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Masterton District Council Agenda

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MASTERTON DISTRICT COUNCIL AGENDA WEDNESDAY 22 FEBRUARY 2017 MEMBERSHIP Her Worship (Chairperson) Cr G Caffell Cr B Johnson Cr J Dalziell Cr G McClymont Cr D Davidson Cr F Mailman Cr B Goodwin Cr S O’Donoghue Cr J Hooker Cr C Peterson Notice is given that an Ordinary Meeting of the Masterton District Council will be held at the Wairarapa Community Centre, 41 Perry St, Masterton, on Wednesday 22 February 2017 3.00 pm. 17 February 2017 1 AGENDA: The Order Paper is as follows :- 1. Conflicts of Interest (Members to declare conflicts, if any) 2. Apologies 3. Public Forum 4. Late items for inclusion under Section 46A(7) fo the Local Government Official Information and Meetings Act 1987 5. Confirmation of Minutes of the Ordinary Council meeting held on 7 and 14 December 2016 (211/16) Pages 101-110, 113-115 6. Confirmation of Minutes of the Special Council meeting held on 21 December 2016 (217/16) Page 121 7. Items to be considered under Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 8. Report of the Audit and Risk Committee held 8 February 2017 (005/17) Pages 401-404 Second Quarter and Six Monthly reports (001/17) a. Destination Wairarapa Second Quarter Report b. Aratoi Second Quarter Report c. Connecting Communities Six Monthly Report d. Sport Wellington Wairarapa Six Monthly Report Second Quarter Non-Financial Report (002/17) Fraud and Corruption Investigation Procedure (003/17) Second Quarter Commentary and Financial Statements (004/17) 9. Report of the Strategic Planning and Policy Committee held 15 February 2017 (011/17) Pages 501-502 Submission on Earthquake Prone Buildings Methodology and Regulations (008/17) Submission on Health (Fluoridation of Drinking Water) Amendment Bill (007/17) Strategic Planning and Policy Update on Key Projects (010/17) 10. Report of the Hearings Committee on the draft Easter Sunday Shop Trading Policy (012/17) Pages 601-603 FOR DECISION 11. Easter Sunday Shop Trading Policy (013/17) Pages 701-707 12. Triennial Agreement (014/17) Pages 708-717 13. Local Governance Statement and Code of Conduct (015/17) Pages 718-769 14. Approval for the Operation of New Zealand Post Electric Delivery Vehicles (016/17) Pages 770-787 2 15. SPCA Snip ‘n’ Chip Campaign (017/17) Pages 788-795 16. Library Building Project (018/17) Pages 796-807 17. War Memorial Stadium Improvements (019/17) Pages 808-809 FOR INFORMATION 18. Governance Document Amendments (020/17) Pages 810-830 19. Chief Executive’s Report (021/17) Pages 831-852 20. Mayor’s Report (022/17) Pages 853-854 21. Documents Under Seal The following documents have been executed under seal a. 5 December 2016 Registration pursuant to Section 72 of the Building Act 2004 to build in a flood zone. b. 21 December 2016 Registration pursuant to Section 72 of the Building Act 2004 to build in a flood zone. PIM BORREN - CHIEF EXECUTIVE ////////////////3 MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED COUNCIL MEETING – WEDNESDAY 22 FEBRUARY 2017 MOVED BY: SECONDED BY: That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:- 1. Confirmation of Minutes a. Confirmation of Minutes 7 and 14 December 2017 2. Audit and Risk Committee Report a. Minutes of the previous meeting 3. Hearings Committee Report a. Deliberations 4. General Business a. Netball Facility Upgrade Project b. Queen Elizabeth Park Cricket Grandstand Project c. Recreation Centre Contract The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:- General subject of Reason for passing Ground(s) under each matter to be this resolution in section 48(1) for considered relation to each the passing of this matter resolution ________________________________________________________________________________________________________________________ Confirmation of Minutes Refer to Pages 109-110, 114-115 Refer to Pages 109-110, 114-115 Audit and Risk Committee Report Minutes of the previous meeting Refer to pages 403-404 Refer to pages 403-404 Hearings Committee Report Deliberations Refer to page 603 Refer to page 603 Netball Facility Upgrade Project 7(2)(i) s48(1)(a) The withholding of the information That the public conduct of this is necessary to enable the local item would be likely to result in authority to carry on, without the disclosure of information for prejudice or disadvantage, which good reason for negotiations (including commercial withholding would exist under and industrial negotiations). Section 7. Queen Elizabeth Park Cricket 7(2)(i) s48(1)(a) Grandstand Project The withholding of the information That the public conduct of this is necessary to enable the local item would be likely to result in authority to carry on, without the disclosure of information for prejudice or disadvantage, which good reason for negotiations (including commercial withholding would exist under and industrial negotiations). Section 7. Recreation Centre Contract 7(2)(i) s48(1)(a) The withholding of the information That the public conduct of this is necessary to enable the local item would be likely to result in authority to carry on, without the disclosure of information prejudice or disadvantage, for which good reason for negotiations (including commercial withholding would exist under and industrial negotiations). Section 7. 101 211/16 MINUTES OF THE ORDINARY MEETING OF THE MASTERTON DISTRICT COUNCIL HELD IN THE HARRY HALL ROOM, WAIATA HOUSE, 27 LINCOLN ROAD, MASTERTON ON WEDNESDAY 7 DECEMBER 2016 AT 3.00PM PRESENT Mayor Lyn Patterson (Chair), Councillors G Caffell, J Dalziell, D Davidson, B Goodwin, J Hooker, B Johnson, G McClymont, F Mailman, S O’Donoghue, C Peterson, Mihirangi Hollings and Ra Smith. IN ATTENDANCE Chief Executive, Manager Assets and Operations, Manager Finance, Manager Community Facilities and Activities, Manager Strategic Planning, Communications and Marketing Advisor, Economic Development Manager, Policy Advisor, Executive Assistant to the Chief Executive, Executive Assistant to the Mayor, one media representative and Governance Advisor. CONFLICT OF INTEREST No conflicts of interest were declared. APOLOGIES There were no apologies. LATE ITEM The meeting was advised of a late item for inclusion in the public excluded agenda: Funding request This item had not been available for inclusion with the agenda and could not be held over until a later meeting. Moved by Councillor B Goodwin that in terms of section 46A(7) of the Local Government Official Information and Meetings Act 1987 the item be dealt with at this meeting. Seconded by Councillor S O Donoghue and CARRIED. The Chair noted the large number of items on the agenda and sought the agreement of the meeting to adjourn the meeting to the following week (Wednesday 14 December 2016 at 12.00), if required, to deal with any items that had been left to lie on the table. CONFIRMATION OF MINUTES OF THE INAUGURAL COUNCIL MEETING HELD ON 26 OCTOBER 2016 (182/16) Moved by Councillor J Hooker - That the minutes of the inaugural Meeting of the Masterton District Council held on 26 October 2016 be confirmed. Seconded by Councillor B Goodwin and CARRIED. CONFIRMATION OF MINUTES OF THE SPECIAL COUNCIL MEETING HELD ON 2 NOVEMBER 2016 (184/16) 102 Moved by Councillor D Davidson- That the minutes of the Special Meeting of the Masterton District Council held on 2 November 2016 be confirmed. Seconded by Councillor C Peterson and CARRIED. ITEMS TO BE CONSIDERED UNDER SECTION 48(1)(A) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987 1. Confirmation of Minutes a. Confirmation of Minutes – 2 November 2016 2. Audit and Risk Committee Report a Report of the meeting held 24 August 2016 b. Risk Management Framework c. Audit Management Report 3. General Business a. Homebush Working Party Update b. Section 17 Review – Solid Waste c. Event Funding d Civic Awards e Late item – Funding Request Moved by Councillor J Hooker that in terms of section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 the items be dealt with at this meeting. Seconded by Councillor G McClymont and CARRIED REPORT OF THE INFRASTRUCTURAL SERVICES COMMITTEE HELD 16 NOVEMBER 2016 (187/16) Councillor Caffell, Chair of the Commiittee, introduced the report, noting that it was the first meeting of the new committee, and that the following matters had been discussed at the meeting held 16 November 2016: Infrastructure Projects and Operations Update (185/16) Parks, Reserves and Community Facilities Update (188/16) Roading Procurement Strategy – Recommendation to Council (186/16) Earthquake Update Concern was expressed by members that the report needed to contain more detail on what had been discussed at the meeting and that the late report tabled at the meeting had not been circulated to those who weren’t on the committee. In relation to the Roading Procurement Strategy concern was raised again about the use of “lowest cost” and “best value” in clause 2.2, the wording in clause 2.3 was preferred. Staff advised that clauses 2.1-2.3 could be made more consistent with the policy objectives in clause 1.1. Moved by Councillor G Caffell that the Infrastructural Services Committee Report 187/16 including the following resolutions be confirmed: INFRASTRUCTURE PROJECTS AND OPERATIONS UPDATE That the Infrastructural Services Committee notes the information contained in report 185/16 103 PARKS, RESERVES AND COMMUNITY FACILITIES UPDATE That the Infrastructural Services Committee notes the information contained in report 188/16. Seconded by Councillor McClymont and CARRIED Moved by Councillor B Goodwin That Council adopts the Roading Procurement Strategy (2016), subject to the amendment of clauses 2.1-2.3 to make them more consistent with the wording in Clause 1.1.
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