Council Agenda Thursday 5 August 2021, 8:30am Council Chambers, 135 Manchester Street,

www.mdc.govt.nz MEMBERSHIP Chairperson

Her Worship the Mayor, Helen Worboys

Deputy Chairperson

Councillor Michael Ford

Members

Councillor Steve Bielski Councillor Stuart Campbell Councillor Shane Casey Councillor Michael Ford Councillor Heather Gee-Taylor Councillor Grant Hadfield Councillor Hilary Humphrey Councillor Phil Marsh Councillor Andrew Quarrie Councillor Alison Short

Shayne Harris Chief Executive

2 ORDER OF BUSINESS

PAGE 1. MEETING OPENING

The meeting will open with karakia.

2. APOLOGIES

3. REQUESTS FOR LEAVE OF ABSENCE

There were no requests for leave of absence.

4. CONFIRMATION OF MINUTES 5

Draft resolution That the minutes of the Council meeting held 22 July 2021 be adopted as a true and correct record. 5. DECLARATIONS OF INTEREST

Notification from elected members of: 5.1 Any interests that may create a conflict with their role as an elected member relating to the items of business for this meeting; and 5.2 Any interests in items in which they have a direct or indirect pecuniary interest as provided for in the Local Authorities (Members’ Interests) Act 1968 6. PUBLIC FORUM

6.1 HUNTAWAYS - HIWINUI SCHOOL Representative grant recipients from Hiwinui School will be in attendance to speak to Council about competing at the AgriKids NZ Grand Final in Christchurch in July 2021. 7. PRESENTATIONS

There are no presentations scheduled for this meeting. 8. NOTIFICATION OF LATE ITEMS

Where an item is not on the agenda for a meeting, that item may be dealt with at that meeting if: 8.1 The Council by resolution so decides; and 8.2 The Chairperson explains at the meeting at a time when it is open to the public the reason why the item is not on the agenda, and the reason why the discussion of the item cannot be delayed until a subsequent meeting. 9. RECOMMENDATIONS FROM COMMITTEES

There were no recommendations from committees for consideration.

3 PAGE 10. MINUTES OTHER COMMITTEES – FOR INFORMATION

There were no minutes from other committees for information. 11. OFFICER REPORTS 11.1 REQUEST TO ESTABLISH A COMMUNITY COMMITTEE IN GLEN 11 OROUA-TAIKOREA

Report of the Acting General Manager – Community and Strategy dated 22 July 2021 11.2 LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 19 REQUESTS – JULY 2021

Report of the Acting General Manager – Corporate and Regulatory dated 23 July 2021 12. CONSIDERATION OF LATE ITEMS 13. PUBLIC EXCLUDED BUSINESS COUNCIL TO RESOLVE: That the public be excluded from the following parts of the proceedings of this meeting, namely: a) Confirmation of Minutes That 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 each Reason for passing this Grounds under Section matter to be considered resolution in relation to 48(1) for the passing of this each matter resolution a) Confirmation of Section 7(2)(g) Maintain Section 48(1)(a) - the public minutes re Plan legal professional privilege, conduct of the relevant part Change 65 – Notice of Section 7(2)(i) Enable any of the proceedings would Appeal, Sale of Land on local authority holding the be likely to result in a Kawakawa Road, Sale information to carry on, disclosure of information of Land on South without prejudice or for which good reason for Street, Key Project disadvantage, negotiations withholding that Status Reports (including commercial and information would exist, industrial negotiations) and under Section 7 of the Local Section 7(2)(j) Prevent the Government Official disclosure or use of official Information and Meetings information for improper Act 1987. gain or improper advantage. This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interests protected by Section 6 or Section 7 of the Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as specified above. 14. MEETING CLOSURE

4 MINUTES MEETING TIME COUNCIL THURSDAY 22 JULY 2021 8:31AM

Minutes of a meeting of the Council held on Thursday 22 July 2021, commencing at 8:31am in the Manawatū District Council Chambers, 135 Manchester Street, Feilding.

PRESENT: Mayor Helen Worboys (Chairperson) Cr Steve Bielski Cr Stuart Campbell Cr Shane Casey Cr Michael Ford Cr Heather Gee-Taylor Cr Grant Hadfield Cr Hilary Humphrey Cr Phil Marsh Cr Andrew Quarrie Cr Alison Short

IN ATTENDANCE: Shayne Harris (Chief Executive) Hamish Waugh (General Manager – Infrastructure) Michael Hawker (Acting General Manager – Community and Strategy) Frances Smorti (General Manager – People and Culture) Karel Boakes (Acting General Manager – Corporate and Regulatory) Rebecca Bell (Strategy Manager) Brittney Evans (Corporate Projects Adviser) Ben Caldwell (Communications Officer) Shelley Ashton (Senior Adviser – Marketing and Community Engagement) Samantha Kett (Asset Management and Compliance Coordinator) Mathew Bayliss (Community Facilities Manager) Carl Johnstone (Parks and Property Team Leader) Angela Cousins (Strategic Community Property Adviser) Stacey Bell (Economist) Pepa Moefili (Planning Officer) Andrea Harris (Contracted Policy Planner) Kirk Lightbody (Policy Planner) Darryn Black (Asset Management Team Leader) Matt Williams (Project Development Engineer – Roading) Allie Dunn (Governance Team Leader) Steph Skinner (Governance Officer) MDC 21/916 MEETING OPENING

Norm Lind, of the Feilding Bible Chapel, opened the meeting in prayer.

Councillor Stuart Campbell left the meeting at 8:35am.

MDC 21/917 APOLOGIES

There were no apologies.

5 MINUTES MEETING TIME COUNCIL THURSDAY 22 JULY 2021 8:31AM

MDC 21/918 REQUESTS FOR LEAVE OF ABSENCE

There were no requests for leave of absence.

MDC 21/919 CONFIRMATION OF MINUTES

RESOLVED

That the minutes of the extraordinary Council meeting held 29 June 2021, and the Council meeting held 01 July 2021 be adopted as a true and correct record.

Moved by: Councillor Michael Ford

Seconded by: Councillor Alison Short

CARRIED

MDC 21/920 DECLARATIONS OF INTEREST

There were no declarations of interest.

Councillor Stuart Campbell returned to the meeting at 8:38am.

MDC 21/921 PUBLIC FORUM - GRACE HALLETT

Grace Hallett, Representative Grant recipient, spoke to Council about competing in the Under 16s A Netball Team at four Netball Manawatū Representative Netball Tournaments. She noted that at their first tournament held in Porirua, they came third in their grade. In their second tournament in they also came third. In their third tournament in Lower Hutt they came second. In the national championships held in New Plymouth they did not place well. She thanked Council for supporting her journey in representing Manawatū in the region.

MDC 21/922 PRESENTATIONS

There were no presentations scheduled for this meeting.

MDC 21/923 NOTIFICATION OF LATE ITEMS

There were no late items of business notified for consideration.

MDC 21/924 RECOMMENDATIONS FROM COMMITTEES

There were no recommendations from committees.

MDC 21/925 MINUTES OTHER COMMITTEES – FOR INFORMATION

The draft minutes of the Joint Strategic Planning Committee meeting held 8 July 2021 were circulated for information.

6 MINUTES MEETING TIME COUNCIL THURSDAY 22 JULY 2021 8:31AM

MDC 21/926 ROAD STOPPING APPLICATION – 32 STANWAY ROAD,

Report of the Acting General Manager – Corporate and Regulatory dated 17 June 2021 seeking approval to proceed with the road stopping of the section of road along the north-eastern boundary adjoining the subject property, 32 Stanway Road, Halcombe.

RESOLVED

That the Council approve the road stopping under section 116 of the Public Works Act 1989 of the section of road along the north-eastern boundary that adjoins the subject property, 32 Stanway Road, Halcombe.

Moved by: Councillor Michael Ford

Seconded by: Councillor Shane Casey

CARRIED

MDC 21/927 CEDA FUNDING AGREEMENT

Report of the Acting General Manager – Community and Strategy dated 7 July 2021 seeking approval of the Services Funding Agreement between the Central Economic Development Agency Limited (CEDA), Manawatū District Council and Palmerston North City Council and authorisation for the Manawatū District Council Chief Executive to make any final amendments to and sign the agreement documentation.

RESOLVED

1. That the Council note that the Palmerston North City Council financial contribution to the Services Funding Agreement between the Central Economic Development Agency Limited, the Manawatū District Council and the Palmerston North City Council is $1,831,105 (plus GST) per annum.

2. That the Council note that the Manawatū District Council financial contribution to the Services Funding Agreement between the Central Economic Development Agency Limited, the Manawatū District Council and the Palmerston North City Council is $624,008 (plus GST) per annum, as budgeted for within the Manawatū District Council 2021-31 10 Year Plan.

3. That the Council note that the Manawatū District Council and Palmerston North City Council contributions to the Services Funding Agreement will be varied each financial year in line with each Council’s Long Term Plan inflationary adjustment criteria.

4. That the Council note that the expiry date for the Services Funding Agreement is 30 June 2024 and that renewal of the agreement is by negotiation.

5. That the Council approve the Services Funding Agreement 1 July 2021 – 30 June 2024 agreement between the Central Economic Development Agency Limited, the Manawatū District Council and the Palmerston North City Council attached as Appendix 1 to the report of the Acting General Manager – Community Services dated 7 July 2021.

7 MINUTES MEETING TIME COUNCIL THURSDAY 22 JULY 2021 8:31AM

6. That the Council authorise the Chief Executive of the Manawatū District Council to make any minor alterations necessary to complete the Services Funding Agreement 1 July 2021 – 30 June 2024 and to sign the service agreement between the Central Economic Development Agency Limited, the Manawatū District Council and the Palmerston North City Council attached as Appendix 1 to the report of the Acting General Manager – Community Services dated 7 July 2021.

Moved by: Councillor Michael Ford

Seconded by: Her Worship the Mayor

CARRIED

Councillor Shane Casey recorded his vote against the motion.

MDC 21/928 ROADING ACTIVITY MANAGEMENT PLAN, THREE WATERS ASSET MANAGEMENT PLAN AND COMMUNITY FACILITIES ASSET MANAGEMENT PLANS

Report of the Acting General Manager – Community and Strategy dated 18 June 2021 seeking approval to formally adopt the Roading Activity Management Plan 2021-2031, Three Waters Asset Management Plan 2021-2041, and Community Facilities Asset Management Plans 2021-2031 following the 29 June 2021 adoption of the 10 Year Plan 2021-31.

RESOLVED

1. That the Council adopt the Roading Activity Management Plan 2021-2031.

2. That the Council adopt the Three Waters Asset Management Plan 2021-2041.

3. That the Council adopt the Community Facilities Asset Management Plans:

• Strategic Summary 2021-2031 • Halls Asset Management Plan 2021-2031 • Property Asset Management Plan 2021-2031 • Parks Reserves and Sportsgrounds Asset Management Plan 2021-2031 • Cemeteries Asset Management Plan 2021-2031 • Leisure and Recreational Facilities Asset Management Plan 2021-2031 • Public Conveniences Asset Management Plan 2021-2031.

Moved by: Councillor Phil Marsh

Seconded by: Councillor Michael Ford

CARRIED

MDC 21/929 MANAWATU YOUTH COUNCIL AND COMMUNITY COMMITTEE MINUTES – JUNE 2021

Report of the Acting General Manager – Community and Strategy dated 8 July 2021 presenting minutes from recent meetings of the Manawatū Youth Council and Community Committees for information.

8 MINUTES MEETING TIME COUNCIL THURSDAY 22 JULY 2021 8:31AM

RESOLVED

That the Council receive the minutes of the Community Committees and the Manawatū Youth Council meetings.

Moved by: Her Worship the Mayor

Seconded by: Councillor Michael Ford

CARRIED

MDC 21/930 CONSIDERATION OF LATE ITEMS

There were no late items notified for consideration.

MDC 21/931 PUBLIC EXCLUDED BUSINESS

RESOLVED

That the public be excluded from the following parts of the proceedings of this meeting, namely:

a) Confirmation of Minutes b) Plan Change 65 – Notice of Appeal c) Sale of Land on Kawakawa Road d) Sale of Land on South Street e) Sale of Land on South Street f) Key Project Status Reports

That 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 each Reason for passing this Grounds under Section matter to be considered resolution in relation to 48(1) for the passing of each matter this resolution

a) Confirmation of Section 7(2)(h) - Enable Section 48(1)(a) - the minutes re Ohakea any local authority public conduct of the Water Treatment holding the information relevant part of the Plant – Tender to carry out, without proceedings would be Award and Stanway- prejudice or likely to result in a Halcombe Water disadvantage, commercial disclosure of information Treatment Plant – activities. for which good reason for Tender Award withholding that information would exist, under Section 7 of the Local Government Official Information and Meetings Act 1987.

9 MINUTES MEETING TIME COUNCIL THURSDAY 22 JULY 2021 8:31AM

b) Plan Change 65 – Section 7(2)(g) Maintain As above. Notice of Appeal legal professional privilege; and Section 7(2)(i) Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

c) Sale of Land on Section 7(2)(i) Enable any As above. Kawakawa Road local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

d) Sale of Land on As above. As above. South Street

e) Sale of Land on As above. As above. South Street

f) Key Project Status Section 7(2)(j) Prevent the As above. Reports disclosure or use of official information for improper gain or improper advantage.

This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interests protected by Section 6 or Section 7 of the Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as specified above.

Moved by: Her Worship the Mayor

Seconded by: Councillor Michael Ford

CARRIED

The meeting went into public excluded session at 9:53am. For items MDC 21/932 to MDC 21/939 refer to public excluded proceedings. The meeting returned to open session at 11:21am.

MDC 21/940 MEETING CLOSURE

The meeting was declared closed at 11:22am.

10 Council

Meeting of 05 August 2021

Business Unit: Community and Strategy Date Created: 22 July 2021

Request to Establish a Community Committee in - Taikorea

Purpose Te Aronga o te Pūrongo

To consider the inclusion of Glen Oroua/Taikorea as a community of interest within Council’s Community Committees Policy and to appoint a Liaison Councillor for Glen Oroua/Taikorea Community Committee.

Significance of Decision Te Hira o te Whakataunga

The Council’s Significance and Engagement Policy is not triggered by matters discussed in this report. No stakeholder engagement is required.

Recommendations Ngā Tūtohinga

That the Council:

1. Confirm the inclusion of Glen Oroua/Taikorea in the list of communities of interest within the Community Committees Policy.

2. Appoint ……………………….. as the Liaison Councillor for the Glen Oroua/Taikorea Community Committee.

3. Note that the associated costs of $3,000.00 for the 2021/22 Community Committee Project Fund for the Glen Oroua/Taikorea Community Committee is able to be covered within the existing budget of the 2021/22 Community Development Fund.

4. Note that provision will be made to increase the budget for the Community Committee Project Fund by $3,000 for the 2022/23 and 2023/24 financial years as part of the Annual Planning budget process which will have a direct impact on rates.

Report prepared by: Janine Hawthorn Community Development Advisor

Approved for submission by: Rebecca Bell Acting General Manager - Community and Strategy

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1 Contribution to Community Well-being and Council’s Community Outcomes Te Tūhono ki ngā Whāinga a te Kaunihera mō te Oranga Hapori me te Whakawhanake Hapori

1.1 Relationship to Council’s strategic priorities (community outcomes):

A place to belong and grow He kāinga e ora pai ai te katoa 

A future planned together He kāinga ka whakamaherea tahitia tōna anamata e  te hapori tonu

An environment to be proud of He kāinga ka rauhītia tōna taiao 

Infrastructure fit for future He kāinga ka tūwhena tonu ōna pūnahahanga, haere ake nei te wā

A prosperous, resilient economy He kāinga ka tōnui tōna ōhanga

Value for money and excellence in local government He kāinga ka eke tōna kāwanatanga ā-rohe ki ngā taumata o te kairangi

1.2 The residents of the Glen Oroua/Taikorea community want to form a community committee to provide opportunities for residents to be involved and engaged and encourage greater community spirit in developing a community that they would like. This links directly to Council’s strategic priorities of “A place to belong and grow”, “A future planned together” and “An environment to be proud of”.

2 Background Ngā Kōrero o Muri

2.1 Council adopted a policy for the establishment of Community Committees in 1990 with the purpose of providing a local link and point of contact for Council liaison. These Committees are elected at public meetings held on a triennial basis with Council appointing a Councillor to each Committee.

2.2 This policy was adopted shortly following the Local Government Reorganisation of 1989 which saw five separate authorities amalgamate into one. It also saw the closure of the former council offices and service centres located in the smaller villages so a community committee established in those villages was an informal way for continuing with the liaison with these communities.

2.3 These smaller villages had been identified within the policy as communities of interest within the district and although additional communities have been incorporated into the policy since its original adoption, this did not include the community of Glen Oroua/Taikorea as there has previously been no interest in establishing a committee in that community.

12 3 Discussion and Options considered Ngā Matapakinga me ngā Kōwhiringa i Wānangahia

3.1 Council has recently received a letter from the Chairperson of the Glen Oroua Hall Committee seeking Council’s support in establishing a community committee for Glen Oroua/Taikorea.

3.2 A copy of this letter is attached for Council’s information.

3.3 Council will recall that it had received a similar approach in the past from two communities wanting to come together to form a community committee which was the Bainesse/ communities as they saw they had similar communities of interest with the Bainesse School and Rangiotu Hall being their community hub.

3.4 Glen Oroua and Taikorea communities have the Glen Oroua School and Hall as their respective community’s hub. With the closure of the Taikorea School and removal of the Taikorea Memorial Hall making Glen Oroua a community of interest for the Taikorea community.

3.5 To allow for a community committee to be established, Council will need to include Glen Oroua/Taikorea as a community of interest in its Community Committees Policy.

3.6 Council will also need to appoint a liaison councillor for Glen Oroua/Taikorea Community Committee.

3.7 If Council approves the establishment of a community committee in Glen Oroua/Taikorea a public meeting will be arranged to appoint committee members in accordance with the policy.

3.8 A copy of the current policy is attached for Council Members’ information.

4 Te Kīwai (o te kete)

4.1 Te Kīwai is the engagement process which guides Council’s practice and ensures the onus to engage and include Māori is shared between Council and all partners. In this manner, we progress both the articles and principles of Te Tiriti o Waitangi by maintaining the balance between Kawanatanga (Governance) of the Council and Tino Rangatiratanga (Sovereignty) of whānau, hapū, and iwi Māori.

4.2 There are no known cultural considerations associated with the matters addressed in this report. No engagement with Māori is necessary.

5 Community Engagement Te Whai Wāhitanga mai o te Hapori

5.1 If Council approves the establishment of a Glen Oroua/Taikorea Community Committee, an invitation will be sent to residents inviting them to a public meeting on a date and time to be determined.

6 Operational Implications Te Whai Pānga Atu ki ngā Kaupapa Mahi

6.1 Should approval be given to establish a Glen Oroua/Taikorea Community Committee, the committee will be eligible for annual project funding through the Community Committee Project Fund in accordance with the Community Committees Policy. This is currently at the level of $3,000.00 per annum per committee.

13 6.2 The current budget in the 10 Year Plan for the Community Committee Project Fund does not allow for additional community committees. The $3,000.00 for 2021/22 is therefore unbudgeted expenditure.

7 Financial implications Te Whai Pānga Atu ki ngā Kaupapa Ahumoni

7.1 The 2021/22 Community Committee Project Fund budget of $45,000.00 was based on the current 15 community committees at $3.000.00 each per annum.

7.2 Should approval be given to establish a Glen Oroua/Taikorea Community Committee then this will increase the number of community committees to 16. It is proposed that the additional $3,000.00 for the Glen Oroua/Taikorea Community Committee be funded from within the existing 2021/22 Community Development Fund.

7.3 Provision will be made to increase the budget for the Community Committee Project Fund to $48,000 for the 2022/23 and 2023/24 Annual Plans.

8 Statutory Requirements Ngā Here ā-Ture

8.1 There are no statutory requirements associated with this paper.

9 Delegations Te Mana Whakatau

9.1 Council has authority to consider this matter.

10 Conclusion Whakatepenga

10.1 Following consideration of this report, it is recommended that Council includes Glen Oroua/Taikorea as a community of interest in the Community Committees Policy and appoints a liaison councillor for the Glen Oroua/Taikorea Community Committee.

11 Attachments Ngā Āpitihanga

• Request to Establish a Community Committee in Glen Oroua-Taikorea

• Community Committee Policy

14 15

Community

Committees Policy

Adopted: 1990 Date last reviewed / Reconfirmed: 17 December 2018 Next review due: 5 August 2021 Policy type: Governance Reviewer GM Community Policy version P200

Contents

1 Purpose ...... 1 2 What is the role of a Community Committee? ...... 2 3 How are Community Committees supported? ...... 2 4 How are Community Committees appointed? ...... 2 5 Community Committee Project Fund ...... 3

1 Purpose

1.1 The purpose of the Community Committees Policy is to allow identified communities of interest within the to establish an advisory body in their community to assist the Council in its responsibilities to that community. They are an informal link between the Council and the community whereby an exchange of information, opinions, proposals, recommendations and decisions can take place. 1.2 The following are the communities of interest identified by Council. This however does not prevent other communities from being incorporated: • Apiti • Bainesse/Rangiotu • Cheltenham • Colyton • Feilding • Halcombe • Beach • Hiwinui • Kimbolton •

16

• Pakihikura • • • • Sanson • •

2 What is the role of a Community Committee?

2.1 Community Committees are part of Community Development, which is a key contributor to achieving Council’s vision and outcomes and is part of the District Development activity within Council’s Long Term Plan. 2.2 Community development is a means for Council to partner with community groups and not for profit organisations to encourage these groups to strengthen the interests and values of our district’s residents by encouraging active citizenship in identifying the issues they want to deal with and to generate local solutions that will deliver economic, social, ecological and cultural wellbeing of our District. 2.3 Community Committees are empowered to present comprehensive submissions to Council’s Annual Plans and Long Term Plans. The submission to align ideas for future proofing the community and the identified community projects arising out of Community Plans to Council’s strategic direction.

3 How are Community Committees supported?

3.1 A Council member is appointed as a Liaison Councillor for each Community Committee. The Liaison Councillor’s key role is to assist the Committee and advise on Council processes and to provide updates on matters of interest at a local, regional and national level. 3.2 Liaison Councillors are there to listen to the community’s concerns and to clarify the process of engagement with Council and to give guidance to where the Committee can seek help on specific issues. They are not the Community’s spokesperson. 3.3 Council’s Community Development Adviser is the Committee’s main point of contact and support from within Council.

4 How are Community Committees appointed?

4.1 Each Community Committee will be established at a public meeting to be called by Council. 4.2 The number of members to be elected to serve on the Committee shall, where practicable, be a minimum of seven and a maximum of 10 adults. 4.3 The term of the Committee shall coincide with Council’s term of office which is three years. Community Committees will therefore hold triennial meetings to re-elect their Committees following the Local Government Elections to be active.

Community Committees Policy 17 Page | 2

4.4 Each active Committee is required to establish their own Terms of Reference based on a standardised template which would include when the Committee meets, how often and its administrative procedures.

5 Community Committee Project Fund

5.1 Council will provide annual funding to allow community committees to undertake small-scale, discrete projects within their communities that are not currently included in Council’s contracts or levels of service and can be aligned to Community Plans where a Community Plan exists. This annual funding is known as Community Committee Project Fund. 5.2 The Community Committee Project Fund has an annual budget to be distributed evenly amongst each of the Community Committees that are currently active. This funding is not available to those Committees that are in recess. 5.3 Each active Community Committee will be asked to submit a draft work programme by the end of December each year for the following financial year. This work programme lists projects in order of priority. Payment is upon receipt of invoices for agreed projects. Funds can be accumulated and carried over from one year to the next as long as they have been tagged for a specific project and must be used within the term of a 10 Year Plan.

Community Committees Policy 18 Page | 3

Council

Meeting of 05 August 2021

Business Unit: Corporate and Regulatory Date Created: 23 July 2021

LGOIMA Requests for Information July 2021

Purpose Te Aronga o te Pūrongo

To present requests for information received by Council under the Local Government Official Information and Meetings Act 1987.

Significance of Decision Te Hira o te Whakataunga

The Council’s Significance and Engagement Policy is not triggered by matters discussed in this report. No stakeholder engagement is required.

Recommendations Ngā Tūtohinga

That the report detailing the requests for information received under the Local Government Official Information and Meetings Act 1987 for the month of July 2021 be received.

Report prepared by:

Lorraine Thompson Executive Assistant – Chief Executive

Approved for submission by: Karel Boakes Acting General Manager - Corporate and Regulatory

19 1 Contribution to Community Well-being and Council’s Community Outcomes Te Tūhono ki ngā Whāinga a te Kaunihera mō te Oranga Hapori me te Whakawhanake Hapori

1.1 Relationship to Council’s strategic priorities (community outcomes):

A place to belong and grow He kāinga e ora pai ai te katoa

A future planned together He kāinga ka whakamaherea tahitia tōna anamata e te hapori tonu

An environment to be proud of He kāinga ka rauhītia tōna taiao

Infrastructure fit for future He kāinga ka tūwhena tonu ōna pūnahahanga, haere ake nei te wā

A prosperous, resilient economy He kāinga ka tōnui tōna ōhanga

Value for money and excellence in local government He kāinga ka eke tōna  kāwanatanga ā-rohe ki ngā taumata o te kairangi

1.2 The Council makes decisions on behalf of the wider public interest, taking into account the needs of current and future generations, and the strategic priorities identified by Council. The matter addressed by this report relates to the Council’s Kawanatanga (Governance) role and therefore to all of the above strategic priorities in a wider sense.

2 Background Ngā Kōrero o Muri

2.1 The Local Government Official Information and Meetings Act 1987 makes provision for public access to Council information.

2.2 The Act also provides requirements for how Council must deal with any requests for access to information that it holds.

2.3 Each month the Council makes available to elected members a list of requests received, including the name of the requestor, a description of the information being sought, the timelines for that request, and the responses given.

2.4 This report covers July 2021.

20 3 Summary of LGOIMA Requests received up to 22 July 2021.

3.1 Requests previously reported as in progress that have since been closed.

LGOIMA Date Received Requester Name Organisation Request Summary Due Date Status Date Sent Number

LG2002 14/06/2021 Jimmy Ellingham Stuff NZ All Correspondence sent about 12/07/2021 Completed 22/06/2021 policing Feilding LG2001 14/06/2021 Jimmy Ellingham Stuff NZ MDC Nursery Correspondence 12/07/2021 Completed 9/07/2021 LG1996 21/05/2021 Luke Shannon Individual Resource consents and leachate 21/06/2021 Completed 22/06/2021 reports 165 Ranfurly Road

3.2 The following requests have been received or closed in the month of July 2021.

LGOIMA Date Received Requester Name Organisation Request Summary Due Date Status Date Sent Number Federated Distribution of general and Farmers of New targeted rates and the use of LG2008 22/07/2021 Nick Clark Zealand uniform annual charges 19/08/2021 In Progress LG2007 21/07/2021 Sinead Gill Stuff Consultation Feilding Library 18/08/2021 In Progress

Grants via the Class 4 gaming LG2006 1/07/2021 Emma Hatton Radio NZ sector 29/07/2021 Completed 5/07/2021 LG2005 2/07/2021 Sinead Gill Stuff Pecuniary Interests Members Bill 30/07/2021 Completed 9/07/2021 LG2004 21/06/2021 Sinead Gill Stuff NZ Legal Fee Costs 19/07/2021 Completed 5/07/2021 LG2003 21/06/2021 Jessica Roden 1NEWS Recycling Information 19/07/2021 Completed 19/07/2021

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4 Te Kīwai (o te kete)

4.1 Te Kīwai is the engagement process which guides Council’s practice and ensures the onus to engage and include Māori is shared between Council and all partners. In this manner, we progress both the articles and principles of Te Tiriti o Waitangi by maintaining the balance between Kawanatanga (Governance) of the Council and Tino Rangatiratanga (Sovereignty) of whānau, hapū, and iwi Māori.

4.2 There are no known cultural considerations associated with the matters addressed in this report. No engagement with Māori is necessary.

5 Community Engagement Te Whai Wāhitanga mai o te Hapori

5.1 There are no community engagement requirements associated with this report.

6 Operational Implications Te Whai Pānga Atu ki ngā Kaupapa Mahi

6.1 There are no operational implications associated with this report.

7 Financial implications Te Whai Pānga Atu ki ngā Kaupapa Ahumoni

7.1 There are no financial implications associated with this report.

8 Statutory Requirements Ngā Here ā-Ture

8.1 The statutory requirements for access to local authority information, and procedures for dealing with requests received for information held by local authorities is set out in Parts 1, 2, 3, 4, 5 and 6 of the Local Government Official Information and Meetings Act 1987.

9 Delegations Te Mana Whakatau

9.1 The Council has authority to consider this matter.

10 Conclusion Whakatepenga

10.1 The requests for information that have been received in July 2021 are reported to the Council for information.

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Number LG2006 Date Received 1/07/2021 Due Date 29/07/2021 Requester Emma Hatton Organisation Radio NZ Requested I am collecting information from every council to do with grants via the class 4 information gaming sector. This request has been sent to all local councils. I request the following please: How much money has the council, or any of its affiliates for which the council is a shareholder, received as an applicant for grants in the last 2 financial years? If funds were received, what were they used for? And which societies did they come from? How much money in total has the council, or any of its affiliates for which the council is a shareholder, applied for from societies in the past 2 financial years?

Response MDC successfully applied to NZCT in 2019-20 for funding for the new Skate Park. ($200k) MDC does not administer any Gaming Grants to external parties – neither on behalf of MDC or the Gaming Trusts.

Number LG2005 Date Received 2/07/2021 Due Date 30/07/2021 Requester Sinead Gill Organisation Stuff Requested Does MDC already have a register like this (Register of Interests) ? And if so, information what it registered and if it was publicly accessible (physically or online?). Response I have attached a spreadsheet which is our current Register of Interest for elected members. I trust this is helpful for you.

Number LG2004 Date Received 21/06/2021 Due Date 19/07/2021 Requester Sinead Gill Organisation Stuff NZ Requested Kia ora, could I please request the following under the official information act: information - Could I get the total amount spent by the council on legal fees since 2016, broken down by case? - Could each case have a brief explanation about what they were regarding and

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if council initiated legal proceedings?

Thank you

Response In response to your questions below, please see Attachment A which includes legal fees payments. - Could I get the total amount spent by the council on legal fees since 2016, broken down by case? See attachment A, the list is by invoice with a brief explanation of what it was for - Could each case have a brief explanation about what they were regarding and if council initiated legal proceedings? See attachment A

Number LG2003 Date Received 21/06/2021 Due Date 19/07/2021 Requester Jessica Roden Organisation 1NEWS Requested I would like to make an Official Information request under the LGOIMA to information request the following information regarding recycling in your area:

-How much recycling has been collected by your council per year in tones? -Of the recycling collected how much has been sent to landfill per year in tones? If possible, please include the reason why (ie recycling contamination). -Of the recycling collected how much has been recycled domestically per year within in tones? -Of the recycling collected how much has been sent overseas to be recycled per year in tones? (please include the country sent to). -Please include a brief outline of which items your council can and cannot recycle? (particularly around the types of plastics).

For each of the questions can you please include information per year for the last 5 years. So please include 2017, 2018, 2019, 2020, and so far in 2021 calendar years.

Some councils I release may contract out some recycling services. However, under the Act I believe this is information you should be able to provide whether you already have access to it or need to request it from the contractor.

Any questions please contact me via email, rather than phone. My email address [email protected]

Response Manawatu District Council 2016/17 2017/18 2018/19 2019/202020/21 Recycling Tonnages) 2775.9 2697.06 2380.19 2962.24 2955.83 Kerbside Recycling 1293.32 1247.18 1168.97 1768.26 1057.66 Recycling Diverted from Landfill 2139 2332 2001 1765 2008

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Domestically recycled (within New Zealand) 98% 92% 97% 100% 100% Overseas Recycling (indicate country sent to) 2.41% 7.94% 3.13% 0.00% 0.00% Contamination to Landfill 23.0% 13.5% 15.9% 40.4% 32.1%

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