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Council Minutes - 26 May 2015

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Council Minutes - 26 May 2015 1 WAITOMO DISTRICT COUNCIL MINUTES OF A MEETING OF THE WAITOMO DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBERS, QUEEN STREET, TE KUITI ON TUESDAY 26 MAY 2015 AT 9.00AM PRESENT: Mayor Brian Hanna, Deputy Mayor Guy Whitaker, Council Members Phil Brodie, Terry Davey (for part only), Allan Goddard and Sue Smith IN ATTENDANCE: Chief Executive; Executive Assistant; Group Manager – Corporate Services (for part only); Corporate Planner (for part only); Group Manager – Customer Services (for part only); Group Manager – Assets (for part only); Group Manager – Community Services (for part only); Environmental & Regulatory Services Leader (for part only) and Community Development Coordinator (for part only) 1. Council Prayer 2. Declarations of Member Conflicts of Interest File 037/051A No declarations were made. 3. Verbal Reports: Individual Councillor Roles File 037/040B and Responsibilities Cr Brodie · Maniapoto Treaty Settlement Debate · Speed Management Group Meeting · LTP Hearing · Waipa Catchment Field Day at Honikiwi · Mokau Sands Consent Hearing Cr Te Kanawa · TKDI · Community House · Aubrey Te Kanawa Papakainga Cr Goddard · Benneydale Hall Inc Cr Davey · Te Kuiti Development Incorporated Cr Smith · Mayoral Graduation ITO Awards Ceremony · Tere Waitomo Meeting · Constable Perry Griffin’s Farewell (Kawhia) Page 1 of 45 Doc 364131 2 Cr Whitaker · Brook Park · Destination Pureora · Te Kuiti Development Incorporated · Constable Perry Griffin’s Farewell (Kawhia) The Group Manager - Customer Services entered the meeting at 9.08am. The Group Manager – Assets entered the meeting at 9.09am. The Group Manager – Community Services entered the meeting at 9.13am. Mayor · Mayoral Graduation ITO Awards Ceremony · Otorohanga District Development Board · Rules Reduction Meeting · Citizenship Ceremony · Social Sector Trials Governance Meeting · Joint Zone 1/Zone 2 Meeting · Meeting with Hekia Piarata · Citizens Award Working Party Meeting · Laurence Smith Funeral · Meeting with David Bailey · Sport Waikato · Inframax Construction Ltd · Maniapoto Family Violence Intervention Meeting · Ultra Fast Broadband Meeting · Waikato Spatial Plan Workshop · Mokau Sands Hearing · Constable Perry Griffin’s Farewell (Kawhia) Resolution The verbal reports be received. Goddard/Te Kanawa Carried 4. Confirmation of Minutes – 29 April 2015 and File 037/040B 11 May 2015 Resolution 1 The Minutes of the Waitomo District Council meeting of 29 April 2015, including the Public Excluded Minutes, be confirmed as a true and correct record. 2 The Minutes of the Waitomo District Council meeting of 11 May 2015 be confirmed as a true and correct record subject to correcting the spelling of Chris Irons name throughout the Minutes. Goddard/Smith Carried Page 2 of 45 Doc 364131 3 5. Deliberations on Submissions to the Waitomo File 037/040B District Council 2015-2025 Long Term Plan Council considered a business paper – · providing guidance on a response to submissions process for the 2015-2025 Long Term Plan (LTP), the Rates Remission Policy and the Revenue and Financing Policy to assist with the deliberations; and · presenting a Management Submission on matters in development since the Consultation Document (CD) was issued to the community, and which might impact on the 2015-25 Long Term Plan. A copy of a “working draft” Long Term Plan document was provided for feedback as to layout of the document. The Group Managers expanded verbally on the business paper and answered Members’ questions. Resolution 1 The business paper on Deliberations on Submissions to the Waitomo District Council 2015-2025 Long Term Plan be received. 2 The late submissions received from Carol Fagan and the Waitomo District Youth Council be received and included for deliberation. 3 The Seal Extension Investigation – State Highway 30 to the Timber Trail Entrance be completed. 4 Council recognises the value in liaising with Iwi and will continue to proactively liaise at Regional Management Committee level. Council will also include Iwi Liaison in its Road Map Work Programme to consider how it wishes to continue Iwi liaison in future. 5 Submission 8: ClubChamps – Council add a review of the Schedule to the Public Places Bylaw into the Road Map Work Programme. 6 Submission 6: William Oliver - Question No 3 – Remove the 2nd Commentary paragraph in the Analysis Table. 7 Submission 22: Federated Farmers – Topic 50 (Transparency) – rebut the comment that Council has misled its community and amend the commentary accordingly in the Analysis Table. 8 A full Spelling and Grammar Check of the Analysis Table be completed. 9 Mowing Levels of Service: A report be prepared providing the dollar comparison of providing the Parks & Reserves service in-house versus the cost when previously contracted out. 10 Changes to the 2015-25 Long Term Plan Financial Forecasts be adopted as per Table 1 below. 11 The Chief Executive be delegated authority to ensure that all other amendments requested by Council together with feedback from Council’s Auditors is accurately reflected in the 2015-25 Long Term Plan prior to adoption by Council in June 2015. Page 3 of 45 Doc 364131 4 12 Council approve analysis of the Submissions as per the Tables 2, 3 and 4 below. Davey/Whitaker Carried Table 1 Changes to the 2015-25 LTP Financial Forecasts Implication Issue/ Matter Treatment Amount /Year Effect on Community Services Tree Maintenance The funding of a “reactive” response to the maintenance of town trees, predominately on road reserves and undertaken by external contractors, New Budget for Tree Maintenance $10,000/year has historically been undertaken through Parks & Rates Reserves. These tree assets are increasing in size under Public (Y1 to Y10) and require more maintenance rather than just Amenities reactive maintenance when damage occurs. Local residents seem also to be more aware and are bringing the trees issues forward. Mowing Levels Of Service The Levels of Service (LoS) set for the Internal Contractor (ISU) are as per the original external contract which terminated in 2011. For much of Increase mowing the year, the LoS and quality achieved is above the budget to enable $15,000/year standard required by the contract. However, additional mowing Rates (Y1 to Y10) during peak growth periods that new higher LoS is during the peak difficult to sustain (although it is still within the periods requirements of the contract). This occasional LoS gap is the source of complaints. Toilet Replacement – Benneydale Increase Budget $55,000 Better information on cost is now available as a Debt result of the recent tender process for the Piopio from $165k (Y1) Replacement Toilets. Toilet Replacement – Marokopa Increase Budget $55,000 Better information on cost is now available as a Debt result of the recent tender process for the Piopio from $165k (Y1) Replacement Toilets. Centennial Park Total $65,000 This is a proposal to transfer the ownership of the Debt Increase budget Albions Soccer Pavilion to WDC ownership and ($40,000 for to enable upgrade $25,000 undertake an upgrade. This is so that the Pavilion upgrade) can be used as park clubrooms for Junior Soccer Grant Revenue and other potential clubs. Regulation Monitoring costs estimated at $20,000, Increase $60,000 Reserves enforcement costs might be required. regulatory budget (Y1) Page 4 of 45 Doc 364131 5 Table 1 Changes to the 2015-25 LTP Financial Forecasts Implication Issue/ Matter Treatment Amount /Year Effect on Community Development UFB2/RBI2/Mobile Blackspot Initiative The Registration of Interest for seeking $15,000 Government funds for these initiatives requires (Y1) some level of Council investment and assistance Build in budget Rates e.g. marketing and communications, regulatory capacity to enable $50,000 assistance to facilitate deployment, Council these initiatives (Y2) investment in some infrastructure, and development of Digital Enablement Plan. Motorhome Friendly District Make provisions for a Motorhome Friendly District Add capacity in $40,000 (in a staged manner) like providing for overnight budget for this Debt (Y1 to Y4) parking which may require seal surfacing/ work stream entranceways/curb and channelling/etc, potable water, waste stations, signage and the like. Water Metered Water Revenue – Benneydale, Mokau and Piopio Year to date revenue information indicates a significant drop in water consumption for Decrease $80,000 decrease Reserves Benneydale and Mokau, and to a lesser extent for budgeted revenue (Y1 to Y10) used for Y1 Piopio, when compared to the prior year. Benneydale: Dec 2013 - $9,401; Dec 2014 - $302 Mokau: Dec 2013 - $16,000; Dec 2014 - $1,000 $83,000 (Y1) $63,000 (Y2) Backflow prevention and Seismic strengthening in Increase in Capex Debt and $73,000 (Y3) Te Kuiti, Mokau and Benneydale budgeted Reserves $50,000 avg/year (Y4-Y10) Investments Loan to Inframax Construction Ltd Loan be extended Inframax has sent a letter (20 May 2015) for two years to $750,000 Debt requesting an extension of the $750,000 provided November 2017 to them by Council. Page 5 of 45 Doc 364131 6 Analysis of Submissions Each submission has been evaluated and categorised under one of the pathways outlined below. This method assists a comprehensive assessment of submissions by Council. The suggested pathways are: Critical Review (C) The issue forms part of the proposals under consultation for the Long Term Plan (LTP). Council decision on this issue could require making changes to the LTP documentation and impact on the financial forecasts contained in the LTP. Urgent Review (U) The issue is strategic, important, and should be addressed in the coming financial year. The total number of matters able to be addressed is limited by organisational capacity. Scheduled Review (S) The issue(s) raised do not form part of the proposals under consultation but is strategic in nature and could be investigated as part of a scheduled review of the relevant strategic documents e.g. Annual Plan, District Plan or other scheduled reviews of policies and plans. Operational (O) The issue(s) relate to a day to day operational or service delivery matter and can be dealt with as part of Council’s existing service request system.
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