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Agenda of Operations & Activity Performance Committee

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Agenda of Operations & Activity Performance Committee Notice of Meeting: I hereby give notice that an ordinary meeting of Operations & Activity Performance Committee will be held on: Date: Tuesday, 24 July 2012 Time: 9.30 am Meeting Room: Committee Room 1 Venue: Municipal Building, Garden Place, Hamilton Barry Harris Chief Executive Operations & Activity Performance Committee OPEN AGENDA Membership Chairperson Cr M Gallagher Deputy Chairperson Cr A O’Leary Members Her Worship the Mayor Ms J Hardaker Cr D Bell Cr P Bos Cr G Chesterman Cr M Forsyth Cr J Gower Cr R Hennebry Cr D Macpherson Cr P Mahood Cr M Westphal Cr E Wilson Quorum: A majority of members (including vacancies) Meeting Frequency: Six weekly Fleur Yates Senior Committee Advisor 17 July 2012 [email protected] Telephone: 838 6771 www.hamilton.co.nz Operations & Activity Performance Committee Agenda 24 July 2012- OPEN Page 1 of 54 Role & Scope . The overall mandate of this committee is to request and receive information concerning Councils activities and develop consistent and pragmatic reasoning that will enable Council to be informed of future directions, options and choices. The committee has no decision making powers unless for minor matters that improve operational effectiveness, efficiency or economy. To monitor key activities and services (without operational interference in the services) in order to better inform elected members and the community about key Council activities and issues that arise in the operational arm of the Council. No more than 2 operational areas to report each month . Receive reports relating to organisational performance against KPI’s, delivery of strategic goals, and community outcomes and vision. To give visibility to key operational matters by activities . Reporting may identify issues that require policy or staff direction *Notes: • The frequency and timing of project reports to be defined by the committee • Service level reports including service issues to be based on rolling KPI status reports Committee Can Work in Forum Mode From time to time the agenda for a Committee meeting will be organised and planned in “Forum mode” to enable members to more effectively lead, and participate in, the policy development process. This could be for a full agenda or part thereof. “Forum mode” means that the Committee will consider (by resolution) suspending Standing Orders to enable the Committee to have more informal discussion and to set direction for the organisation in developing the policy or strategy matters coming before the Committee. Key issues and any direction set will be recorded for any section of a formal meeting that is run in Forum mode. Power to Act In accordance with the General Delegation conferred by this manual, this Committee has limited powers and may: • Receive reports and other performance data and information as may be requested by the Committee • Identify and seek adjustment of minor matters that improve operations Power to Recommend In accordance with the General Delegation conferred by this manual, this Committee may make recommendations: • To the Chief Executive • To Strategic & Policy Committee Operations & Activity Performance Committee Agenda 24 July 2012- OPEN Page 2 of 54 ITEM TABLE OF CONTENTS PAGE 1 Apologies 4 2 Confirmation of Agenda 4 3 Declarations of Interest 4 4 Public Forum 4 5 C-1195 Resolution Monitoring Report - July 2012 5 6 C-1131 General Manager's Report 8 7 C-1135 Economic Development Update 16 8 C-1138 Event Facilities Unit 3rd Quarter Report 22 9 C-1146 City Promotions 28 10 C-1134 Hamilton City Council's Submission to the Local Government Act 2002 Amendment Bill Recommend to Council 34 11 C-1147 Envirofund Contestable Fund Allocation 2011-2012 41 12 C-1010 Hamilton Smallbore Rifle Club Inc - Lease application 44 Recommend to Council 13 C-997 River Glade Archers Inc - Licence application 49 Recommend to Council 14 Resolution to Exclude the Public 54 Operations & Activity Performance Committee Agenda 24 July 2012- OPEN Page 3 of 54 1 Apologies 2 Confirmation of Agenda The Council to confirm the agenda. 3 Declaration 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. 4 Public Forum As per Hamilton City Council’s Standing Orders, a period of up to 30 minutes has been set aside for a public forum. Each speaker during the public forum section of this meeting may speak for three minutes or longer at the discretion of Her Worship the Mayor. Please note that the public forum is to be confined to those items falling within the terms of the reference of this meeting. Should you wish to participate in the public forum, please contact Democratic Support Services by telephoning 838-6771. Operations & Activity Performance Committee Agenda 24 July 2012- OPEN Page 4 of 54 council report Item 5 Committee: Operations & Activity Date: 24 July 2012 Performance Committee Report Name: Resolution Monitoring Report - Author: Fleur Yates July 2012 Recommendation That the report be received. 1. Attachments 2. Attachment 1 - Resolution Monitoring Report - Operations & Activity Performance Committee - 2012-07-24 Signatory Authoriser Anthony Dick, Democratic Support Services Manager Operations & Activity Performance Committee Agenda 24 July 2012- OPEN Page 5 of 54 Subject Resolution Current Status 1. Herbicide Policy Annual report back to b) Council note the decline in the use of herbicide over the past year, Operations & Activity Performance Committee Item 5 c) Council note the recommendations of the Herbicide Policy Review and that in November 2012. these will be implemented by staff as resources allow, and d) Progress concerning the implementation of the report be reported back to the Operations and Activity Performance Committee. Council Meeting: 24 November 2011 13/3/18. City WiFi .... 2. Update b) the investigation of the options and costs to further expand the City Wi-Fi project area September 2012. be ongoing and reported back regularly, and c) Staff report back in September 2012 with the service contract renewal options. Council Meeting: 11 April 2012 Emergency .... To be included in next 3. Management b) Staff will report further on progress, targets and timeframes for achieving CDEM Report to the Attachment 1 improvements concerning Civil Defence following the independent capability Operations & Activity assessment audit undertaken by the Ministry of Civil Defence and Emergency Performance Committee. Management. Council Meeting: 11 April 2012 Garden Place That the Garden Place management and signage proposal from the Hamilton Central Business Written confirmation has 4. Management Association be referred to the Operations and Activity Performance Committee for further been received from the consideration. Hamilton Central Business Association (HCBA) requesting a withdrawal of their submission to Operations & Activity Performance Committee Agenda 24 July 2012- OPEN Page 6 of 54 manage Garden Place. The Community Development Unit will be recruiting to fill the current vacant Garden Place Advisor role and will Item 5 continue to work closely with HCBA and other businesses and relevant Extraordinary Meeting: 6 June 2012 agencies. Comries Road Cycle That the cycle lane remain on the northern side of Comries Road between Lyndon Court and February 2013 5. Lane Bankwood Road and that this matter be reviewed in six months time. Council Meeting: 5 July 2012 Attachment 1 Operations & Activity Performance Committee Agenda 24 July 2012- OPEN Page 7 of 54 Item 6 council report Committee: Operations & Activity Date: 24 July 2012 Performance Committee Report Name: General Manager's Report Author: Lance Vervoort 1. General Manager Community 2. Municipal Pools 3. Due to the recent change of circumstances and the increase in costs to repair the Municipal Pools to bring it up to a compliant standard, council staff have received written confirmation from representatives from Sport Waikato and Swim Waikato, that they no longer wish to pursue their recent business proposal submitted through the 10 year Plan as they deem this not viable. Council staff will continue to complete their investigations to identify the leak and the ground stability to provide reasonable certainly of what work is required to be completed and the estimated costs to repair the pool. A robust financial analysis of both the Livingstone’s and John Spencer quotes will also be completed and included in the final report that will be provided to council by the end of the year to make a final decision. 4. Recommendations 5. That the report be received. 6. Attachments 7. Attachment 1 - Council of Elders Meeting Minutes - 2012-05-04 8. Attachment 2 - Hamilton Youth Council Meeting Minutes - 2012-06-12 Signatory Authoriser Lance Vervoort, General Manager Community Operations & Activity Performance Committee Agenda 24 July 2012- OPEN Page 8 of 54 Hamilton City Council of Elders Meeting held on 4 May 2012 Item 6 Committee Room 1, Hamilton City Council 9.15am Present Huw Evans Amanda Bradley George Belling Peggy Koopman-Boyden Noel Gregory Carole Irwin Tony Howard Mike Hills Auk Ter Veen Margaret Gault Maxine Hodgson Hannah Banks (secretary) John Bates Cr Pippa Mahood Apologies: Roger Loveless, Babru Singh, Ruth Van der Sluis Guest Speakers: Anthony Dick, HCC Democratic Support Services, Paula Rolfe, HCC City Planning Attachment 1 Resolved: Noel Gregory/Tony Howard That the apologies for the meeting of the Council of Elders 4 May 2012 be accepted Carried ITEM DISCUSSION ACTION Welcome • Prayer by Amanda Presentation by • Democratic Support Services provide all Anthony Dick (HCC governance services for Council Democratic Support • Budget is spent on Services) on Democracy Budget o Election budget .Training and elections for HCC, part funding of WDHB and Waikato Regional Council (HCC runs these elections) o Democratic Support budget .Staff, training, subscriptions (standing orders), print costs Operations & Activity Performance Committee Agenda 24 July 2012- OPEN Page 9 of 54 etc, office space o Elected members budget (LTP) Item 6 .Elected members remuneration tied by legislation (i.e.
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