other areas in the district are getting it much sooner and would like to know how long it would take industry users to be able to use it. Incumbent expansion is needed to help gas reticulation move to the area as well as setting terms and conditions from Open Country Dairy on infrastructure use. Working through these issues would start to get the ball rolling on the project.

There has been endorsement from Open Country Dairy and Balle brothers for this project as the lack of infrastructure in the area has hindered development. The world is carrying on and if the gas issue is not addressed the industry will simply move elsewhere. The Governance of emersion schools was raised, as there is currently one in Ngarua and one in Waharoa, the question of merging the two and the possibility of getting more funding was suggested for the future. Manujon will ask his colleagues about funding. Iwis vision for the emersion school is to grow the Ngarua School as it goes right through to college age. The group was not sure what was happening with the school in Waharoa, Ruku and Mokoro Gillet were mentioned as people to ask.

Waharoas location makes sense to centralise industry by rail and would cover the Waikato and South Auckland as opposed to the Ruakura site, which has had little interest. RCP need to do more investigation into the Ruakura site and need an executive sponsor from Kiwirail, they are

Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Page 29 Council 14 August 2019

happy with the progression and have been dealing with third tier managers so far but having an executive endorsement would really help move things forward. The question of finding executive endorsement from other entities was raised. Jan will contact Dan Kneebone again and Shane Jones to enquire. Dacey is meeting with Port of Tauranga representatives in the afternoon and will

Item 8.1 chat to them.

Regarding the aerodrome, the group noted that if we do not start managing the space things would start happening anyway due to increased pressure from Ardmore and other aerodromes. There is a real risk to the project that we are successful on the industry side but not the social and need to get this right with accommodation, incentives to workers and making use of the aerodrome. Members mentioned that there is a backpackers being developed in Matamata and a Resource Consent application for Firth Street worker accommodation. Most workers are coming from outside the Waharoa area and are seasonal workers, the only solution is to attract the types of people who want to work and grow opportunities for workers to come to the area.

The question of where to from here was asked. RCP are aggregating requirements and infrastructure deficits to find a way forward. Site testing on rail road convergence is happening and

will help bring things into sharper focus. Martin would like to speak with key participants at the aerodrome and more businesses in the area. A real estate exercise is also progressing. Attachment A Attachment

Page 30 Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Council 14 August 2019

Project risks Item 8.1 Executive Summary A baseline project risk register is included in the Project Plan.

The risks have been formatted into a risk matrix to define the level of risk by considering the category of probability or likelihood against the category of consequence severity. This is a simple mechanism to increase visibility of risks and assist with project governance.

Recommendation That: 1.The information be received.

2. Feedback be provided on the project risks and mitigation approach. Moved by: M Pemerika Seconded by: N Goodger CARRIED

Niall summarised the risk register. The risks relate to making sure there is adequate stakeholder buy in. He is seeking feedback from the governance group.

Questions/Discussion A Attachment The governance group queried how the red risks are being managed and if they are on track but need to keep momentum up to meet the deadlines. The group is still unclear on the date the feasibility study needs to be presented to Central Governent. Manujon will investigate.

Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Page 31 Council 14 August 2019

Website / Communications Item 8.1

Executive Summary Councils Acting Communications Manager, Rebecca Duffin in attendance to discuss content that has been created on the Council’s website regarding the project.

Recommendation That: 1. The information is received. Moved by: W Clothier

Seconded by: M Kivell CARRIED

A section has been created on the Matamata-Piako District website to cover the Provinical Growth Funds progress. People are able to sign up for updates and any new information will be added to the page.

Questions/Discussion

Attachment A Attachment The group was interested to know how many people have looked at this, it has only been live since Friday 19 July so staff don’t have numbers yet, but will report these figures at the next meeting.

General business Rukumoana cannot attend the next meeting so the group need to look at proposing a new date. Mokoro Gillet and kiwirail reps were requested to attend.

Page 32 Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Council 14 August 2019

Close of meeting Item 8.1

12:36pm The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE PROVINCIAL GROWTH FUND GOVERNANCE GROUPS HELD ON 22 JULY 2019 Attachment A Attachment

DATE:

CHAIRPERSON:......

Janet E. Barnes

Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Page 33 Council 14 August 2019

Provincial Growth Fund – Te Aroha Programme Governance Group Item 8.1

Date: Monday 22 July 2019 Time: 1pm Venue: Matamata-Piako District Council 35 Kenrick Street TE AROHA

Members Chairperson Annabel Cotton, Merlin Consulting

Te Aroha Governance Members Attachment B Attachment Antony Matthews, Matthews & Matthews Architects Caitlin Casey, Spa/wellness consultant Jan Barnes, Mayor Matamata-Piako District Council Jason Dawson, Hamilton & Waikato Tourism Kelvin Forsman, Te Aroha Business Association Nicki Scott, Ngāti Rāhiri Tumutumu Michael Bassett-Foss, Te Waka Anga Whakamua Waikato (Waikato Regional Economic Development Agency) Teena Cornes, Councillor Matamata-Piako District Council

Phone: 07-884-0060 Address: PO Box 266, Te Aroha 3342 Email: [email protected] Website: www.mpdc.govt.nz

Page 34 Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Council 14 August 2019

Matamata Piako District Council Staff present

Niall Baker, Provincial Growth Fund Project Manager Item 8.1 Meghan Lancaster, Committee Secretary Rebekah Duffin, Communications Manager Rachael Singh – Events and Promotions Coordinator Mark Naudé – Parks and Facilities Planner

In Attendance

Time In Time Out Lucy Tukua – Visitor Solutions 12:49pm 2:34pm Craig Jones – Visitor Solutions 12:49pm 2:34pm

Attachment B Attachment

Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Page 35 Council 14 August 2019

1. Meeting Opening Annabel welcomed everyone and declared the meeting open at 1:04pm Item 8.1 2. Apologies Apologies from Nicki Scott. Apologies for lateness from Caitlyn Casey (in at 1:20pm) and Michael Bassett-Foss (in at 2:03pm)

3. Declaration of interest Members are reminded of their obligation to declare any conflicts of interest they might have in respect of the items on this Agenda. There were no declarations of interest outside the Terms of Reference.

4. Confirmation of minutes That the minutes of the meeting of the Provincial Growth Fund combined Governance Group meeting held on Monday 24 June 2019, be confirmed as a true and correct record of the meeting. Moved by: T Cornes

Attachment B Attachment Seconded by: K Forsman CARRIED

5. Matters Arising Matters arising from the minutes of the combined governance meeting held on 24 June 2019. There were no matters arising

Page 36 Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Council 14 August 2019

Consultant overview

Executive Summary Item 8.1 Visitor Solutions director Craig Jones and Lucy Tukua, in attendance to provide an overview of the proposal for carrying out the Feasibility Study. Visitor Solutions is a consultancy that works for the tourism, sports and recreation, arts and community development sectors. They specialise in helping organisations realise their goals, whether that be to develop the best strategic direction, develop the right facility, attract the right visitors, increase the number of participants or deliver an experience that meets the needs of that particular community.

Recommendation That: 1. The information be received. Moved by: J Dawson Seconded by: C Casey CARRIED

Craig provided a PowerPoint and took the group through key challenges and possibilities for the sprint phase. Lucy from Visitor Solutions is working through manawhenua engagement and provided an overview of what she has been doing. Lucy has met with Jill Taylor and Ngāti Rāhiri B Attachment Tumutumu representatives. The engagement has been positive so far. Lucy would like to meet with Te Ao Marama and Manawhenua forum members and will attend The Te manawhenua meeting on the 3rd September. Continuing with Iwi engagement is vital to the project and will be the driving force.

Questions/Discussion Due to the new timeframes announced by Delwyn at the last PGG meeting, Craig will come back with a revised plan. Craig noted that flexibility is needed with the group for meetings. The current set dates will not work and members will need to be available as new information is brought to light. Members of the group are happy with this and understand the need to be more intensive in this initial set up phase. Placeholder dates were requested as members have busy schedules.

Members of the group asked if Lucy had met with any museum representatives yet, she has not but was encouraged to speak to Janice Pascall. Members of the group enquired as to who was present at the meeting Lucy had. Visitor Solutions will provide this information.

Suggestions and ideas were discussed around the table. Visitor solutions mentioned that the project has its challenges and will involve bringing more than just the domain up to standard e.g. eateries, accommodation and complimentary services. There may be pushback from the Croquet club and museum volunteers. A strong argument will be needed to sell the changes to the groups. Reshuffling areas of the domain was suggested, such as moving the croquet pitch to where the skate rink currently is. We want people using the space to ensure the area is lively and do not want to alienate groups but need to be clear that there will be changes and the croquet club may be moved elsewhere. Having a gimmick was suggested to keep the group in the domain such as an annual tournament where Edwardian dress up is encouraged.

Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Page 37 Council 14 August 2019

A sweetener for the museum group would be to provide a proper environment to display items rather than the cold damp conditions the museum currently has. Changes to the stories that the museum tells to reflect iwi perspectives and bringing taonga back to the community will also be

Item 8.1 vital going forward and could mean the museum is eligible for funding in the future. Information on the museum building and collection assessment that was done in the 90s as well as any other information that was supplied to the consultant was requested by the group. Niall will send the list of information to group members.

Potential collaborators and contacts were discussed. The group suggested Visitor solutions get in touch with Anna Stretton as she ran health and wellness retreats from domain house that were about connecting clients to the mountain, river and food etc. Buildings that are situated close to the domain such as Future Te aroha for activities and Hazelwood could provide a potential relationship as well as the motel. The grand tavern across the road could also be utilised.

Visitor Solutions stated they would be holding community workshops as the group mentioned

people are very keen to know what is happening and have their suggestions heard. A Council press release will be circulated once Visitor Solutions provide dates and venue details.

Attachment B Attachment

Page 38 Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019

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Project risks

Item 8.1 Executive Summary A baseline project risk register is included in the Project Plan. The risks have been formatted into a risk matrix to define the level of risk by considering the category of probability or likelihood against the category of consequence severity. This is a simple mechanism to increase visibility of risks and assist with project governance.

Recommendation That: The information be received. Moved by: J Dawson Seconded by: C Casey CARRIED

Niall summarised the Risk register and asked for any feedback from the governance group.

Questions/Discussion It was requested that a change in personnel risk be added to the register in case Niall does not show up to work one day. Visitor solutions requested that community and Manawhenua kickback be added as this may cause delays, we need to make it clear to the community that we are working to Central government timeframes and assure communities that they are heard while still B Attachment keeping things moving quickly.

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Website / Communications

Item 8.1 Executive Summary Councils Acting Communications Manager, Rebecca Duffin in attendance to discuss content that has been created on the Council’s website regarding the project.

Recommendation That: 1. The information is received. Moved by: Mayor J E Barnes Seconded by: M Bassett-Foss CARRIED

A section has been created on the Matamata-Piako District website to cover the Provinical Growth Funds progress. People are able to sign up for updates and any new information will be added to the page.

Questions/Discussion There was concern around the table that the community does not know what is happening with the project, there has not been anything significant in the papers and people have been asking what is

Attachment B Attachment happening. We need to make sure the community is engaged and feel like they are being heard and information is being shared. The group and staff need to figure out how to direct people to the webpage and get the project out there. It was noted that more than one workshop session is going to be needed and we may be underestimating community interest and how much work will go to Council. A new communications plan was requested but Rebecca cannot do anything until she has dates to work with. Annabel will meet with Craig to discuss workshop facilitation.

General Discussion It is going to be a busy few weeks and community consultation needs to happen ASAP to keep to the end of September deadline. A preference for future meetings was discussed and it was agreed that the beginning of the week at 8am was the preferred option.

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Close of meeting

Item 8.1

2:55 pm The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE PROVINCIAL GROWTH FUND GOVERNANCE GROUPS HELD ON 22 JULY 2019 2019

DATE: 23 August 2019 B Attachment

CHAIRPERSON:......

Annabel Cotton

Provincial Growth Fund - Programme Governance Group minutes, 22 July 2019 Page 41

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Debenture Trust Deed - Letter of Engagement

RM No.: 2179684 Item 8.3

Item 8.2 Item 8.2 Executive Summary This report seeks to provide the Council with the letter of engagement for the limited independent assurance report of the Debenture Trust Deed to be undertaken by the Council’s auditors.

Recommendation That: 1. The information be received;

Content

Background Several years ago, Council restructured its security arrangements for debt using a debenture trust deed. This deed alters how security is given for debt and allows Council more flexibility in structuring its debt than previous mechanisms. As part of Council’s annual audit of accounts and performance, our auditors undertake an audit of the trust deed arrangements in accordance with the requirements of the Trust Deed.

Attachment A Attachment Issues Attached to this report is a copy of the engagement letter for the limited independent assurance report to be undertaken by our auditors. The letter sets out the scope of the audit, the Council’s and the Trustee’s responsibilities. The outcome of the Debenture Trust Deed Audit will be available from our Auditors in October.

Attachments A⇩ . Debenture Trust Deed

Signatories Author(s) Rebecca Shaw Graduate Policy Planner

Approved by Michelle Staines-Hawthorne Corporate Strategy Manager Don McLeod Chief Executive Officer

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Item 8.2

Attachment A Attachment

Debenture Trust Deed - Letter of Engagement Page 43

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Item 8.3

Item 8.2

Item 8.2

Attachment A Attachment

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Item 8.2

Attachment A Attachment

Debenture Trust Deed - Letter of Engagement Page 45

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Item 8.3

Item 8.2

Item 8.2

Attachment A Attachment

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Item 8.2

Attachment A Attachment

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Documents Executed Under Council Seal for June and July 2019

Trim No.: 2151785 Item 8.3

Executive Summary The schedule of documents executed under Council Seal is attached.

Recommendation That the report of the schedule of documents executed under Council Seal for June and July 2019 be received.

Attachments A⇩ . Schedule of Executed Documents - June and July 2019

Signatories Author(s) Ellie Mackintosh Graduate Policy Planner

Approved by Michelle Staines-Hawthorne Corporate Strategy Manager Don McLeod Chief Executive Officer

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Matamata-Piako District Council

Schedule of Executed Documents – June and July 2019

Item 8.4 Item 8.3 NO DATE DOCUMENT DESCRIPTION EXECUTED RM # EXECUTED BY 1 13/06/2019 Warrant of Appointment – Des Heta-Barret Don McLeod 2161211 (First Secuirty) 2 13/06/2019 Warrant of Appointment – Joe Tibble (First Don McLeod 2161213 Secuirty) 3 13/06/2019 Easement Cancellation - 128 Hopkins Road Don McLeod 2161666 101.2018.11680 4 17/06/2019 Discharge of Esplanade Deferral Bond - Don McLeod 2162882 Bridgecombe Downs - Mellon Road Te Aroha 5 25/06/2019 Signed Fencing covenant - 35 Mangawhero Don McLeod 2166353

Road Matamata 6 25/06/2019 Easement cancellation - 42 Jellicoe Road - Don McLeod 2166329 101.2016.11723 7 28/06/2019 Signed Easement Variation - 23 Dodd Road Don McLeod 2168410 Morrinsville - 101.2006.1604 8 28/06/2019 Easement Cancellation - 10 Hopkins Road - Don McLeod 2168402 107.2018.11723 9 11/07/2019 Easement cancellation - 42 Jellicoe Road - Don McLeod 2177123

Attachment A Attachment Peakedale Developments - 101.2016.11723 10 11/07/2019 10 Hopkins Road - Innes Semmens - Don McLeod 2177120 discharge of esplanade bond - 101.2018.11723

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Mayoral Diary - July 2019

RM No.: 2187164

Executive Summary Item 8.4

The Mayoral Diary for the period 1 July – 31 July 2019 is attached.

Recommendation

That: 1. The information be received.

Attachments A⇩ . Mayoral Diary for July 2019

Signatories Author(s) Debbie Burge Executive Assistant to the Mayor Jan Barnes Mayor

Approved by Jan Barnes Mayor

Mayoral Diary - July 2019 Page 51

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Mayoral Diary July 2019

Item 8.4 Monday Regional Transport Committee meeting 1 July A full agenda covering:  2021 Government Policy Statement on Land Transport - Report to provide information on the development of the 2021 Government Policy Statement on Land Transport.  Regional Road Safety Monitor report - Report to update on road safety issues and trends on regional progress towards the actions outlined in national and regional road safety strategies.  Draft Regional Speed Management Plan (Stage 1) - Report to provide an update on regional speed management and seek endorsement of the draft Regional Speed Management Plan (Stage 1) for circulation to territorial authorities, the New Zealand Transport Agency (NZTA) and

key stakeholders in the region as a platform for further discussion to accelerate speed management and implementation.  Transport Choices report. Report to update the committee on progress towards a regional cycle network and other regional and sub-regional cycling projects.  Transport Planning and Projects report - Report to update on current regional transport plans and projects as at 13 June 2019.  Waikato Stock Truck Effluent Disposal Programme - Report to provide Attachment A Attachment the committee with information on the progress towards the implementation of new stock truck effluent facilities in the Waikato Region.  Regional Transport Issues Forum - Report to provide the committee with an opportunity to raise and discuss regionally significant transport issues in an open forum.

Walton Villas Jason Dawson and his senior management team from Hamilton & Waikato Tourism visited Villa Walton and they saw it as an opportunity to invite me along given Council’s partnership to the Tourism network.

The Villas are very excited about a commitment to hosting international media and travel agent famils at Villa Walton.

Given the impending cycle trial into Diane Drummond the CEO of the Hauraki Rail Trial was also invited to catch up and discuss progress on the trail.

Citizenship Ceremony Fifteen new citizens were welcomed into our district at a very colourful event held in our Te Aroha Boardroom, welcome to you all!

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Item 8.4

Tuesday Opening of New World refurbishment 2 July I was invited by owners Matthew and Sheree Hart to the relaunch and ribbon cutting of their new look New World Store in Matamata, which has undergone a major eight month long refurbishment.

This family business contributes in a big way to our community, by financial sponsorship, coaching and administration to sport, and involvement on community groups such as Menz Shed and the new two-court facility working party.

Attachment A Attachment

MP Tim Van der Molen, Jan and the Hart family

Meeting re business opportunity I met with a resident to discuss a tourism proposition within the MPDC district. Their initial feasibilities and discussions look promising. We discussed alignment with Council's long-term plans, the objectives of the Te Aroha PGF Tourism Feasibility Study and other planning aspects that may affect the project.

Meeting re Te Aroha CBD Two Te Aroha residents requested a meeting to discuss the empty shops and

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other points of note within the Te Aroha main Street. We talked about the PGF feasibility study being undertaken and how that might look for our CBD.

Item 8.4 Waharoa School visit I visited the primary school at Waharoa - Te Kura o Waharoa - and met with their new principal to discuss community environment. We discussed opportunities to partner with community and government facilities and playground opportunities for the locals of Waharoa.

Wednesday Speech competition judging 3 July I was invited by St Joseph’s School in Morrinsville to be a guest judge at the school’s annual speech competitions.

We were treated to an afternoon of very high quality speeches on a wide variety of topics!

Congratulations to all the winners, we might see you around the boardroom table in the future!!

Attachment A Attachment

Overall winners (left to right) Ezra Arnephy, Bailee Horan and Rita Bhandari with Mayor Jan and past principal Denise Plummer

Morrinsville ATC In 1979, the Morrinsville ATC 31st squadron was founded. They held a supper at their unit HQ to commemorate the occasion. Next year they will be recognising the 40 years with a formal celebration. I was delighted to attend and support their founding day celebration evening.

Friday Conference call 5 July Members of the PGF Governance Groups held a call with the consultant leading the feasibility study to discuss the proposed draft document to be used for consultation

Volunteer youth awards This year the awards were held at the Kaimai Cheese Cafe in Waharoa. The

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VYA were honoured to host and hear from guest speaker Brad Smeele, a former wakeboard world champ, who was left quadriplegic following an accident while performing a wakeboarding trick. He shared his journey of

resilience and renewed passion for life. Item 8.4

New in 2019 was the Mayoral Wildcard award, the major award of the evening. This was won by 15-year-old Mia Bowers from Morrinsville.

The winners of the 2019 Youth Awards were as follows: OVERCOMING ADVERSITY - Matthew Liddle ENTREPRENEUR AND INNOVATION - Timothy Hampton EMPLOYEE AWARD - Sarah Billings ENVIRONMENTAL COMMITMENT AWARD - Brodie Spearpoint ARTS AND MUSIC - Damon Taylder CULTURAL CONTRIBUTION - Makoha Nightingale-Pene

MAYORAL WILDCARD AWARD - Mia Bowers

Attachment A Attachment

Jan and some of the VYA with guest speaker Brad Smeele

Sunday 6 to LGNZ Conference – Wellington Tuesday 7 July This year the annual conference was held in Wellington with a packed three days of meetings, presentations and recognising excellence. We had a core group meeting for Mayors Taskforce for Jobs on Saturday with the LGNZ board meeting early Sunday morning. The Annual General Meeting followed on Sunday afternoon.

Gisborne District Council topped the table of winners in the Local Government New Zealand (LGNZ) EXCELLENCE Awards, taking home overall honours in an outstanding field.

The EXCELLENCE Awards, now in their sixth year, recognise and celebrate excellent performance by local councils to promote and grow the well-being of their communities. Winners were announced at the Fulton Hogan conference dinner and EXCELLENCE Awards function in Wellington on Monday 8 July.

Gisborne’s innovative Tupapa – Our Stand Our Story project, a bilingual, multimedia experience which connects local culture to the local environment,

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won the Fulton Hogan LOCAL EXCELLENCE Award. This project was also highly commended in the Creative New Zealand EXCELLENCE Award for Cultural Well-being section.

Item 8.4 Wellington City Council won two of the award categories. Its ambitious and successful Wellington Waterfront project won the MartinJenkins EXCELLENCE Award for Economic Wellbeing; and its popular Visa Wellington on a Plate festival won the Creative New Zealand EXCELLENCE Award for Cultural Well-being.

Rounding out the award winners were Palmerston North City Council and Taranaki Regional Council. Palmerston North’s Festival of Cultures won the EXCELLENCE Award for Social Well-being; and Taranaki Regional Council won the Air New Zealand EXCELLENCE Award for Environmental Well-being for its large-scale Riparian Management Programme.

Hurunui District Council’s Taking the Plunge – The story of HDC and the Waiau Pool, the post-earthquake rebuild of its local pool; and Napier City Council’s new Andersen Park Playground project were both highly commended in the EXCELLENCE Award for Social Well-being category.

Waitaki District Council was highly commended in the MartinJenkins EXCELLENCE Award for Economic Well-being category for H20OurHealth –

Attachment A Attachment Waitaki Water for Connected Communities, its project to build a pipeline for the supply safe and reliable drinking water.

LGNZ President Dave Cull said: “Our judges commended all the finalists in the awards and said there were more high quality entries in the LGNZ EXCELLENCE Awards this year than ever before.

“Overall the judges felt the strongest entries demonstrated strong leadership and proven results over long periods of time, and particularly noted those with a strong strategic vision and a focus on delivery. The winners and highly commended entries are exceptional projects which are having a profound effect on the well-being of their communities.”

LGNZ also honoured two extraordinary contributors to local government, outgoing West Auckland councillor Penny Hulse and Opotiki Mayor John Forbes with the Te Tari Taiwhenua Internal Affairs EXCELLENCE Award for Outstanding Contribution to Local Government.

The EXCELLENCE Award for Outstanding Contribution to Local Government recognises one or more individuals who have made an outstanding contribution to local government and was awarded by LGNZ’s National Council.

The LGNZ National Council said “both award recipients are champions for their regions and outstanding leaders who have made a tremendous contribution to the sector”.

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The winners and finalists in the category awards for councils incorporate best practice criteria from LGNZ’s CouncilMARKTM excellence programme, which is designed to improve the public’s knowledge of the work councils are doing in

their communities and to support individual councils to further improve the Item 8.4 service and value they provide.

LGNZ EXCELLENCE AWARDS 2019

Winners

 Fulton Hogan LOCAL EXCELLENCE Award: Gisborne District Council, Tupapa – Our Stand Our Story

 MartinJenkins EXCELLENCE Award for Economic Wellbeing: Wellington City Council, Wellington Waterfront

 Creative New Zealand EXCELLENCE Award for Cultural Well-being: Wellington City Council,

 Wellington on a Plate festival

 EXCELLENCE Award for Social Well-being: Palmerston North City Council, Festival of Cultures

Attachment A Attachment

 Air New Zealand EXCELLENCE Award for Environmental Well-being: Taranaki District Council, Riparian Management Programme

Highly commended

 EXCELLENCE Award for Social Well-being: Hurunui District Council, Taking the Plunge – the story of HDC and the Waiau Pool; and Napier City Counci, new Andersen Park Playground

 MartinJenkins EXCELLENCE Award for Economic Well-being: Waitaki District Council, H20OurHealth – Waitaki Water for Connected Communities

Individual awards

 Te Tari Taiwhenua Internal Affairs EXCELLENCE Award for Outstanding Contribution to Local Government: Penny Hulse (West Auckland councillor); John Forbes (Opotiki Mayor)

Mayoral Diary - July 2019 Page 57

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Item 8.4

Our delegates Mayor Jan Barnes, Councillor James Sainsbury, Deputy Mayor James & Jane Thomas with Whakatane Councillor Russell Orr

Wednesday Council Meeting 10 July Hitting the ground running after returning from Conference, items on the agenda included: Attachment A Attachment Parking Analysis for Matamata, Plan Change 52 – Tatua Development Concept Plan, Herd of Cows, Waikato Plan Leadership Committee – Minutes of meeting 20 May and the Mayoral Diary. Staff also lead workshops on: Annual Customer Survey, Road Naming Policy – Iwi Input, Waharoa Aerodrome Crown Land and future Council meeting dates. We also watched an LGNZ Webinar on local government and funding and financing.

At the conclusion of the meeting and workshop I touched base with council staff on a variety of topics.

Thursday Meetings with Councillors 11 July As part of the CEO annual performance review I meet one on one with our elected members to discuss their views on the last 12 months on all things council related.

Saturday Site blessing – Hinerangi Cres 13 July Even though it rained we all had warm hearts and wonderful korero with our developers Ian Paton, Ngati Hinerangi representatives and Rex and I.

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Item 8.4

Sunday Community planting day

14 July Over the past year industry, council, individuals, iwi and others have been working together on a project to connect the native plants and community along the Waitoa. This project is called “Connecting the Waitoa”.

A “Connecting the Waitoa planting days” was held at the McIntyre’s family at Ngarua Blueberries. Thank you to the family for kindly opening their place up to host these community planting days. The first took place on 14 July with a follow up to be held on 21 July.

A Attachment It was wonderful to see a good number of volunteers there working together to restore our native plants along the Waitoa River.

Well done Judy Tinsdall and team.

Monday Tourism meeting 15 July Rachael Singh (Council’s Events and Promotions Coordinator) and I met with Hamilton Waikato Tourism and other vested tourist operators within our district to discuss an idea and requests put forward by an investor in the Waikato Region.

Ministry of Business Innovation and Employment (MBIE) Tourism Forum MBIE held a Tourism Forum at the Silver Fern Farms Event Centre in Te Aroha for regional leaders and stakeholders who have a role in shaping the future development and success of regional tourism destinations.

We discussed The New Zealand - Aotearoa Government Tourism Strategy and Destination Management and Planning Insights and Guidance.

There was good representation from across the region.

Meeting with Te Aroha business owners I met with Robin and Glenys who are the owners of the Te Aroha Motel to discuss opportunities and potential in light of the provincial growth fund and the likelihood the outlook will include increasing capacity for tourist and visitors.

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Tuesday NZTA meeting 16 July I met with Ross I’Anson, Acting Director of Regional Relationships to talk about hot spots in our district. I put him in my smart car and drove him around to

Item 8.4 show him some of the areas of concern. Avenue Rd/SH 26 in Morrinsville and Hinuera at Chooky’s corner were two areas we discussed. Firth St Matamata and Te Aroha’s Coulter Bridge are on our list of priorities.

Wednesday Meeting with Anaru and Hine Thompson 17 July I met with Anaru, Kingmaker who lives in our district. We discussed working together and Ngati Haua’s priorities.

CE Review Committee meeting The annual performance review of council’s CE was undertaken. Our independent consultant Graeme Dick assisted council in delivering a robust process.

Monday Provincial Growth Fund governance group meetings 22 July Work is coming along well for the two governance groups with our consultants working closely with our group chairs and members. A range of information on our PGF projects can be found on Council’s website at https://www.mpdc.govt.nz/news-a-events/provincial-growth-fund

Civil Defence audit

Attachment A Attachment Members of the Ministry of Civil Defence Emergency Management (MCDEM) conducted an audit of our council including one on one interviews with regards to Civil Defence. Their findings will be reported back to council in the future.

Tuesday Presentation 23 July A local chef at one of our restaurants’ in our district recently achieved her chef’s qualification. I presented the papers to Karli at her team meeting at Redoubt in Matamata. Congratulations Karli on your hard work!

I was impressed with Kelly and Jacobs’s team building meeting and how they are getting the best out of their staff. Well done on your incentivising. We are proud of the Redoubt both in Matamata and Morrinsville.

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Item 8.4

Presenting Karli with her papers

Council Exec team meeting I met with CEO Don McLeod and his executive team to be updated on projects and topics of note around the district.

A Attachment Always gives me confidence to have these in depth meetings with our executive.

Thursday Corporate and Operations meeting 24 July The agenda items for this meeting included discussion around: Tourism infrastructure funding proposal for Wairere falls toilets, request for special assessment – B&B on Tower Road Matamata, Sanitary Services Assessment of Public Toilets and Cemeteries, Sensitive Expenditure Policy, Health and Safety Report – June 2019, Smokefree Outdoor policy, Sport Waikato Quarterly Report, CCO Monitoring – WRAL – final statement of intent CEO Report and then moving into a workshop on Own your own property

Meeting with Civil Defence Emergency Management Auditors An audit of all councils throughout the Waikato region is being conducted. Auditors from the Ministry of Civil Defence emergency Management (MCDM) and an independent auditor talked to staff, executive and elected members with regard to Civil Defence

Meeting with Graham Shortland at Wallace Gallery I met with Graham to wish him well on his retirement and to thank him for his dedication and support of all things for Morrinsville and the Matamata-Piako District. Graham you have been a great ambassador.

Herd of Cows? Unveiling of new art

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Eight new bovine beauties joined the herd at an unveiling at Wallace Gallery in Morrinsville. There is one more cow to be unveiled making a total of 60!

Item 8.4 The newest additions are: Tour to Cow sponsored by Kaimai Cyclists and Morrinsville Wheelers Fontessa sponsored by Fonterra Like No Udder sponsored by Chapman Dairy and Don Chapman Waikato Buildette sponsored by Placemakers Moo...ney Cow sponsored by Christian and Rose Boubee Lydia Kow sponsored by Morrinsville Golf Club Emoogency Paramedic Cow sponsored by St Johns Ambulance

Officer Winston Knighton, Mayor Jan and officer Lyall Randell representing the Morrinsville Attachment A Attachment Police and their new cow

Thursday Volunteer Youth Ambassadors (VYA) 25 July Our VYA group held a meeting and debrief from the awards night to discuss what went well and to note what could be done differently going forward. The awards night was a great success and I thanked all those involved for their time and effort.

Waharoa Aerodrome Meeting Items on this meeting held at the Matamata-Piako Civic and Memorial Centre were: Waharoa Aerodrome – Adjoining Crown Land, Waharoa (Matamata) Aerodrome Reserve Management Plan, Provincial Growth Update – with Consultant Martin Butler in attendance, 2019 Local Election Matters, District Plan update, Annual Plan and Associated Documents update, Marae Entrance way and Parking and workshops on the Provincial Growth Fund and funding with Mary Wilson.

Meeting for new proposal. I met with Mariana (ex Wintec) and Kim Linklater (Wintec) to discuss a way forward with our polytech and future opportunities for Morrinsville in a hub type environment.

Friday Meeting with NZ Police 26 July Rod Carpinter is back within our district after being seconded to Hamilton on specialist projects. Rod is an invaluable resource for our district and I am pleased to be working with him again for the betterment of our communites.

Tom Grant Drive AGM

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The Annual General Meeting was held at Railside by the Green. Well done to Bruce and Di Romley for an excellent year’s work. Thank you to MPDC staff member Bryan Turner for working so well in partnership with our community

groups. Item 8.4

Chris Smith – Neighbourhood Support Waikato Chris has been active around the district holding public meetings with a view of establishing neighbourhood support in our various towns. A group has been formed in Te Aroha and he is working to get one running in Matamata. Chris and I met where he outlined his progress to date and future plans.

Site visit I met marae representatives on site at Waharoa along with council staff and a draughtsman to discuss plans for the marae entrance way. The complete plan must be done for the whole of the marae before funding

can be granted for the entrance. We will continue to work with Ngati Haua to help progress safety issues at their entrance.

A Attachment

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Exclusion of the Public: Local Government Official Information and Meetings Act 1987

The following motion is submitted for consideration: That the public be excluded from the following part(s) of the proceedings of this meeting. 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 follows. 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 which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

C1 Morrinsville Own Your Own Units - Update Reason for passing this resolution Particular interest(s) protected Ground(s) under section 48(1) for in relation to each matter (where applicable) the passing of this resolution

The public conduct of the part of s7(2)(h) - The withholding of the s48(1)(a) the meeting would be likely to result information is necessary to enable in the disclosure of information for the local authority to carry out, The public conduct of the part of which good reason for withholding without prejudice or disadvantage, the meeting would be likely to result exists under section 7. commercial activities. in the disclosure of information for which good reason for withholding Allow Council to consider its exists under section 7. financial position in relation to the repurchase of own your own units. s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). Allow Council to consider its financial position in relation to the repurchase of own your own units.

C2 Buyback of Own Your Own - 97 Anderson St, Morrinsville Reason for passing this resolution Particular interest(s) protected Ground(s) under section 48(1) for in relation to each matter (where applicable) the passing of this resolution The public conduct of the part of s7(2)(h) - The withholding of the s48(1)(a) the meeting would be likely to result information is necessary to enable in the disclosure of information for the local authority to carry out, The public conduct of the part of which good reason for withholding without prejudice or disadvantage, the meeting would be likely to result exists under section 7. commercial activities. in the disclosure of information for which good reason for withholding . exists under section 7. s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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C3 Chief Executive Review Committee Update Reason for passing this resolution Particular interest(s) protected Ground(s) under section 48(1) for in relation to each matter (where applicable) the passing of this resolution The public conduct of the part of s7(2)(g) - The withholding of the s48(1)(a) the meeting would be likely to result information is necessary to in the disclosure of information for maintain legal professional The public conduct of the part of which good reason for withholding privilege. the meeting would be likely to result exists under section 7. in the disclosure of information for . which good reason for withholding exists under section 7.

C4 Waikato Regional Airport Limited - Terminal Refresh Project Reason for passing this resolution Particular interest(s) protected Ground(s) under section 48(1) for in relation to each matter (where applicable) the passing of this resolution The public conduct of the part of s7(2)(a) - The withholding of the s48(1)(a) the meeting would be likely to result information is necessary to protect in the disclosure of information for the privacy of natural persons, The public conduct of the part of which good reason for withholding including that of a deceased the meeting would be likely to result exists under section 7. person. in the disclosure of information for which good reason for withholding . exists under section 7. s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. .

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