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Council Agenda 27 February 2020

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Council Agenda 27 February 2020 Ashburton District Council AGENDA Notice of Meeting: A meeting of the Ashburton District Council will be held on: Date: Thursday 27 February 2020 Time: 9.00am Venue: Council Chamber 137 Havelock Street, Ashburton Membership Mayor Neil Brown Deputy Mayor Liz McMillan Members Leen Braam Carolyn Cameron John Falloon Rodger Letham Lynette Lovett Angus McKay Diane Rawlinson Stuart Wilson To view copies of Agendas and Minutes, visit: https://www.ashburtondc.govt.nz/our-council/meetings/agendas-and-minutes Meeting Timetable Time Item 9am Council Meeting commences 10.30am Welcome to new and long-serving staff 10.45am EMC Quarterly report 1pm ACL Quarterly report (public excluded) 1 Apologies 2 Extraordinary Business 3 Declarations of Interest Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest they might have. Minutes 4 Council – 19/12/19 4 5 Community Services Committee – 30/01/20 9 6 Environmental Services Committee – 30/01/20 20 7 Infrastructure Services Committee – 30/01/20 23 8 Bylaw and Policy Committee – 4/02/20 36 9 Audit, Risk & Finance Committee – 4/02/20 55 10 Town Centre Subcommittee – 13/02/20 57 11 Methven Community Board – 20/01/20 60 Reports 12 Draft Ashburton Domain Development Plan 62 13 Delegations Manual 2020 69 14 Local Governance Statement 2019-21 80 15 Citizens Advice Bureau Business Case 120 16 Experience Mid Canterbury Quarterly Report 125 17 Reserve and Memorial Hall Boards – Triennial Meetings and Appointments 133 18 Mayor’s Report 136 Business Transacted with the Public Excluded 19 Council – 19/12/19 141 • Library & Civic Centre Project Control Group Section 7(2)(h) Commercial activities • Ashburton Art Gallery & Heritage Centre Section 7(2)(h) Commercial activities • Eastfield Parking Section 7(2)(h) Commercial activities [Now in open meeting] • Plains Museum Trust appointments • Contract for 3Waters treatment and network operation & maintenance • Contract for Ashburton CBD streetscape renewal • CBD pedestrian count 20 Audit, Risk & Finance – 4/02/20 144 • Building consent Section 7(2)(h) Commercial activities • PWC tax summary Section 7(2)(h) Commercial activities • EA Shareholders report Section 7(2)(h) Commercial activities • Health & Safety report Section 7(2)(a) Protection of privacy of natural persons 21 Library & Civic Centre Project Control Group – 30/01/20 146 Section 7(2)(h) Commercial activities 22 Appointment of District Licensing Committee Members 151 Section 7(2)(a) Protection of privacy of natural persons 23 Awarding Contract CON00109 Bridge Replacements 155 Section 7(2)(h) Commercial activities 24 Eastfield Investments Ltd – CBD Parking 165 Section 7(2)(h) Commercial activities 25 Ashburton District Council Credit Rating 169 Section 7(2)(h) Commercial activities 26 CE Performance Review Process 172 Section 7(2)(a) Protection of privacy of natural persons 27 Ashburton Contracting Ltd Quarterly Report Tabled Section 7(2)(h) Commercial activities 21 February 2020 Council 19 December 2019 4. Council Minutes – 19 December 2019 Minutes of the Council meeting held on Thursday 19 December 2019, commencing at 9am, in the Council Chamber, 137 Havelock Street, Ashburton. Present His Worship the Mayor, Neil Brown; Councillors Leen Braam, Carolyn Cameron, John Falloon, Rodger Letham, Lynette Lovett, Angus McKay, Liz McMillan, Diane Rawlinson and Stuart Wilson. In attendance Hamish Riach (Chief Executive), Paul Brake (GM Business Support), Jane Donaldson (GM Environmenta l Services), Neil McCann (GM Service Delivery), Sarah Mosley (Manager People & Capability), Ian Hyde (Planning Manager), Ruben Garcia (Communications Manager), and Phillipa Clark (Governance Team Leader). Staff present for the duration of their reports: Toni Durham (Strategy & Policy Manager), Rachel Thomas (Policy Advisor), Colin Windleborn (Commercial Manager), Tania Paddock (Property Advisor/In-House Counsel), Shyamal Ram (Operations & Projects Manager) and Martin Lo (Graduate Engineer). Two members of the public. Presentation • Hekeao-Hinds Water Enhancement Trust – 1.04pm-1.46pm. 1 Apologies Nil. 2 Extraordinary Business That pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987 the following item be introduced as extraordinary business and taken with the public excluded (supplementary to item 17): • Ashburton Art Gallery & Heritage Centre Section 7(2)(h) Commercial activities Braam/McMillan Carried That item 16, NZTA’s request for an easement over Council reserve land at Rakaia becomes the business of open meeting. Falloon/McKay Carried 3 Declarations of Interest Nil. 4 Confirmation of Minutes – 20/11/19 Amendment - Elected members’ allowances and reimbursement policy Minutes amended to record Cr Cameron’s request for her vote to be recorded against the motion. 4 That the minutes of the Council meeting held on 20 November 2019, as amended, be taken as read and confirmed. Brown/Cameron Carried 5 Audit, Risk & Finance Committee That the minutes of the Audit, Risk & Finance Committee meeting held on 4 December 2019, be received. Braam/McMillan Carried 6 Review of Speed Limits 1. That Council receives the proposals for the speed limit review for local roads in the district. 2 That Council agrees with the proposed locations and speed for the speed limit review for local roads in the district. 3 That Council proceeds to public consultation for the proposed speed limit changes as shown within the spreadsheet attached and corresponding district and township maps. Lovett/Braam AMENDMENT 1. That Council receives the proposals for the speed limit review for local roads in the district. 2. That Council proceeds to public consultation for the proposed speed limit changes as shown within the spreadsheet attached and corresponding district and township maps. McKay/Wilson Carried The amendment became the substantive motion. 7 LocalismNZ Submission 1 That Council receives the report. 2 That Council approves the submission to Local Government New Zealand regarding LocalismNZ McMillan/Rawlinson Carried 8 Petition on Dog Control Signage at Ashburton Business Estate The Group Manager Environmental Services advised that the petition has highlighted the need for Council to increase awareness of the dog control bylaw and designated areas where dogs are allowed off leash. Council heard that extensive consultation was undertaken when the bylaw was reviewed in 2016. It was generally agreed that Council should wait until the scheduled review before considering further change. The 2021 review will look at the existing dog exercise areas and take into account the feedback from the petition, including comments received about accessibility and the need for mobility scooter-friendly dog parks. That Council receives the report and acknowledges the concerns expressed by the petitioner s regarding the objection to restraining dogs at Ashburton Business Estate North. Falloon/Letham Carried 9 Canterbury Local Authorities’ Triennial Agreement 2020-22 That Council ratifies the Canterbury Local Authorities Triennial Agreement 2020-22. McKay/Braam Carried 5 10 Reserve and Hall Boards – Triennial Meetings It was reported that Methven Community Board member’s appointee to the Methven Reserve Board is Kelvin Holmes. 1 That Council receives the report. 2 That Council approves the appointments submitted by each of the Boards, as detailed in this report. McKay/Rawlinson Carried 11 Mayor’s Report That Council receives the Mayor’s report. McMillan/Wilson Carried 16 Request for Easement – NZTA The Mayor acknowledged that the easement request is for signage on Council land in the Rakaia township but expressed his concerns with the wider proposal to place a weighbridge between the two Rakaia bridges. His traffic safety concerns are shared by the Mayor of Selwyn District, Sam Broughton who is in discussion with NZTA on this issue. The Property Advisor and In-house Counsel, Tania Paddock advised that Selwyn District is also required to go through a consenting and easement process as the majority of works falls in the Selwyn District. A Notice of Requirement has just been lodged with Selwyn District Council and will require that Council to consider alternatives. It is possible that Selwyn District will engage with an independent decision maker and will make a recommendation on NZTA’s Notice of Requirement application. The Mayor suggested that Council should advocate for NZTA to review this proposal on the basis that there is a more suitable site for a weighbridge south of the Rakaia township. That the matter of the easement request for the Rakaia weigh station lies on the table pending the outcome of the consent and Notice of Requirement. McKay/Falloon Carried Cr Wilson recorded his vote against the motion. Business transacted with the public excluded – 10.11am That the public be excluded from the following parts of the proceedings of this meeting, namely – 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 General subject of each matter to be In accordance with Section 48(1) of the Act, the No considered: reason for passing this resolution in relation to each matter: 12 Council 20/11/19 • Ashburton Art Gallery & Heritage Centre Section
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