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Council Agenda A G E N D A COUNCIL MEETING Wednesday, 26 August 2020, 9.00AM Council Chamber Hauraki House William Street PAEROA Membership Mayor D A Adams Councillors Cr P G Anderson Cr R D T Broad Cr P D Buckthought Cr C A Daley Cr R G E Garrett Cr B J Gentil Cr R Harris Cr S Howell Cr P A Milner Cr D Smeaton Cr A M Spicer Cr J R Tilsley Cr R L Wilkinson Executive Leadership L D Cavers D Peddie A de Laborde P Thom Public Distribution Paeroa Office/Library Plains Area Office Waihi Area Office/Library Chief Executive L D Cavers Hauraki District Council, P O Box 17, William Street Paeroa, New Zealand P: 07 862 8609 or 0800 734 834 (within the District) E: [email protected] www.hauraki-dc.govt.nz Ngà Karakia Timatanga (opening) (1) Kia tau te rangimarie May peace be widespread Kia whakapapa pounamu te moana May the sea be like greenstone Hei huarahi ma tatou i te rangi nei A pathway for us all this day Aroha atu, aroha mai Let us show respect for each other Tatou i a tatou katoa For one another Hui e! Taiki e! Bind us all together! (2) Whakataka te hau ki te uru, Get ready for the westerly Whakataka te hau ki te tonga. and be prepared for the southerly. Kia mākinakina ki uta, It will be icy cold inland, Kia mātaratara ki tai. and icy cold on the shore. E hī ake ana te atākura he tio, May the dawn rise red-tipped on ice, he huka, he hauhunga. on snow, on frost. Haumi e! Hui e! Tāiki e! Join! Gather! Intertwine! Karakia Whakamutunga (closing) Kia whakai-ria te tapu Restrictions are moved aside Kia wātea ai te ara So the pathways is clear Kia turuki whakataha ai To return to everyday activities Haumi e. Hui e. Tāiki e! Join Gather Intertwine! COUNCIL AGENDA Wednesday, 26 August 2020 – 9.00am Council Chambers, Hauraki House, William Street, Paeroa Presentations 9.30am: Diane Drummond, General Manager – Hauraki Rail Trail Hauraki Rail Trail Activities update 11.30am: Councillor Dennis Tegg – Waikato Regional Council Potential option for public transport links between Paeroa, Kerepehi, Ngatea, Turua, and Thames Order of Business Pages 1. Karakia timatanga (opening of meeting) – Cr Spicer 2. Apologies 3. Declarations of Late Items 4. Declarations of Interests 5. Confirmation: Council Minutes – 12-08-20 (2810006) 6 6. Receipt and adoption: Audit and Risk Committee (unconfirmed) Minutes - 10 11-08-20 (2809538) 7. Receipt: Hearings and Judicial Committee (confirmed) Minutes - 24-02-20 19 (2725494) 8. Receipt and adoption: Emergency Management Committee (unconfirmed) 25 Minutes -11-08-20 (2808925) 9. Proposed Risk Management Policy and Framework Council (2812329) 28 Appendix A - Proposed Risk Management Policy 2020 (2811252) 35 Appendix B - Proposed Risk Management Framework (2811253) 45 Appendix C - Proposed Risk Analysis Template (2811254) 58 10. CEO Monthly Report for August 2020 (2812298) 60 11. Hauraki Rail Trail Charitable Trust Report June 2020 (2814936) 62 12. Change of Councillor Appointee - Hauraki Gulf Forum and 150 Wharekawa Coast 2120 (2815648) 13. New Lease 179 Kerepehi Town Road (2815651) 152 14. Water Services Report to Council August 2020 (covering July) (2812328) 160 15. Planning and Environmental Report - July 2020 (2814055) 169 16. Annual Report - Alcohol Regulatory and Licensing Authority 2020 (2809881) 180 17. Report on Emissions Inventories and Carbon Zero 2020 (2811612) 191 1 Council Agenda Template Doc. Ref: 2216520 Pages 18. Transport Report - July 2020 (2812280)Waste Management Activity Report - 225 July 2020 (2815120) 19. Waste Management Monthly Activity Report - July 2020 (2815120) 234 20. District Drainage Activity Report - July 2020 (2815118) 240 21. Receipt and adoption: Taramaire Drainage District Committee (unconfirmed) 243 Minutes - 06-08-20 (2815055) 22. Receipt and adoption: Western Plains Drainage Committee (unconfirmed) 245 Minutes - 06-08-20 (2815307) 23. Receipt and adoption: Eastern Plains Drainage District Committee 248 (unconfirmed) Minutes - 06-08-20 (2815172) 24. Receipt and adoption: Paeroa Rural Drainage District Committee 251 (unconfirmed) Minutes - 07-08-20 (2815395) 25. Ngatea Main Street Budget (2815594) 253 26. Public Excluded: Item 1: Ngatea Streetscape Building Purchase 259 The public be excluded from the following parts 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 are as follows: Item No. General subject Reason for passing this Ground(s) of each matter resolution in relation to Under Section to be each matter 48(1) for the considered Passing of this Resolution 1 Ngatea Section 7(2)(i) Section 48(1)(a) Streetscape Prejudice to Commercial That the public Building Purchase Position/Negotiations conduct of the To enable the local relevant part of authority holding the the proceedings of information to carry on, the meeting would without prejudice or be likely to result disadvantage, in the disclosure negotiations (including of information for commercial and industrial which good reason negotiations. for withholding would exist. 27. Karakia whakamutunga (closing of meeting) 2 Council Agenda Template Doc. Ref: 2216520 Council Agenda - 26-08-20 Page 6 HAURAKI DISTRICT COUNCIL MEETING MINUTES OF A MEETING OF THE HAURAKI DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON WEDNESDAY, 12 AUGUST 2020 COMMENCING AT 9.00 AM PRESENT D A Adams (His Worship the Mayor), Cr P A Milner (Deputy Mayor), Cr P G Anderson, Cr R D T Broad, Cr C A Daley, Cr R G E Garrett, Cr B J Gentil, Cr R Harris, Cr S Howell, Cr D Smeaton, Cr A M Spicer, Cr J R Tilsley and Cr R L Wilkinson IN ATTENDANCE Messrs L D Cavers (Chief Executive), A de Laborde (Group Manager - Engineering Services), D Peddie (Group Manager - Corporate Services), S B Fabish (Group Manager - Community Services), J McIver (Community Engagement Manager and Ms C Black (Council Secretary) Karakia timatanga Cr Wilkinson opened the meeting with a karakia. APOLOGIES RESOLVED THAT the apology of Cr Buckthought be received and sustained. C20/338 Garrett/Howell CARRIED LATE ITEMS None. DECLARATIONS OF INTERESTS The Mayor declared a Conflict of Interest regarding Item 9.– Life Education Trust. CONFIRMATION: COUNCIL MINUTES: (29-07-20) (2792677) RESOLVED THAT the minutes of the meeting of the Hauraki District Council held on Wednesday, 29 July 2020 are received and confirmed as a true and correct record. C20/339 Anderson/Tilsley CARRIED MATTERS ARISING FROM THE MINUTES There were no matters raised. 1 Council Minutes – 12-08-20 Doc Ref: 2810006 Council Agenda - 26-08-20 Page 7 PAEROA NETBALL INC. LEASE 2020 (2808233) The Group Manager - Community Services and Development presented a report that sought Council’s approval that a formal letter be sent to the Paeroa Netball Association outlining Council’s concerns regarding the lack of progress on a new lease and public access to the netball facilities. RESOLVED THAT the report be received. C20/340 Wilkinson/Broad CARRIED RESOLVED THAT Council approves that the formal letter, as outlined in the report, be sent to the Paeroa Netball Association outlining Council’s concerns regarding the lack of progress on a new lease and public access to the netball facilities, and THAT the Council considers this decision to be insignificant under its Significance and Engagement Policy 2017, and THAT Council informs the community and Paeroa Netball Association of its decision. C20/341 Daley/Broad CARRIED Presentations Hauraki Citizens Advice Bureau - Trust Chair, Rae Waterhouse attended and updated on the activities of the Citizens Advice Bureau. Creative Waikato Trust – Development Officer Paul Bradley and CEO, Dr. Jeremy Mayall attended to present the Creative Waikato - Phase 2 / Year 2 of Waikato Arts Navigator. The meeting reconvened at 10.55am The meeting adjourned at 10.35am DECLARATION: CONFLICT OF INTEREST The Mayor declared a conflict of interest in the matter concerning the Life Education Trust and took no part in consideration of the matter, COMMUNITY INITIATIVES REPORT - JULY 2020 (2807740) Appendix A – CHT 12 month accountability report 01-07-19 - 30-07-20 (2795552) Appendix B - CHT Strategic Plan 2020 to 2023 (2795547) Appendix C - Creative Waikato Report - Waikato Arts Navigator Stage 2 (2807153) Appendix D - Life Education Trust (2795062) Appendix E- CYAA Nomination Forms 2020 (2807164) Appendix F - Creative Communities Scheme 2020-21 Round 1 Application Form (2795065) The Community Engagement Manager presented the monthly community initiatives activity report covering the month of July 2020. RESOLVED THAT the report be received. C20/342 Spicer/Harris CARRIED 2 Council Minutes – 12-08-20 Doc Ref: 2810006 Council Agenda - 26-08-20 Page 8 Annual Citizens and Young Achievers Awards – 2020 A discussion was held to consider whether to postpone the Hauraki – 2020 Citizens and Young Achievers Awards until the following year due to the COVID-19 pandemic. RESOLVED THAT due to the COVID-19 uncertainty the annual citizens and young achievers awards be carried over to the 2021 year. C20/343 Adams/Harris CARRIED 3-WATERS REVIEW - MOU WITH CROWN (2807317) Appendix A - three-Waters-Reform-Programme (2807311) Appendix B - 3 Waters Stimulus Funding Agreement 04 august 2020 (2807309) Appendix C - Simpson Grierson advice to SOLGM on MOU - signed 310720 (2807308) Appendix D - Notional Funding Allocations (2807307) Appendix E – Three Waters Stimulus Delivery Plan 04 August 2020 (2807305) Appendix F - Grant Funding Guidance 4 August 2020 (2807248) The Group Manager Engineering Services and the Chief Executive presented a report that provided an update on the Governments reform programme for Three Waters and sought approval for the Council to enter into a Memorandum of Understanding with the Crown.
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