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Meeting Agenda MEETING AGENDA COUNCIL MEETING Wednesday 28 October 2015 at 2pm COUNCIL CHAMBER Mayor Andrew Judd Deputy Mayor Cr Heather Dodunski Cr Keith Allum Cr Shaun Biesiek Cr Gordon Brown Cr Murray Chong Cr Grant Coward Cr Harry Duynhoven Cr Richard Handley Cr Colin Johnston Cr Richard Jordan Cr Craig McFarlane Cr Marie Pearce Cr Howie Tamati Cr Roy Weaver 2 COUNCIL AGENDA WEDNESDAY 28 OCTOBER 2015 Addressing the council Members of the public have an opportunity to address the council during the public forum section or as a deputation. A public forum section of up to 30 minutes precedes all council meetings. Each speaker during the public forum section of a meeting may speak for up to 10 minutes. In the case of a group a maximum of 20 minutes will be allowed. A request to make a deputation should be made to the secretariat within two working days before the meeting. The chairperson will decide whether your deputation is accepted. The chairperson may approve a shorter notice period. No more than four members of a deputation may address a meeting. A limit of 10 minutes is placed on a speaker making a presentation. In the case of a group a maximum of 20 minutes will be allowed. Purpose of Local Government The reports contained in this agenda address the requirements of the Local Government Act 2002 in relation to decision making. Unless otherwise stated, the recommended option outlined in each report meets the purpose of local government and: • Will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses; • Would not alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or transfer the ownership or control of a strategic asset to or from the Council. Council Wednesday 28 October 2015 3 COUNCIL AGENDA WEDNESDAY 28 OCTOBER 2015 APOLOGIES None advised DECLARATIONS OF INTEREST Elected members to indicate any conflicts of interest. PUBLIC FORUM None advised DEPUTATIONS Tongaporutu Recreation Reserve Lease (Baches) Submission Page No. Speakers Dianne Stokes 8 Gaelynn Gibbs 6 Richard Burton 13 Open Space, Sport and Recreation Strategy Feedback No. Speakers Ross Whitmore (Fitzroy Golf Club) 43 Adrian Sole (Taranaki Golf Assn) 18 Brian Beer 20 Vicky Dombroski (Waitara Alive) 26 Judith Heeley (Riding for the Disabled) 10 James Livingston (New Plymouth and Districts 37 Clay Target Club) Anne Scott (Nga Motu Marine Reserve Society) 15 Ross Fulton (Sport Taranaki) 42 Doug Hislop (Kaitake Community Board) 21 Danae Etches (TSB Community Trust) 29 Council Wednesday 28 October 2015 4 COUNCIL AGENDA WEDNESDAY 28 OCTOBER 2015 REPORTS A SUPPLEMENTARY REPORT - MINOR CHANGES TO DRAFT ANNUAL REPORT 2014/15 The matter for consideration by the Council is minor changes to the draft Annual Report 2014/15 following endorsement by the Audit and Risk Subcommittee on 19 October 2015. It is recommended that the minor changes to the draft Annual Report be endorsed and adopted with the Annual Report 2014/15. It is also recommended that the Council authorises the Mayor and Chief Executive to make any other minor editorial amendments to the Annual Report 2014/15 document deemed necessary before publication. DRAFT ANNUAL REPORT FOR THE YEAR ENDED 30 JUNE 2015 (2014/15) The matter for consideration by the Council is to note and endorse the draft Annual Report 2014/15. Mr Ramoo will be in attendance and make a short presentation to the Council prior to consideration of this item. B TONGAPORUTU RECREATION RESERVE LEASE PROPOSAL This report summarises the 95 objections/submissions received following public notification of the proposal to grant new 20 year term leases under the Reserves Act 1977, over the 26 bach sites that occupy 29% (0.7253 hectares) of the 2.5130 hectare coastal portion of the Tongaporutu Recreation Reserve with an average bach site area of 279m2 and discerns that: • 85 submitters (90%) support the grant of new leases for 20 or 30 year term or for an unstated term, or retention of baches and that of the remaining 10 (10%) submitters/objectors where; • 3 submitters oppose the grant of new leases and 1 submitter seeks the removal of the baches. No submission received seeks revocation of reserve status. • 3 submissions are neutral and 4 are incomplete. Makes no recommendation, but sets out the matters and the relevant statutory tests that the Council must address to give full consideration to all written and to the hearing of oral objection/submissions before reaching a decision. Council Wednesday 28 October 2015 5 COUNCIL AGENDA WEDNESDAY 28 OCTOBER 2015 C OPEN SPACE, SPORT AND RECREATION STRATEGY The matter for consideration by the Council is the adoption of the Open Space, Sport and Recreation Strategy. D TRIAL OF FREE SATURDAY PARKING NOVEMBER 2015 TO MID-JANUARY 2016 The matter for consideration by the Council is to instruct officers to develop a trial for CBD parking in the pre-Christmas period and to investigate and report back on longer-term options for parking in the CBD. E APPLICATION OF THE OPERATING SURPLUS FROM THE 2015/16 FINANCIAL YEAR The matter for consideration by the Council is to consider how the general rate operating surplus form the 2014/15 financial year of $1.24 million should be allocated. Council Wednesday 28 October 2015 6 COUNCIL AGENDA WEDNESDAY 28 OCTOBER 2015 Council Wednesday 28 October 2015 1 SUPPLEMENTARY REPORT ITEM A SUPPLEMENTARY REPORT - MINOR CHANGES TO DRAFT ANNUAL REPORT 2014/15 PREPARED BY: Mitchell Dyer (Policy Development Lead) TEAM: Strategy Group APPROVED BY: Liam Hodgetts (Group Manager Strategy) WARD/COMMUNITY: District Wide DATE: 20 October 2015 FILE REFERENCE: ECM 6754713 MATTER The matter for consideration by the Council is minor changes to the draft Annual Report 2014/15 following endorsement by the Audit and Risk Subcommittee on 19 October 2015. It is recommended that the minor changes to the draft Annual Report be endorsed and adopted with the Annual Report 2014/15. It is also recommended that the Council authorises the Mayor and Chief Executive to make any other minor editorial amendments to the Annual Report 2014/15 document deemed necessary before publication. RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the Council: a) Adopts the minor changes with the Annual Report 2014/15. b) Authorises the Mayor and Chief Executive to make any minor editorial amendments to the Annual Report 2014/15 document deemed necessary before publication. COMPLIANCE Significance This matter is some importance. Options This report identifies and assesses the following reasonably practicable option for addressing the matter: 1. Approve and adopt the minor changes to the Annual Report and authorises the Mayor and Chief Executive to make any minor editorial amendments to the Annual Report 2014/15 deemed necessary before publication. Affected persons The persons who are affected by or interested in this matter are the general public. Recommendation This report recommends option 1 for addressing the matter. Long-Term Plan / The adoption of the Annual Report itself is just a reporting matter and Annual Plan has no impact on the Annual and Long Term Plan. Implications Council Wednesday 28 October 2015 2 ITEM A SUPPLEMENTARY REPORT COMPLIANCE Significant There are no inconsistencies with current policies and plans. Policy and Plan Inconsistencies EXECUTIVE SUMMARY The Audit and Risk Subcommittee endorsed the draft Annual Report 2014/15 on 19 October. Subsequent to this a number of minor inconsequential changes have been identified to ensure the accuracy of the Annual Report 2014/15. The report also recommends that the Council authorises the Mayor and Chief Executive to make any other minor editorial amendments to the Annual Report 2014/15 deemed necessary before publication BACKGROUND After the Audit and Risk Subcommittee on 19 October, a number of minor inconsequential changes were identified to improve the accuracy of the Annual Report 2014/15. It is therefore recommended that the minor changes be adopted with the Annual Report 2014/15. This supplementary report also recommends that the Council authorises the Mayor and Chief Executive to make any other minor editorial amendments to the Annual Report 2014/15 document deemed necessary before publication. SIGNIFICANCE AND ENGAGEMENT The Annual Report is an audited record of the Council’s performance over the previous year and is therefore a historical and administrative document. The minor changes are considered to improve the accuracy of the annual report. This matter has therefore been assessed as being of some importance in terms of the Council’s Significance and Engagement Policy. OPTIONS Option 1 Approve and adopt the minor changes to the Annual Report and authorise the Mayor and Chief Executive to make any other minor editorial amendments to the Annual Report 2014/15 deemed necessary before publication. Recommended Option This report recommends option 1 for addressing the matter. Council Wednesday 28 October 2015 1 ITEM A DRAFT ANNUAL REPORT FOR THE YEAR ENDED 30 JUNE 2015 (2014/15) PREPARED BY: Philip Armstrong (Manager Business Services) TEAM: Financial Services APPROVED BY: Alan Bird (Manager Business Services) WARD/COMMUNITY: District Wide DATE: 9 October 2015 FILE REFERENCE: DM 6739260 MATTER The matter for consideration by the Council is to note and endorse the draft Annual Report 2014/15. RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report, the report be noted and the Annual Report be adopted. AUDIT AND RISK SUBCOMMITTEE RECOMMENDATION Endorsed the officer’s recommendation. COMPLIANCE Significance This matter is of some importance. This report identifies and assesses the following reasonably practicable options for addressing the matter: 1.
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