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9:00Am Date: Tuesday, 3 December 2019 Venue: Council Chambers, Waipa District Council, 101 Bank Street, Te Awamutu

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9:00Am Date: Tuesday, 3 December 2019 Venue: Council Chambers, Waipa District Council, 101 Bank Street, Te Awamutu Time: 9:00am Date: Tuesday, 3 December 2019 Venue: Council Chambers, Waipa District Council, 101 Bank Street, Te Awamutu INDEX PAGE NO. Agenda – 3 December 2019 1 - 10 3 Minutes of Previous Meeting – 6 September 2019 (No Papers) 4 Waipa Community Facilities Trust (11 - 49) 4 - 5 District Plan Update (50 – 55) 5 Civil Defence Emergency Planning Quarterly Report (56 – 70) 5 - 6 District Growth and Regulatory Services Quarterly Report (71 – 151) 6 - 7 Amendment to the Waipa District Fire Control Bylaw 2015 (152 – 166) 7 - 8 Amendments to the Waipa District Council Closed Circuit Television (CCTV) Policy (167 - 187) 2 INDEX PAGE NO. 9 - 10 Tree Policy Review and Contestable Protected Tree Maintenance Fund (188 – 205) 10 Meeting Schedule 2020 (No Papers) 3 December 2019 Page 2 of 10 3 AGENDA ITEMS 1 MEMBERS Chairperson SC O’Regan Members His Worship the Mayor JB Mylchreest, EM Andree-Wiltens, EH Barnes, AW Brown, LE Brown, PTJ Coles, RDB Gordon, ML Gower, MJ Pettit, EM Stolwyk, CS St Pierre, BS Thomas, GRP Webber 2 APOLOGIES 3 DISCLOSURE OF MEMBERS’ INTERESTS Members are reminded to stand aside from decision making when a conflict arises between their role as an elected member and any private or other external interest they may have. 4 MINUTES OF PREVIOUS MEETING The last meeting before the Triennial Election was held on 3 September 2019. The Chairperson and the Chief Executive are responsible for the correctness of the Minutes of the last meeting before a triennial election. 5 LATE ITEMS 6 CONFIRMATION OF ORDER OF MEETING Recommendation That the order of the meeting be confirmed. 3 December 2019 Page 3 of 10 4 7 WAIPA COMMUNITY FACILITIES TRUST File: 10128530 Page: 11 - 49 Waipa District Council has contracted Waipa Community Facilities Trust (the Trust) to operate the Trust Waikato Te Awamutu Events Centre and the Cambridge Swimming Pool Complex; a Services Agreement sets out roles and responsibilities for both parties. Under the Service Agreement in line with Schedule 6 S6/2, the Trust has obligations to provide Council with various reports and updates. The following are included as information for the Committee: The following appendix/appendices accompanies the staff report: • Appendix 1 – Waipa Community Facilities Trust October 2019 Monthly Non-Financial Report • Appendix 2 – Waipa Community Facilities Trust 2018-2019 End of Year Report. • Appendix 3 – Waipa Community Facilities Trust Draft Statement of Intent 2020-2021. Recommendation That a) The report of Sally Sheedy, Manager Community Services be received; b) The Waipa Community Facilities Trust October 2019 Monthly Report (Document Number 10128524) and 2018-2019 End of Year Report (Document Number 10128526), of Matt Horne, Chief Executive of Waipa Community Facilities Trust be received; and c) The Strategic Planning and Policy Committee confirm no changes are required to the Draft Statement of Intent 2020-2021 of the Waipa Community Facilities Trust (Document number 10128819). 8 DISTRICT PLAN UPDATE File: 10118350 Page: 50 - 55 A number of district plan processes are underway. The staff report provides an update on the following plan projects: . District Plan Work Programme . National Planning Standards . Potential Plan Changes 3 December 2019 Page 4 of 10 5 . Plan Changes 2 and 10. The following appendix accompanies the staff report: . Appendix 1 – District Plan Work Programme Recommendation That the Strategic Planning and Policy Committee: a) RECEIVE the information contained in the report titled ‘District Plan update’ (document number 10118350) of Julie Hansen, Policy Advisor District Plan. 9 CIVIL DEFENCE EMERGENCY PLANNING QUARTERLY REPORT File: 50.38 Page: 56 - 70 To provide the quarterly update report on the Civil Defence Emergency Management (CDEM) activity for the period 1 July to 31 October 2019. This includes emergency management activities under the shared service arrangement between Waipā, Ōtorohanga and Waitomo District Councils and activities of the Waikato Civil Defence Emergency Management Group including the Joint Committee. Recommendation That the Strategic Planning and Policy Committee: a) RECEIVE the information contained in the ‘Civil Defence Emergency Planning Quarterly Report (1 July 2019 to 31 October 2019)’ report (document number 10129093) of Wayne Allan, Local Civil Defence Controller and David Simes, Emergency Management Operations Manager be received. 10 DISTRICT GROWTH AND REGULATORY SERVICES QUARTERLY REPORT File: 51.48 Page: 71 -151 To provide a quarterly update on proposed legislative changes influencing key services, Waipā District Plan changes, district growth and regulatory services for the period 1 July 2019 to 30 September 2019. The following appendices accompany the staff report: . Appendix 1 – Submission on the National Policy Statement - Urban Development (document number 10111926) 3 December 2019 Page 5 of 10 6 . Appendix 2 – Submission on the National Policy Statement – Highly Productive Land (document number 10111920) . Appendix 3 – Submission on the Action for Healthy Waterways documentation (document number 10118852) . Appendix 4 – Submission on the Resource Management Act Amendment Bill 2019 (document number 10116078) . Appendix 5 – Quarterly statistics . Appendix 6 – Yearly statistics . Appendix 7 – Applications determined by the District Licensing Committee . Appendix 8 – Building consents issued . Appendix 9 – Major resource consent applications Recommendation That the ‘District Growth and Regulatory Services quarterly report’ (document number 10111702) of Wayne Allan, Group Manager District Growth and Regulatory Services be received. 11 AMENDMENT TO THE WAIPA DISTRICT FIRE CONTROL BYLAW 2015 File: 10122198 Page: 152 – 166 The Waipa District Fire Control Bylaw (attached as Appendix 1 of the staff report) was last reviewed in 2015. The Fire and Emergency New Zealand Act 2017 has removed from the jurisdiction of local authorities most of the responsibilities contained within the Bylaw. Council is therefore required to determine whether a bylaw remains the most appropriate way of addressing the remaining issues (sections 155(1) and 160 LGA). Retaining a bylaw would enable Council to fulfil its remaining responsibilities more flexibly through a wider range of authorised officers who would not otherwise be available to Council. If Council had no bylaw, Council staff would be limited in the actions they could take and by whom. Staff have reviewed the existing bylaw. The Fire and Emergency New Zealand Act 2017 inserted a new section 152B into the Local Government Act 2002. This provides that Council does not need to consult the public on this bylaw. Council is only required to consult Fire and Emergency New Zealand (FENZ) as the key stakeholders. Council has undertaken pre-consultation with FENZ. 3 December 2019 Page 6 of 10 7 A draft of a new bylaw has subsequently been prepared and is attached to the staff report for Elected Member determination. The following documents are included as appendices to the staff report: . Appendix 1 Draft Fire Control Bylaw 2019 (document number 10087909). Recommendation That the Strategic Planning and Policy Committee: a) RECEIVES the report of Graham Pollard, Strategic Projects Driver [document number 10122198]; and b) DETERMINES that a new Fire Control Bylaw is the most appropriate method for addressing Council’s remaining fire control responsibilities; and c) AGREES that the draft Fire Control Bylaw 2019 as set out in Appendix 1 [document number 10087909] is in the most appropriate form for addressing Council’s fire control responsibilities and does not give rise to any implications under the New Zealand Bill Of Rights Act 1990; and d) RECOMMENDS that Council adopts the draft Fire Control Bylaw 2019 as set out in Appendix 1 [document number 10087909] and thereby makes a new Waipa District Fire Control Bylaw 2019, effective from 1 January 2020. 12 AMENDMENTS TO THE WAIPA DISTRICT COUNCIL CLOSED CIRCUIT TELEVISION (CCTV) POLICY File: 10122204 Page: 167 - 187 The Waipa District Council Closed Circuit Television (CCTV) Policy for Community Safety in Public Places was adopted by the Strategic Planning and Policy Committee by resolution 2/19/26 on 5 March 2019. The purpose of the Policy is to: (a) Monitor and manage traffic at specific intersections and to investigate incidents that occur in those locations. 3 December 2019 Page 7 of 10 8 (b) Improve road user safety by monitoring traffic flow patterns and investigating traffic incidents. (c) Increase public safety by discouraging public disorder and anti-social behaviour. (d) Detect and capture evidence of offending to allow for a quick response from the Police, emergency services or Council and assist with investigations and prosecutions of offending in the Waipa District. (e) Actively deter offending in the Waipa District, including that which relates to Council assets or facilities. Work has continued during 2019 to install, configure and test the system hardware; and to recruit and train volunteers to monitor the live camera images. In doing so, a significant Policy omission has been identified. New Zealand Police has requested that this omission be rectified as it potentially affects the efficiency of Police operations and their ability to respond more effectively to incidents. In proposing this amendment, the opportunity is being taken to ask the Committee to adopt a number of minor amendments arising from changes to organisational titles. The following appendix/appendices accompanies this report: . Appendix 1 – Closed Circuit Television
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