Audit & Risk Committee Agenda

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A G E N D A

Date: Wednesday 31 August 2016

Time: 9.00am

Venue: Council Chambers William Street Paeroa

L D Cavers Chief Executive

Members: J P Tregidga (His Worship the Mayor) Cr B A Gordon (Deputy Mayor) Cr D A Adams Cr J M Bubb Cr G A Harris Cr P H Keall Cr G R Leonard Cr M P McLean Cr P A Milner Cr H T Shepherd Cr D H Swales Cr J H Thorp Cr A A Tubman

Distribution:

Elected Members: Staff: Public copies: Press copies:

His Worship the Mayor L Cavers Paeroa Office Waihi Leader Cr D A Adams A de Laborde Plains Area Office Cr J M Bubb P Thom Waihi Area Office Cr B A Gordon S Fabish Cr G A Harris D Peddie Cr P H Keall M Buttimore Cr G R Leonard Council Secretary Cr M P McLean Cr P A Milner Cr H T Shepherd Cr D H Swales Cr J H Thorp Cr A A Tubman HAURAKI DISTRICT COUNCIL MEETING

NOTICE IS HEREBY GIVEN THAT A MEETING OF THE HAURAKI DISTRICT COUNCIL WILL BE HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON WEDNESDAY 31 AUGUST 2016 COMMENCING AT 9.00 AM

Morning tea will be available at 10.15 am.

PRESENTATION

11.30am Presenter: Paeroa College Principal, Mr Doug Black Subject: Hauraki Secondary Tertiary Concept Project

ORDER OF BUSINESS

1. APOLOGIES Pages

2. DECLARATION OF LATE ITEMS

Pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the Chairman is to call for late items to be accepted.

In the event of a late item, an explanation must be given as to why the item was not on the agenda and why discussion cannot be delayed for a subsequent meeting.

3. DECLARATIONS OF INTERESTS

(Members are reminded of their obligation to declare any conflicts of interest they might have in respect of the items on this agenda).

4. CONFIRMATION OF MINUTES

4.1 ORDINARY MEETING HELD WEDNESDAY 20 JULY 2016 (1563088) 11

RECOMMENDATION

THAT the minutes of the meeting of the Hauraki District Council held on Wednesday 20 July 2016 are confirmed and are a true and correct record.

5. MATTERS ARISING FROM THE MINUTES

6. CONSIDERATION AND RECEIPT OF COMMITTEE MEETING MINUTES

6.1 PLAINS WARD COMMITTEE (1578474) – Tuesday 16 August 2016 23

RECOMMENDATION

THAT the minutes of the Plains Ward Committee meeting held on Tuesday 16 August 2016 are received and the recommendations contained therein adopted.

1 FRED_n1581494_v1_Council_Agenda_-_31_August_2016 6.2 PAEROA WARD COMMITTEE (1578725) – Tuesday 16 August 2016 28

RECOMMENDATION

THAT the minutes of the Paeroa Ward Committee meeting held on Tuesday 16 August 2016 are received and the recommendations contained therein adopted.

6.3 WAIHI WARD COMMITTEE (1578836) – Tuesday16 August 2016 33

RECOMMENDATION

THAT the minutes of the Waihi Ward Committee meeting held on Tuesday 16 August 2016 are received and the recommendations contained therein adopted.

6.4 DISTRICT LICENSING COMMITTEE (1566123) – Wednesday, 25 May 2016 37

RECOMMENDATION

THAT the minutes of the District Licensing Committee meeting held on Wednesday, 25 May 2016 are received for information

6.5 DISTRICT LICENSING COMMITTEE (1578472) – Wednesday, 29 June 2016 38

RECOMMENDATION

THAT the minutes of the District Licensing Committee meeting held on Wednesday, 29 June 2016 are received for information.

DECISION MAKING

7. NETWORK SERVICES

7.1 JOINT RESURFACING CONTRACT – HAURAKI DISTRICT COUNCIL 39 AND TCDC 2016-17 (1581319)

The Roading Manager presents a report which summarises the outcome of the tender process, describes the tender evaluation and makes a recommendation for the award of the 2016/17 resurfacing contract. This contract is for chip sealing and thin asphaltic surfacing on the Hauraki and Thames-Coromandel District Council’s road networks.

RECOMMENDATION

THAT the report be received, and

THAT the tender of HEB Construction Ltd for $2,097,384.69 be accepted, and

THAT the scope of work defined in the Hauraki District Council portion of the Contract works is carried out at a tendered cost of $700,268.20, and

That a contingency amount of $25,000 be approved to cover cost fluctuations during the contract period.

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8. PLANNING & ENIRONMENTALSERVICES

8.1 PLANNING AND ENVIRONMENTAL SERVICES MONTHLY 42 MONITORING REPORT - JULY 2016 (1570947, 1576099, 1580483)

The Group Manager - Planning and Environmental Services and Strategic Planning Projects Manager has reported on planning and regulatory matters for the month of July 2016.

RECOMMENDATION

THAT the report be received, and

THAT the Hauraki District Council as the Road Controlling Authority give approval to the proposed Slevin Underground Mine.

8.2 CHANGE OF TENEMENTS/CONSENTS – WAIHI GOLD COMPANY 59 LTD AND OCEANAGOLD (WAIHI) LTD TO OCEANAGOLD (NEW ZEALAND) LTD (1578960, 1580805, 1580802)

The Strategic Planning Projects Manager provides Council with the information required to enable it to consider and decide on the transfer of Tenements and consents held by Waihi Gold Company Ltd (WGCL) and OceanaGold (Waihi) Ltd (OGWL) to OceanaGold (New Zealand) Ltd (OGNZL) and to seek delegated authority to sign the Deeds of Agreement to transfer the three bonds held from WGCL to OGNZL.

RECOMMENDATION

THAT the report be received, and

THAT the Hauraki District Council approves the transfer of Mining Licence 32 2388 from the Waihi Gold Company Limited to OceanaGold (New Zealand) Limited; and

THAT the Hauraki District Council agrees to the change in consent holder to OceanaGold (New Zealand) Limited for the Extended Martha Mineral Area (EMMA) resource consent number 97/98 -105 as allowed for in condition 3.1 b) of that consent; and

• THE HONGKONG AND SHANGHAI BANKING CORPORATION LIMITED incorporated in Hong Kong SAR, acting through its New Zealand branch, Co. No. 367593 - $10,400,000 • THE HONGKONG AND SHANGHAI BANKING CORPORATION LIMITED incorporated in Hong Kong SAR, acting through its New Zealand branch, Co. No. 367593 - $8,345,000 • BNP PARIBAS (ABN 23 000 000 117) of Level 6, 60 Castlereagh Street, Sydney NSW 2000 - $24,800,000.

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8.3 JUDICIAL COMMITTEE – POST ELECTION (1581223) 147

The Group Manager – Planning and Environmental Services presents a report requesting the approval of Council to appoint the current Judicial Committee members as Commissioners under section 34A of the RMA and schedule 7 of the LGA. This is to ensure Council has the ability to hear regulatory matters during the period when the current Judicial Committee ceases in October during the election period.

RECOMMENDATION

THAT the report be received, and

THAT pursuant to Section 34A of the Resource Management Act, 1991 and Clause 32(5) of Schedule 7 of the Local Government Act 2002 that Councillors Gill Leonard, Julie Bubb, Paul Milner, Greg Harris and Harry Shepherd be appointed as Commissioners and to have all of the powers delegated to the Judicial Committee by the Council covering the period from the 10th October 2016 to the date on which the new Judicial Committee is appointed.

8.4 HAURAKI GULF FORUM GOVERNANCE REVIEW UPDATE (1578738, 149 1578748)

The Group Manager – Planning and Environmental Services presents an update on the work that the Hauraki Gulf Forum has been undertaking in regard to more effective governance.

RECOMMENDATION

THAT the report be received, and

THAT the Council agree that Hauraki Gulf Forum Governance Review Update report lie on the table and that the incoming Council be asked to form a view on the Governance recommendations for the Hauraki Gulf Forum.

8.5 SECTION 10A REPORT TO THE DEPARTMENT OF INTERNAL 174 AFFAIRS - DOG CONTROL – 2015/2016 (1564125)

The Manager Regulatory Services presents a report requesting Councils adoption of its Dog Control Policy and Practices for the period 1 July 2015 to 30 June 2016 to be reported to the Department of Internal Affairs.

RECOMMENDATION

THAT the report be received, and

THAT pursuant to section 10A of the Dog Control Act 1996, the Hauraki District Council report on Dog Control Policy and Practices for 2015/2018 be adopted and forwarded to the Department of Internal Affairs.

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8.6 ANNUAL REPORT TO THE ALCOHOL REGULATORY AND 178 LICENSING AUTHORITY – PERIOD ENDING 30TH JUNE 2016 (1560830)

The Manager Regulatory Services has reported on Section 199 of the Sale and Supply of Alcohol Act 2012 which requires that a report be submitted prior to the 30th September 2016 from the District Licensing Committee (DLC) to the Alcohol Regulatory and Licensing Authority (ARLA) covering the period ending 30th June 2016.

RECOMMENDATION

THAT the report be received, and

THAT the annual Hauraki District Licensing Committee report be submitted to the Alcohol Regulatory and Licensing Authority, Wellington.

9. COMMUNITY SERVICES

9.1 CONTINUANCE OF THAMES VALLEY CDEM COMMITTEE 186 FOLLOWING TRIENNIAL ELECTION (1579911)

Group Manager – Community Services seeks a formal resolution that the Thames Valley Civil Defence Emergency Management (CDEM) Committee shall not be discharged on the coming into office of members of the local authority elected at the 2016 triennial election.

RECOMMENDATION

THAT the report be received, and

THAT Hauraki District Council confirms that the Thames Valley CDEM Committee shall not be discharged on the coming into office of the members of the local authority elected at the 2016 triennial election.

9.2 ADOPTION OF REVISED SENSITIVE EXPENDITURE POLICY FOR 189 ELECTED MEMBERS 01 JULY 2016 – 30 JUNE 2019 (1573992, 1319212v4)

The Group Manager – Community Services requests the adoption of the Sensitive Expenditure Policy for Elected Members 01 July 2016 – 30 June 2019 as approved by the Remuneration Authority.

RECOMMENDATION

THAT the report be received, and

THAT Council adopts the approved Sensitive Expenditure Policy for Hauraki District Council Elected Members as approved by the Remuneration Authority dated 12 July 2016.

9.3 TE MATA RANGATIRA: RANGATAHI SUMMIT 2016 – REQUEST FOR 201 FINANCIAL ASSISTANCE (1577720, 1577717, 1577718)

The Community development Officer advised Council of a request for financial assistance and to recommend that Council makes a grant to the event.

5 FRED_n1581494_v1_Council_Agenda_-_31_August_2016 RECOMMENDATION

THAT the report be received, and

THAT a grant of $2,000 from the District Discretionary Social Fund be made to the Te Mata Rangatira for the Rangatahi Summit 2016.

9.4 HAURAKI SECONDARY/TERTIARY/INDUSTRY PROJECT PILOT – 208 REQUEST FOR FINANCIAL ASSISTANCE (1577047, 1577088)

The report advises Council of a request for financial assistance and to recommend that Council makes a grant to the project.

Principal of Paeroa College, Mr Doug Black Will be in attendance at 11.30am to present on the initiative.

RECOMMENDATION

THAT the report be received, and

THAT a grant of $11,200 from the District Discretionary Social Fund be made to the Hauraki Secondary Tertiary Industry Project initiative.

FOR INFORMATION ONLY

10. CHIEF EXECUTIVE

10.1 CHIEF EXECUTIVE’S MONTHLY REPORT (1578586) 211

The Chief Executive’s monthly report for July 2016 is attached.

RECOMMENDATION

THAT the Chief Executive’s monthly report for the month of July 2016 be received.

11. PLANNING & ENIRONMENTALSERVICES

11.1 HEALTHY RIVERS PROPOSED WAIKATO REGIONAL PLAN 212 CHANGE 1 (1581255, 1581276)

The Group Manager - Planning and Environmental Services provides an introduction to the proposed Waikato Regional Plan Change 1 for the Waikato and Waipa River Catchments for Council’s information and consideration, with a view that in the future this Plan Change may have implications for farming in our District.

RECOMMENDATION

THAT the report be received.

11.2 2015/16 FOURTH QUARTER NFPT RESULTS REPORT (1579231) 222

The Strategic Planner presents the Council with the non financial performance target and mandatory measures results for the fourth quarter of the 2015/16 financial year.

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RECOMMENDATION

THAT the report be received.

11.3 MINUTES OF THE WAIKATO PLAN JOINT COMMITTEE MEETING OF 251 20 JUNE 2016 (1578233)

The Policy Analyst presents the minutes of the Wakato Plan Joint Committee meeting held on 20 June 2016 to ensure Council is informed on a regular basis of the decisions made by the Joint Committee and the progress of the Waikato Plan.

RECOMMENDATION

THAT the report be received.

12. LATE ITEMS

7 FRED_n1581494_v1_Council_Agenda_-_31_August_2016 13. MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED

RECOMMENDATION

THAT the public be excluded from the following parts of the proceedings of this meeting.

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:

Item General subject of Reason for passing Ground(s) Under Section No. each matter to be this resolution in 48(1) for the Passing of considered relation to each this Resolution matter

1 Rating Sales Section 7(2)(a) – Section 48(1)(a) That the Protect the privacy of public conduct of the natural persons, relevant part of the including that of proceedings of the deceased natural meeting would be likely to persons. result in the disclosure of information for which good reason for withholding would exist. Section 48(1)(a) That the 2 Request to Waiver Section 7(2)(a) – public conduct of the Development Protect the privacy of relevant part of the Contributions: natural persons, proceedings of the Wade Enterprises including that of meeting would be likely to deceased natural result in the disclosure of persons. information for which good reason for withholding would exist.

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HAURAKI DISTRICT COUNCIL MEETING

MINUTES OF A MEETING OF THE HAURAKI DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON WEDNESDAY 20 JULY 2016 COMMENCING AT 9.00 AM

PRESENT His Worship the Mayor Mr J P Tregidga (In the Chair), D A Adams, J M Bubb, B A Gordon, G A Harris (9.00-11.05am), P H Keall, G R Leonard (9.00am–11.05am and 11.45am–1.55pm), M P McLean, P A Milner, D H Swales (9.00-11.45am and 12.40-1.55pm), J R Thorp and A A Tubman

IN ATTENDANCE Messrs L D Cavers (Chief Executive), A de Laborde (Group Manager - Engineering Services), D Peddie (Group Manager - Corporate Services), P Thom (Group Manager - Planning & Environmental Services), D Sales (Community Services Manager), M Buttimore (Strategic Planning Projects Manager), Ms C Mischewski (Policy Analyst), Ms K Quinn (Senior Strategic Planner), G Thomsen (Roading Manager) and Ms C Black (Council Secretary)

APOLOGIES RESOLVED

THAT the apology of Cr H T Shepherd be received and sustained.

C16/262 Adams/Thorp CARRIED

LATE ITEMS

There were no late items.

DECLARATIONS OF INTERESTS

Cr Leonard and Cr Harris declared a conflict of interest in Item 13.1. Cr Swales declared a conflict of interest in Item 13.2.

CONFIRMATION OF MINUTES

ORDINARY MEETING HELD WEDNESDAY 29 JUNE 2016 (1554187)

RESOLVED

THAT the minutes of the meeting of the Hauraki District Council held on Wednesday 29 June 2016 are confirmed and are a true and correct record.

C16/263 McLean/Leonard CARRIED

MATTERS ARISING FROM THE MINUTES

There were no matters arising.

CONSIDERATION AND RECEIPT OF COMMITTEE MEETING MINUTES

PLAINS WARD COMMITTEE (1559860) – Tuesday 12 July 2016

Chairperson, Cr Leonard presented the minutes.

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RESOLVED

THAT the minutes of the Plains Ward Committee meeting held on Tuesday 12 July 2016 are received and the recommendations contained therein adopted.

C16/264 Leonard/Swales CARRIED

MATTERS ARISING FROM THE MINUTES

There were no matters arising.

PAEROA WARD COMMITTEE (1560034) – Tuesday 12 July 2016

Chairperson, Cr Bubb presented the minutes.

RESOLVED

THAT the minutes of the Paeroa Ward Committee meeting held on Tuesday 12 July 2016 are received and the recommendations contained therein adopted.

C16/265 Bubb/Milner CARRIED

MATTERS ARISING FROM THE MINUTES

There were no matters arising.

WAIHI WARD COMMITTEE (1560337) – Tuesday 12 July 2016

Deputy Chairperson, Cr McLean presented the minutes.

RESOLVED

THAT the minutes of the Waihi Ward Committee meeting held on Tuesday 12 July 2016 are received and the recommendations contained therein adopted.

C16/266 McLean/Tubman CARRIED

MATTERS ARISING FROM THE MINUTES

There were no matters arising.

ECONOMIC DEVELOPMENT COMMITTEE (1560753 – Wednesday 13 July 2016

Chairperson, Cr Leonard presented the minutes.

RESOLVED

THAT the minutes of the Economic Development Committee meeting held on Wednesday 13 July 2016 are received and the recommendations contained therein adopted.

C16/267 Adams/Tubman CARRIED

MATTERS ARISING FROM THE MINUTES

There were no matters arising.

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AUDIT & RISK COMMITTEE (1551251) – Tuesday 21 June 2016

Deputy Chairperson, Cr Gordon presented the minutes.

RESOLVED

THAT the minutes of the Audit & Risk Committee meeting held on Tuesday 21 June 2016 are received and the recommendations contained therein adopted.

C16/268 Gordon/Tubman CARRIED

MATTERS ARISING FROM THE MINUTES

There were no matters arising.

DECISION MAKING

NETWORK SERVICES

DEVELOPED DESIGN FOR THE UPGRADE OF MACKAY STREET, PAEROA AND BUDGET IMPLICATIONS (1560288)

The Group Manager – Engineering Services presented a report which sought Council approval of the recommendation made by the Paeroa Ward Committee on 12 July 2016, to the upgrade of Mackay Street, Paeroa along with the commencement of the detailed design of the project.

RESOLVED

THAT the report be received.

C16/269 Thorp/Bubb CARRIED

RESOLVED

THAT Council approves the Developed Design – Option Two for the upgrade of Mackay Street, Paeroa, and

THAT Council approves the commencement of detailed design for Mackay Street, Paeroa with the understanding that the Rough Order Costing for physical works is $560,000 including contingency.

C16/270 Bubb/Milner CARRIED

RESEAL CONTRACT 2016/17 – 2017/18 (1560876)

The Roading Manager provided an overview of the annual Sealed Road Resurfacing Contract change in scope of the programme to a 1+1 year term contract and sought Council approval of the contract.

RESOLVED

THAT the report be received.

C16/271 Harris/Swales CARRIED

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RESOLVED

THAT approval is given for the continuation joint tendering of the Resurfacing Contract between Hauraki DC and Thames Coromandel DC, and

THAT the Annual Resurfacing Contract be extended to a 1+1 year term contract (2016/17 – 2017/18), and

THAT the approval for the second year term 2017/18 is only permitted by exclusive agreement of the Joint Principals (Hauraki DC and Thames Coromandel DC), and

THAT a review of the 2016/17 Resurfacing budget would be undertaken as a result of available under expenditure within the Area Wide Treatment budget.

C16/272 Harris/McLean CARRIED

CORPORATE SERVICES

GROUP MANAGER CORPORATE SERVICES REPORT, DISPOSITION OF WAIHI BEACH SALE PROCEEDS, AND NGATEA NORTH STREET NAMING (1560647)

The Group Manager – Corporate Services presented a report which updated Council on various matters in the Corporate Services arena and to address the treatment of proceeds from the sale of a leasehold section at Waihi Beach. Consideration was also sought on the proposed naming of streets in Council’s Ngatea North subdivision.

RESOLVED

THAT the report be received.

C16/273 Swales/Leonard CARRIED

RESOLVED

THAT $440,000 be transferred out of the Investment Fund and applied to the asset sale funding of Council’s $1,000,000 contribution to the K2K project, and

THAT Council adopt the street names Costello Drive, McWatters Drive, Stembridge Road, and Bob Shaw Road for use in Council’s Ngatea North subdivision.

C16/274 Leonard/Harris CARRIED

PLANNING/REGULATORY SERVICES

REPORT ON THE ADOPTION OF THE HAURAKI DISTRICT COUNCIL LOCAL ALCOHOL POLICY 2016 (1557735, 1557086)

The Policy Analyst presented a report explaining that the Hauraki District Council Local Alcohol Policy has been approved by the Alcohol Regulatory and Licensing and Authority and outlined what the next steps are to bring the Policy into force.

RESOLVED

THAT the report be received.

C16/275 Tregidga/Milner CARRIED

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RESOLVED

THAT pursuant to regulation 19(2) of the Sale and Supply of Alcohol Regulations 2013, the Council publically notify the adoption of the Hauraki District Council Local Alcohol Policy 2016 in the Hauraki Herald on Friday 29 July and Friday 5 August 2016, and

THAT pursuant to section 90(1)(b) and 90(2)(b) of the Sale and Supply of Alcohol Act 2012 all elements of the Hauraki District Council Provisional Local Alcohol Policy 2016, but excluding those elements relating to maximum trading hours, will come into force on Monday 8 August 2016, and

THAT pursuant to sections 90(1)(b) and 90(2)(a) of the Sale and Supply of Alcohol Act 2012 all elements relating to maximum trading hours in the Hauraki District Council Provisional Local Alcohol Policy 2016 will come into force on Monday 7 November 2016.

C16/276 Milner/Keall CARRIED

ADOPTION REPORT FOR THE HAURAKI DISTRICT COUNCIL DOG CONTROL POLICY 2016 AND DOG CONTROL BYLAW 2007 (1558883, 1377419V4, 1418336V4)

A report from the Policy Analyst was presented which summarised the amendments made to the Hauraki District Council Dog Control Policy and Bylaw as a result of the hearing of submissions process held in May.

RESOLVED

THAT the report be received.

C16/277 Tregidga/Bubb CARRIED

RESOLVED

THAT pursuant to section 10(1) of the Dog Control Act 1996 the Council adopt the Hauraki District Council Dog Control Policy 2016, and

THAT pursuant to section 20 of the Dog Control Act 1996 and section 159 of the Local Government Act 2002 the Council adopt Clause 6.0 ‘Dog Control’ of Part 3:Public Safety of the Hauraki District Council Consolidated Bylaw 2007, and

THAT from the day on which the Hauraki District Council Dog Control Policy 2016 comes into force the Hauraki District Council Dog Control Policy 2011 is revoked, and

THAT the adoption of the Hauraki District Council Dog Control Policy 2016 and reviewed clause 6.0 ‘Dog Control’ of Part 3: Public Safety of the Hauraki District Council Consolidated Bylaw 2007 shall be publically notified on Friday 29 July 2016 and come into force on Monday 1 August 2016.

C16/278 Thorp/Swales CARRIED

APPOINTMENT OF COMMISSIONER – SLEVIN UNDERGROUND MINE (1557718)

The Strategic Planning Projects Manager presented a report which advised that Oceana Gold has lodged a draft resource consent application for comment for a new underground mine located in an area between the currently consented Correnso mine and the eastern boundary of the Martha mining licence 322388. A map of the subject mining area was attached.

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RESOLVED

THAT the report be received.

C16/279 Gordon/Tubman CARRIED

The application seeks that the conditions that may be applied to this consent should reflect the Correnso conditions as the mining will essentially be the same as for Correnso. Some of the Correnso conditions will not be carried forward as they would not be applicable.

The Slevin underground mine project has two stages where consideration of reports and decision making are required and staff recommend that an independent commissioner be appointed to consider both reports and make the decisions on:

• The section 95 notification decision • The decision on the application.

Mr Rob van Voorthuysen has been recommended as a commissioner for both decision making processes. A copy of Mr van Voorthuysen’s resume was available for the member’s consideration.

RESOLVED

THAT pursuant to section 34A (1) of the Resource Management Act 1991 Mr Rob van Voorthuysen be appointed as Commissioner to consider and decide on the Section 95 notification report for the proposed Slevin underground mine, and

THAT pursuant to section 34A (1) of the Resource Management Act 1991 Mr Rob van Voorthuysen be appointed as Commissioner to consider and decide on the application for the proposed Slevin underground mine, and

THAT pursuant to section 34A (1) of the Resource Management Act 1991 the Mayor and the Chairperson of the Judicial Committee be delegated authority to appoint a technical commissioner to consider and decide on the application for the proposed Slevin underground mine, if required.

C16/280 Leonard/Tregidga CARRIED

The meeting adjourned at 10.15am The meeting reconvened at 10.35am.

DRAFT SERVICE DELIVERY REVIEW (S17A) FRAMEWORK (1558004)

The Senior Strategic Planner presented a report advising Council of its service delivery review legislative obligations and presented a proposed approach to meeting these requirements.

RESOLVED

THAT the report be received.

C16/281 Tregidga/Gordon CARRIED

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RESOLVED

1. THAT the Council endorses the draft service delivery framework as outlined in the report, and

2. THAT the Council determines that it will not undertake service delivery reviews where the financial costs of doing so are estimated to outweigh the potential financial and non-financial benefits, and

3. THAT the Council determines that it will not undertake service delivery reviews where contracts or binding agreements for the delivery of the service are in effect until after 8 August 2017, and

4. THAT the Council receives the staff assessment of where recommendations 2 and 3 are considered to apply, and

5. THAT in accordance with the above resolutions, the Council approves that service delivery reviews be undertaken for the following services by 8 August 2017:

a. water and wastewater, b. public toilets, c. civil defence, and d. pensioner housing, and

6. THAT in accordance with the above resolutions, the Council confirms that it does not intend to undertake service delivery reviews for its other services until the following six year review period, unless a review requirement is triggered in accordance with sections 17A(2)(a)-(b) of the Local Government Act 2002, and

7. THAT the Council determines it will not undertake service delivery reviews of its internal support functions until after the first review cycle (ending August 2017), and

8. THAT the Council will consider which services to review in the second review cycle and the budget required for these through the 2018-28 long-term planning process (unless required earlier), and

9. THAT the Council notes that it will continue to periodically review the cost- effectiveness of its operations as a matter of course, and

10. THAT the Council confirms it will apply the cost-effectiveness criteria set out in Appendix B when undertaking service delivery reviews.

C16/282 McLean/Swales CARRIED

HAURAKI DISTRICT COUNCIL LOCAL RECOVERY PLAN (1559024, 1497119)

The Planning and Environmental Services Manager presented a report which advised Council that the draft Local Recovery Plan has been consulted on with key stakeholders and is now amended for Council’s consideration as the Local Recovery Plan. A copy of the plan was available separately.

RESOLVED

THAT the report be received.

C16/283 Tubman/McLean CARRIED

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RESOLVED

THAT Council adopts the Hauraki District Council Local Recovery Plan 2016, and

THAT the Plan be subject to review as a result of the future need for: • additional consultation with key stakeholders • alignment with the Waikato CDEM Group Plan reviews • changes to the Civil defence legislation.

C16/284 McLean/Thorp CARRIED

FOR INFORMATION ONLY

CHIEF EXECUTIVE

CHIEF EXECUTIVE’S MONTHLY REPORT FOR JULY 2016 (1559905)

The Chief Executive’s monthly report was presented.

RESOLVED

THAT the Chief Executive’s monthly report for the month of July 2016 be received.

C16/285 Tregidga/Adams CARRIED

Staff Matters

The Chief Executive updated the members on recent staff changes within the organisation.

PLANNING/REGULATORY SERVICES

PLANNING AND ENVIRONMENTAL SERVICES MANAGER’S MONTHLY MONITORING REPORT FOR THE MONTH OF JUNE 2016 (1555697)

The Planning and Environmental Services Manager and Strategic Planning Projects Manager reported on planning and regulatory matters for the month of June 2016.

RESOLVED

THAT the report be received.

C16/286 Leonard/Bubb CARRIED

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MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED

RESOLVED

THAT the public be excluded from the following parts of the proceedings of this meeting.

Item No. General subject of Reason for passing Ground(s) Under each matter to be this resolution in Section 48(1) for the considered relation to each Passing of this matter Resolution

1 Exercise of First Section 7(2)(i) Section 48(1)(a) That Right of Refusal for Prejudice to the public conduct of the Possible Purchase Commercial relevant part of the of Haurakian Position/Negotiations proceedings of the Charitable Trust To enable the local meeting would be likely Property, Kaihere authority holding the to result in the disclosure Road, Ngatea information to carry on, of information for which without prejudice or good reason for disadvantage, withholding would exist. negotiations (including commercial and industrial negotiations

2 Request for Waiver Section 7(2)(a) – Section 48(1)(a) That of Development Protect the privacy of the public conduct of the Contributions natural persons, relevant part of the including that of proceedings of the deceased natural meeting would be likely persons. to result in the disclosure of information for which good reason for withholding would exist.

C16/287 Tregidga/Gordon CARRIED

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RESOLVED

THAT the public be readmitted to the meeting and that the business in committee discussed be confirmed.

C16/292 CARRIED

The meeting adjourned at 12.05pm. The meeting reconvened at 12.40pm.

LOCAL GOVERNMENT ACT 2002 AMENDMENT BILL (BETTER LOCAL SERVICES) (1558257)

The Senior Strategic Planner and Strategic Planning Projects Manager presented a report for discussion and to advise Council of the proposed changes to the Local Government Act signalled in the Local Government Act 2002 Amendment Bill No. 2 (the Bill) and to consider whether it wished to make a submission on the Bill.

RESOLVED

THAT the report be received.

C16/293 Tregidga/Bubb CARRIED

The members listened to presentation (via LGNZ webinar) provided by Dr Mike Reid (LGNZ Policy Advisor) on the Amendment Bill.

The members supported that staff prepare a submission on the Amendment Bill and that the Mayor and Councillor Adams be delegated to sign the submission on behalf of Council.

RESOLVED

THAT Council makes a submission on the LG Act 2002 Amendment Bill (Better Local Services), and delegates to the Deputy Mayor and Cr Adams the authority to sign the submission on Councils behalf.

C16/294 Tregidga/Bubb CARRIED

The meeting closed at 1.55pm.

CONFIRMED

J P Tregidga Mayor

31 August 2016

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HAURAKI DISTRICT COUNCIL PLAINS WARD COMMITTEE

MINUTES OF A MEETING OF THE PLAINS WARD COMMITTEE HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON TUESDAY 16 AUGUST 2016 COMMENCING AT 9.00 AM

PRESENT Crs G R Leonard (Chairperson), G A Harris, B A Gordon, and His Worship the Mayor J P Tregidga

IN ATTENDANCE Messrs S B Fabish (Group Manager - Community Services), A de Laborde (Group Manager - Engineering Services), Mr J McIver (Community Development Officer), P Matthews (Parks & Reserves Manager) and Ms C Black (Council Secretary) APOLOGIES

RESOLVED

THAT the apology of D H Swales be received and sustained.

PLWC16/54 Harris/Gordon CARRIED

LATE ITEMS

There were no late items.

DECLARATIONS OF INTERESTS

There were no declarations.

CONFIRMATION OF MINUTES

MEETING HELD ON TUESDAY 12 JULY 2016 (1559860)

RESOLVED

THAT the minutes of the meeting of the Plains Ward Committee held on Tuesday 12 July 2016 are confirmed and are a true and correct record.

PLWC16/55 Harris/Tregidga CARRIED

MATTERS ARISING FROM THE MINUTES

Ngatea Service Centre Site – Wifi Access Hours

It was advised that availability of access to free Wifi at the Ngatea Service Centre has been changed to 8.00am – 5.00pm daily.

Waitakaruru and Kopuarahi Halls – Improvements/Upgrade

Further to the discussion held regarding the PPP’s concerns raised as to the state of the Waitakaruru and Kopuarahi halls, Cr Leonard advised that a letter requesting a meeting with the Waitakaruru Hall committee had been sent and that she has also had a phone conversation with the Kopuarahi Hall Chair discussing their needs.

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Road Maintenance – SH27 and SH2

Cr Gordon requested engineering staff investigate the issues the Ward and PPP have raised concerning the poor maintenance of SH27 and SH2, particularly where SH2 passes through the Ngatea main street.

The Mayor suggested a report on the general maintenance of both state highways be brought to the Operations Committee by roading staff at some time in the near future.

Community Meeting - Methamphetamine

The Chairperson advised that the P3 group are agreeable to setting up a community meeting to raise awareness of the issue of methamphetamine.

COMMUNITY SERVICES

COMMUNITY SERVICES MONTHLY REPORT – JULY 2016 (1570446,1564794, 1572593, 1560987, 1576011, 1576958)

The Community Services monthly report on activities for the month of July 2016 was presented for the Committee’s consideration.

RESOLVED

THAT the Community Services monthly report for July 2016 be received.

PLWC16/56 Harris/Tregidga CARRIED

COMMUNITY DEVELOPMENT

Requests for Financial Assistance

Lions Club of Ngatea [1564794 - Appendix A]

The secretary for the club has written seeking financial assistance towards their annual World Service Day.

Last year the Club joined with the Plains Ward to celebrate the International Day of the Older Persons where a contribution to the event was made from the Community Initiatives budget.

RESOLVED

THAT the correspondence from Lions Club of Ngatea Inc. be received, and

THAT a grant of $500.00 is contributed from the Plains Ward Community Assistance Fund to the Lions Club of Ngatea in support of International Day of the Older Person, and

THAT Council work with the Lions Club to provide resources in support of the International Day of the Older Person.

PLWC16/57 Gordon/Harris CARRIED

Kerepehi Brass Band [1572953 - Appendix B]

The secretary/treasurer for the brass band has written seeking financial assistance towards their 70 year anniversary event that will be taking place in Kerepehi and Paeroa.

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RESOLVED

THAT the correspondence from Kerepehi Brass Band be received, and THAT a grant of $250.00 is contributed from the Plains Ward Community Assistance Fund to the Kerepehi Brass Band in support of their 70th anniversary event, and THAT it be recommended to Council that a grant of $250.00 be contributed from the District Discretionary Fund towards the event.

PLWC16/58 Harris/Gordon CARRIED

Elephant in the Paddock Social Initiative

Cr Leonard provided an update on the progress of the social initiative established to support members of the farming community who are experiencing stress as a result of the low dairy payout.

New Zealander of the Year 2017 [1560987 – Appendix C]

The Community Development Officer advised that nominations are now open for the 2017 New Zealander of the Year Awards. Full details on how to nominate and the six award categories were attached. Nominations close Friday 30 September 2016.

The organisers also encourage Council to consider the New Zealander of the Year Awards as an extension of Councils own Civic Awards and, in so doing, raise the national awareness of the great people within our community.

Ngatea Northern Estate Subdivision- Progress of Works

The Group Manager – Engineering Services updated the members on the status infrastructural works of Stage 1 of the Ngatea North subdivision. Earthworks are currently being undertaken for Stage 2 of the development.

Auckland Home Show – Council will be setting up a stand at the Auckland Home Show for the promotion of the Hauraki District, on 11 September.

Capital Projects

The Parks and Reserves Manager updated on the Plains Ward capital projects for 2016-17 and Community Facilities and Community Recreation Projects for 2016-17.

New Kaiaua Public Toilets

Cr Gordon questioned if new toilets are really needed and if they are, where they should be located and, that consideration be given to upgrading the existing toilets.

Turua Jetty & Ramp Reserve Development

Cr Gordon suggested that the community and the Turua Hall Committee be given the opportunity to have input into the development of these projects.

GENERAL

Ngatea Swimming Pool

Staff are in the process of considering options for upgrading of the Ngatea Pool heating to a more cost efficient system and consulting with the swim club and schools in regards to the 2016/17 swim season start.

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Current Projects

Dudding Reserve

Two meetings have been held with representatives of Council, Hauraki Plains College, and Ngatea Lions. A number of ideas have come forward - this project is gathering momentum and generating excitement for a development that will have very positive outcomes for Ngatea. Community members are coming on board with this project.

Pedestrian Crossing Planting

Staff are currently in discussions with Canham Consulting to decide what plant species will meet safety standards for planting next to pedestrian crossings.

Tilbury Reserve

An incident was reported on last month involving a person falling down after slipping on the bridge at Tilbury Reserve. The timber has been cleaned to prevent a similar incident recurring.

Staff advised that they are investigating all potential areas where there is a risk of slippery surfaces, designing signage that warns of slippery surfaces, and also looking into options for non- slip materials that can be fixed to the surface of potential slip hazards.

Irrigation Unit for the Hugh Hayward Domain

An irrigation unit has been ordered and will be in place for the coming summer season. In addition, the annual inspection of the sports fields will be conducted by the NZ Sports Turf consultant this week. Staff will be meeting with the consultant to determine any further remedial work that will need to be done to the Hugh Howard Domain to remove the unevenness in the playing surface.

Staff emphasised the need that weed killer is not used for line marking of the sports fields. This message has been advised to the Domain Committee members.

Scout Hall

Quotes have been requested to determine the cost of removing the building. This is proving to be more costly than initially thought due to the presence of asbestos. Negotiations are continuing with Scouting New Zealand over the removal of their building.

Addressing Positively Promoting the Plains issues – Appendix D (1576011)

The Community Services Manager has written to the Chair of Positively Promoting the Plains accepting their letter and offered assistance in working together to find suitable solutions to a number of issues.

Cr Leonard also responded to a number of issues raised regarding the Waitakaruru Hall. Copies of both letters were attached for the member’s information.

Welcome to Kerepehi Signs – Appendix E (1576958)

Staff have been working with a Kerepehi community group on the design of the new “Welcome to Kerepehi Signs”. Staff sought the Ward Committee’s feedback on the signs, approval of funding and to decide where they should be located.

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RESOLVED

THAT the Committee approve the design of the ‘Welcome to Kerepehi’ signs, and THAT staff seek input from the community as regards to the size and the preferred location of the signs.

PLWC16/59 Leonard/Harris CARRIED

Kerepehi Community Issues

 Kerepehi stormwater – a number of issues need to be addressed  Kerepehi playground – a suggestion was made to revamp the playground  Kerepehi Domain Committee AGM will be held on Monday 22 August.

It was decided that the proposed August public meeting be postponed and held following the local body elections.

Kopuarahi Hall

Discussion has been held with Hall Committee Chair to determine how Council could assist the community in improving the amenity to the Kopuarahi Hall area.

It was agreed that staff seek a price for the spraying of weeds and the washing of the Kopuarahi hall building and that these costs be reported back to the Ward Committee.

RESOLVED

THAT Council staff provide a price for the spraying of weeds and the washing of the Kopuarahi hall building and submit these costs to the Plains Ward Committee meeting in September.

PLWC16/60 Leonard/Harris CARRIED

WARD MEMBERS MONTHLY UPDATE ON COMMUNITY MEETINGS ATTENDED AND COMMUNITY MATTERS OF SIGNIFICANCE

Cr Harris has met with residents concerned about the slip which has occurred on Torehape Road. Residents wish to see the issue addressed.

Cr Leonard attended for following meetings - LGNZ Conference in Dunedin, Dudding Reserve and Positively Promoting the Plains

The meeting closed at 10.45am.

CONFIRMED

G R Leonard Chairperson

13 September 2016

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15HAURAKI DISTRICT COUNCIL PAEROA WARD COMMITTEE

MINUTES OF A MEETING OF THE PAEROA WARD COMMITTEE HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON TUESDAY 16 AUGUST 2016 COMMENCING AT 12.30PM

PRESENT Crs J M Bubb (Chairperson), D A Adams, P A Milner, J Thorp and His Worship the Mayor J P Tregidga

APOLOGIES

There were no apologies.

LATE ITEMS

There were no late items.

DECLARATIONS OF INTEREST

There were no declarations.

PRESENTATION: JOCELYN HALE, PAEROA COLLEGE: LEADERSHIP PROGRAMME (GREAT BOYS INTO AMAZING MEN)

In support of the funding provided by the Ward at the July meeting, Jocelyn Hale and Miah Williams were in attendance to provide a presentation on the Paeroa College Leadership Programme (Great Boys into Amazing Men).

The Mayor offered to support the programme by offering funding towards the attendance of a guest speaker. It was suggested that Marcus Akuhata-Brown be approached and invited to speak on the ‘Mayors Task Force for Jobs’ initiative.

CONFIRMATION OF MINUTES

MEETING HELD ON TUESDAY 12 JULY 2016 (1560034)

RESOLVED

THAT the minutes of the meeting of the Paeroa Ward Committee held on Tuesday 12 July 2016 be confirmed and are a true and correct record.

PAWC16/52 Thorp/Adams CARRIED

MATTERS ARISING FROM THE MINUTES

There were no matters arising.

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COMMUNITY SERVICES

COMMUNITY SERVICES MONTHLY REPORT - JULY 2016 (1570443, 1573968, 1560987, 1573486, 1576024

The Community Services monthly report on activities for the month of July 2016 was presented for the Committee’s consideration.

RESOLVED

THAT the Community Services monthly report for July 2016 be received.

PAWC16/53 Thorp/Adams CARRIED

COMMUNITY DEVELOPMENT

Requests for Financial Assistance

Paeroa Bowling Club Inc. [1573968 – Appendix A]

The secretary for the club has written seeking a ’waiver’ of their annual rates.

The writer advises that they received their rates account after the season was completed and they had not budgeted for it; limited turnover has left them with nothing in their reserves fund to cover the invoice.

Currently, the club receives a rates remission on the land of 100%. Refuse/sewage rates for the year ending 30 June 2016 to the amount of $643.38 were invoiced to the Paeroa Bowling Club in line with the conditions of their lease. Their lease stipulates the lessee shall be responsible for all outgoings and charges levied on the property. The club also is also required to pay water charges.

RESOLVED

THAT the correspondence from Paeroa Bowling Club Inc., and

THAT the request from the Paeroa Bowling Club Inc. seeking a rates remission be declined, and

THAT a letter from the Mayor is sent to the Paeroa Bowling Club Inc. explaining the decision and that an offer is extended to them to discuss the matter.

PAWC16/54 Tregidga/Thorp CARRIED

Paeroa Neighbours [1576600 – Appendix B]

The treasurer for the group has written seeking a grant towards the purchase of perishable food items through the year.

The writer advises that one of their donors has withdrawn their monthly donation and they estimate a grant of $1000.00 would assist them through to the 2016/17 financial year.

RESOLVED

THAT the correspondence from Paeroa Neighbours be received, and

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THAT a grant of $1,000.00 is contributed from the Paeroa Community Assistance Fund to the Paeroa Neighbours group in support of the purchase of perishable food items through the year.

PAWC16/55 Milner/Adams CARRIED

New Zealander of the Year 2017 [1560987 – Appendix C]

It was agreed that Cr Bubb to be involved in a working group to review possible candidates.

Street Stalls

Over a number of years the Paeroa community has had a site near the ANZ Bank (ex-National Bank) on Normanby Road that was made available for community groups to use on Fridays for fund raising initiatives.

In recent times, there have been a small number of requests for the site to be used on days other than Fridays. In some instances this request has risen due to the site already been booked for the day and a second group desiring to achieve their outcomes in the same week. The rationale for having a site available once a week (Fridays) was to ensure that retailers are not adversely affected by such activity.

In light of the requests for additional or alternative days of use, the members supported that the status quo remain that community groups use the ANZ Bank (ex-National Bank) on Normanby Road site only on Fridays only.

SIGNIFICANT DISTRICT FUNDED PROJECTS

New Paeroa Library

The Group Manager – Community Services updated the members on the progress of construction of the new Paeroa Library building. The plan is to have the new library finished and opened in approximately February next year.

Ward Funded Projects

The Parks and Reserves Manager updated on the Paeroa Ward Recreation Projects carried forward from 2015-16.

Capital Projects

The Parks and Reserves Manager updated on the Paeroa Ward Facilities and Recreation capital projects for 2015-16 and 2016-17.

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GENERAL

Domain Public Toilets

A decision on the future of the Public toilets in the Domain has been put on hold until the completion of the new Library and the new public toilets are in place and operating at the Library.

There have been two fires in the toilets since 2013 and extensive damage done. Temporary refurbishment was completed at the time of the fires. The toilets will be painted inside and out with a graffiti proof product which will be funded from the operating budget.

Installation of a bike stand – Ronnie’s Cafe – Appendix D (GIS image 1573486)

A service request was received from Ronnie’s Cafe that a bike stand be installed outside their cafe as there is nowhere to lock up valuable bikes when cyclists shop within or around this area and therefore resort to parking their bikes outside the shop and along the glass around the corner. The bikes are blocking access along the footpath. There is no other bike stand in the entire block other than at the library across the road.

Staff requested the Councillor’s feedback on this matter, and if supported, would gather options and costing for the installation of a bike stand.

Discussion was held and it was believed that the current design detracts from amenity of the main street.

RESOLVED

THAT the request that a bike stand is installed outside Ronnie’s Cafe be approved, and

THAT the cost of the bike stand is contributed 50% from Ronnie’s Cafe and 50% from the Paeroa Ward Community Facilities and Recreational Development Fund, and

THAT the Parks and Reserves Manager reports back to the Ward Committee on design options of bike racks for consideration.

PAWC16/56 Thorp/Milner CARRIED Mowing Request – Appendix E (1576024)

An elderly lady with health issues has written to Council requesting that the road reserve berm fronting her property on Corbett Street can be mowed by Council until the end of the year as she is in ill health and in the process of selling the house. The resident has provided Council with a letter from her doctor.

The cost of this mowing would be approximately $60.00 if it is mowed on the once per month frequency. RESOLVED

THAT the request from the Corbett Street resident for temporary mowing of a road reserve berm is declined and that the resident is advised of the decision and the reasoning for it.

PAWC16/57 Milner/Thorp CARRIED

Paeroa Swimming Pool

Staff is pricing the installation of new concrete where the portable tiered seating is located and are currently in the process of consulting with the swim club and schools in regards to the 2016/17 swim season start.

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Tarariki Stream Trees Removal

A new lock has been placed on the gate at the entrance to Tarariki Stream Reserve to prevent unauthorised access. There are only three keys to this lock. One is in the secure cabinet in Community Services; one is with Construction & Maintenance Business Unit staff and one is with the bee-keeper who has hives located at the reserve. A sign has been made (warning that vegetation is protected and not to be removed from the area) and will be attached to the gate. Suitable native trees are to be purchased and planted, including one Totara tree which will grow into a large specimen tree.

Hutchinson’s Reserve

The Parks and Reserves Manager has visited the site a number of times with members of Council, Lions, and fencing contractors to gain an understanding of what the requirements of the reserve are, and to plan a development strategy. Presently, staff are waiting on fencing quotes. Initial development would include: stock-proof roadside fencing; post and rail entrance that allows for 20 metres of safe stopping area in front of the gate; and an “easy to maintain” parking and picnic area in the vicinity of the entrance.

Further development could include additional fencing on the northern boundary; weed control for the entire open area; development of access for vehicles to the top site (including management of water flows); walkways, and activities areas.

The fencing will need to be undertaken in consultation with the Roading Engineer’s input as the fence comes right up to the road boundary.

Donation of Seven (7) Ginkgo trees

Seven Ginkgo trees have been donated to Hauraki District Council for planting in suitable locations along the Hauraki Rail Trail. Three of the Ginkgo (Maidenhair Tree) trees have been earmarked for planting in Railway Reserve. Many Asian countries, especially China, place great value on the Ginkgo tree.

Wharf Street/Mackay Street - Streetscape Design

The Group Manager – Engineering Services updated the members on the reduction in the current car parking bays in Mackay Street as part of the streetscape redesign project.

Members of the church have raised their concern with the Mayor regarding the reduction in car parks.

WARD MEMBERS MONTHLY UPDATE ON COMMUNITY MEETINGS ATTENDED AND COMMUNITY MATTERS OF SIGNIFICANCE

Cr Thorp – attended the Paeroa Promotions Trust meeting – a number of new members have joined the Trust. The Trust’s office is moving location.

The meeting closed at 2.00pm.

CONFIRMED

J M Bubb Chairperson

13 September 2016

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HAURAKI DISTRICT COUNCIL WAIHI WARD COMMITTEE MINUTES OF A MEETING OF THE WAIHI WARD COMMITTEE HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON TUESDAY 16 AUGUST 2016 COMMENCING AT 2.30 PM

PRESENT Crs M P McLean (Chairperson), P H Keall, A A Tubman and His Worship the Mayor J P Tregidga

APOLOGIES

RESOLVED

THAT the apology of Cr H T Shepherd be received and sustained.

WWC16/57 Tubman/Keall CARRIED

LATE ITEMS

Pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the Chairperson called for late items to be accepted.

RESOLVED

THAT pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the following late items be accepted for discussion.

- Request for Financial Assistance - Waihi Community Resource Centre

The item was not on the agenda because the item was unavailable at the time of the agenda deadline.

Discussion on the item could not be delayed because the application required the consideration of the Ward Committee prior to the next meeting.

WWC16/58 Keall/Tubman CARRIED

DECLARATIONS OF INTERESTS

There were no declarations.

CONFIRMATION OF MINUTES

MEETING HELD ON TUESDAY 12 JULY 2016 (1560337)

RESOLVED

THAT the minutes of the meeting of the Waihi Ward Committee held on Tuesday 12 July 2016 are confirmed and are a true and correct record.

WWC16/59 Tubman/Keall CARRIED 1

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MATTERS ARISING FROM THE MINUTES

Community Meeting – Methamphetamine

Cr McLean advised that Go Waihi has proposed that they jointly work with the Waihi Lions Club in organising a community meeting on the issue of methamphetamine.

COMMUNITY SERVICES

COMMUNITY SERVICES MONTHLY REPORT – JULY 2016 (1570448)

The Community Services monthly report on activities for the month of July 2016 was presented for the Committee’s consideration.

RESOLVED

THAT the Community Services monthly report for 2016 be received, and

WWC16/60 McLean/Tubman CARRIED

COMMUNITY DEVELOPMENT

Requests for Financial Assistance

Golden Steps Trust [1562099-Appendix A]

A copy of a letter from the Golden Steps Trust Committee was available thanking the Ward Committee for their support of financial assistance towards their youth initiative..

New Zealander of the Year 2017 [1560987-Appendix B]

The Community Development Manager advised that nominations are now open for the 2017 New Zealander of the Year Awards. Full details on how to nominate and the six award categories were attached. Nominations close Friday 30 September 2016.

The organisers also encourage Council to consider the New Zealander of the Year Awards as an extension of our own Civic Awards and, in so doing, raise the national awareness of the great people within our community.

GO Waihi Inc – Annual Funding Accountability Report [1565077 – Appendix C]

For the information of the members attached was the Go Waihi Inc’s accountability report for the year to 30 June 2016.

RESOLVED

THAT the Go Waihi Inc. Annual Funding Accountability Report for the year to 30 June 2016 be received.

WWC16/61 Tubman/Keall CARRIED

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Ward Funded Projects

The Parks and Reserves Manager updated on the Waihi Ward Recreation Projects carried forward from 2015-16.

Capital Projects

The Parks and Reserves Manager updated on the Waihi Ward Facilities and Recreation capital projects for 2015-16 and 2016-17.

GENERAL

Waihi Community Pool

Staff is looking at pricing options for the installation of a new shade sail at the pool. Once the weather improves the painting of the pool will commence.

Staff are currently in the process of consulting with the swim club and schools in regards to the 2016/17 swim season start.

Waihi Main Street Cleaning/Broken Pavement Tiles and Gardens

Issues in relation to the cleanliness of the main street, broken tiles and the gardens have been raised with Council by members of the Waihi main street retail community.

It appears that the frequency of street cleaning needs to be reviewed. Staff is currently checking to see if the cleaning schedule meets the requirements of what is specified in the Service Level Agreement. In addition, shaded and sheltered areas may require more frequent attention as they have a tendency to become dirtier and more slippery than other areas.

Some of the gardens in the main street of Waihi require an overhaul. There is a very high level of maintenance required to keep these gardens looking at their best, and winter is certainly a time of year when the day-lilies don’t look at their best.

Replanting these gardens has been in the ‘discussion and design phase’ since June, with the idea of maintaining the “gold” theme, but utilising new plant species that look good all-year- round. The daylilies will be transplanted to another location. Also, some areas of the median strip gardens are too small for plants to survive in, with no room for adequate soil depth. Staff are considering installing coloured concrete into these locations instead.

Waikino Swing Bridge Car Park

The Group Manager – Engineering Services updated the members on the status of the Waikino Swing bridge car park project.

Notice board – Victoria Park

In the development of the notice board for Victoria Park, Councillor McLean advised he has left the final decisions for the placement of street maps and advertisements in the hands of Go Waihi.

LATE ITEMS OF BUSINESS

REQUEST FOR FINANCIAL ASSISTANCE - WAIHI COMMUNITY RESOURCE CENTRE

A letter was tabled from the Manager of the Waihi Community Resource Centre. The centre seeks consideration of financial support towards their rates (including water rates) and financial

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assistance towards the purchase of a stove and microwave for use in the centre in which they run courses and offer a community lunch on Friday’s and which is available as a seminar/meeting room each day and at weekends. A quote for the cost of the appliances was provided.

RESOLVED

THAT the correspondence from the Waihi Community – Resource Centre be received, and

THAT the Waihi Ward refers the request for financial assistance from the Waihi Community Resource Centre to Council, and

THAT the Community Development Officer prepares a report for submission to Council outlining the request from the Waihi Community Resource Centre.

WWC16/62 Tubman/Keall CARRIED

WARD MEMBERS MONTHLY UPDATE ON COMMUNITY MEETINGS ATTENDED AND COMMUNITY MATTERS OF SIGNIFICANCE

Cr Tubman - attended the meeting at the Whiritoa Emergency Management Centre. Issues were raised by the community that rubbish is being strewn around the streets due to seabirds and dogs getting into rubbish bags left out by owners of holiday properties.

The current Whiritoa librarian is retiring.

Cr Keall – attended the Age Concern and Age Wise meeting in Thames, WACMA meeting and attended the Citizens Advice Bureau meeting and had discussions regarding their eligibility for rates relief.

Cr McLean – attended the Waihi Community Forum, undertook site visit to Ngati Koi Domain with Ngati Koi Co Governance Committee to review public access to the area as part of the co- governance role, Whiritoa Emergency Management Committee Meeting and Civil Defence exercise- Whiritoa.

The meeting closed at 3.50pm.

CONFIRMED

M P McLean Chairperson

13 September 2016

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HAURAKI DISTRICT COUNCIL

DISTRICT LICENSING COMMITTEE

MINUTES OF A MEETING OF THE DISTRICT LICENSING COMMITTEE HELD IN THE COUNCIL CHAMBERS ON WEDNESDAY 25 MAY 2016 COMMENCING AT 12.30PM

PRESENT Cr Paul Milner (Chairperson), Cr G R Leonard Mrs Mary Carmine

IN ATTENDANCE Mrs E Watts (Hauraki District Council - Licence Inspector)

APPLICATION UNDER SECTION 136 OF THE SALE AND SUPPLY OF ALCOHOL ACT 2012

TEMPORARY AUTHORITY – GBJ GROUP LIMITED (1541866)

Mrs Watts presented the application.

An application has been received from GBJ Group Limited c/o of Harkness Henry, Private Bag 3077, Hamilton for a Temporary Authority for the premises situated at 129-131 Normanby Road, Paeroa.

The application for the temporary authority was filed with the Hauraki District Licensing Committee on the 16th May 2016. It is the first such application made by this applicant.

The Police have reported within the required timeframe, and have no opposition to the granting of the temporary authority.

The temporary authority will allow the applicant to carry on the sale and supply of alcohol under the existing licence number 12/ON/10/2014. The conditions of the temporary authority should be the same as those of the underlying licence. The applicant is a party to a conditional sale and purchase agreement for the business. One of the conditions of the agreement is that the applicant must obtain a temporary authority.

The applicant has named Emma Elizabeth Whitton as the Premises Manager. There are seven current certified manager’s listed with the premises.

The applicant is yet to make application for a full off licence.

Mrs Watts advised she had no objection to the granting of the temporary authority.

RESOLVED

THAT the report be received, and

THAT pursuant to Section 136 of the Sale and Supply of Alcohol Act 2012, the Temporary Authority be granted to GBJ Group Limited

DLC16/02 Leonard/Carmine CARRIED

The meeting closed at 12.42pm.

CONFIRMED

P A Milner Chairperson

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HAURAKI DISTRICT COUNCIL DISTRICT LICENSING COMMITTEE

MINUTES OF A MEETING OF THE DISTRICT LICENSING COMMITTEE HELD IN THE COUNCIL CHAMBERS ON WEDNESDAY 29 JUNE 2016 COMMENCING AT 12.25PM

PRESENT Cr Paul Milner (Chairperson), Cr G R Leonard Mrs Mary Carmine

IN ATTENDANCE Mrs E Watts (Hauraki District Council - Licence Inspector)

APPLICATION UNDER SECTION 136 OF THE SALE AND SUPPLY OF ALCOHOL ACT 2012

TEMPORARY AUTHORITY – H S CHAHAL LIMITED (1548282)

Mrs Watts presented the application.

An application has been received from Harminder Chahal for a Temporary Authority for the premises situated at 35 Kenny Street, Waihi and known as Waihi New World.

The application for the temporary authority was filed with the Hauraki District Licensing Committee on the 3rd June 2016. It is the first such application made by this applicant. The Police have reported within the required timeframe, and have no opposition to the granting of the temporary authority.

The temporary authority will allow the applicant to carry on the sale and supply of alcohol under the existing licence number 12/OFF/4/2015. The conditions of the temporary authority should be the same as those of the underlying licence. The applicant is a party to a conditional sale and purchase agreement for the business. One of the conditions of the agreement is that the applicant must obtain a temporary authority.

The applicant has not named an acting General Manager, however under the existing management, there are seven current certified managers listed with the premises and it is understood that the majority of these will continue to be employed by the applicant during the period of the takeover until issue of the new licence.

The applicant is yet to make application for a full off licence.

RESOLVED

THAT the report be received, and

THAT pursuant to Section 136 of the Sale and Supply of Alcohol Act 2012, the Temporary Authority is granted to Harminder Chahal, trading as New World Waihi Limited.

DLC16/03 Leonard/Carmine CARRIED

The meeting closed at 12.42pm.

CONFIRMED

P A Milner Chairperson

1 FRED_n1578472_v1_District_Licensing_Committee_Minutes_-_29_June_2016 Council Agenda - 31 August 2016 Page 39

Decision Report

To: Mayor and Councillors

From: Roading Manager

Date: Wednesday, 24 August 2016

File reference: Document: 1581319

Meeting date: Wednesday, 31 August 2016 Thames-Coromandel and Hauraki Districts Annual Subject: Resurfacing Contract - 2016/17 Contract C16/64 (CON-48-464)

RECOMMENDATION

THAT the report be received, and

THAT the tender of HEB Construction Ltd for $2,097,384.69 be accepted, and

THAT the scope of work defined in the Hauraki District Council portion of the Contract works is carried out at a tendered cost of $700,268.20, and

That a contingency amount of $25,000 be approved to cover cost fluctuations during the contract period.

Purpose

This report summarises the outcome of the tender process, describes the tender evaluation and makes a recommendation for the award of the 2016/17 resurfacing contract. This contract is for chip sealing and thin asphaltic surfacing on the Hauraki and Thames-Coromandel District Council’s road networks.

Background

Thames-Coromandel and Hauraki Districts have continued the agreement to tender their annual resurfacing work as a combined contract. This approach has been taken to provide economies of scale and a more attractive one tender package.

Contract No. C16/64 (CON-48-464) was uploaded into the online tendering system “Tenderlink”. Tenders closed at 4.00pm on Tuesday 16th of August 2016 at the Thames-Coromandel District Council. Three conforming tenders were received, from:

Fulton Hogan Ltd HEB Construction Ltd Higgins Contractors Ltd

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Council Agenda - 31 August 2016 Page 40

Attributes were evaluated in accordance with the RFT and the Price Quality Method Simple (PQM Simple) as per Council’s Procurement Manual. Tenders were evaluated by a tender evaluation team (TET), comprising of:

Steve Bremner TCDC Ross Bayer Opus – Team Leader TCDC NMC – TET Chairman EJ Wentzel HDC – Project Manager

CONTRACT DATA

Contract No: C16/64 (CON-48-464) Contract Name: Thames-Coromandel and Hauraki Districts Annual Resurfacing 2016/17 Total Contract Estimate: $2,059,935 Number of Tenders Received: 3 Tenders Ranged in Price from: $2,097,384.69 to $2,372,149.28

Recommended Tenderer: HEB Construction Ltd Submitted Tender Price: $2,097,384.69 102% of estimate

Error in non -Price Attributes: No Errors in Schedule of Prices: No Tender Tags: No Total Value of Tags: N/A Adjusted Value of Tender: N/A Alternative Tender Submitted: No

Recommended Engineer to the Contract: Alex Mackenzie – Opus Consultants Hamilton

Issues and options

Price Quality Method matrix analysis was completed on Tenderer’s non-price attributes, to determine the Tenderers’ relative Supplier Quality Premiums (SQPs). The SQP represents an amount the Principal would theoretically be willing to pay, for the added value provided by the superior tender, based on the Non-Price Attributes (NPAs)

Following approval from Bruce Hinson, TCDC’s Service Delivery Manager, the tenderers’ price envelopes were opened. The Provisional Sums and SQP values were then subtracted from the tender prices. The analysis identified the tender of HEB as the most advantageous. HEB is therefore the preferred tenderer under the tender evaluation criteria.

HEB is a large ISO 9001 certified contractor, has the necessary resources for a contract such as this including, own bitumen blending, emulsion and asphalt plants. HEB has undertaken numerous similar projects in the region and in this district. HEB therefore has the necessary skills, experience and resources to successfully complete the contract.

Budget Implications / Decision Making Process

The tendered prices detailed above are the combined prices for the Hauraki and Thames- Coromandel District Council contract works. The price tendered by HEB for Hauraki District Council’s component of this project is $700,268.20.

Cost fluctuations will be applied to the tendered rates for work completed as part of this resurfacing Contract. Due to the bitumen price volatility it is likely that the final contract price may vary from the tendered price by a relatively small amount. A contingency amount of $25,000 is proposed to cover this cost.

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Council Agenda - 31 August 2016 Page 41

Council’s current budget is $609,000 for resurfacing work in the 2016/17 year. The scope of work has been determined by Council’s detailed inspection of the lengths of road which were put forward as candidates for resealing. The budget deficit of $91,000 will be funded by the management of the existing subsidised renewal budgets

Awarding the Contract:

In addition to the contract documents, a Joint Principals Agreement (between HDC and TCDC) has been signed allowing either Principal to withdraw from this combined contract during the tendering period for any reason. If this occurs, the contract will need to be re-tendered.

The Joint Principals Agreement, between HDC and TCDC, requires the award of Contract No. C16/64 (CON-48-464) to be approved by both principals. The recommendations below provide for the necessary approvals.

Conclusion

It is recommended:

1. That the tender of HEB for $2,097,384.69 be accepted, subject to acceptance also by Thames Coromandel District Council.

2. That the scope of work defined in the Hauraki District Council portion of the Contract works is carried out at a tendered cost of $700,268.20.

3. That a contingency amount of $25,000 be approved to cover cost fluctuations during the contract period.

Gene Thomsen Roading Manager

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Council Agenda - 31 August 2016 Page 42

Decision Report

To: Mayor and Councillors

From: Group Manager Planning and Environmental Services

Date: Friday, 12 August 2016 Doc: 1570947 File reference: Appendix A – 1576099 Appendix B - 1580483 Meeting date: Wednesday, 31 August 2016

Planning and Environmental Services Monthly Report – Subject: July 2016

Recommendation:

THAT the report be received; and

THAT the Hauraki District Council as the Road Controlling Authority give approval to the proposed Slevin Underground Mine.

Summary

This month has seen Building Consent numbers continue to increase. Rate rebate interviews are about to begin. The Resource Legislation Amendment Bill 2015 proposes to remove Council’s ability to charge financial contributions. Dog registration begins for the 2016/17 year. The 2015/16 Annual Report and the Triennial Satisfaction Survey questionnaire are being finalised in preparation to present to Council. The Resource Consent application for the Slevin Underground Waihi Mine has been lodged with Council and there is a proposed Waihi Mining Licence variation to be considered.

CUSTOMER SERVICES TEAM

On the last financial year the customer services staff were under pressure with the increased workload resulting from current economic confidence. Increases in Building and Planning activity inevitably impact the Customer Service team.

45022 telephone calls were answered and an equal number of counter enquiries managed, 1157 Rate Rebate applications processed, 104 Interments organised at Council cemeteries, 83 plot purchases processed and 27 Memorial permits issued. The call volume increased by some 7.5% compared to the previous year. The CSA team manage enquiries across all areas of Council activity.

In July the team answered 3411 calls. This was 2% lower than the same period last year. The Service level was 80.94% and the abandonment rate 5.38% and we were only just able to meet our targets. It has been difficult for the team as we have had reduced staff numbers due to sickness leave since April and this had resulted in roster adjustments particularly in Waihi.

1 Council Agenda - 31 August 2016 Page 43

The Customer Service Manager is working on a project to streamline cemetery processes and also developing the Customer Relationship Management system.

As soon as the Rates are formally struck in the system we will commence Rate Rebate interviews – we hope to have 90% of known eligible resident applications completed by the end of the First instalment period, This is particularly important for our low income earners paying weekly, as it can have a real impact on their weekly budget.

The CSA monthly meeting was a training night covering off Health and Safety requirements under the new Act.

DEVELOPMENT

31 July 2016

Consents Issued 2015/16 2016/17 Year to date

Building Consents 30 43 143%

Subdivisions 5 4 80% Land Use 8 3 38% Designations - - -% Objections 1 - -% Certificates of Compliance - - -% Variations 2 1 50% Outline Plans 1 - -% Right of Ways - - -% Extension of Time - - -% 17 8 47%

LIMs 51 42 82%

For the start of the financial year the above figures table indicates development figures for Building Consents continue to increase from this time last year.

REGULATORY SERVICES TEAM

PLANNING IMPLEMENTATION

Processing

For the last month all resource consent applications were processed within the statutory timeframe of 20 working days.

Financial Contributions and the Resource Legislation Amendment Bill

Further to a report to Council in March 2016 on the Resource Legislation Amendment Bill 2015 where submissions have now closed and we now are awaiting the Select Committee report back to Parliament expected in September.

Council Agenda - 31 August 2016 Page 44

One aspect we wish to draw to Council’s attention is that the Bill proposes to simplify charging regimes for new developments by removing Council’s ability to charge financial contributions. This does not apply to Development Contributions. Financial contributions can be imposed, as a condition of consent on a subdivision or development, so that the costs of mitigating the off-site effects associated with these developments; do not fall inequitably on the entire community. The Bill as introduced is intending to repeal the financial contribution provisions, five years after Royal Assent and requires financial contribution provisions to removed from Council plans (without a Schedule 1 process) within this timeframe.

In LGNZ submission on the Bill it stated that “the proposal to remove financial contributions from the RMA is underpinned by the assumption there is duplication with development contributions (under the LGA02) and that the new development contributions regime under the LGA02 is sufficient for the purpose. That is not correct. Financial contributions and development contributions serve different purposes. The removal of financial contributions will impact low/no growth areas particularly.

Consequently, after consultation with its members, LGNZ does not support the proposal to remove financial contributions.”

BUILDING TEAM

Processing

Council granted 43 Building Consent applications with 22 new dwellings in the month of July and all except two were processed within the statutory timeframe.

GENERAL

Dog Control

At the time of writing this report the 2016/17 dog registration period we have 91% of known dogs registered.

Over this month Animal Control Officers undertook property visits as a follow up to returned unopened registration notices and undertook education classes and property visits in response to Responsible Dog Owner Licensing (ROL) applications.

Local Alcohol Policy

The Hauraki District Council Provisional Local Alcohol Policy was adopted on 1 July 2016 when it was approved by the Alcohol and Regulatory Licensing Authority. All elements of the Local Alcohol Policy 2016, but excluding those elements relating to maximum trading hours, will come into force on Monday, 8 August 2016. All elements relating to maximum trading hours in the Local Alcohol Policy 2016 will come into force on Monday, 7 November 2016.

STRATEGIC PLANNING

Communications

With the appointment of the Communications Officer it is now appropriate that a summary report is presented to Council each month on matters that have arisen during the month and matters that are being considered for the following period.

Council Agenda - 31 August 2016 Page 45

The communications officer (CO) is settling in well. The main area of focus has been on reviewing external communication channels including the Hauraki Herald HDC News page and Waihi Ward Reflections page in the Waihi Leader. A report on these will go to the Executive Leadership Team for review before being added to the September Council meeting agenda.

Council’s communication strategy and policies are also being reviewed along with corporate branding, external correspondence, service request processes, and internal communication. The timetable to progress these has been agreed and these matters will be addressed over the next few months. The CO is also now managing Council’s Facebook page and is in the process of writing a strategy to build the reach and effectiveness of this social media interface.

The CO has, over the last six weeks, spent time meeting with local media representatives and Communications staff from surrounding councils to build and foster mutually beneficial relationships and networks. The CO also attended an emergency communications conference in Auckland which was useful both from the learning and networking perspectives.

In terms of business as usual, the CO is now providing all content for Council newspaper pages, answering information requests from media, and writing regular media releases as appropriate. These media releases are proving to be a successful tool for getting council information into a variety of online, radio, and print media channels, both locally and nationally. The CO has also worked with other staff to create an election communications plan. The first phase of the plan, aimed at encouraging people to stand for Council, was a success based on the measures identified in the plan i.e. a larger, more diverse group of people standing for council than in the previous year. The second phase of the plan, aimed at encouraging people to vote, will be implemented this week.

Other communications plans being developed and/or implemented include: K2K, Operation Drop Dead Fred (internal) which relates to the replacement of Councils electronic document management system, changes to online banking system, and the SUPA mining application. The CO is also working with staff on creating project boards and display posters for the new library and Mackay Street projects.

The CO also provided communications advice to staff and councillors following the Torehape Road West slip and helped keep residents informed throughout the recovery process, which is still ongoing. A recent incident with the potential to affect Council’s reputation involving roosters at Waihi had a positive outcome following a pro-active media release.

Waikato Regional Council (WRC) – Submission to draft WRC 2016/17 Annual Plan

The Council submitted to the WRC draft 2016/17 Annual Plan and advice has now been received from the WRC on the decisions made on Council’s submission points. A copy of the decision letter is attached as Appendix A to this report.

Local Government Act 2002 - Amendment Bill

The Council’s submission on the Local Government Act 2002 Amendment Act 2016 Bill (the Better Local Services Bill) has now been lodged. Mayor John Tregidga intends to speak to the submission. Staff will advise the Council of the outcomes in due course.

2015/16 Annual Report

The Strategic Planning team has continued to do their part of the 2015/16 Annual Report, including the collation of the end of year non financial performance target results. These results are presented in a separate report to this meeting. Audit New Zealand will be on site for 2-3 weeks from late September to finalise the Annual Report audit, including the audit of these performance measures.

Council Agenda - 31 August 2016 Page 46

The Annual Report document, excluding financial information, is scheduled to be presented to the current Council at its September meeting. The newly elected Council will be asked to adopt the final 2015/16 Annual Report at its first meeting of 26 October.

2016 Triennial Satisfaction Survey

The survey period for the triennial satisfaction survey has now closed. Versus Research is undertaking the analysis of the results and these can be expected to be with staff for initial review in early September. The results will then be included in the 2015/16 Annual Report document and reported to the newly elected Council at its retreat at the end of October.

The survey approach has been a little different this year, and social media was used as an additional platform to gain responses. Instagram and Facebook were used with the advertisement of winning an iPad mini used as an incentive. The effectiveness of social media marketing will be assessed and reported to the Council with the results of the survey.

2017/18 Annual Plan

Staff are preparing for the 2017/18 annual planning process. It is anticipated that any changes to the current plan for 2017/18 year will worked through with the Council after the election.

The Waikato Plan

A report on the minutes of the Waikato Plan Joint Committee meeting held on 20 June 2016 is on this agenda for the consideration of the Council. Mrs Cindy Kent, a member of the Waikato Plan project team was going to present the Draft Waikato Plan to the Council prior to the local government elections. The Draft Waikato Plan timeframes have now changed and the Draft Plan will be presented to the Council early next year.

Economic Development Strategy Review

Members of the strategic planning team are assisting economic development staff with the review of the Council’s Economic Development Strategy. The draft Economic Development Strategy 2016- 2020 were work-shopped with the Council after the Operations Committee meeting on 17 August 2016. The Strategy will be on the September Council agenda for adoption.

2018-28 Long Term Planning

As the Council will be aware, staff have commenced the 2018-28 long term planning process. Current work involves looking at what has changed in the environment within which we operate that might affect what the Council delivers and the financial implications. This work is underway now to provide recommendations to the newly elected council on: • potential issues that the new Council may wish to prioritise • factors affecting our ability to deliver our services and provide for changes in demand, and • significant infrastructure issues and decisions expected.

Current Relevant National/Regional Consultations Open for Submissions

• National Library of New Zealand: Positioning for the future

Other relevant national initiatives underway

• An Omnibus Bill (Local Government Regulatory Systems)

The Department of Internal Affairs has released a cabinet paper seeking approval for a proposed Local Government Regulatory Systems Bill. The Bill contains amendments on a range of unrelated topics that are primarily technical and minor in nature, for example, requiring public notices to be published on the Council’s website, providing a mandate for councils that

Council Agenda - 31 August 2016 Page 47

wish to facilitate participation in elections, standardising the definition of a ‘working day’. The Bill is anticipated to be introduced at the end of the year.

Mining Matters

Martha pit operations – Failure on the North Wall

The cracks on the upper northwest and upper northeast of the failure are being monitored by Oceana Gold. OceanaGold has commissioned design work for the possible remediation of the wall failure but at the time of writing this report the work was still being progressed. There continue to be small failures of weakened rock on the scarps resulting from the main failure

The next step for Council in relation to the wall failure is the cover any risks the wall failure may pose for Council. The requirements in the licence and consent are that the pit walls are stable and safe and left in a stable, self sustaining and rehabilitated state once all rehabilitation and closure works are completed.

The Councils (HDC & WRC) currently jointly hold sureties totaling $33,345,000 for the rehabilitation and closure bond. These bonds are currently in place until October 2018 and to cover the cost of all rehabilitation and closure works should the Company exit the site in the following June. When the bond sum is reviewed later in the year it is expected that • The bond sum will be increased by the estimated costs for the remediation of the North wall failure. • At the same time the bond sum will be reduced as a result of the works completed during 2015/16, particularly relating to the tailings storage facilities.

In the interim OceanaGold has developed a concept plan for remediation that has been sent to its experts for scheduling and costing and it is expected that this will be received by the Councils in early – mid September. These schedules and costings will be reviewed by staff and Council’s geotechnical advisor. Negotiations will then take place to settle the bond quantum.

Once a full design of the remediation works has been completed the same process as described above will be completed which should ensure a more accurate figure for the bond quantum.

Martha Mining Licence – New Zealand Petroleum and Minerals

Staff will be attending the Annual meeting in Wellington on September 7 called by New Zealand Petroleum and Minerals discuss issues associated with the Martha Pit Mining Licence 32 2388. Staff from the WRC and Worksafe will also be in attendance.

All matters relating to the Mining Licence are open for discussion and it is expected there will be further discussions on the wall failure. The meeting provides an opportunity for all parties to be fully briefed on licence and health and safety matters.

Martha Mining Licence – Proposed Variations to Licence

When the Martha Mine Mining Licence expires in July 2017 the provisions of the Licence will become permitted activities and standards in the Operative District Plan. When the Extended Martha Mine Area (EMMA) consent expires in 2019 its conditions will also become permitted activities and standards in the Operative District Plan and there will be the same need for a Variations process..

Oceana Gold has submitted a draft of several Variations it is seeking to the Mining Licence before it expires. Council has also taken the opportunity to review the conditions of the Licence to identify any matters it would seek to be addressed by way of Variation before the expiry of the licence to ensure that when the licence expires the conditions are appropriate to be permitted in the District Plan. In particular we wish to ensure the standards in the reviewed licence are consistent with the

Council Agenda - 31 August 2016 Page 48

Plan. A cost sharing agreement will be negotiated with OceanaGold that will reflect the benefits to both parties arising from the proposed variations

The combined variation proposals are now with the Company for consideration

Variations to the Mining Licence are not undertaken through the Resource Management Act but are undertaken under the provisions of the expired Mining Act 1971, the legislation in force when the Licence was granted. A summary for the process for variations to the licence is: • Variations are submitted to the Councils and the Minister • The Councils and the Minister may add additional variations • All variations are considered by the Councils and the Minister • A report is prepared on the variation requests and recommendations are made on which variations to proceed with, which variations are recommended with changes and which variations are recommended to be rejected. • The report is placed before a hearings panel for consideration and decision. • The decisions are advertised for public objection. • Any objections received are heard by the Environment Court • The decisions of the Environment Court are then incorporated into the Mining Licence.

A number of the variations sought will be corrections in grammar, syntax and minor changes. These matters can be agreed to without any formal hearing under Section 103D (3) of the Mining Act 1971. The process for this is that a list of these minor changes is compiled and presented to the licence holder and the District Land Registrar.

When agreement has been reached on the Variations to be proposed this will be reported to Council.

Transfer of the Waihi Gold Company Limited to Oceana Gold (New Zealand) Limited.

This is the subject of a separate report on the agenda.

Proposed Slevin Underground Mine – Application for Resource Consent

A resource consent application seeking a new underground mine was received from OceanaGold on 18 August 2016. The application is to allow for the mining of the extensions to the Daybreak and Empire veining systems as they extend past the current Correnso boundaries. There are also some smaller veins that may also extend into the proposed mining area. The proposed new mine can be viewed as an extension to the south west of the current Correnso mine. No further consents are required from the Waikato Regional Council and there is no additional need for any surface infrastructure.

The area of the proposed mine is attached as Appendix B.

The Company has requested that the application be considered on a non-notified basis as it has a limited time in which this work can occur. For stability reasons the Correnso consent requires that all stopes are backfilled as mining proceeds. This means that once the stoping in the Correnso mine is past the veins that are proposed to be mined in the new mine the backfilling required will essentially preclude mining the three veining systems. It has also requested non-notification on the basis that previous experience confirms that the effects (ground settlement and vibration) arising from the proposed mine can be controlled by consent conditions and managed to be less than minor.

The additional mining, if granted, will extend mining in the underground systems by six – nine months and current underground mining should be completed by the end of 2018.

Oceana Gold is seeking that the application be considered on a non-notified basis and generally that the Correnso conditions be incorporated into the consent if granted. For stability reasons the Correnso consent requires that all stopes are backfilled as mining proceeds. This means that once

Council Agenda - 31 August 2016 Page 49

the stoping in the Correnso mine is past the veins the backfilling required will essentially preclude mining the three veining systems in the proposed Slevin Underground mine. This is expected to occur late in 2016 and if the proposed mine consent has not been granted by that time the veining systems to be mined will no longer be accessible.

The process to be followed from here is that the application: • is entered into the system and acknowledged • sent to Council’s planner and technical experts for review as to completeness and to assess any further information requirements • the application can be rejected if it is not complete • further information can be requested if needed for the proper consideration of the application (the applicant has 15 working days to provide this or decide not to provide this) • once the further information is received the planner prepares a report on the recommended status of the report with a recommendation that it is either non-notified, limited notified or publicly notified • the notification report is then considered by the Commissioner (previously appointed by Council) who decides on the status of the application. If he decides the status is limited or publicly notified a different process is followed from this point. If he decides on non- notification the application proceeds as below • the Commissioner decides if he wishes to have the assistance of a technical Commissioner. If he does that person is identified and appointed (Council has delegated the authority for this appointment) • in the meantime the technical experts review the detail of the application and the proposed conditions in their fields of expertise and prepare reports for inclusion into the planners report • the planner prepares the application report after considering the application, the proposed conditions and the technical expert reports. He makes recommendations at this point. • The planners report along with any relevant material is considered by the Commissioner • The Commissioner may seek further information or require the preparation of additional reports • The Commissioner decides if he can make the decision “off the papers” or if he requires a hearing with the Council experts present and if he requires any Company attendance at a hearing • The Commissioner decides through the process chosen. If the recommendation is to approve the application (with changes as he may decide) the recommendation includes the conditions he has approved. • The decision is sent to the applicant • The applicant can appeal to the Environment Court.

I have detailed the process as it is important given that we only have 20 working days from the lodgment of the application to the final decision being made. With this particular application there are complex issues and it is not possible to proceed through all the steps above in that limited timeframe.

The Resource Management Act allows for the Council to double the timeframes after taking several matters detailed in the Act into account. However, even with the doubling of timeframes, completing all the steps above is not practicable. The particular difficulty is the availability of the Commissioner who has various commitments over that timeframes can be extended further with the agreement of the Company. We wrote to the Company seeking its agreement to the extension of the times to 21 October 2016 and this agreement has been received.

I will give a verbal update on progress at the meeting.

Council Agenda - 31 August 2016 Page 50

Proposed Slevin Underground Mine – Road Controlling Authority

The proposed Slevin Underground Mine will be below a number of Council roads as can be seen on the Map attached as Appendix B. The Council is the road controlling authority for these roads. It is unclear whether Council could be an affected party under the Resource Management Act; however Council gave its approval (as did the New Zealand Transport Authority as the State Highways Road Controlling Authority) to the Correnso mine.

All of the roads above the proposed mining area are closed other than a part of Slevin Street and a part of Roycroft Street. The Correnso mine, which has been operating since December 2013, has had no effects on the Council roads above that mine (or the State Highways above the mine). The Slevin underground mine will be deeper than the upper levels of the Correnso mine and there will be no surface affects on the roads from the proposed mine.

There are property damage conditions proposed as part of the application which iin the unlikely event of any damage occurring, will address any need for remediation. There is no reason the Council would not approve the mine as the Road Controlling Authority and it is recommended that approval is given.

OceanaGold – Six Monthly Complaints Report January to June 2016

There were no matters to follow up as a result of this report. Each complaint and concern received by OceanaGold is recorded in detail a database and all follow up actions are also recorded. The report is available on Council’s website but the names and street addresses are removed to protect the privacy of complainants.

Complaint Martha Pit Correnso Correnso Type Previous 6 Months Noise 5 - 1 Noise from - 32 42 Blasting Vibration 3 66 73 Dust 1 - 1 Felt and Heard 1 70 120 Property - 9 9 AEP - - 4 Total 10 177 250

Work recommenced in the Martha Pit in January to construct the North wall access ramp. This work ceased in March as a result of the movements that became apparent on the north East wall.

The number of complaints for the Correnso mine reduced significantly from the previous 6 months.

OceanaGold also records concerns that people have who do not wish the matter to be recorded as a complaint. For the period there were 4 concerns recorded being: • Dust 1 • Vibration 2 Correnso • Noise 1 Surface Drilling

Peter Thom Group Manager: Planning and Environmental Services

Council Agenda - 31 August 2016 Page 51

MONITORING REPORT

Publication of the Annual Report The last Annual Report for 2014/15 was adopted on 28 That the Annual October 2015. Report is completed, audited and adopted by Council by 31st October, each year.

Special Consultative Procedure This has been undertaken as required with all Council Plans; That all issues subject Policies and Bylaws. to a special consultative procedure meet the requirements of the Local Government Act, 2002.

Resource Consents & LIMs

Target Progress towards success

All notified resource consents 1 July 2016 to 31 July 2016 applications are decided and issued Notified Consents to the end of July 2017 within statutory timeframes. 99% of all notified In time 0 Out of time 0 resource consent applications are decided and issued within 70 working days.

All non-notified 1 July 2016 – 31 July 2016

resource consent applications are Total 8 In time 8 100% Out of 0-% decided and issued time

within statutory Land Use 3 In Time 3 100% Out of time 0 -% timeframes. Subdivision 4 In Time 4 100% Out of time 0 - % All non-notified consent decisions, not Other requiring a hearing, Misc/Desig 0 In Time 0 100% Out of time 0 - % are issued within 20 Variations 1 In Time 1 100% Out of time 0 -% Objections 0 In Time 0 100% Out of time 0 - % working days. Ext. of time 0 In Time 0 100% Out of time 0 -%

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Issue building YTD YTD consents within Jul-15 2015/16 Jul-16 2016/17 statutory No. of Consents 30 30 43 43 timeframes. % in time 100% 86%

100% of all New Houses building consents Paeroa 0 2 are issued within Waihi 4 1 statutory Plains 2 13 timeframes - 20 TOTAL 6 16 working days

Number of BC Processed

No. of BC'sof No. 20

Month 2015/16 '2016/17

2015/16 Average Processing Time of BC's

20.00 18.00 16.00 14.00 12.00 10.00 8.00

Number of Days of Number 6.00 4.00 2.00 0.00 123456789101112 2016/17 2015/16 Month

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Council Agenda - 31 August 2016 Page 53

All LIMs are YTD YTD issued within Jun-15 2014/15 Jun-16 2015/16 statutory No. of timeframes LIMs 51 51 42 42 % in time 100% All LIMS are LIMs by Ward issued within 10 Paeroa 12 10 working days Waihi 26 23

Plains 13 9

TOTAL 51 42

# LIMS %in time Avg # LIMS %in time % Avg 2015/16 2015/16 Processing 2016/17 2016/17 Overtime Processing July 51 100% 6.5 42 100% 0% 7 August 77 100% 6 September 52 100% 6.8 October 65 100% 5.5 November 68 100% 5.9 December 44 100% 5.2 January 40 100% 6.5 February 74 100% 4.8 March 70 100% 6 April 61 100% 5.9 May 61 100% 7.1 June 63 100% 6.4 TOTAL 663 100% 6.00

LIMS Processed

90 80 70 60 50 40 No.of LIMS 30 20 10 0

Month

2015/16 2016/17

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Figure 1 – SUPA Boundary and Land Tenure

Decision Report

To: Mayor and Councillors

From: Strategic Planning Projects Manager

Date: Wednesday, 24 August 2016 Document: 1578960 File reference: Appendix A: Letter and Supporting Information Appendix B: Letter from Brookfields solicitors Meeting date: Wednesday, 31 August 2016 Change of Tenements/Consents – Waihi Gold Company Subject: Ltd and OceanaGold (Waihi) Ltd to OceanaGold (New Zealand) Ltd

Recommendation:

THAT the report be received, and

THAT the Hauraki District Council approves the transfer of Mining Licence 32 2388 from the Waihi Gold Company Limited to OceanaGold (New Zealand) Limited; and

THAT delegated authority be given to any two of the Mayor, Chief Executive or Councillor to sign the Deeds of Agreement to change the name of the consent holder from Waihi Gold Company Limited to OceanaGold (New Zealand) Limited in the bonds jointly held by the Hauraki District Council and Waikato Regional Council as follows: • THE HONGKONG AND SHANGHAI BANKING CORPORATION LIMITED incorporated in Hong Kong SAR, acting through its New Zealand branch, Co. No. 367593 - $10,400,000 • THE HONGKONG AND SHANGHAI BANKING CORPORATION LIMITED incorporated in Hong Kong SAR, acting through its New Zealand branch, Co. No. 367593 - $8,345,000 • BNP PARIBAS (ABN 23 000 000 117) of Level 6, 60 Castlereagh Street, Sydney NSW 2000 - $24,800,000.

Purpose

To provide the Council with the information required to enable it to consider and decide on the transfer of Tenements and consents held by Waihi Gold Company Ltd (WGCL) and OceanaGold (Waihi) Ltd (OGWL) to OceanaGold (New Zealand) Ltd (OGNZL) and to seek delegated authority to sign the Deeds of Agreement to transfer the three bonds held from WGCL to OGNZL.

The matter or suggested decision does not involve a new activity, service, programme, project, expenditure or other deliverable.

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Council Agenda - 31 August 2016 Page 60

Background

An application and associated documents have been received from OceanaGold Corporation (OGC) seeking a transfer of the Extended Martha Mineral Area (EMMA) consent from WGCL and OGWL to OGNZL (as required by condition 3.1 b)) and seeking approval to three Deeds of Agreement that will authorise the change the name of the consent holder from WGCL to OGNZL in the Bonds held jointly by the Hauraki District Council and the Waikato Regional Council.

Tenements (Licence and Consent)

When Newmont Waihi Gold sold WGCL to OceanaGold Holdings (Waihi) Limited, WGCL continued to operate and to hold the Mining Licence (ML 32 2388) and the (EMMA) consent (Number 97/98 – 105) along with OGWL.

The OceanaGold Corporation (OGC) has now determined that it wishes to consolidate all of its New Zealand operations within Oceana Gold (New Zealand) Limited (OGNZL). As a consequence of this decision the OGC will need approvals to transfer the Mining Licence and the EMMA consent to OGNZL and to change the name of the consent holder in the Bonds

OceanaGold Corporation is seeking to finalise the transfers on 30 September 2016.

Issues and options

EMMA Consent

The EMMA consent has the following condition 3.1. b):

This consent shall be specific to the Waihi Gold Company (as defined in section 3.0) unless the agreement of the Council is obtained to alter the name of the consent holder.

As this is the first time I have been involved with the transfer of consent with significant bonding requirements I sought legal advice on those matters the Council should give consideration to when a transfer of the consent holder was requested.

The legal advice given was that we seek the following information to enable the Council to assess Oceana's suitability as a transferee and make its decision under condition 3.1(b): • Evidence of Oceana's solvency; • Evidence of environmental performance/compliance in the jurisdictions in which it undertakes mining and/or is registered on the stock exchange; • Evidence of current insurance cover as required by condition 3.31.27; and • Documentation or disclosure to the relevant stock exchanges of its commitment to/intentions for its Waihi assets.

This information has been provided by Oceana Gold Holdings (New Zealand) Limited.

Attached as Appendix A is the following information for consideration: • Covering letter from AndersonLloyd (Solicitors for OceanaGold (New Zealand) Limited • Further information in support of requests • 3 draft Deeds of Agreement to change the consent holder’s name in the 3 Bonds held by the Council • Current OceanaGold structure • Full Financial Report for Oceana Gold Holdings (New Zealand) Limited – 31 December 2015 • Certificates of Insurance.

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At the Council meeting a copy of additional information scheduled below will be available for Councillors: • OceanaGold Sustainability report 2016 • PowerPoint presentation to OceanaGold Annual General meeting 2016 • OceanaGold Technical Report for Waihi Gold Mine November 2015 • OceanaGold Media Release – February 2016

Mining Licence

The Mining Licence was granted under the now repealed Mining Act 1971. When the Crown Minerals Act 1991 came into force it contained transitional provisions that stated existing privileges (in this case the Mining Licence) would continue to be subject to the Mining Act provisions although the responsibility for Resource Management Act matters would transfer to the appropriate District and Regional Councils.

The transfer of the Mining Licence is approved by the Minister of Energy. New Zealand Petroleum and Minerals (NZPM), which forms part of the Ministry for Business, Innovation and Employment portfolio, has advised they will seek the views of both the Hauraki District and Waikato Regional Councils on the proposed transfer.

The Council has no reason to oppose the transfer and I am recommending that the Council agrees to the transfer of the Mining Licence from WGCL to OGNZL.

Other Consents and Exploration and Prospecting Permits

OceanaGold also holds a number of other consents granted by the Hauraki District Council. These are scheduled in OceanaGold’s covering letter in Appendix A. These transferred automatically to OceanaGold when it purchased WGCL as allowed for in the Resource Management Act 1991 as the consents contain no conditions relating to the consents being specified for a particular Company.

OceanaGold also holds a number of exploration and prospecting permits issued under the Crown Minerals Act 1991. The Council has no role in issuing or administering these permits and the transfer of these between Companies is dealt with by NZPM.

Bonds

The Council currently holds three Bonds jointly with the Waikato Regional Council as follows:

The first Bond is for the capitalisation of the Martha Trust. The Trust will come into being when all rehabilitation works over all the mining sites in Waihi have been completed and the Councils agree that the requirements of the Rehabilitation and Closure Plan have been met. These works are expected to take between 10 – 13 years to complete after the Martha Pit is closed.

The current Bond expires in October 2018. However the Bonds are reviewed each year and increased or decreased depending on the schedule of works and amendments made to this.

The Surety (Bond) is provided by the HongKong and Shanghai Banking Corporation Limited incorporated in Hong Kong SAR, acting through its New Zealand branch, co. no. 367593 - and the current Bond amount is $10,400,000.

The two remaining Bonds are for the rehabilitation and closure works that the Councils would need to undertake in the event that the OceanaGold exited the site in June 2017.

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The first surety is provided by the HongKong and Shanghai Banking Corporation Limited incorporated in Hong Kong SAR, acting through its New Zealand branch, Co. No. 367593 - $8,345,000

The second surety is provided by BNP Paribas (ABN 23 000 000 117) of Level 6, 60 Castlereagh Street, Sydney NSW 2000 - $24,800,000. The total of the Rehabilitation and Closure Bonds is $33,145,000.

As part of the consolidation of WGCL and OGWL to OGNZL the bond documents each require an alteration to change the name of the consent holder from Waihi Gold Company Limited to Oceana Gold (New Zealand) Limited. This is undertaken by a Deed of Amendment and drafts of the three Deeds of Amendment are included in Appendix A.

The Council’s solicitor has advised that he has checked the Deeds of Amendment and has approved their form. There are no changes to the quanta or the obligations the Bonds impose.

As with the documents the Council signed when OceanaGold purchased the Waihi Gold Company, the Deeds of Amendment need to be signed by all parties on the same day (at this stage 30 September 2016) and a resolution giving delegated authority to sign the documents is recommended.

Financial Accounts

The full financial statements for OceanaGold Holdings (New Zealand) Limited have been provided and are included in Appendix A. These financial statements along with the financial statements of associated OceanaGold companies have been reviewed by the Group Manager Corporate Services and the Finance Manager for Brookfield’s.

The Group Manager Corporate Services advises that:

I have reviewed the 31 December 2015 audited financial statements of Oceana Gold Holdings (New Zealand) Limited. Based on this review the company is solvent and is a going concern.

There is nothing in the Financial Statements that would prevent a recommendation to the Council to permit the transfer of the Martha Extended Mining Area Consent (#97/98-105), and the bonds currently held by the Council, from Waihi Gold Company Limited to Oceana Gold (New Zealand) Limited.

The Finance Manager for Brookfields advised that in reviewing the financial statements there was no reason why the Council could not agree to the transfer (of the consent and bonds).

Legal Advice

The legal advice received from Brookfields is attached as Appendix B. The summary of the advice is “There is nothing in the documentation which causes us any concern and we see no reason why the Council should not provide its agreement to the change of name of the EMMA consent holder. Regardless of OG(NZ)L’s financial performance, Council’s and the ratepayers interests will continue to be protected under the bonds by the signing of the deeds of agreement”.

Martha Trust

In preparing this report I reviewed the current Martha Trust Deed. In my opinion we will also need to change the name of settler in the Deed from WGCL to OG(NZ)L. I have referred this matter to our solicitor to check the legal requirements for this. If a change is needed I have instructed him to liaise with the OG(NZ)L legal team to prepare the necessary documentation. This will result in a

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further report to Council on the transfer and seeking delegated authority to sign the legal documentation.

Significance and Engagement Assessment

This decision does not trigger the Significance and Engagement Policy Assessment Tool and therefore is not considered significant under the Significance and Engagement Policy 2014.

The level of engagement considered appropriate for this matter, at this point in time, is to inform (i.e. one-way communication disseminating information).

Budget Implications

There are no budget implications arising from this report. All costs associated with this work, including my time, will be met by OG(NZ)L

Recommendation

Council should make its decision on the recommendations being the most cost effective, and good quality option for the Hauraki District (s10 of the Local Government Act 2002).

Mark Buttimore Strategic Planning Projects Manager

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Appendix A

Documentation provided by Oceana Gold Holdings New Zealand

• Covering letter from AndersonLloyd • Further information in support of requests • 3 drafts Deeds of Agreements to change the consent holders name in the 3 Bonds held by Council • Current OceanaGold structure • Full Financial Report – 31 December 2015 • Certificates of Insurance.

Also provided and available at the Council Meeting if requested

• OceanaGold Sustainability report 2016-08-18 • Powerpoint presentation to OceanaGold Annual General meeting 2016 • OceanaGold Technical Report for Waihi Gold Mine November 2015 • OceanaGold Media Release – February 2016

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Appendix B

Letter from Brookfields

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Decision Report

To: Mayor and Councillors

From: Group Manager Planning and Environmental Services

Date: Tuesday, 23 August 2016

File reference: Document: 1581223

Meeting date: Wednesday, 31 August 2016

Subject: Judicial Committee – Post Election

Recommendation:

THAT the report be received, and

Purpose

The purpose of this report is to ensure ability to address Judicial Committee matters during the election period when the current Judicial Committee ceases on 8 October 2016.

Background

Every Local Government Election year this issue is considered by Council before the elections to ensure continuity of Council’s Judicial Committee functions over the election period.

Issues and options

The Council elections are scheduled for 8th October, 2016 with the first Council meeting scheduled for the end of October after the election.

The present membership of the Judicial Committee ceases on 8th October, 2016 with the new Judicial Committee likely to be appointed in late October, 2016 at the earliest.

In the intervening period there could be a situation where a decision of the Hearings Committee is required to progress a matter in the area of regulatory responsibilities delegated to the Judicial Committee.

Hearings Committee Commissioners Council Agenda - 31 August 2016 Page 148

To ensure that such matters can be progressed there is provision in section 34A of the Resource Management Act 1991 (RMA) to appoint Commissioners and the clause 32(5) of Schedule 7 of the Local Government Act 2002 (LGA) which allow the powers of the Judicial Committee for resource management and regulatory matters to be delegated by the Council for this period.

Conclusion

To enable the ability of regulatory matters to be heard by Council during the period when the current Judicial Committee ceases in October until a new Committee is appointed it is recommended that Council appoints the current Judicial Committee members as Commissioners under section 34A of the RMA and schedule 7 of the LGA for the other Committee regulatory matters.

Peter Thom Group Manager: Planning and Environmental Services

Council Agenda - 31 August 2016 Page 149

Decision Report

To: Mayor and Councillors

From: Group Manager Planning and Environmental Services

Date: Tuesday, 16 August 2016 Document: 1578738 Appendix A: 1578738 File reference: Appendix B: 1578748

Meeting date: Wednesday, 31 August 2016

Subject: Hauraki Gulf Forum Governance Review Update

Recommendation:

THAT the report be received, and

Purpose

The purpose of this agenda item is to report back to constituent councils the conversations that are being had at the Hauraki Gulf Forum. The report provides Council with an update on the work that the Hauraki Gulf Forum has been undertaking in regard to more effective governance.

Background

The Hauraki Gulf Forum (the Forum) is a statutory Forum established by the Hauraki Gulf Marine Park Act 2000 (HGMP Act).

Issues and options

The author of the attached report in Appendix A on the update of the Forum is from the Waikato Regional Council. The Appendix A report is an update on the governance review recommendations that was recently received by the Hauraki Gulf Forum. As the recommendations from the 2016 Governance Review have only been subject to initial discussion at the Forum no firm direction has been set.

Council Agenda - 31 August 2016 Page 150

The Appendix A report should be read in conjunction with another report that the Forum commissioned in June 2015 and is attached as Appendix B on the effectiveness and efficiency of the Forum (the Bradly Report) which contained the governance review recommendations.

This same report will also be going to all our neighbouring Councils.

Conclusion

Appendix A and B on the Forum’s Governance Review update is for Councillors information, with A recommendation that any decision be left up to the next incoming Council.

Peter Thom Group Manager: Planning and Environmental Services

Council Agenda - 31 August 2016 Page 151

Appendix A

Report to Council - August 2016

File No: 22 03 36

Date: 03 August 2016

To: Chief Executive Officer

From: Director Science and Strategy

Subject: Hauraki Gulf Forum Governance Review update

Section: A (Committee has delegated authority to make decision)

Purpose To provide Council with an update on the work that the Hauraki Gulf Forum has been undertaking in regard to more effective governance.

Recommendations:

1. That the report “Hauraki Gulf Forum Governance Review update” report (Doc # 8875095 dated 03 August 2016) be received. 2. That the report lie on the table and that the incoming Council be asked to form a view on the Governance recommendations for the Hauraki Gulf Forum.

Background The Hauraki Gulf Forum (the Forum) is a statutory Forum established by the Hauraki Gulf Marine Park Act 2000 (HGMP Act).

The Forum is deemed to be a Joint Committee of the constituent local authorities in accordance with the Local Government Act 2002. The purpose of the Forum is:

a) To integrate the management and, where appropriate, to promote the conversation and management in a sustainable manner, of the natural, historic and physical resources of the Hauraki Gulf, its islands and catchments, for the benefit and enjoyment of the people and communities of the Gulf and New Zealand b) To facilitate communication, co-operation and co-ordination on matters relating to the statutory functions of the constituent parties in relation to the Hauraki Gulf, its islands and catchments and the Forum c) To recognise the historic, traditional, cultural and spiritual relationship of tangata whenua with the Hauraki Gulf, its islands and where appropriate, its catchments.

Membership is determined in accordance with Section 15 of the HGMP Act and is constituted by: • 1 representative appointed each by the Minister of Conservation, the Minister of Fisheries and the Minister of Maori Affairs • 7 representatives appointed by the Auckland Council

Council Agenda - 31 August 2016 Page 152

• 1 representative appointed by each of the following local authorities - Hauraki District Council, Matamata-Piako District Council, Thames-Coromandel District Council, Waikato District Council, Waikato Regional Council • 6 representatives of the tangata whenua of the Hauraki Gulf and its islands appointed by the Minister, after consultation with the tangata whenua and the Minister of Maori Affairs.

In June 2015 the Forum commissioned a report on the effectiveness and efficiency of the Forum (the Bradly Report). The Bradly Report highlighted a number of opportunities, one of which was to explore a better governance model for the Forum. In June 2016 the Forum received a further report, ‘Hauraki Gulf Forum Governance review and recommendations’ (the Beverley, Payne, Maloney Report) which was discussed at the Forum’s meeting on 20 June. The June 2016 report independently assessed the existing function and form of the Forum and made a number of recommendations for the Forum’s consideration.

The June 2016 Report used a number of guiding principles to inform the review, these included: • Respecting, and accommodating, existing and future Treaty settlements • Requiring the current approach to the governance of the Forum needing to reflect contemporary best practice • The future governance model of the Forum should be based on ‘influence’ rather than ‘representation’ • The Forum should employ the concept of Rangatira to Rangatira, and should be made up of influential leaders with the Crown playing a greater role • Governance of the Forum needs to be simplified and focussed on the purpose of the Forum

Hauraki Gulf Forum Governance review and recommendations, June 2016 The recommendations included actions that sought to optimise short term and long term functioning of the Forum, and that also signalled where legislative change may be needed. The recommendations of the June 2016 report are as follows:

(a) That particular attention is paid to Treaty settlements and the current Treaty settlement processes, and the Sea Change Tai Timu Tai Pari process, alongside this governance review process (b) That the governance model for the Forum is changed to a co-governance approach, comprising equal numbers of mana whenua and other members (c) That mana whenua appoint their members directly through a process designed and approved by mana whenua (d) That the size of the Forum is reduced to 16 members (e) That the Forum membership is made up as follows: • 8 members appointed by mana whenua • 5 members appointed by the Minister of Conservation (for example political, business, community or NGO leaders rather than Crown representatives) • 3 members appointed by local authorities (1 form each of the Auckland Council, Waikato Regional Council and the territorial authorities collectively) – these may or may not be elected members (f) That the term of appointments be 3 years with the ability to reappoint up to a maximum number of terms to be agreed, with a staggering of terms to ensure that there is some continuity of knowledge across terms (g) That in addition to the other changes recommended in this report, the Forum undertakes a process to promote a clear understanding of and focus on the governance task of the Forum, including the relevant purpose, objective and function provisions of the Hauraki Gulf Marin Park Act 2000 (h) That any reform of the governance arrangements for the Forum should include provision for the Forum to have more statutory authority and a stronger and more direct role in terms of statutory decision making over the Hauraki Gulf (i) That, as an interim step, the Forum creates a smaller ‘core group’ of 12 members to drive more focussed and strategic governance for the Forum,, and at the same time advances a case for legislative amendment to the Hauraki Gulf Marine Park Act 2000 (j) That the Chief Executives of the local authorities and relevant ministries/departments work together to implement these recommendation immediately following the 2016 triennial local authority elections

Council Agenda - 31 August 2016 Page 153

At the 20 June meeting of the Forum the above recommendations were discussed. While there was much discussion the Forum did not arrive at an agreed position or way forward. At a subsequent meeting of the local authority Chief Executives it was agreed that a paper be placed before Councils updating them on the recommendations before the Forum, and that the matter is discussed further with constituent Councils post the October 2016 elections. This would then enable the 2016-2019 Councils to determine their positions and then feed these into Forum discussions.

In order to assist Council discussions, the authors of the June 2016 report (Paul Beverley, Mark Maloney or Vaughan Payne) are happy to present the rationale and key findings of the report.

Conclusion The purpose of this agenda item is to report back to constituent councils the conversations that are being had at the Hauraki Gulf Forum. As the recommendations from the 2016 Governance Review have only been subject to initial discussion at the Forum no firm direction has been set.

Assessment of significance To the best of the writer’s knowledge, this decision is not significantly inconsistent with nor is anticipated to have consequences that will be significantly inconsistent with any policy adopted by this local authority or any plan required by the Local Government Act 2002 or any other enactment.

Tracey May Director Science and Strategy

Attachment: 1. Hauraki Gulf Forum – Governance review and recommendations, June 2016

Council Agenda - 31 August 2016 Page 154

Hauraki Gulf Forum Governance review and recommendations.

JUNE 2016

Council Agenda - 31 August 2016 Page 155

Foreword

The Hauraki Gulf is recognised in the Hauraki Gulf Marine Park Act 2000 as a place of national significance.

There is a real need for an independent entity to advance the interests of the Hauraki Gulf, and if configured and supported appropriately, the Hauraki Gulf Forum is ideal for that role. Like the Hauraki Gulf, the Hauraki Gulf Forum is unique and presents an opportunity to provide independent, influential and effective leadership.

The current governance model for the Hauraki Gulf Forum is not effective, and consequently, the opportunity for that independent, influential and effective leadership is not being realised.

This report builds on the earlier Bradly report and provides recommendations to address the governance issues with the Hauraki Gulf Forum.

Recommendations

Our recommendations are as follows:

(a) that particular attention is paid to Treaty settlements and the current Treaty settlement processes, and the Sea Change Tai Timu Tai Pari process, alongside this governance review process;

(b) that the governance model for the Forum is changed to a co-governance approach, comprising equal numbers of mana whenua and other members;

(d) that the size of the Forum is reduced to 16 members;

(e) that that the Forum membership is made up as follows:

 8 members appointed by mana whenua;

 5 members appointed by the Minister of Conservation (for example political, business, community or NGO leaders rather than Crown representatives); and

 3 members appointed by local authorities (1 from each of the Auckland Council, Waikato Regional Council and the territorial authorities collectively) – these may or may not be elected members;

(f) that the term of appointments be 3 years with the ability to reappoint up to a maximum number of terms to be agreed, with a staggering of terms to ensure that there is some continuity of knowledge across terms;

(g) that in addition to the other changes recommended in this report, the Forum undertakes a process to promote a clear understanding of and focus on the governance task of the Forum, including the relevant purpose, objective and function provisions of the Hauraki Gulf Marine Park Act 2000;

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(h) that any reform of the governance arrangements for the Forum should include provision for the Forum to have more statutory authority and a stronger and more direct role in terms of statutory decision- making over the Hauraki Gulf;

(i) that, as an interim step, the Forum creates a smaller 'core group' of 12 members to drive more focused and strategic governance for the Forum, and at the same time advances a case for legislative amendment to the Hauraki Gulf Marine Park Act 2000; and

(j) that the chief executives of the local authorities and relevant ministries/departments work together to implement these recommendations immediately following the 2016 triennial local authority elections.

Paul Beverley (Partner, Buddle Findlay Lawyers)

Vaughan Payne (Chief Executive, Waikato Regional Council)

Mark Maloney (Head of Internal Audit, Auckland Council)

24 June 2016

HAURAKI GULF FORUM - GOVERNANCE REVIEW - JUNE 2016 | 3 Council Agenda - 31 August 2016 Page 157

Introduction and context

Introduction

The Hauraki Gulf is recognised through the Hauraki Gulf Marine Park Act 2000 as being a place of 'national significance'.

Section 7 of that Act states:

"7 Recognition of national significance of Hauraki Gulf

(1) The interrelationship between the Hauraki Gulf, its islands, and catchments and the ability of that interrelationship to sustain the life-supporting capacity of the environment of the Hauraki Gulf and its islands are matters of national significance.

(2) The life-supporting capacity of the environment of the Gulf and its islands includes the capacity—

(a) to provide for—

(i) the historic, traditional, cultural, and spiritual relationship of the tangata whenua of the Gulf with the Gulf and its islands; and

(ii) the social, economic, recreational, and cultural well-being of people and communities:

(b) to use the resources of the Gulf by the people and communities of the Gulf and New Zealand for economic activities and recreation:

The Hauraki Gulf Marine Park Act 2000 also provides for the establishment, purpose and functions of the Hauraki Gulf Forum ("Forum"). The purposes of the Forum are set out in section 15 of the Act as follows:

"15 Purposes of Forum

The Forum has the following purposes:

(a) to integrate the management and, where appropriate, to promote the conservation and management in a sustainable manner, of the natural, historic, and physical resources of the Hauraki Gulf, its islands, and catchments, for the benefit and enjoyment of the people and communities of the Gulf and New Zealand:

(b) to facilitate communication, co-operation, and co-ordination on matters relating to the statutory functions of the constituent parties in relation to the Hauraki Gulf, its islands, and catchments, and the Forum:

(c) to recognise the historic, traditional, cultural, and spiritual relationship of tangata whenua with the Hauraki Gulf, its islands, and, where appropriate, its catchments."

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In June 2015, Dr Nigel Bradly (Envirostrat Consulting Ltd) provided a report to the Hauraki Gulf Forum entitled "Review of the Hauraki Gulf Forum" ("the Bradly report").

That report made a number of findings and recommendations in relation to the functioning of the Forum including, in particular, in relation to governance.

This report has been commissioned by the Forum to provide recommendations on how to address the governance issues identified in the Bradly report. This report is intended to provide 'navigational' advice and recommendations to the Forum in terms of how to approach governance moving forward, and in particular what changes could be made to provide for more effective governance and better outcomes for the Hauraki Gulf.

This report does not seek to provide all of the detailed design for the new approaches that are proposed, and further detailed design work will be required in relation to any proposals that are advanced by the Forum. It is also recognised that any significant change to the governance approach will require the Hauraki Gulf Marine Park Act 2000 to be amended by Parliament. For that reason, there are recommendations made that rely on legislative change, and other interim recommendations that can be adopted in the shorter term without legislative change.

The authors have not revisited the matters set out in the Bradly Report, but have adopted and relied on those findings and recommendations.

Contextual matters

There are two very important contextual matters that must be considered along with this report.

The first is the historical Treaty of Waitangi settlement processes that have been completed or are currently underway or proposed in and around the Hauraki Gulf. While some Iwi have settled their collective/individual Treaty claims, a number of other Iwi in and around the Hauraki Gulf are still working through Treaty settlement processes. Importantly, the proposed settlements over the 'harbours' around the Hauraki Gulf are yet to commence.

Consequently, one fundamental proviso to this report is that it is not intended to impede, pre-empt or cut across any Treaty settlement or Treaty settlement processes. This report is focussed on the governance challenges for the Forum, but any response in terms of governance reform must be undertaken in a manner that is respectful and accommodating of those Treaty settlements and Treaty settlement processes. The Forum should also be alive to the opportunities that may arise out of the Treaty settlements to further enhance the governance of the Hauraki Gulf. Those opportunities are being seized in many different places in Aotearoa/New Zealand and there have been real successes in the adoption of, for example, co-governance frameworks over areas and resources.

The second contextual matter is the 'Sea Change Tai Timu Tai Pari' process that is currently underway in the Hauraki Gulf. Sea Change Tai Timu Tai Pari is a collaborative stakeholder process focused on delivering a marine spatial plan for the Hauraki Gulf towards the end of 2016. The process is governed by a co-governance entity comprising mana whenua and local authorities/the Crown (the project steering group). The stakeholder working group is developing the marine spatial plan and is comprised of mana whenua and a range of stakeholders from various communities of interest within and around the Hauraki Gulf.

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As the name suggests, the Sea Change Tai Timu Tai Pari process is focused on making a real and measurable difference to the manner in which the Hauraki Gulf is managed, used and protected. The stakeholder working group is in the final stages of the marine spatial planning process. The Forum's role in the implementation of the marine spatial plan needs to be clarified and confirmed. Once approved by the Sea Change Tai Timu Tai Pari project steering group, it appears likely that the Hauraki Gulf Forum will play a key role in driving the implementation of that plan. If so, it is imperative that any revised governance structure is able to respond to and promote the effective implementation of the marine spatial plan.

Guiding Principles

In undertaking the review we have used the following guiding principles:

(a) existing and future Treaty settlements need to be respected and accommodated in any governance reform of the Forum;

(b) the approach to governance structures for resources recognised as being of national significance has evolved significantly since 2000, including in relation to co-governance with mana whenua and national resourcing, and the current approach to the governance of Forum needs to reflect contemporary best practice;

(d) Rangatira to Rangatira: the Forum must be made up of influential leaders, and the Crown needs to play a greater role at the Forum table; and

(e) the governance of the Forum needs to be simplified and there is a need for greater focus on the purpose of the Forum.

Recommendation

We recommend that particular attention is paid to Treaty settlements and the current Treaty settlement processes, and the Sea Change Tai Timu Tai Pari process, alongside this governance review process.

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Synopsis of governance issues

The Bradly report raised a number of issues in relation to the functioning of the Forum, and identified governance as "the root cause of failure". We set out below some of the key passages from the Bradly report:

"The Hauraki Gulf Forum is failing to adequately promote the objectives of the Act, and will not do so without significant change. This does not mean that the legislation should be repealed, or that the Forum should be disestablished; we believe the legislation is appropriate and an entity that provides leadership for the Hauraki Gulf Marine Park is an essential component of the management regime."

"The root cause of failure is governance, and in particular the inability or unwillingness of members to collectively act as a ‘political peer group’ to provide the leadership envisaged by the legislation. The mismatch of willingness, understanding and expectations of members is at the heart of the failure of the Forum to promote the objectives of the Act. Many members do not understand expectations of their role and some demonstrated (through the interviews) little appreciation of the Forum’s role in promoting the objectives of the Act. Members have been unable or unwilling to consistently work together as a ‘political peer group’ to consistently promote the objectives of the Act and a review and restructure of the governance of the Forum should occur. An alternative structure should be considered including replacing with a smaller, more agile Forum membership that provides a peer group of politically aware and strong leaders committed to promoting the objectives of the Act."

…

"It is important that the detailed assessment of governance recommended in this review includes consideration of how to maintain the momentum developed through Sea Change, Tai Timu Tai Pari. This includes consideration of co-governance as a future governance model, and how best to incorporate the perspectives of NGOs, central and local government, and sector groups alongside tangata whenua in governance structures."

…

"Although the Act was ahead of its time in including tangata whenua membership on the Forum and in clearly articulating tangata whenua values through the objectives of the Act, functions of the Forum and the Marine Park it has now become somewhat outdated, especially in terms of governance."

…

"The emergence of governance structures that better reflect the Crown – Iwi partnership as well as significantly greater capacity and capability of mana whenua have been influenced by Treaty settlements. It is important that the detailed assessment of governance recommended by this Review considers how best to incorporate modern Treaty principles of co-governance."

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The Bradly report also included recommendations to address those governance issues, including the following:

"Recommendation 1. Governance should be reformed and the current structure replaced with a smaller, more agile Forum membership that provides a peer group of politically aware and strong leaders committed to promoting the objectives of the Act, and that reflects the national significance and expectations of government in creating the Marine Park and the Forum.

The Forum needs to work with statutory organisations but not necessarily be formed by them (as it currently largely is), and needs greater representation of tangata whenua to reflect the nature of the Crown – Iwi partnership. See Recommendation 4 for more detail."

…

"Recommendation 4. This Review has not examined an alternative governance model in sufficient detail to recommend a specific structure, size or make-up of a future Forum. We recommend a small group of experts external to the Forum be tasked with examining this issue in depth and report back to the September 2015 Forum meeting with clear options for future governance. These individuals should have experience and expertise in natural resource management and the unique context that the Forum operates in, Treaty matters including co-governance and co-management, and best practice governance models. This would include consideration of an alternative governance model that includes the following elements:

 a smaller size, consideration of the appropriate length of term for appointments;

 rather than the current individual agency representative model, consider appointment of a peer group of politically aware and strong individuals who are committed to promoting the objectives of the Act and thus can demonstrate the leadership that government intended, but are not ‘tied’ to any particular agency or policy position;

 structure and decision rules that reflect the Crown – Iwi partnership and that is capable of enduring through future Treaty settlements without additional need to restructure the Forum or revisit its underpinning principles;

 consideration of whether, and how co-governance might be applied to the Forum, recognising lessons from both Sea Change, Tai Timu Tai Pari and Treaty settlements as well as other examples in New Zealand (i.e. there is no single model for co-governance, and it must be fit for purpose); and

 alternative funding models to provide significantly greater resourcing for the Forum to more effectively deliver its functions and promote the objectives of the Act."

By way of summary, the governance issues identified in the Bradly report are as follows:

(f) the extent of mana whenua membership on the Forum, including how those members are appointed;

(g) the fact that the governance of areas and resources has evolved significantly since 2000, and the governance of the Forum does not reflect contemporary best practice, particularly in terms of co- governance with mana whenua;

(h) the size of the Forum;

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(i) the nature of the membership on the Forum and finding the optimal mix of members with the appropriate skills, experience and expertise; and

(j) the lack of focus on and understanding of the Forum’s purpose.

These matters are addressed in turn in this report.

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Mana whenua membership and co-governance

On this matter, the relevant comments from the Bradly Report include:

As the Bradly Report identifies, while the Hauraki Gulf Marine Park Act 2000 was ahead of its time by including mana whenua at the table, there have been significant developments in integrated resource governance in this country since that time. We agree with the Bradly Report that the current governance model is somewhat outdated and needs revisiting.

Mana whenua membership

One key governance issue for the Forum is that only 6 of 21 members are mana whenua members. That membership does not reflect contemporary best practice in terms of the governance models that are being developed for significant areas and resources such as the Hauraki Gulf.

Further, under the Act the mana whenua members are appointed by the Minister of Conservation rather than by mana whenua themselves. Again, that is an outdated approach and mana whenua should appoint their own members to an entity of this nature, as opposed to a Minister making those appointments on the recommendations of mana whenua.

Mana whenua will need to consider and advise on how mana whenua members should be appointed, given that there are 26 Iwi with interests in the Hauraki Gulf, and inevitably fewer than 26 mana whenua members will be appointed to the Forum. Mana whenua may, for example, consider as a starting point the approach adopted for the Tūpuna Maunga o Tāmaki Makaurau Authority (the co-governance authority over the tūpuna maunga/volcanic cones in Auckland) which provides that for the 6 mana whenua members appointed, 2 are appointed by each of the rōpū entities identified in that settlement.

A co-governance approach

The approach to integrated resource governance has evolved significantly since 2000, and the Forum's governance model does not reflect contemporary best practice, particularly in terms of co-governance with mana whenua.

There have been a number of significant Treaty of Waitangi settlements negotiated since 2000 that provide a more partnership-based approach through a co-governance mechanism. A key feature of these entities is that they act independently and in the best interests of the particular resource being governed.

While there are many examples, some relevant examples include:

(k) The Tūpuna Maunga o Tāmaki Makaurau Authority: This Authority was established through the Tāmaki Collective Treaty settlement negotiations (involving 13 iwi of Tāmaki Makaurau) where the ownership of the tūpuna maunga (ancestral mountains) were vested back in the Iwi of the Tāmaki

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Collective and a co-governance authority was established to govern those tūpuna maunga. The Authority is made up of 6 mana whenua members and 6 Auckland Council members.

(l) The Waikato River Authority: This Authority was established through Treaty settlement negotiations between Waikato-Tainui/other Iwi of the Waikato River and the Crown. This is a co-governance authority made up of 5 members appointed by the Waikato River Iwi and 5 members appointed by the Crown.

(m) Te Urewera Board: This Board was established through the Ngāi Tūhoe Treaty settlement and the Te Urewera Act 2014, and is responsible for the governance of Te Urewera (the former Te Urewera National Park). The Board is made up of 4 Tūhoe appointed members and 4 members appointed by the Crown.

(n) Te Oneroa a Tohe (90 Mile Beach) Board: This Board was established through the Te Hiku settlements and is made up of 4 members appointed by mana whenua and 4 members appointed by local authorities.

There could also be co-governance entities emerge through other Treaty settlement negotiations including the current Hauraki Collective settlement negotiations covering areas such as the Waihou and Piako catchments and the Coromandel Peninsula, and over Lake Taupo through the Ngāti Tuwharetoa negotiations.

There are numerous other examples of co-governance and co-management approaches to areas and resources, involving a partnership based approach between mana whenua and Crown/Council/other entities.

In our view the Forum should move to a governance model based on equal numbers of mana whenua and Crown/local authority/other members. This better reflects contemporary best practice in terms of co- governing areas and resources and "the historic, traditional, cultural, and spiritual relationship of the tangata whenua of the Gulf with the Gulf and its islands" as referred to in the purpose of the Forum.

The co-governance models established to date have been highly successful in terms of providing a strategic governance approach. The successful adoption and implementation of these co-governance models around the country has been one of the most important developments in integrated resource governance over the last decade, and in our view the Hauraki Gulf Forum would be significantly strengthened by moving to a co-governance model. There are many advantages of a partnership based co-governance approach, including for example:

(a) enhanced and better informed decision-making which results from the broader range of knowledge, values, traditions and experiences around the governance table; and

(b) the mana whenua emphasis on making decisions based on intergenerational timeframes which encourages longer-term governance thinking.

We note that any governance design must fit the specific context to which it will apply. That means that another co-governance model cannot simply be replicated, but that the model must be designed carefully and in detail to reflect the specific circumstances of the Hauraki Gulf and the Hauraki Gulf Marine Park Act 2000. There are, however, a number of successful models in operation that can be drawn upon.

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Recommendations

We recommend that the governance model for the Forum be changed to a co-governance model, comprising equal numbers of mana whenua and other members.

We also recommend that mana whenua appoint their members directly through a process designed and approved by mana whenua.

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Size of the Forum

This issue concerns the fact that there are 21 members on the Forum. The relevant comments from the Bradly Report include:

"An alternative structure should be considered including replacing with a smaller, more agile Forum membership that provides a peer group of politically aware and strong leaders committed to promoting the objectives of the Act."

In our view there are too many members on the Forum to provide for effective governance.

As we understand it, the intention was for the Forum to act as a 'political peer group' that can exert real leadership and influence over the Hauraki Gulf. However, a membership of 21 suggests an approach closer to a 'forum', which provides an opportunity for a range of people and interest groups to come together to discuss and share ideas.

If the Forum is genuinely intended to be a 'forum', then a membership of 21 might be workable. However, if the Forum is intended to be an entity that displays governance leadership and influence, then the Forum needs to be smaller.

Currently the 21 Forum members are appointed as follows:

(a) 6 mana whenua members (appointed by the Minister of Conservation);

(b) 3 Crown members (appointed by Ministers);

(d) 5 members appointed by the Waikato Regional Council, Waikato District Council, Matamata-Piako District Council, Thames-Coromandel District Council and Hauraki District Council (one member appointed by each).

There is no one rule for the optimal size of governance entities, but some points of comparison include:

(a) the Tūpuna Maunga o Tāmaki Makaurau Authority (12 members);

(b) the Waikato River Authority (10 members); and

Given that 21 members is too many, and given the significant number and range of interests in the Hauraki Gulf that need to be considered, in our view the Forum should be made up of 16 members. Ideally, and from a good governance perspective, the size of the Forum would be even smaller than that. However, given the interests in the Hauraki Gulf (including the 26 Iwi and the wide range of communities and interests), we consider that 16 members is an appropriate size. This membership size will require a real focus on good governance principles to ensure that the Forum operatives effectively. We discuss how that membership should be made up in the next section.

Recommendation

We recommend that the size of the Forum be reduced to 16 members.

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The nature of Forum membership

This issue concerns the nature and optimal mix of Forum membership.

The comments from the Bradly Report include:

"Governance should be reformed and the current structure replaced with a smaller, more agile Forum membership that provides a peer group of politically aware and strong leaders committed to promoting the objectives of the Act, and that reflects the national significance and expectations of government in creating the Marine Park and the Forum.

As noted above, there are currently 12 members appointed by 6 local authorities, 3 members appointed by the Crown and 6 mana whenua members appointed by the Minister.

We have recommended that the size of the Forum membership be reduced to 16 members, as currently there are too many members on the Forum to provide for effective governance.

The Hauraki Gulf Marine Park Act 2000 reflects a 'representative' model, where central and local government and mana whenua have 'representatives' on a 'forum'. This is likely to be a key contributor to the governance difficulties identified in the Bradly report. In the case of local authorities, those members are elected members of the local authority, and in the case of central government, the members tend to be senior level officials.

Clearly for the Forum to be effective there needs to be a strong connection with central and local government, but as the Bradly report states, the Forum does not need to be made up of representatives from those entities.

Another option is to have a smaller and more focussed Forum which is not a 'representative' entity, but rather is made up of members who are best placed to drive the achievement of the purpose of the Act and the Forum.

It is critical that the Forum is made up of influential leaders. Mana whenua have well-established processes to select their members based on tikanga. On the Crown/council side, there needs to be members who have a strong knowledge of and connection with central and local government.

The Forum particularly needs members with governance credibility and the requisite governance skills, expertise and experience. Examples could include former Members of Parliament, or business, community or NGO leaders. This approach would not only ensure members to have strong expertise in a range of strategic governance issues, but could also allow the Forum to better connect with the business, NGO and other sectors.

As one example, the new co-governance board for Te Urewera (the former Te Urewera National Park) includes equal numbers of members from Ngāi Tuhoe and from the Crown. The Crown members are not officials or 'Crown representatives' but include the Rt Honourable Jim Bolger (former Prime Minister); Dr John Wood (former New Zealand Ambassador to the United States and Treaty settlement Chief Crown Negotiator); Jo Breese (the former chief executive of World Wildlife Fund NZ) and Dave Bamford (an

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expert in recreation and tourism). These members have the skills, expertise and experience not only to drive a strategic governance approach, but to exert real political influence in the interests of Te Urewera. Importantly these members are not there to represent the Crown, but to advance the interests of Te Urewera and the achievement of the purpose of the Te Urewera Act.

We consider that the Forum should be made up of 16 members as follows:

(a) 8 members appointed by mana whenua;

(b) 5 members appointed by the Minister of Conservation (for example political, business, community or NGO leaders rather than 'Crown representatives'); and

(c) 3 members appointed by local authorities (1 from each of the Auckland Council, Waikato Regional Council and the territorial authorities collectively) – these may or may not be elected members.

In our view, this mix of membership, in combination with a clear focus on purpose, is far more likely to drive the strategic governance that the Forum needs. The Minister of Conservation should not appoint officials but should appoint members with strategic governance experience. That is in no way intended to be a criticism of the work or contribution of officials, but it is very difficult for officials to act as independent governors while remaining accountable to Ministers and agencies.

As noted above, the Forum needs to be strongly 'connected' to central and local government, mana whenua, communities, the business sector and the range of interest groups in the Hauraki Gulf. The mix of membership recommended above should enhance those connections, but 'membership' on the Forum is not a pre-requisite to strong connections with those sectors and communities. It could be, however, that one or more members of the Forum could be a leader from, for example, the fishing or farming sectors (these being important sectors for the Hauraki Gulf). It could also be that a number of formal channels are established between the Forum and these communities and sectors, such as regular workshops or working parties on particular topics.

It is also critical that central government is committed to and invested in the Forum. Central government needs to be closely involved in the work of the Forum, and the government needs to provide resourcing to allow the Forum to be effective. This is a matter that can be worked through in the detailed design process, and it could be, for example, that a senior official from each key agency has a formal seat at Forum meetings (as opposed to membership).

One other matter raised in the Bradly report is the term of the appointments:

"This would include consideration of an alternative governance model that includes the following elements:

 a smaller size, consideration of the appropriate length of term for appointments;"

We consider that a 3 year term is appropriate with the ability to reappoint members up to a maximum number of terms to be agreed. We also consider that there should be a staggering of terms to ensure that there is some continuity of knowledge across terms (i.e the whole Forum is not replaced at the end of any 3 year term).

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Recommendations

We recommend that that the Forum membership is made up of 16 members as follows:

(a) 8 members appointed by mana whenua;

(b) 5 members appointed by the Minister of Conservation (for example political, business, community or NGO leaders rather than Crown representatives); and

(c) 3 members appointed by local authorities (1 from each of the Auckland Council, Waikato Regional Council and the territorial authorities collectively) – these may or may not be elected members.

We also recommend that the term of appointments be 3 years with the ability to reappoint up to a maximum number of terms to be agreed, with a staggering of terms to ensure that there is some continuity of knowledge across terms.

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The focus of the Forum

This issue concerns the ‘focus’ of the Forum – in other words the apparent lack of understanding/willingness/expectations of members to work together to promote the purpose and objectives of the Hauraki Gulf Marine Park Act 2000.

The relevant comments from the Bradly Report include:

There is a real need for an independent entity to act in the best interests of the Gulf, and if configured and supported appropriately, the Forum is the ideal entity for that purpose.

It may well be that the recommendations set out in this report will address these 'focus' issues identified in the Bradly report. A smaller Forum based on a co-governance model and with appropriate membership is likely to bring significantly more focus to the governance of the Forum. That should allow the Forum to act as a 'political peer group' if that is the intention. Even so, irrespective of governance changes, it is critical that the Forum creates a renewed focus and impetus on achieving the purpose of the Act and the Forum.

One of the first principles of good governance is building an understanding of and commitment to the purpose of the entity concerned. In the case of the Forum, this includes an understanding of and clear focus on:

(a) the need to act collectively and independently in the best interests of the Hauraki Gulf;

(b) the purpose and objectives of the Hauraki Gulf Marine Park Act 2000;

(d) the nature and effect of the Hauraki Gulf Marine Park;

(e) the opportunities that the above matters present;

(f) role clarity for the Forum;

(g) the importance of relationships both within and beyond the Forum membership; and

(h) good governance practice.

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One of the key tasks for the Forum is to analyse in detail the key provisions of the Act, and to agree on how it will promote the purpose and objectives of the Act moving forward. A number of the statements in the Act are aspirational and high-level, and the Forum should work through how to give meaning to the principles in a practical sense. This will require not only the identification of strategic issues (as provided for in the Act) but a detailed action plan for how the Forum will seek to drive strategic outcomes for the Hauraki Gulf. The integrated management component of the Forum's purpose must also be emphasised, particularly given the fact that the Hauraki Gulf spans several administrative boundaries. This ability to promote integrated management across these boundaries is a particular strength and point of difference for the Forum.

The Sea Change Tai Timu Tai Pari marine spatial plan may provide a sound basis for identifying strategic outcomes for the Hauraki Gulf and the Forum. The role of the Forum in the implementation of Sea Change Tai Timu Tai Pari needs to be clarified as a matter of urgency.

Another critical role for the Forum is to advocate for the interests of the Hauraki Gulf. A key issue is whether the Forum's functions should be changed to provide more statutory effect or 'teeth' so that the Forum can provide influential leadership for the Hauraki Gulf. The purpose and functions of the Forum provide considerable scope for it to promote outcomes for the Hauraki Gulf. Having said that, the outputs from the Forum have no direct effect or 'teeth' in statutory processes and this may also contribute to the focus issues identified in the Bradly report. It is recognised that sections 7 and 8 of the Act, for example, do have strong statutory effect, but the Forum itself only has a promotional or recommendatory role. Section 18(3) of the Act makes it clear that the Forum currently has a constrained ability to participate in advocacy or formal decision-making processes.

18 Powers of Forum

(1) The Forum has the powers that are reasonably necessary to carry out its functions.

(2) The Forum's powers include the powers—

(a) to consider issues related to its purpose; and

(b) to receive reports from constituent parties; and

(d) to advise any person who requests the Forum's advice; and

(e) to commission or undertake those activities that are necessary to achieve its purpose.

(3) The Forum must not—

(a) appear before a court or tribunal other than as a witness if called by a party to proceedings; or

(b) take part in a decision-making process under any enactment other than to advise when requested to do so.

In addition to the governance developments since 2000, there has also been a trend to provide these types of entities with the ability to impact directly on statutory processes. For example, most co-

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governance entities are provided with the function of producing a planning document that has direct effect in statutory processes such as under the RMA.

We consider that any reform of the governance arrangements should include provision for the Forum to have more statutory authority and a stronger and more direct role in terms of statutory decision-making over the Hauraki Gulf. Again, this would align with the contemporary best practice examples that are being adopted for areas and resources. Further, consideration needs to be given to the name of the 'Forum', and whether there should be a change to another name that more accurately reflects any reformed governance model (such as an 'Authority').

To achieve the focus of providing leadership the Hauraki Gulf, which is recognised in statute as being nationally significant, appropriate Crown resourcing is required. This includes the need for administrative and technical support for the Forum.

Recommendations

We recommend that:

(a) in addition to the other changes recommended in this report, the Forum undertakes a process to promote a clear understanding of and focus on the governance task of the Forum, including the relevant purpose, objective and function provisions of the Hauraki Gulf Marine Park Act 2000; and

(b) any reform of the governance arrangements for the Forum should include provision for the Forum to have more statutory authority and a stronger and more direct role in terms of statutory decision- making over the Hauraki Gulf.

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Legislative and non-legislative reform options

A number of the recommendations in this report will require amendment to the Hauraki Gulf Marine Park Act 2000. We consider that such amendments should be progressed to deliver the governance changes that are required. That will be a matter for the Forum to take up with chief executives and Ministers.

In the meantime, the Forum could implement these recommendations by setting up a 'sub-committee' (or 'core group') of 12 members appointed as set out below. The Forum is deemed to be a joint committee of local authorities under section 22 of the Hauraki Gulf Marine Park Act 2000 and the Local Government Act 2002, and the Forum has the authority to establish a subcommittee under section 22(3) of the Hauraki Gulf Marine Park Act 2000.

This 'core group' could be established by the Forum and could be given delegations in a manner that allows the core group to be the final decision-maker for the Forum. The terms of reference could be designed so that the core group would effectively operate as the Forum.

For example:

(a) the Forum would establish the core group (or 'subcommittee');

(b) the mana whenua members of the Forum would be appointed as the 6 mana whenua members on the core group;

(c) the Minister would make 3 new appointments to the core group (for example former political, business, community or NGO leaders); and

(d) the local authorities would make 3 appointments to the core group as described earlier in this report.

This core group would then operate as an interim co-governance model and could commence the process of delivering more focused and strategic governance for the Forum.

This is clearly not a long-term solution. If the Forum wishes to adopt the recommendations in this report, then the case for legislative change needs to be advanced.

Recommendations

We recommend that, as an interim step, the Forum creates a smaller 'core group' of 12 members to drive more focused and strategic governance for the Forum, and at the same time advances a case for legislative amendment to the Hauraki Gulf Marine Park Act 2000.

We also recommend that the chief executives of the local authorities and relevant ministries/departments work together to implement these recommendations immediately following the 2016 triennial local authority elections.

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Decision Report

To: Mayor & Councillors

From: Russell Bierre – Manager Regulatory Services

Date: 21st July 2016

File reference: 1564125

Meeting date: 31 August 2016 Section 10A Report to the Department of Internal Affairs Subject: - Dog Control – 2015/2016

Recommendation:

THAT the report be received, and

Purpose

Section 10A of the 2003 amendment to the Dog Control Act 1996 requires Council to report to Central Government on its Dog Control Policy and Practices for the period 1 July 2015 to 30 June 2016. Once Council has adopted the report, public notice must be given of the report and a copy sent to the Secretary for Local Government.

Background

Council has responsibilities for dog registration and animal control and aims to promote public safety, responsible dog ownership and the welfare of dogs. It has a statutory requirement to be involved in the Animal Control activity with a particular emphasis on: • dog registration systems and implementation, • education of dog owners and the public, • development and review of animal control bylaws and policies, • public safety, • enforcement of dog control issues to minimise danger, distress or nuisance from dogs, • the provision and maintenance of pounds, • impounding of wandering dogs, and • prosecution of offenders.

The Dog Control Act 1996 is the legislation governing the control of dogs in the District. In order to enforce this Act the Council has a Dog Control Policy, as well as the Public Safety section of the Consolidated Bylaw, which in part pertains to restrictions imposed on dog owners.

The Dog Control Act 1996 provides for the impounding of dogs and the prosecution of their owners (when necessary).At present the Council contracts out its Animal Control responsibilities except for administration and billing. The current contract for Animal Control includes the control of dogs and the warden duties required to implement the Consolidated Bylaw with respect to Whiritoa Beach..

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The private company employs two (2) full time animal control officers. The contractor provides a 24 hour, 7 day a week service. Animal Control issues such as wandering dogs are notified to the Council offices and these are then dealt with by the contractor and Council staff as necessary. The Council currently operates a dog pound in Paeroa.

Levels of Service

Community Method of Levels of Service Baseline Targets 2012 - 2022 Outcome measurement Council will ensure compliance with the Dog Control legislation and consolidated bylaw to provide public safety.

Measure: Registration 100% 100% of known dogs are All known dogs in the District are records (2015/16) registered. registered annually.

Measure: Contractor’s 100% 100% of complaints responded Dog attack complaints are monthly report (2015/16) to within two hours. responded to within two hours.

Dog and stock owners are aware of their rights and responsibilities. Measure: 4 articles Education articles regarding dog HDC news per year. 4 articles published per year. and stock ownership are published database (2015/16) in public news media quarterly.

The level of service targets were fully achieved for the period.

Registration Fees

Dog registration fees cover one year from 1 July until 30 June. The following fees apply from 1 July 2016 to 30 June 2017.

Fee (incl GST) Fee If Paid After 31 July Dog Owner Classification General Dogs - Entire 82.00 $123.00 General Dogs - De-sexed * Vet Certificate required $67.00 $100.50 ROL (Responsible Owner Licence) Dog - Entire $52.00 Loss of licence ROL Dog- De-sexed * Vet Certificate required $37.00 Loss of licence Dogs in excess of three (3) $27.00 $40.50 Dangerous Dogs - Entire $123.00 $184.50 Dangerous Dogs - De-sexed * Vet Certificate required $100.50 $150.75 Replacement Tag $5.00 Consent to keep more than two dogs in urban area (Hauraki) $52.00 ROL Scheme Application Fee $32.00

Fee Dog Fees - Other Replacement Tags $5.00 Impounding *First offence $50.00 *Second Offence $80.00 *Third Offence $130.00 Sustenance Fee (per day) $12.00 Microchipping fee for dogs released from the pound $47.00 ROL Scheme Application Fee $32.00 Consent to keep more than two dogs (urban area) $52.00

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Responsible Dog Owner Licensing We encourage dog owners to become Responsible Dog Owners by registering as new Responsible Dog Owner Licensing (ROL). ROL licensing allows dog owners around a 40% reduction in registration fees, if they can show a good history of dog control and registration payment, a securely fenced section and they are able to pass a Dog Control written examination.

Relationship with the SPCA Council staff and the contractors have continued a good working relationship with the SPCA and in particular with the Thames branch which re homes abandoned dogs suitable for fostering to new owners.

Property Visits Over the last year 300 properties were inspected to locate any unregistered dogs.

Attacks Over the last year we have seen a significant decrease in the number of serious attacks on people (13) compared with the 22 last year. However, 13 is one too many. The nationwide problem of dog attacks on people needs serious attention.

Lost & Roaming Dogs Roaming dogs are a district wide issue, which can frighten, intimidate or annoy others, in addition to attacking other animals and people. There has been a marked decrease in complaints received regarding roaming dog reports, from 283 to 220, but these numbers are still of concern.

Prosecutions There were no formal prosecutions this period.

Infringements There has been a significant 30% decrease in the number of infringement notices issued this year compared to the previous year.

Barking dogs There has been a small decrease (7 %) in the number of barking dog complaints.

Education programme Council Animal Control Staff undertook educational dog safety at a local primary school.

Statistics

Number of registered dogs 4361 (4383) Number of probationary owners 15 Number of disqualified owners 9 (9) Number of dogs classified as dangerous under Section 31 11 (15) § s.31 1(a) due to owner conviction 0 (0) § s.31 1(b) due to sworn evidence 11 (15) § s.31 1(c) due to owner admittance 0 (0) Number of dogs classified as menacing under Section 33A 29 (38)

§ s.33A 1(b)(i) observed or reported behaviour 29 (38) § s.33A 1(b)(ii) characteristics associated with breed 0 (0)

Number of dogs classified as menacing under Section 33C 86 (115)

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Number of infringement notices issued – for failing to register a 166 (237) dog.

Number of dog related complaints 536 (633) § Aggressive or rushing at fence 54 (53) § Barking dogs 145 (154) § Dog bites on people 13 (22) § Dog bites on animals 41 (39) § Bylaw breach (eg: dog fouling in public) 10 (7) § Miscellaneous (eg: unregistered, or other 67 (73) general complaints) § Wandering dogs 220 (283) § Dogs worrying other animals 3(2) Number of prosecutions (Infringements) 95 (162)

( ) – are the figures for the previous year of 2014/15

Russell Bierre Manager Regulatory Services

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Decision Report

To: Mayor and Councillors From: Manager Regulatory Services

Date: 13th July 2016

File reference: 1560830

Meeting date: 31 August 2016 Annual report to the Alcohol Regulatory and Licensing Subject: Authority – Period ending 30th June 2016

Recommendation:

THAT the report be received, and

THAT the annual Hauraki District Licensing Committee report be submitted to the Alcohol Regulatory and Licensing Authority, Wellington.

Purpose

Section 199 of the Sale and Supply of Alcohol Act 2012 requires a report to be submitted prior to the 30th September 2016 from the District Licensing Committee (DLC) to the Alcohol Regulatory and Licensing Authority (ARLA) covering the period ending 30th June 2016.

Overview of DLC Workload

Membership of the Hauraki District Council District Licensing Committee has not changed with the following serving members continuing:- Councillor Paul Milner, the Chairperson, Councillor Gill Leonard, Deputy Chairperson and the three independent persons Mary Carmine, Denis Taylor and John Goodman.

The committee presided over two formal DLC contested license applications on 10th September 2015 an Off Licence renewal for Waihi New World and another Off Licence renewal for Waitakaruru Country Store on 25 February 2016. The DLC Chairperson has been kept busy reviewing and approving uncontested license applications throughout the period.

Local Alcohol Policy

The Council received three appeals to the Provisional LAP from Progressive Enterprises Ltd, Super Liquor Holdings Ltd, and Liquorland Ltd relating to the Policy’s Off Licence conditions. The New Zealand Police, Waikato Population Health and Food Stuffs Ltd joined the proceedings as interested parties.

Council has worked with ARLA and the appellants to resolve the appeals to the Policy.

The Council’s legal counsel presented the amended Provisional LAP, as agreed upon by all parties, to the Judge of the Alcohol Regulatory and Licensing Authority (ARLA) on 4 February

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2015. The Judge asked for submissions from legal Counsel on the appropriate process to approve a Provisional LAP.

In April/May 2015 the Council re-consulted with original submitters to the Draft LAP to establish if those submitters wanted to join the proceedings as interested parties. No other submitters joined the proceedings.

The Council’s legal counsel submitted the same Provisional LAP to the ARLA with a joint memorandum of all parties at the end of May 2015.

After consideration of the Provisional LAP the ARLA indicated it had concerns with the reworded density provision (clause 4.4 Further issuing of off-licences in the District). Progressive Enterprises Ltd made a legal submission on this matter to the ARLA.

The ARLA asked for a hearing of submissions on the Provisional LAP scheduled for 3 June 2016 to consider clause 4.4 Further issuing of off-licences in the District. At this hearing the ARLA indicated that the redrafted density clause was ultra vires and recommended new wording. The Judge felt that the wording of the density provision was introducing additional criteria for the licensee to meet that was not permitted by the Act.

The Provisional LAP was amended at the request of the Judge and was resubmitted to the ARLA for its final determination.

Statistical Information

The following is the number of Liquor License applications processed over the last 2015/16 financial year.

Table 1- Return to the Alcohol Regulatory and Licensing Authority (ARLA) to June 2016

On-licence, off-licence and club licence applications received:

Application Type Number Number Number Number Number received received received received received in fee in Fee in Fee in Fee in Fee Category Category Category Category Category Very Low Low Medium High Very High On-licence new - - 1 - - On-licence variation - - 1 - - ON-licence renewal - 2 9 1 - Off-licence new - - 2 - - Off-licence variation - - 1 - - Off-licence renewal 1 - 10 1 - Club licence new 1 - - - - Club licence variation - - - - - Club licence renewal 8 1 1 - - Total 10 3 25 2 0 Total fee paid to ARLA (GST incl.) $172.50 $103.50 $1293.75 $172.50 $-

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Table 2 - Annual fees for existing licences received:

Licence Type Number Number Number Number Number received in received in received in Fee received in received in fee Category Fee Category Category Fee Category Fee Category Table 3 - Very Low Low Medium High Very High Manager’s On-licence 6 15 22 1 - certificate application Off-licence - 2 21 - - s received: Club licence 21 14 - - - Total 27 31 43 1 - Total fee paid to ARLA (GST incl.) $465.75 $1069.50 $2225.25 $86.25 -

Number received

Manager’s certificate new 40 Manager’s certificate renewal 58 Total 98 Total fee paid to ARLA (GST incl.) $2,817.50

Table 4 - Special licence applications received

Class1 Class 2 Class 3 Special licence 2 11 11

Table 5 – Temporary authority applications received

Number received Temporary Authority 2

Table 6 – Permanent club charter payments received

Number received Permanent club charter payments received 0

Total to be paid to ARLA $ 8406.50

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Conclusion

Again the focus this year has been the settling in of the District Licensing Committee, lobbying associated with the provisional Local Alcohol Policy and the implementation of the requirements of the Sale and Supply of Alcohol Act 2012.

R T Bierre Manager Regulatory Services

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On, Off & Club Licences in the Hauraki District – updated 11/04/2016

Table One: Off-Licence Premises, their Physical Location & event number

Paeroa (7) Paeroa Hotel 4 Belmont Road, LQR-021.2011.00003744.001 & Paeroa LQR-021.2011.00003743.001 Paeroa Four Square 104 Normanby LQR-021.2011.00003693.001 Road, Paeroa Ohinemuri Club Normanby Road, LQR-021.1996.00000932.001 Paeroa Paeroa Liquor Belmont Road, LQR-021.2012.00003783.001 Paeroa Countdown Paeroa Belmont Road, LQR-021.1994.00000089.001 Paeroa Liquor King Paeroa Normanby Road, LQR-022.00003775.001 Paeroa Thirsty Liquor Paeroa 125 Normanby LQR-021.2011.00003754.001 Road Waihi (5) Rob Roy Hotel Seddon Street, LQR-021.1996.00000881.001 Waihi Superliquor Waihi 11 Rosemont LQR-021.1995.00000202.001 Road, Waihi

Countdown Waihi Rosemont Road, LQR-021.1996.00000707.001 Waihi New World Waihi Rosemont Road, LQR-021.2011.00003739.001 Waihi Commercial Hotel Seddon Street, LQR-021.1994.00000039.001 & Waihi LQR-021.1994.00000040.001 Ngatea (2) Ngatea Hotel Orchard West LQR-021.2010.00003677.001 Road, Ngatea Ngatea Four Square 25 Orchard West LQR-021.2011.00003752.001 Road, Ngatea Kaiaua/ Bay View Hotel 943 East Coast LQR-021.2011.00003729.001 Miranda (2) Road, Kaiaua Miranda Holiday Park 595 Front LQR-021.2003.00002107.001 Miranda Road, Miranda Waikino/ Ohinemuri Estate Moresby Street, LQR-021.1995.00000158.001 Karangahake/ Karangahake Whiritoa Waikino Tavern State Highway 2, LQR-021.1994.00000135.001 & Waikino LQR-021.1994.00000136.001 Whiritoa Beach Store 4 Fisherman’s LQR-021.2011.00003758.001 Bend, Whiritoa

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Town Premises Name Location Licence reference

Paeroa (5) One3one 131 Normanby Road, LQR-021.1996.00000716.001 Restaurant & Bar Paeroa Paeroa Hotel 4 Belmont Road, LQR-021.2011.00003743.001 Paeroa & LQR-021.2011.00003744.001 L & P Cafe 2 Seymour Street, LQR-021.2000.00001794.001 Paeroa Sawasdee Thai 130 Normanby Road, LQR-021.2013.00003828.001 Restaurant Paeroa Tues-Sun 12noon – 10pm Kumar’s Something 76 Normanby Road, LQR-021.2009.00003460.001 Special Paeroa

Waihi (7) Rob Roy Hotel Seddon Street, Waihi LQR-021.1996.00000882.001 & LQR-021.1996.00000881.001 Ti Tree Cafe 14 Haszard Street, LQR-021.2011.00003727.001 Waihi Sterling Hotel 112 Seddon Street, LQR-021.2013.00003831.001 Waihi Kava Cafe & Bar 40 Seddon Street, LQR-021.2011.00003696.001 Waihi Commercial Hotel Seddon Street, Waihi LQR-021.1994.00000040.001 & LQR-021.1994.00000039.001 Thai Lemongrass Seddon Street, Waihi LQR-021.2013.00003830.001 Restaurant Tandoori Chambers 22 Haszard Street, LQR-021.2013.00003830.001 Waihi Ngatea (1) Ngatea Hotel Orchard West Road, LQR-021.2010.00003676.001 Ngatea Waitakaruru The Corner Stone 30 SHWY 25 LQR-021.2012.00003802.001 (1) Waitakaruru Kaiaua/ Bay View Hotel 943 East Coast Road, LQR-021.2011.00003728.001 Miranda (2) Kaiaua Kaiaua Fisheries 941 East Coast Road, LQR-021.2012.00003818.001 Kaiaua Waikino (3) Ohinemuri Estate Moresby Street, LQR-021.1995.00000184.001 Karangahake Karangahake (1) Waikino Tavern State Highway 2, LQR-021.1994.00000136.001 Turua Waikino & Mangatarata LQR-021.1994.00000135.001 (1) Waikino Station 5 Queen Street, LQR-021.2007.00002872.001 Patetonga (1) Cafe Waikino Waihi (rural) (1) Falls Retreat 25a Waitawheta LQR-021.2011.00003733.001 Road, Waikino Waihi Water Lily 441 Pukekauri Road, LQR-021.2007.00003090.001 Gardens Waihi 10am – 12minight, Monday- Sunday

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Woodturners Cafe 3815 SH 2, LQR-021.2009.00003538.001 Mangatarata 8am – 4pm, Monday-Sunday Oasis Garden 6 Tramline Road, LQR-021.2010.00003671.001 Restaurant Patetonga 10am – 8pm, Monday-Sunday

Table Two: On-Licence Premises, their Physical Location and Opening Hours

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Table Three: Club Premises, their physical Location and Opening Hours Town Premises Name Location Opening Hours

Paeroa (8) Paeroa RSA 69 Belmont Road LQR-021.1995.00000217.001

Paeroa West RFC Corner Corbett and LQR-021.2011.00003717.001 King Street

Paeroa Centennial Towers Street LQR-021.1995.00000624.001 Park Board (Old Boys) Ohinemuri Club Princes Street LQR-021.1996.00000932.001 & LQR-021.1996.00000916.001 Paeroa Bowling Cnr Riverbank and Te LQR-021.994.00000082.001 Club Aroha Roads

Paeroa Golf Club 524 Rotokohu Road LQR-021.1995.0000477.001

Thames Valley 101 Morrison Road, LQR-021.1996.00000911.001 Deerstalkers Paeroa Paeroa Lawn Tennis Te Aroha, Paeroa LQR-021.1995.00000156.001 and Squash Club

Waihi (4) Waihi Memorial Seddon Street LQR-021.1996.00000660.001 RSA

Waihi Bowling Club Clarke Street LQR-021.1995.00000182.001

Waihi RFC Kenny Street LQR-021.1995.00000165.001

Waihi Golf Club 113 Woodlands Road LQR-021.1995.00000143.001

Ngatea (2) Ngatea RFC Orchard West Road LQR-021.1994.00000003.001 Plains (3) Hauraki RSA 8 Pipiroa Road LQR-021.1995.00000396.001 Memorial Club Ngatea Hauraki Golf Club SH 2, Ngatea LQR-021.1995.00000187.001

Hauraki Bowling SH 2, Ngatea LQR-021.1994.00000087.001 Club Hauraki North 701 SHWY 25 LQR-021.1994.00000002.001 Rugby Football Club Waitakaruru Whiritoa (1) Surf Lifesaving Club Kon Tiki Road, LQR-021.1994.00000124.001 Kerepehi (1) Whiritoa Kaiaua (1) Kerepehi Bowling 202 Kaikahu Road, LQR-021.1994.00000084.001 Club Kerepehi Kaiaua Rural Fire 995 East Coast Road LQR-021.2013.00003848.001 Force RD 3, Pokeno

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Report

To: Mayor and Councillors

From: Group Manager – Community Services

Date: 18 August 2016

File reference: Document: 1114640

31 August 2016 Meeting date:

Continuance of Thames Valley CDEM Committee Subject: following Triennial Election

Recommendation:

THAT the report be received, and

Purpose

Schedule 7 of the Local Government Act 2002 states that a committee is deemed to be discharged on the election or appointment of members at the next triennial election after the Committee was established unless the local authority resolves otherwise.

Staff is now seeking Council’s formal resolution that the Thames Valley Civil Defence Emergency Management (CDEM) Committee shall not be discharged on the coming into office of members of the local authority elected at the 2016 triennial election.

Background

Schedule 7 of the Local Government Act 2002 states:

‘A committee, subcommittee, or other subordinate decision-making body is, unless the local authority resolves otherwise, deemed to be discharged on the coming into office of the members of the local authority elected or appointed at, or following, the triennial general election of members next after the appointment of the committee, subcommittee, or other subordinate decision-making body.

The three Thames Valley Councils also adopted a new Constitution for the Thames Valley Civil Defence Emergency Management (CDEM) Committee in May 2013.

Clause 8 of the Constitution states:

8. CONTINUANCE OF THAMES VALLEY CDEM COMMITTEE FOLLOWING A TRIENNIAL ELECTION

8.1 In accordance with Section 12(2) of the Act, clause 30(5)of Schedule 7 of the Local Government Act 2002 must not be read as permitting any single Members acting alone to discharge or reconstitute the Thames Valley CDEM Committee.

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8.2 To prevent the Thames Valley CDEM Committee being discharged following triennial elections, each local authority Member of the Thames Valley CDEM Committee must, before the election, formally resolve that the Thames Valley CDEM Committee shall not be discharged on the coming into office of the members of the local authority elected at the triennial election

8.3 The Members acknowledge the importance of taking the action referred to in clause 8.2 on the basis that, where any local authority does not pass the required resolution prior to a triennial election (as described in 8.2), the Thames valley CDEM Committee will need to re-establish itself, to avoid and potential legal challenges claiming that the Thames Valley CDEM Committee has been discharged following a triennial election.

Issues

To avoid any potential legal challenges, the councils need to, before the 2016 local authority elections, formally resolve that the Thames Valley CDEM Committee shall not be discharged on the coming into office of the members of the local authority elected at the triennial election.

Clause 6.4 of the Constitution lists the Members of the Thames Valley CDEM Committee as:

• Matamata-Piako District Council Mayor and one elected member • Hauraki District Council Mayor and one elected member • Thames-Coromandel District Council Mayor and one elected member • Waikato Regional Council Chairperson or an elected member • NZ Fire Service Assistant Fire Region Commander or a senior • representative • NZ Police Area Commander or a senior representative • Hauraki-Coromandel Ambulance Service District Operations Manager or a senior • representative • Waikato District Health Board Manager Thames Hospital or a senior representative

Each of the Member’s representatives must be appointed or reaffirmed as soon as practicable following each triennial Local Government election (Clause 6.7)

Options

1. Confirm that the Thames Valley CDEM Committee shall not be discharged on the coming into office of members of the local authority elected at triennial election.

2. Does not formally resolve to continue the Thames Valley CDEM Committee before the 2016 local authority election.

Option 1: allows the committee to continue to operate in accordance with the Constitution and for new members to be appointed to the Committee after the 2016 elections.

Option 2: is in conflict with the Constitution and may lead to potential challenges that the committee had been discharged following the triennial election.

Budget Implications

This issue has no financial resource impact.

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Conclusion

Staff recommends that Hauraki District Council confirm that the Thames Valley CDEM Committee shall not be discharged on the coming into office of the members of the local authority elected at a triennial election.

Steve Fabish Group Manager Community Services

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Decision Report

To: Mayor and Councillors

From: Group Manager – Community Services

Date: 2 August 2016 Document: 1573992 File reference: Appendix A: 1319212v4 Meeting date: 31 August 2016 Adoption of Revised Sensitive Expenditure Policy for Subject: Elected Members 01 July 2016 – 30 June 2019

Recommendation:

THAT the report be received, and

THAT Council adopts the approved Sensitive Expenditure Policy for Hauraki District Council Elected Members as approved by the Remuneration Authority dated 12 July 2016.

Purpose

The purpose of the report is to advise Council that the Remuneration Authority, on 12 July 2016, formally approved Councils updated Sensitive Expenditure Policy showing the approved changes made that relate to the payment of allowances and reimbursements to elected members. The updated policy now requires formal adoption by Council.

Background

Previously on 25th of May this year, a report was presented to Council advising of the changes to the vehicle mileage allowance and travel time allowance.

As a result of the recommendations made in that report, Council resolved:

THAT the Sensitive Expenditure Policy for Elected Members be adjusted to reflect changes to the mileage allowance and travel time allowance, and

THAT the new mileage rates be .74 cents per kilometre for the first 5000 kilometre and the rate for travel in excess of 5000 kilometres remains at 37 cents, and

THAT the 30 kilometre threshold will now apply only to visits to the Council office and for other travel by members, no threshold distance will apply, and

THAT the travel time allowance be set at $37.50 per hour, and

THAT the amended Sensitive Expenditure Policy for Elected Members be sent to the Remuneration Authority by the 10th June 2016.

C16/149 Gordon/Shepherd CARRIED

These changes (as per resolution) were then sent to the Remuneration Authority and gazetted in the Local Government Elected Members determination on 30 June 2016.

Page 1 Council Agenda - 31 August 2016 Page 190

Following this, a copy of the updated Policy inclusive of the changes was sent to the Remuneration Authority for its formal approval. The approved policy now reflects these new guidelines and requires adoption. A copy of the approved revised policy is attached as Appendix A.

Steve Fabish Group Manager – Community Services

Page 2 Council Agenda - 31 August 2016 Page 191

jkj

SENSITIVE EXPENDITURE POLICY FOR ELECTED MEMBERS

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OBJECTIVE

Hauraki District Council will be mindful of its responsibilities in having good controls in place and ensuring its elected members make good judgement in terms of sensitive expenditure.

PURPOSE

• Clear guidelines are provided for elected members who are responsible for spending public money so that such spending withstands public scrutiny. • Decisions to commit to, and make payments for goods and services are subject to proper authorisation and controls.

DEFINITIONS

“Elected Member” means all elected members of the Hauraki District Council including the Mayor and members of Council.

“Sensitive Expenditure” is any expenditure by the Council that provides, has the potential to provide, or has the perceived potential to provide a private benefit to an individual that is additional to the business benefit to the Council of the expenditure. It also includes expenditure by the Council that could be considered unusual given the Council’s purposes and/or functions.

PROCEDURES

The most fundamental fact applicable to all expenditure by the Council is that the money used is public funds. It is not the property of elected members or employees of Council to do with as they please. Consequently, expenditure should:

• Be consistent with the standards of probity and financial prudence that are expected of a public entity; and • Be able to withstand elected members’ and public scrutiny.

The above standards apply the principles to ensure that expenditure decisions:

• Have a justifiable business purpose; • Preserve impartiality; • Are made with integrity; • Are moderate and conservative, having regard to the circumstances; • Are made transparently; and • Are appropriate in all respects.

Approval

Approval of sensitive expenditure must be:

1. Given only when the person approving the expenditure is satisfied that a justified business purpose and other principles have been adequately met; 2. Given before the expenditure is incurred wherever practical; 3. Made only when budgetary provisions and delegated authority exist; and

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4. Given by the person senior to the person who will benefit or who might be perceived to benefit from the sensitive expenditure wherever possible (the “one-up” principle). 5. All expenditure claimed by elected members must be in accordance with the Remuneration Authority approved expenses rules current at the time the expenditure is incurred.

Approval of expenditure claims for elected members must be approved as detailed below:

Expenditure by Councillors: Approved by His worship the Mayor

Expenditure by His Worship the Mayor: Approved by the Deputy Mayor and one of the Ward Chairs

Claims

Claims relating to sensitive expenditure need to:

1. Clearly state the business purpose of the expenditure. In instances where the business purpose is not clear from the supplier documentation supporting the claim, a written statement of the purpose should be included as part of the claim; 2. Be accompanied by adequate original (not photocopied) supporting documentation such as tax invoices or other validating documentation (credit card statements do not constitute adequate documentation for reimbursement); 3. Document the date, amount, description, and purpose of minor expenditure when receipts are unavailable (e.g. from vending machines); and 4. Be submitted promptly after the expenditure is incurred.

Guiding Principles for Sensitive Expenditure

The guide-lines attached as Schedule A are to be used in the determination of sensitive expenditure. These guidelines are based on the Good Practice Guide ‘Controlling Sensitive Expenditure: Guidelines for Public Entities’ produced by the Controller and Auditor-General in 2007. Note that where figures are quoted, these are GST inclusive amounts.

Discretion

The Council must recommend any change, modification or deviation from these guidelines to the Remuneration Authority for approval.

Date Adopted: 31 August 2016 Last Modified: 26 May 2016 Approved By: Council Resolution - 25 May 2016 Doc # 1319212 V4

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Schedule A

SENSITIVE EXPENDITURE GUIDE-LINES FOR ELECTED MEMBERS

ELECTED MEMBERS’ EXPENSES AND ALLOWANCES

It is expected that members of the Hauraki District Council may, from time to time, incur expenses associated with their responsibility as members of the Council. Subject to the general principles outlined in this policy and guide-lines, no Councillor should be out of pocket in the course of performing their duty.

Actual and reasonable expenses incurred in connection with the following will entitle the member to be reimbursed subject to these sensitive expenditure guide-lines:

. Attendance at properly constituted meetings of the Council; . Attendance at conferences, courses, seminars and similar events as authorised by the Council; . Attendance at other meetings, events and functions when attending as an authorised representative of the Council.

The Council, or alternatively the Mayor (or in his/her absence the Deputy Mayor), is authorised to approve attendance for elected members at conferences, courses, seminars and training programmes within approved budgets and in accordance with the representatives’ approved terms of reference.

The Deputy Chief Executive is responsible for certifying reimbursement claims for elected members before they are authorised.

CREDIT CARDS

Using credit cards is not a type of sensitive expenditure but is a common method for payment for such expenditure. Guidelines have been formulated to minimise some of the perceived risks associated with them.

Eligibility No elected members are eligible for use of a Council credit card.

TRAVEL AND ACCOMMODATION EXPENDITURE

Elected members may need to incur travel and accommodation costs while conducting Council’s business around New Zealand or overseas. Travel and accommodation expenditure should be economical and efficient, having regard to purpose, distance, time, urgency, personal health, security, and safety considerations.

Travel, like any other good or service, must be purchased in line with the Purchase of Goods Policy which outlines delegations for the purchase of goods by Authorised Purchasing Officers, conditions on expenditure and purchasing procedures.

All requests for reimbursement of expenses must be made using the Expense Claim Form (with receipts attached) within one month following travel.

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AIR TRAVEL

All travel is to be booked through an Authorised Purchasing Officer (for elected members this is the Executive Assistant or the Executive Officer Planning and Environmental). Every attempt should be made to take advantage of cheaper fares by booking as far in advance as possible.

All domestic air travel must be purchased using the Hauraki District Council Corporate Travelcard to provide for centralised invoicing and better control over travel expenses. When booking, Authorised Purchasing Officers must state the name of the Council and the name of the cost centre (i.e. councillors where the travel is for a councillor, or staff where the travel is for a staff member). The Travelcard is held by the Executive Assistant should any elected member require the Travelcard number for booking purposes. Lowest available fares are to be booked for travel within New Zealand provided they are within reasonable travel hours. It is Council policy not to purchase insurance for domestic travel.

All international travel must have prior Council approval and must be purchased in accordance with the Purchase of Goods Policy. International travel of up to 5 hours’ duration is to be booked at the lowest fare available provided they are within reasonable travel times. International travel over 5 hours will be booked at the discretion of the Chief Executive and, if the travel is for the Chief Executive, at the discretion of the Council. All international travel will be at economy class or equivalent unless specifically approved otherwise (and rationale clearly documented) by the Chief Executive. Stopovers for long distance flights will be at the discretion of the Chief Executive and, where prior approval is given, Council will pay for associated relevant and moderate costs. It is Council policy to purchase insurance for international travel.

Approved suppliers for air travel are:

Air New Zealand Travelcentre Local travel agents within the Hauraki district: Internet Online Bookings: www.airnewzealand.co.nz United Travel (Waihi) Telephone Bookings: Freephone 0800 737 000 Paeroa United Travel

Council acknowledges that individuals travelling on Council business may accrue airpoints if they are airpoints members. Accruing of airpoints by the individual does not affect the cost of travel to Council. The future use of those airpoints is at the discretion of the elected member who accumulated them.

Elected members wishing to extend their stay or modify travel plans to include some holiday or sightseeing time may do so at the discretion of the Chief Executive. Any added travel costs as a result of the modified travel plans will be met by the elected member.

MEALS AND ACCOMMODATION

Meals: Where meals are not provided as part of the travel or function package, then actual and reasonable costs will be reimbursed through the usual expense reimbursement process. Elected members required to be away overnight may claim reimbursement for breakfast, lunch and/or dinner providing expenses are reasonable and authorisation is approved by Council or given by the Chief Executive. Separate meal expenses may not be claimed if a meal is provided as part of a package already paid for by the Council. Council will not pay for meals for accompanying partners. No meal expenses may be claimed where they are served within private accommodation – however accommodation allowances may be claimed (see ‘Accommodation’ below).

Refreshments: It is acceptable for elected members to have one glass of beer or wine with a meal that is reimbursed. Other alcohol purchases will not be reimbursed except at the discretion of the Chief Executive. Reimbursement of mini-bar expenses is prohibited.

Accommodation: If the elected member is required to be away overnight, accommodation costs will be reimbursed providing they are reasonable and have the prior approval of the Council or Chief Executive. Where accommodation can be booked at the venue of the conference, course, function or event, this should be done to maximise special deals. In other circumstances, a hotel or motel offering suitable facilities

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at a reasonable price should be booked close to the venue. Where an elected member chooses to stay in private accommodation when travelling on Council business they may claim $100 for each night they are required to be away.

MOTOR VEHICLES

Where an elected member is required to use their own vehicle for travel on Council business, (1) Council will pay a travel allowance to Councillors for the distance travelled on the day that exceeds the threshold distance, with the threshold distance being the shorter of the distance (return) from the member’s residence and the nearest office of the Council, by the most direct route or 30 kilometres.

The 30 kilometre threshold will apply only to visits to the Council office, for other travel by members, no threshold distance will apply.

(1) Travel on Council business for the purposes of this policy is deemed to be: • Civic functions, meetings and/or ceremonial functions of other organisations where the elected member is a representative and/or respective portfolio holder, and attendance and reimbursement of costs are in accordance with the representatives’ approved terms of reference; or • Conferences, courses, seminars and training programmes where the elected members’ attendance has been approved by the Council or requested by the Chief Executive; or • Attendance at Council-initiated public meetings or site visits associated with the Judicial Committee meetings / hearings; or • Mileage incurred by elected members investigating incidents of complaint referred to them by residents and where that complaint has been registered on Council’s ‘Service Request’ database.

Reimbursement of mileage incurred in travelling to and from formally convened Council, Committee and Sub-committee meetings is made automatically in accordance with meeting attendance records and so no separate claim for reimbursement is necessary for these meetings.

This will be on the basis of full reimbursement up to the Remuneration Authority approved maximum vehicle mileage allowance. The maximum amount of the vehicle mileage allowance will be $0.74 per kilometre up to 5,000km per year, and $0.37 per kilometre for travel in excess of 5,000km per year.

Travel Time Allowance: A travel time allowance be paid to a Councillor for each day that the Councillor is travelling on local authority business and the travel time exceeds 1 hour. The allowance is payable, in relation to each day for which the Councillor qualifies at no more than $37.50 per hour.

Rental Cars: If a rental car is required, it must be economical and the size must be relevant to the requirements (number of people, distance to be travelled). Private use of a rental car is not permitted unless authorised by the Chief Executive or Council – the elected member will be expected to reimburse the Council for any additional costs for such private use.

Taxis: Taxi fares will be reimbursed providing these are necessary and cost-effective in terms of other options. Where taxis are necessary, they should be shared with other elected members or course / event attendees where possible. Use of taxis is typically acceptable for travel between the airport and hotel and hotel to conference, course or event venue.

Other Expenses: Other necessary expenses including car park fees will be reimbursed subject to usual documentation requirements. Any fines (parking, traffic offences etc) incurred while using a Council vehicle or rental car are to be paid by the driver, not the Council.

OTHER INCIDENTAL TRAVEL COSTS

Telephone Calls: Where an elected member is required to be away from home over night on Council business, they will be reimbursed for one toll call of up to 15 minutes per day to contact home. Where an elected member has a Council mobile phone, this should be used in preference to the hotel phone which is likely to incur additional connection charges.

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Tipping: Council will not meet the costs of tipping by elected members while they are on Council business in New Zealand. The Council will meet the costs of tipping during international travel only in places where tipping is local practice at rates published in reputable travel publications.

Spouse Travel: As a general principle, the travel costs of accompanying spouses, partners or other family members are not paid by the Council. In the rare circumstance that involvement of a spouse directly contributes to a clear business purpose, the cost or partial cost of travel may be authorised at the discretion of the Chief Executive or Council.

The travel cost of the Mayor’s spouse to official functions and events, where they have been invited to attend with the Mayor, will be met by Council. The annual Local Government New Zealand Conference and AGM is deemed to be an official Council event.

ENTERTAINMENT AND HOSPITALITY

Council expenditure on entertainment and hospitality may be required from time to time for the purposes of:

• Building relationships • Representing the organisation • Reciprocation of hospitality • Recognising significant business achievement

Entertainment and hospitality covers a range of items from the provision of tea, coffee and biscuits, to catering such as meals and alcohol. It also includes non-catering related items such as Council-funded entry to a sporting or cultural event.

Expenditure on entertainment and hospitality must be moderate and appropriate for the circumstances, and must be subject to the usual purchase of goods processes and purchasing officer delegated authority limits, budgets etc.

COMMUNICATION ALLOWANCE

If Council determines that particular communications equipment and services are required by members to perform their functions and Councillors choose, or are required to use their own equipment or services then the following allowance applies:

Councillors will be paid a communication allowance up to a maximum of $40.39 a fortnight which equates to $1,050.00per annum. This allowance covers the following:

(a) for the use of a personal computer, $150.00: (b) for the use of a personal electronic tablet, $150.00: (c) for the use of a personal printer (with or without a scanner), $40: (d) for use of a personal mobile phone, $60: (e) for a personal Internet connection (with or without a telephone connection) $250.00: (f) for use of personal phone and/or mobile phone for Council related Toll/text charges, $400.00, and

If Council provides any of the above items, then the dollar value of the item is deducted from the annual communication allowance.

The total amount payable to a member under subclause (2) must not exceed $1,050.00.

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GOODS AND SERVICES EXPENDITURE

SALE OF SURPLUS ASSETS TO ELECTED MEMBERS

From time to time the Council will dispose of assets that have become obsolete, worn out, or surplus to requirements.

Assets identified as surplus – including furniture and fittings, computers, plant and other equipment - may be sold internally to elected members and/or employees, or externally through other avenues by tender or other fair process as determined and authorised by the relevant Department Manager. The sale of assets identified as surplus over the value of $1,000 must be approved by the Chief Executive.

In all instances, the asset must be valued and every endeavour must be made to recognise the value so that maximum income can be derived for the Council. Where offered internally to elected members and/or employees, all elected members and/or employees will be given the opportunity to tender for the surplus items. The normal rules of a tender will apply and surplus assets will be sold to the highest bidder.

Surplus Vehicles: Surplus vehicles are to be traded in or sold at auction, whichever is likely to generate the most revenue. Elected members and employees are welcome to bid for Council vehicles at auction but the private sale of vehicles to elected members or employees is prohibited unless authorised by Council.

LOYALTY REWARD SCHEME BENEFITS

Loyalty reward schemes are those where benefits accumulate for a customer who continues to use a particular supplier for the purchase of goods or services. Or there may be schemes where free prizes or rewards are given for the purchase of particular products.

Elected members making procurement decisions are not permitted to personally receive any loyalty rewards as a result of those decisions. Where loyalty rewards are given to an elected member, the reward becomes the property of the Council and is to be used by the Council for business-related purposes. If the item is surplus to Council requirements, the Chief Executive will determine the appropriate way to dispose of the reward for the benefit of the Council. The exception to this is air point schemes. Air points accrue to the traveller and are not able to be transferred to the Council. Air points are rarely accumulated as part of Council travel and therefore may remain with the elected member.

PRIVATE USE OF COUNCIL ASSETS

Any physical item owned, leased or borrowed by the Council is considered an asset, e.g. photocopiers, telephones, cellphones, internet access, stationery etc. Limited private use for personal purposes may be permitted in some circumstances. The supply of reasonable amounts of paper, letterhead, envelopes and printer and facsimile consumables for Council-related purposes is provided for elected members. No use is permitted for electioneering purposes. Only the Mayor is eligible for the supply of a cellphone and laptop computer for Council-related purposes – ownership is retained by the Council and private outgoing calls are to be refunded to the Council.

PRIVATE USE OF COUNCIL SUPPLIERS

From time to time elected members may qualify for discount-priced goods through a Council supplier that they would not otherwise be able to access. The Council expects that the availability of such privileges will not impact on an elected member’s decision in respect of their choice of suppliers. Private use of suppliers must not be taken into account when choosing suppliers.

When purchasing goods for private use through a Council supplier, elected members must pay the full amount at the time of purchase.

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The selection of the suppliers must be in the best interests of the Council at all times. Refer to the Purchase of Goods Policy.

The private use of Council fuel cards is prohibited.

STAFF SUPPORT AND WELFARE EXPENDITURE

The Council provides for staff support and welfare in a range of ways in an effort to benefit both the Council and the elected member. The following guidelines apply in respect of elected member support and welfare expenditure:

Clothing and Grooming

The Council subsidises a corporate uniform and provides health and safety clothing and equipment. This is on the basis of one set jacket, a polo shirt, and a cap per triennium subject to a signed request from the elected member. Any uniform items in addition to this will be supplied in accordance with Council’s staff uniform policy.

Care of Dependants

The Council does not meet the costs for the care of elected members’ dependants.

Sponsorship of Elected Members

The Council provides for the sponsorship of elected members and/or employees taking part in sporting or cultural events. Refer to the Organisational Belonging Policy.

OTHER TYPES OF EXPENDITURE

Corporate Boxes

The Council prohibits expenditure on corporate boxes.

Donations

Donations are not typically allowed. Any requests for a Council donation must be authorised by the Chief Executive.

Koha

Koha is a gift, a token, or a contribution given on appropriate occasions. All koha are to be authorised by the Chief Executive or Department Manager.

Communications Technology

Communications technology such as cell-phones, telephones, e-mail, and access to the internet are widely used in the workplace. While some level of personal use of this technology may be unavoidable, excessive use incurs costs that are a diversion of public money from the business purposes of the Council. Such costs include lost productivity and the direct cost of the technology.

Refer to the Electronic Communications Policy.

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Gifts

Receiving Gifts; from time to time elected members will receive a gift from a supplier or client.

Elected members may retain the gift if it is:

• Inexpensive (i.e. the value is assessed to be less than $100); and • Received infrequently (i.e. annually or more)

Where a gift is valued at over $100 or where a gift is regularly given by a supplier or client, the elected member must declare the gift to the Chief Executive who will determine whether it is acceptable for the elected member to retain, or whether it should be returned or sold for the benefit of the Council.

Elected members are prohibited from receiving gifts for favours or inferred preferences to suppliers or clients.

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Decision Report

To: Mayor and Councillors

From: Community Development Officer

Date: 12 August 2016 Document: 1577720 Appendix A : 1577717 File reference: Appendix B : 1577718

Meeting date: 31 August 2016 Te Mata Rangatira: Rangatahi Summit 2016 – Request Subject: for Financial Assistance

Recommendation:

THAT the report be received, and THAT a grant of $2,000 from the District Discretionary Social Fund be made to the Te Mata Rangatira for the Rangatahi Summit 2016.

Purpose

This report is to advise Council of a request for financial assistance and to recommend that Council makes a grant to the event.

Background

Te Mata Rangatira and Te Korowai Hauora O Hauraki Inc., have teamed up to host the inaugural Hauraki Rangatahi (Hauraki youth) Summit that will be held in Thames on Friday 16 September 2016.

The youth leadership roopu (group) aim is to develop young people as leaders and to empower positive contribution within our communities.

The attached appendix outlines a list of their achievements to date and provides more detail on their goals and aspirations.

This year’s summit theme – Taku Ora, Taku Hei Maapuna : A New Generation of Hauraki Legacies – will offer inspiration and guidance in the development of our youth. Interactive workshops will also provide young people with the skills and tools to grow.

Issues and options

The organisers have prepared a budget and are seeking funding or sponsorship for the various expenses that will be incurred on that day.

In considering making a grant to this initiative two (2) options are offered:

Options

• Option One – Decline the request for a grant

Page 1 Council Agenda - 31 August 2016 Page 202

• Option Two – Grant $2,000.00 from the District Discretionary Social Fund

Budget Implications

If Council decides to fund this request, there are sufficient funds to cover this cost.

Conclusion

Staff recommends Option Two; that $2,000 is granted from the District Discretionary Social Fund in support of the summit.

John McIver Community Development Officer

Page 2 Council Agenda - 31 August 2016 Page 203

Te Mata Rangatira C/- 267 River Road RD1 Ngātea

0273887749 [email protected]

10 August 2016

Mayor John Tregidga Hauraki District Council PO Box 17 PAEROA

Tēnā koe e te Rangatira,

REQUEST FOR FINANCIAL ASSISTANCE

We would like you to consider our Rangatahi Summit Project for financial assistance. We have outlined our request as per the guidelines provided by John McIver.

Organisation: Who is requesting the funding? Te Mata Rangatira and Te Korowai Hauora are collaborating to host the first Annual Hauraki Youth Summit.

Te Mata Rangatira is a youth leadership group in Hauraki facilitated and mentored by two Te Korowai Kaimahi myself (Frank Thorne) and Carrie Taipari. The aim of the group is to infuse the mahi of our tūpuna with modern swag to develop rangatahi as leaders and to empower positive contribution within our communities.

The group is made up of 25 Māori rangatahi throughout both the Hauraki and Thames Coromandel Districts and Rangatahi in this group are aged between 14-20 years. The group also has programmes at Hauraki Plains College and Thames High School.

Here are a list of some of the achievements of Te Mata Rangatira in 2015-2016

 Facilitated Presentation at National Toi Tangata Conference in Dunedin  Received the Toi Tangata Innovation Award for the mahi being developed and completed within the rōpū  Facilitated Educational Workshops for Primary Schools as part of Local Matariki Community Celebrations  Received the Te Whāriki Mana Wāhine (Hauraki Womens Refuge) Green Poi Award for contribution to Community & Whānau Ora  Developed a Te Mata Rangatira Website & Facebook Page  Facilitated and contributed to community focused events eg Its Not Ok Campaign, Waitangi Day Celebrations etc  Successful Youth MP Selection for Catherine Delahunty and Nanaia Mahuta – Two members. The group travelled to Wellington for the induction of these two Youth MP’s in July 2016 and participated in workshops and the induction process. Council Agenda - 31 August 2016 Page 204

 Attended a Writers Workshop with the University of Otago to collaborate a written published piece of writing for a Māori Physical Education Journal being developed by Otago University  Written songs and raps which reflect key Te Mata Rangatira learnings. Te Mata Rangatira have been offered the opportunity to have these pieces recorded professionally in studio and on video. These will be used to complement workshops/campaigns in the community.  Developed and in 2016 will be launching a Tūpuna Trail here in Hauraki. The first of it's kind.  Developed and in 2016 launching Ko Koe with SKAR a campaign promoting mauri enhancing positive and respectful relationships and behaviours amongst youth and within our communities

Background to the project and it’s conception: At the end of 2015 Te Mata Rangatira were given the opportunity to not only be a part of but also present at two conferences, and in May of 2016 attended an Indigenous World Youth Summit. Of the 25 students who participated over these three events, all attendees had not previoulsy been to an event of this nature. All students walked away commenting positively on their experience and showed concern towards the lack of opportunity Hauraki Rangatahi have, to be exposed to such events. From these experiences an idea to host a Youth Summit in Hauraki was formed with the aim of providing rangatahi with the inspiration and tools they need to seek their potential as future leaders and change makers of Hauraki.

Consultation and investigation with our local schools and groups of rangatahi has shown that our Māori rangatahi are less likely to attend expos, conferences or summits of this nature due to their expense and location. Lack of exposure to these opportunities therefore has our rangatahi at a loss at then receiving the inspiration they provide.

Te Mata Rangatira as a leadership group are hosting and facilitating workshops during the summit. The theme has been developed and chosen by them in consultation with different groups of youth that they individually and collectively engage with.

Rangatahi have identified that the event be held bi-annually and that the event location be shared around the Thames Coromandel and Hauraki Districts. An evaluation of the event will be done on the day and a debrief with the crew and presenters will also help to determine this. Biannual hosting will also provide more opportunities to raise funds in the year previous.

The timing of the event and date has been decided in consultation with our secondary schools and was suggested as a way to inspire rangatahi before they start to get into their NCEA external exams and finish up for the year

The Project: - What is it? As a result of the above, planning has been underway and on the 16th September 2016, the Te Korowai Hauora o Hauraki Rangatahi Summit will be held. The Venue for this first year will be at the Thames War Memorial Civic Centre and it is proposed that the event be held bi-annually in areas throughout the Hauraki Rohe. The Summit theme for this year is “Taku Ora, Taku Hei Māpuna” – A New Generation of Hauraki Legacies. Local key personalities and celebrities have been invited to offer inspiration and guidance in the development of our rangatahi and their Hauraki Legacies. Workshops will be interactive and provide rangatahi with the skills and tools to grow, develop and seek their own legacies.

Council Agenda - 31 August 2016 Page 205

The summit is aimed at year 11 – year 13 students and youth between the ages of 15-20 years. Nine local Hauraki Secondary, Area Schools and Wharekura have been invited to attend the event. These schools are listed as follows;

 Mercury Bay Area School  Te Aroha College  Te Wharekura o Manaia  Thames High School  Coromandel Area School  Paeroa College  Hauraki Plains College  Waihī College  Whangamatā Area School

Throughout the development of this project we have sought advice and consultation from rangatahi, iwi leaders, community organisations and schools. As mentioned previously they have all played a role in either supporting the kaupapa or planning it.

This project will benefit the community by;  inspiring Rangatahi to create opportunities in Hauraki for now and the future  developing sustainable leadership  encouraging local connectedness, by bringing communities and young people together  showcasing what Hauraki has to offer and its possibilities and how our young people can leave a legacy.

Project Dates: Start: 16/9/2016 – Summit Event Finish: 30/9/2016 – Evaluation and debrief will be held and information collated and reported by this date.

What are financial assitance are we seeking?

We are seeking $2000.00 to contribute towards the running of the event.

An outline of the costs is given below:

Venue – Thames War Memorial Civic Centre $ 600.00 Presenter costs (petrol, accomodation, gifts) $ 4000.00 Healthy Kai (presenters, volunteers, workshop facilitators) $ 1000.00 Kōhā to Māori Womens Welfare League for catering $ 500.00 Summit Bags for participants $ 1500.00 Summit Merchandise $ 2500.00 TOTAL COST OF PROJECT $10100.00

Council Agenda - 31 August 2016 Page 206

 We have applied for funding through Thames Coromandel District Council and are awaiting the result of that application  We are also applying to The Hauraki Māori Trust Board and Blue Light.  Te Korowai is providing financial contribution of $ 4,500.00 and are the main enablers and supporters for this event.  We are also receiving assistance in kind of volunteers and resources from organisations such as SKAR, Te Āputa Tira Hoe, Te Rōpū Wāhine Toko I te Ora ki Hauraki (Hauraki Māori Womens Welfare League) and Toi Tangata.

We would greatly appreciate any assistance to support this important kaupapa for our rangatahi.

Ngā mihi taioreore

Frank Kīngi Thorne & Carrire Taipari Facilitators Te Mata Rangatira

Council Agenda - 31 August 2016 Page 207

Friday, September 16 2016

Registration - Teacher/Staff member from school to check in and collect summit 8.45am packs

9am Mihi whakatau/karakia/welcome

9.20 – 9.40 Key Note Speaker 1 9.45-10.05 Key Note Speaker 2

10.10-10.25 Icebreaker/Networking activities 10.25-10.40 Morning Tea 10.40am Workshop brief

Workshops 10.45-12.20 Tools and skills to help rangatahi identify, develop and seek their legacies

12.20-12.40 Lunch/Performance by Hauāuru.

12.45-1.05 Key Note Speaker 3

1.10-1.30 Key Note Speaker 4

1.30-1.40 Evaluation & Spot Prizes 1.45pm Closing Karakia

Council Agenda - 31 August 2016 Page 208

Decision Report

To: Mayor and Councillors

From: Community Development Officer

Date: 10 August 2016 Document: 1577047 File reference: Appendix A : 1577088

Meeting date: 31 August 2016 Hauraki Secondary/Tertiary/Industry Project Pilot – Subject: Request for Financial Assistance

Recommendation:

THAT the report be received, and THAT a grant of $11,200 from the District Discretionary Social Fund be made to the Hauraki Secondary Tertiary Industry Project initiative.

Purpose

This report is to advise Council of a request for financial assistance and to recommend that Council makes a grant to the project.

Background

The Secondary Tertiary Leader for the Ministry of Education’s Youth Guarantee Project has been meeting with Principals and representatives of Thames Valley schools and training establishments every two months in Paeroa for over a year now. Discussions around initiatives that may address career opportunities for our youth have been high on their agenda.

The group has developed a pilot project – Hauraki Secondary Tertiary Industry (HSTI) project - which links students and schools with local industry and helps promote a local identity.

The group have developed the attached project which is about producing a locally flavoured ice cream and developing some marketing materials around this. This would link with the new factory going into Kerepehi and would provide an opportunity for some publicity around the finished project.

The group is targeting 24 students from Paeroa and Waihi colleges. The Principal of Paeroa College (Doug Black) will be in attendance to present additional information and answer any queries.

Issues and options

For this project to be successful the group has estimated it would cost approximately $400 per student.

In considering making a grant to this initiative three (3) options are offered:

Page 1 Council Agenda - 31 August 2016 Page 209

Options

• Option One – Decline the request for a grant • Option Two – Grant $11,200.00 from the District Discretionary Social Fund • Option Three – Grant $2,000 from each of the Paeroa and Waihi Ward Discretionary Social Funds plus $7,200 from the District Discretionary Social Fund.

Budget Implications

If Council decides to fund this request, there are sufficient funds to cover this cost. It is suggested that a formal agreement detailing specific outcomes be established between Council and the group.

Conclusion

The group would appreciate feedback on the project itself and welcome any ideas Council may have before they progress this initiative with the various people that will be involved in the delivery of the project.

Staff recommend Option Two; that $11,200 is granted from the District Discretionary Social Fund in support of the pilot project.

John McIver Community Development Officer

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Hauraki Secondary/Tertiary/Industry Project Pilot.

Conceptual Outline;

The following outline addresses recent collaborative discussion relating to an education based project that engages Secondary School students, Industry, Local Government and Tertiary provision in the Hauraki Region.

Using the sub economy as a reference Pacific Coast Technical Institute [PCTI] (and their subsidiary Food and Produce New Zealand) have been in discussions with both Paeroa and Waihi Colleges with a view to integrating a programme of study which leads to growth employment and innovation areas in the region.

Our answer is Food, and more importantly Food Processing related industries which are driving economic growth, job creation, sustainability and adding value to the ‘primary industry foundation’ already well established in the Hauraki region.

PCTI will deliver a programme of study which develops products and capitalises on strengths in the various areas within the Hauraki. A programme which while similar in its delivery, assists both schools and towns to position themselves with a distinct comparative advantage.

Paeroa College

Initially we believe that a relationship between new producers of Ice Cream related products, Paeroa College, Coca Cola Amatil, The Hauraki District Council and PCTI will provide a relevant and innovative education opportunity. The concept involves the production of a Paeroa related Ice Cream Flavour. With production, technical Food processing, packaging, marketing and distribution of a real product.

Waihi College.

In Waihi Colleges case we intend to drive a ‘Gate to plate’ style programme which involves Apiculture (Bees), or Citrus based processing concept, capitalising on Waihi’s Gold Mining reputation. The programme will use the same processing content as Paeroa College’s programme. Harvesting, processing, marketing and distributing a Food product under the brand Waihi Gold. This project in concept being a collaborative approach between Waihi College students, Hauraki District Council, Oceania Gold and PCTI.

The above amount to an opportunity to deliver and integrate a programme of education and training supported by relevant employers delivered in the Hauraki, with the ability to add and innovate in the future and operate at various levels in the curriculum. Similar content will allow some delivery in a HUB training concept (students from both colleges can attend), while maintaining distinctly different approaches.

Students will study towards the New Zealand Certificate in Food and Beverage Processing (level 2) which leads to multiple processing and manufacturing opportunities. The Programme will also deliver 20-28 Credits Towards NCEA in the Manufacturing and Technology based Vocational Pathway.

Council Agenda - 31 August 2016 Page 211

Information Report

To: Mayor and Councillors

From: Chief Executive

Date: Tuesday, 16 August 2016 Document: 1578586 File reference:

Meeting date: 31 August 2016

Subject: Chief Executives Monthly Report – August 2016

Recommendation:

THAT the report be received.

1.0 Staff:

In the Technical Services Business Unit we have a number of roles currently available. This is partly due to the Roading function being brought in-house and the transfer of staff across to this area as well as the resignation from Wayne Henderson who has been our Senior Engineer/Team Leader for the past 4 years. Current vacancies are Design Engineer, Assistant Engineer, Development Engineer, Business Unit Administrator and Senior Engineer/Team Leader. Engineers are critically short in NZ so recruitment is a challenge in this area. We are utilising the services of an external recruitment agency to try and source good quality candidates for these roles.

The Planning and Environmental Group have successfully recruited John Walmsley as Building Control Officer and Jackson Greenwell as Planner. We were hoping to recruit 2 Planners but they are also in very short supply so we will be advertising again to try and find a suitable candidate.

Tina Ball was internally transferred from her role as Information Officer to the role of Consents Officer – Processing.

Current positions advertised in the Corporate Services area are Senior Systems Engineer (new position) and Information Officer (vacated by Tina). We have had 40 and 22 applications respectively for these roles and will be interviewing shortly.

The Economic Development Officer role is also currently advertised.

The position of Utilities Reticulation Serviceperson within the Construction & Maintenance Business Unit was advertised and an offer is in the process.

Langley Cavers Chief Executive

Page 1 of 1 1578586 Council Agenda - 31 August 2016 Page 212

Information Report

To: Mayor and Councillors

From: Group Manager Planning and Environmental Services

Date: Tuesday, 23 August 2016

File reference: Document: 1581255 Appendix A 1581276 Meeting date: Wednesday, 31 August 2016 Healthy Rivers Proposed Waikato Regional Plan Subject: Change 1

Recommendation:

THAT the report be received.

Purpose

The purpose of this report is to provide an introduction to the proposed Waikato Regional Plan Change 1 for the Waikato and Waipa River Catchments for Council’s information and consideration, with a view that in the future this Plan Change may have implications for farming in our District.

Background

In the Waikato, our rivers are valued by us all and are a taonga to iwi. They give us water to drink, as well as providing for our economically important industries. But water quality is becoming increasingly under threat.

Healthy Rivers: Plan for Change/Wai Ora: He Rautaki Whakapaipai is working with stakeholders to develop changes to the Waikato Regional Plan, to help restore and protect the health of the Waikato and Waipa rivers. Once developed, the plan change will help, over time, to reduce sediment, bacteria and nutrients (nitrogen and phosphorus) entering water bodies (including groundwater) in the Waikato and Waipa River catchments, an area of 1.1 million hectares.

A change to the Waikato Regional Plan: • will assist in giving effect to the Vision and Strategy for the Waikato River/Te Ture Whaimana o Te Awa o Waikato and the Government’s National Policy Statement for Freshwater Management 2014, • will tackle issues that are apparent in monitoring of the rivers, and assist in making sure they do not become more difficult and expensive to fix, • will provide greater restoration and protection for fresh water – reviews of current Waikato Regional Council policy to protect fresh water concluded that more is needed, • will help meet expectations the Waikato community, iwi and industry hold for fresh water and the rivers. Waikato Regional Council plans to begin water quality reviews for the rest of the region from 2016, as part of the wider review of the Waikato Regional Plan.

Healthy Rivers Report Council Agenda - 31 August 2016 Page 213

Issues and options

Waikato Regional Council (WRC) is proposing a change to the operative Waikato Regional Plan. The proposed Waikato Regional Plan Change 1 for the Waikato and Waipa River Catchments is a joint project between WRC and five Waikato and Waipa River Iwi. It was developed using a collaborative process, led by the Collaborative Stakeholder Group which is made up of community and sector representatives from across the catchment, including Maori interests representation.

The Healthy Rivers: Plan for Change/Wai Ora: He Rautaki Whakapaipai project is working with stakeholders to develop changes to the Waikato Regional Plan, to help restore and protect the health of the Waikato and Waipa rivers, which are key to a vibrant regional economy. Waikato and Waipa River iwi and Waikato Regional Council are partners on this project, as set out in settlement and co-management legislation for the Waikato and Waipa rivers.

Why a Plan change is needed

Developing a plan change:

• is legally required by the Vision and Strategy for the Waikato River/Te Ture Whaimana o Te Awa o Waikato and the Government’s National Policy Statement for Freshwater Management 2014, • will tackle issues that are apparent in monitoring of the rivers, and prevent them becoming more difficult and expensive to fix, • will provide greater protection for fresh water – reviews of current Waikato Regional Council policy to protect fresh water state more is needed, • will help meet the expectations the Waikato community, iwi and industry hold for fresh water and the rivers.

Farmers, iwi, industry, local government and other stakeholders have already done much to address water quality, and are continuing to do so.

What the plan change will cover

The proposed plan change is still being developed and it will set objectives, limits and targets for water quality in all water bodies. A limit defines the load to be placed on water quality from inputs like nutrients. A target simply puts a timeframe on achieving a limit.

The plan change might also include:

• limits and targets on contaminants such as bacteria and sediment entering water directly or via land, • property-level limits and targets for nitrogen and phosphorus, either as inputs or outputs, • specific outcomes for ecological health and recreation, fisheries and mahinga kai (food gathering), • methods such as riparian fencing and planting, to help achieve limits and targets for sediment and bacteria, and ecological health and other outcomes.

Collaborating with stakeholders

Collaboration with stakeholders and the community is key in developing the plan change and achieving lasting outcomes.

The 24 member Collaborative Stakeholder Group (CSG) is the central channel for stakeholder and broader community involvement in the project.

This group: • actively involves communities affected and understands their views,

Council Agenda - 31 August 2016 Page 214

• reviews and deliberates on technical material on the environmental, social, cultural and economic complexities of the project, • will recommend solutions to decision makers. The CSG, chaired by Bill Wasley, has been attending workshops every four to six weeks since March 2014.

An alliance of technical experts

The Technical Alliance collates, analyses, summarises and presents environmental, social, cultural and economic information about the rivers and the consequences of different land management scenarios. This information is used by the CSG and decision makers on the proposed plan change.

The Technical Alliance comprises a core Technical Leaders Group and a wider group of around 80 experts who can be called upon as required.

When it’s happening

Please note the dates below are indicative. The project partners are currently working on a revised timeline for the project. This means the proposed plan change will be publicly notified for submissions later in 2016 date. The revised timeline will be available here as soon as it is confirmed.

Nov 2015 - Feb CSG uses feedback from community and sectors to help form their 2016 recommended solutions (policy options). Mar 2016 CSG recommends policy mix to Healthy Rivers Wai Ora committee. May 2016 CSG confirms their recommendation on the proposed plan change to be notified. Sept 2016 Healthy Rivers Wai Ora committee receives CSG’s recommendation on proposed plan change, for recommendation to Waikato Regional Council.

Waikato Regional Council receives Healthy Rivers Wai Ora committee’s recommendation to publicly notify proposed plan change. Later in 2016 Proposed plan change is publicly notified, for anyone to make a submission on.

The Collaborative Stakeholder Group (CSG) have confirmed their plan change recommendation, achieving a significant step in the long term restoration and protection of the Waikato and Waipa rivers.

Key features of the draft proposed plan change include:

Due to the extent of change required, the CSG recommends a staged approach over 80 years to achieving the water quality required (rivers swimmable and safe to take food from) by the Vision and Strategy for the Waikato River/Te Ture Whaimana o Te Awa o Waikato.

The first stage (10 years of this plan change) involves actions to bring about 10 per cent of the change between the water’s current state and 80 year targets to achieve the Vision and Strategy for the Waikato River/Te Ture Whaimana o Te Awa o Waikato.

Farmers

Commercial vegetable growers and many farmers will have to prepare a Farm Environment Plan. A certified, suitably qualified professional works with the farmer and prepares and approves the Farm Environment Plan, according to a detailed schedule that sets out minimum requirements for these plans. The schedule also requires identification of all likely sources of sediment, nitrogen and phosphorus and microbial pathogens, and actions to reduce losses of these contaminants, with timeframes for completion.

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Holding and starting to reduce Nitrogen

The CSG has not recommended setting specific numeric reductions in nitrogen across all properties. The CSG recommendation focuses on holding and starting to reduce nitrogen discharges, particularly from those currently discharging the most, and preparing everyone for further reductions through property level limits in the future. The draft proposed plan change has policies and methods that signal that land suitability should be the starting point for setting property level limits for diffuse discharges of contaminants in the next plan change.

Staged implementation of new rules

Implementation of new rules for diffuse discharges from land is staged to provide landowners with time to transition, and also to focus effort first where it is most needed for water quality. Although new rules will legally come into effect when the proposed plan change is notified later this year, only a land use change rule has any immediate requirements for some landowners upon notification. It restricts action of landowners wanting to change from land uses with lower discharges of contaminants to land uses with higher discharges.

A rules summary document is attached in Appendix A with has the draft proposed plan change and includes new objectives, policies and methods up for consultation.

Next Indicative steps - from September 2016:

• 5 September 2016 Healthy Rivers Wai Ora committee votes. The committee, comprising Waikato and Waipa River iwi governors and Waikato regional councillors, votes on whether to recommend the proposed plan change to a full meeting of Waikato regional councillors. • 15 September 2016 Waikato Regional Council votes Waikato regional councillors receive the proposed plan change and vote on whether to publicly notify the plan change for submissions. • Later in 2016 Another opportunity for your say: proposed plan change publicly notified for submissions Anyone can make a submission on the proposed plan change, and can support, oppose or take a neutral stance on its various parts. For further information on the Healthy Rivers Plan Change the web link is: http://www.waikatoregion.govt.nz/healthyrivers/

Conclusion

This report provides a brief introduction to the proposed Waikato Regional Plan Change 1 for the Waikato and Waipa River Catchments and the Appendix A summary document proposed policies methods will have an impact on current farming methods for that area; and may in the future be considered for our District. Waikato Regional Council plans to begin water quality reviews for the rest of the region from 2016, as part of the wider review of the Waikato Regional Plan.

Peter Thom Group Manager: Planning and Environmental Services

Council Agenda - 31 August 2016 Page 216 How the policies and rules are shaping up Summary of draft proposed plan change at 14 July 2016 (updated 26 July 2016)

The following summary is based on the draft proposed plan change following the Collaborative Stakeholder Group (CSG) workshop on 6 and 7 July 2016. The draft proposed plan change includes new objectives, policies and methods. It has yet to go through project partner decision making processes, so does not constitute Waikato Regional Council policy.

Objectives Policies

Key outcomes that the plan is seeking to achieve Proposed directions being set by the plan 1. Long term restoration and protection of water quality for 1. Manage diffuse discharges of nitrogen, phosphorus, 8. Prioritised implementation each subcatchment and Freshwater Management Unit sediment and microbial pathogens i.e. implement relevant polices according to priority areas: 2. Social, economic and cultural wellbeing is maintained in 2. Tailored approach to reducing diffuse discharges from subcatchment where the gap between water targets and current the long term farming activities water quality is greater, lakes Freshwater Management Units and Whanagamarino wetland 3. Short term improvements in water quality in the first 3. Tailored approach to reducing diffuse discharges from 9. Subcatchment (including edge of field) mitigation stage of restoration and protection of water quality for commercial vegetable production systems planning, coordination and funding each subcatchment and Freshwater Management Unit 4. Enabling activities with lower discharges to continue or 10. Provide for point source discharges of regional 4. People and community resilience to be established while signalling further change may be significance required in the future 5. Mana Tangata – protecting and restoring tangata 11. Application of Best Practicable Option and mitigation or whenua values 5. Staged approach offset of effects to point source discharges i.e. achieving long term water quality targets staged over 80 years to 6. Whangamarino Wetland minimise social disruption and allow time for innovation and making a 12. Additional considerations for point source discharges in start now and preparing for future reductions in discharges relation to water quality targets 6. Restricting land use change 13. Point sources consent duration i.e. land use change consent applications need to demonstrate clear 14. Lakes Freshwater Management Units and enduring decreases in diffuse discharges i.e. restore and protect lakes via lake specific approach guided by lake 7. Preparing for allocation in the future catchment plans i.e. prepare for future reductions in discharges and any future property 15. Whangamarino Wetland level allocation of diffuse discharges by implementing the methods in i.e. protect and progress towards restoration of the wetland by the plan change; collect information to support this; signal principles reducing discharges flowing into it for future allocation 16. Flexibility for development of land returned under Te Tiriti o Waitangi settlements and multiple owned Māori land 17. Considering the wider context of the Vision and Strategy Council Agenda - 31 August 2016 Page 217 How the policies and rules are shaping up Summary of draft proposed plan change at 14 July 2016 (updated 26 July 2016)

New rules will complement existing rules Summary of new rules Another opportunity for your say later in 2016 It is anticipated that Waikato Regional Council will Existing rules in the Waikato Regional Plan will continue The following is a summary of key points in the draft notify a proposed plan change later this year. The to apply, including provisions that manage earthworks and proposed plan change developed by the Collaborative point source discharges. Stakeholder Group that is due to be considered by the community and stakeholders have been involved in project partners. developing the policies right from the start, and this will be another opportunity for you to provide your Additional requirements for forestry Note: The rules are presented here in the order they appear views. When making a submission on the proposed in the draft proposed plan change. In addition to provisions already in the regional plan that plan change you can support or oppose various manage forestry, there will be new requirements around parts of it, or take a neutral stance. The information Rule 1 - Small and low intensity farming activities written notification 20 days prior to commencing harvest you provide will be considered when final decisions operations and providing forest harvest plans to Waikato Permitted activity are made on the plan change. Regional Council. This rule applies to farming activities on properties that are not used for commercial vegetable production and are Point sources policy Rule 2 - Other farming activities not part of a multi-property enterprise and are registered When applying for resource consent, point source (Schedule A) and have stock excluded (Schedule C) and are Permitted activity discharges must propose to adopt the best practicable either: This rule is designed to identify properties with low risk option to avoid or mitigate adverse effects. If not practicable • ≤ 4.1ha OR factors which do not need a Farm Environment Plan at this to avoid or mitigate adverse effects, they can instead • >4.1ha with <6 stock units/ha, no arable cropping stage. It applies to farming activities on properties that are propose an offset measure. not commercial vegetable production and are registered (Schedule A) and have stock excluded (Schedule C) and can meet either set of the following conditions: • greater than 4.1ha and less than or equal to 20ha with >6 stock units/ha OR arable cropping AND not part of multi- property enterprise AND 1. Stocking rate has not increased since notification (if grazing) OR 2. Nitrogen, phosphorus, sediment and microbial pathogen losses have same or lower discharges since notification (if not grazing) AND

Continued overleaf Council Agenda - 31 August 2016 Page 218 How the policies and rules are shaping up Summary of draft proposed plan change at 14 July 2016 (updated 26 July 2016)

3. Water bodies are fenced so that any new fences keep • 1 July 2023 for priority 2 subcatchments • the stock listed above are excluded within 3 years of the cattle, horses, deer and pigs at least 3m away from • 1 July 2026 for priority 3 subcatchments tranche date for Farm Environment Plans or by 2026 water body whichever is sooner • >20ha with >6 stock units/ha OR arable cropping: Note: Industry schemes will have to be approved by Waikato • the Farm Environment Plan demonstrates how the 1. N loss doesn’t exceed Nitrogen Reference Point (see Regional Council. Schedule 2 sets out the requirements property will not exceed its Nitrogen Reference Point (see Schedule B) or 15kg N/ha/year (whichever lesser) AND for an industry scheme. Policies state that there must be Schedule B), as measured by a 5-year rolling average via 2. no land >15° slope cultivated or grazed AND a similar level of rigour in developing, monitoring and OVERSEER unless other suitable mitigations are specified 3. no soil cultivation occurs within 5m of a water body auditing of mitigation actions for both rules 3 and 4. The • if the property has a Nitrogen Reference Point greater AND notes to Rule 4 also apply to Rule 3. than 75th percentile nitrogen leaching value, the Farm Environment Plan is prepared by 2020 and demonstrates 4. no winter forage crops grazed in situ AND how the property will reduce to the 75th percentile by 5. water bodies are fenced so that any new fences located Rule 4 - Farming activities with a 2026 to keep cattle, horses, deer and pigs at least 3m away Farm Environment Plan not under a certified from water body Note: Policy 2(d) says that reductions must be proportionate industry scheme to the amount of current discharge (those discharging more Note: Properties between 4.1 and 20ha do not require a are expected to make greater reductions) and proportionate Controlled activity Nitrogen Reference Point modelled through OVERSEER, but to the scale of water quality improvement required in the must provide verification that they comply with points 1 and 2. For properties that do not come under Rules 1 or 2, farming subcatchment. (excluding commercial vegetable production) where the Rule 3 - Farming activities with a Farm land use is not registered to a certified industry scheme is Environment Plan under a certified industry controlled provided: Rule 5 - Existing commercial vegetable production • it has a Farm Environment Plan prepared by a certified scheme Controlled activity person and provided to Waikato Regional Council as Permitted activity part of a consent application, designed to identify risk of Commercial vegetable production enterprises operating Properties, excluding commercial vegetable production, contaminant loss from that property and actions to reduce under an approved Farm Environment Plan (in place by July that do not come under rules 1 or 2, and are registered to those risks with timeframes specified for those actions 2020) as part of an industry scheme are a controlled activity a certified industry scheme and are registered (Schedule • Farm Environment Plans are in place by ‘tranche’ dates as long as the area of the enterprise does not exceed the A) and stock excluded (Schedule C) must provide a Farm (Priority 1 and properties with a Nitrogen Reference Point maximum area occupied by that enterprise from 1 July Environment Plan to Waikato Regional Council and adhere greater than 75th percentile nitrogen leaching value by 2006 to 1 July 2016 and the enterprise does not exceed its to it by: July 2020; Priority 2 by 2023, Priority 3 by 2026) Nitrogen Reference Point (see Schedule B). • 1 July 2020 for priority 1 subcatchments, and properties • cattle, horses, deer and pigs are excluded from any water Note: Policies require a reduction in 10% of nitrogen with a Nitrogen Reference Point greater than 75th bodies for stock exclusion (in line with Schedule C) discharges across the sector by 2026. percentile nitrogen leaching value Council Agenda - 31 August 2016 Page 219 How the policies and rules are shaping up Summary of draft proposed plan change at 14 July 2016 (updated 26 July 2016)

Rule 6 – Use of land for farming activities Schedule A - Registration Schedule C - Stock exclusion

Restricted discretionary activity All rural properties >2ha must, by March 2019, provide Properties grazing cattle, horses, deer or pigs must have Properties used for farming activities but not covered by Waikato Regional Council with information that includes: fences or stockproof natural barriers to prevent them from preceding rules. • landowner/land user details and other basic information entering water bodies. Water bodies for stock exclusion in • details of land use activities undertaken at date of plan this plan change are any: Rule 7 - Land use change change notification • rivers that continually contain surface water • (if grazing animals) stocking rate, location of water bodies • drains that continually contain surface water Non-complying activity and any adjacent fences, location of livestock crossing • wetlands, including constructed wetlands The following land use changes (greater than 4.1ha) are points and type of structures. • lakes. non-complying activities from date of notification and therefore require a resource consent. Schedule B - Nitrogen Reference Point Timeline of rules

Woody vegetation All commercial vegetable production properties or (excluding weed Farming activities Date Requirement species) enterprises must, by March 2019, provide Waikato Regional Council with a Nitrogen Reference Point (average N leaching Notification Land use change (rule expires 1 July 2026) Livestock grazing losses from 1 July 2006 to 30 June 2016) and associated other than dairy Dairy farming 31 March Registration farming data. 2019 Nitrogen Reference Point information submitted Arable cropping Dairy farming Other properties >20ha must, by March 2019, provide Waikato Regional Council with a Nitrogen Reference Point 1 July 2020 Priority 1, 75th percentile nitrogen leaching Commercial vegetable (highest annual leaching loss in either the 2014/15 or value dischargers and commercial vegetable production complete Farm Any land use production (except as 2015/16 financial year for the property) and associated under Rule 5) Environment Plans data. 1 July 2023 Priority 2 complete Farm Environment Plans Note: Provision is made in Objectives and Policies for some All Nitrogen Reference Points are calculated using Priority 1 complete stock exclusion flexibility for development of tangata whenua ancestral OVERSEER or other approved model. lands. This is to recognise that flexibility has been restricted 1 July 2026 Priority 3 complete Farm Environment Plans in the past due to legal and/or historical impediments. Priority 2 and 3 complete stock exclusion th Any land that does change use will also be subject to Leaching exceeding 75 percentile nitrogen other rules, for example the requirement to have a Farm leaching value have been reduced to meet 75th percentile Environment Plan under Rule 3 or 4. A Nitrogen Reference Land use change rule expires. Point for any new land use will be established as part of the consent application. Council Agenda - 31 August 2016 Page 220 How the policies and rules are shaping up Summary of draft proposed plan change at 14 July 2016 (updated 26 July 2016)

Definitions

Meaning

75th percentile 75th percentile value (units of kg N/ha/year) of all of the Nitrogen Reference Point values for dairy farming properties and enterprises within each Freshwater nitrogen leaching value Management Unit and which are received by the Waikato Regional Council by 31 March 2019.

the following vegetables grown in New Zealand for commercial purposes: • artichokes, Asian vegetables, beans, beetroot, boxthorn, broccoflower, broccoli, broccolini, Brussels sprouts, burdock, cabbage, capsicums, carrots, cauliflower, celeriac, Commercial vegetable celery, chilli peppers, chokos, courgettes, cucumbers, eggplant, Florence fennel, garland chrysanthemum, garlic, gherkins, herbs, Indian vegetables, kohlrabi, kumara, production leeks, lettuces, marrows, melons, okra, parsnips, peas, puha, pumpkin, purslane, radishes, rakkyo, rhubarb, salad leaves, salsify, scallopini, scorzonera, shallots, silverbeet, spinach, spring onions, sprouted beans and seeds, squash, swedes, sweetcorn, taro, turnips, ulluco, watercress, witloof, yakon, yams, and zucchinis, potatoes, tomatoes, asparagus, onions • hybrids of vegetables listed above

Dairy farming farming of dairy cows on a milking platform for milk production

Drystock farming pasture grazing beef cattle, dairy animals grazed off a milking platform, sheep, and deer for meat, wool, or velvet production.

one or more parcels of land held in single or multiple ownership to support the principle land use or land which the principle land use is reliant upon, and constitutes Enterprise a single operating unit for the purposes of management. An enterprise is considered to be within a subcatchment if more than 50% of that enterprise is within the subcatchment. Council Agenda - 31 August 2016 Page 221 How the policies and rules are shaping up Summary of draft proposed plan change at 14 July 2016 (updated 26 July 2016)

Activities explanations

Requires resource consent? Consent grant status

Permitted activity No, but must comply with conditions. -

Must be granted. Controlled activity Yes Must comply with standards and terms in plan. Can only consider specific matters over which control reserved and may only impose consent conditions relevant to those matters.

May be granted. Restricted discretionary activity Yes Can only consider specific matters over which discretion restricted and may only impose consent conditions relevant to those matters.

May be granted. Discretionary activity Yes May impose consent conditions. Full discretion.

May be granted, subject to gateway test (i.e. that the adverse effects of the activity on the environment will be minor or the application is for an activity that will not be contrary to the objectives and policies of a relevant plan or Non-complying activity Yes proposed plan). May impose consent conditions. Full discretion.

Prohibited activity Cannot be applied for -

Subscribe to the e-newsletter www.waikatoregion.govt.nz/healthyrivers [email protected] freephone 0800 800 401 5066 07_2016 Council Agenda - 31 August 2016 Page 222

Information Report

To: Mayor and Councillors

From: Strategic Planner

Date: Wednesday, 24 August 2016 Document: 1579231 File reference: Appendix A: Fourth quarter NFPT results Appendix B: Fourth quarter mandatory measures results Meeting date: Wednesday, 31 August 2016

Subject: 2015/16 Fourth Quarter NFPT Results Report

Recommendation:

THAT the report be received.

Summary

The purpose of this report is to present the Council with the non financial performance target and mandatory measures results for the fourth quarter of the 2015/16 financial year.

Background

Council staff are required to prepare the results to their non financial performance targets (NFPT) and the mandatory measures as applicable on a quarterly basis. These results are reported to the Council and provide an indication of how the organisation’s performance is tracking. These results also form part of the Annual Report that is prepared at the end of the financial year.

2015/16 is the first year that the 2015-25 Long Term Plan service level performance targets apply. It is also the first year that mandatory performance targets will be reported on. These mandatory targets relate only to the Network Services Group.

Content

NFPT Results:

Appendix A to this report contains the full NFPT results for the fourth quarter of the 2015/16 financial year. These results show the performance for year one of the 2015-25 Hauraki Long Term Plan.

The results (attached as Appendix A) are marked as either ‘Achieved’, ‘Not Achieved/Not on Track’, or ‘Not Applicable’, for the fourth quarter and for the year end. Overall the results of the NFPTs are as follows:

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Council Agenda - 31 August 2016 Page 223

Fourth Quarter: 2015/16 Year End: Achieved: 56 of 108 = 52% Achieved: 67 of 108 = 62% Not Achieved: 24 of 108 = 22% Not Achieved: 24 of 108 = 22% Not Applicable: 28 of 108 = 26% Not Applicable: 17 of 108 = 16%

Mandatory Results:

Appendix B to this report contains the mandatory measures results for the fourth quarter and for the year end. Overall the results of the mandatory measures are as follows:

Fourth Quarter: 2015/16 Year End: Achieved: 11 of 19 = 58% Achieved: 9 of 19 = 47% Not Achieved: 5 of 19 = 26% Not Achieved: 8 of 19 = 42% Not Applicable or Unable to Measure: 3 of 19 = 16% Not Applicable or Unable to Measure: 2 of 19 = 11%

Combined Year End Results:

The mandatory and non financial performance results combined are as follows:

2015/16 Year End: Achieved: 76 of 127 = 60% Not Achieved: 32 of 127 = 25% Not Applicable or Unable to Measure: 19 of 127 = 15%

Note that some of the ‘not applicable/unable to measure’ results are due to the satisfaction survey results not yet being available.

Conclusion

This report provides an opportunity for the Council to review the fourth quarter NFPT and mandatory results for the 2015/16 year prior to inclusion in the 2015/16 Annual Report.

Terri Nevin Strategic Planner

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Council Agenda - 31 August 2016 Page 224

Appendix A – Fourth Quarter Non Financial Performance Results

Milestones not achieved this quarter 24 NFPT Fourth Quarter Results Summary Achieved this quarter 56 Results from 1 May 2016 – 31 July 2016 Not applicable or unable to measure 28

No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 1.1 Democracy The Council Council and No complaints Achieved: No complaints Achieved: No complaints have will conduct all Committee are upheld by were received in the fourth been received in 2015/16. its business in meetings are the quarter. an open and conducted in ombudsman transparent accordance with relating to manner. legislative Council and requirements. Committees meeting statutory processes. 1.2 Democracy The Council Agendas for 100% of Achieved: Agendas were Achieved: 100% of agendas will conduct all meetings (other agendas are available two working days were available two working days its business in than available on the prior to each meeting. prior to each meeting in 2015/16. an open and extraordinary internet and in transparent meetings) of the Council 1/1 Judicial Committee manner. Council and its offices and 2/2 Audit and Risk Committees are libraries two Committee publicly clear working 3/3 Plains Ward Committee available at days before 3/3 Paeroa Ward Committee least two clear each meeting. 3/3 Waihi Ward Committee working days 3/3 Operations Committee prior to the 3/3 Council meeting date. 2/2 Economic Development Committee 3/3 Western Plains Drainage District Committee 2/2 Eastern Plains Drainage District Committee 1/1 Paeroa Rural Drainage District 1.3 Democracy Elected Customers are 75% of Not Applicable: The 2016 Not Applicable: The 2016 members will satisfied that customers are triennial satisfaction survey triennial satisfaction survey provide Council makes satisfied results have not yet been results have not yet been governance decisions in received however will be received however will be and leadership their best included in the Annual included in the Annual Report for the Hauraki interests. Report document. document. District Council community. 1.4 Democracy When making In the event that Engagement Not Applicable: The Dog Achieved: A community decisions the any threshold is programme Control Policy and Bylaw engagement plan for the Council will triggered in the adopted for were consulted on in the Kerepehi wastewater project was consider Council’s 100% of fourth quarter. However this adopted in the second quarter. community Significance and decisions that was not as a result of There have been no other views. Engagement trigger a triggering a significance triggers of the Significance and Policy, an threshold threshold. Engagement Policy. engagement programme is adopted by Council.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 2.1 Iwi Liaison Mana Whenua The Forum will Four meetings Not Achieved: By mutual Not Achieved: By mutual Forum meets meet four times of Forum held agreement the Forum is agreement the Forum meetings regularly to per year. per year suspended while the Hauraki were suspended while the provide for Treaty negotiations are in Hauraki Treaty claims are being ongoing progress. negotiated. dialogue

between the Council and Iwi groups who hold Mana Whenua status in the District. 2.2 Iwi Liaison The Council Additional Develop Not Achieved: No new Not Achieved: Negotiations have will continue to Memoranda of Memoranda of memorandum were been suspended while the develop its Partnership Partnerships developed in the fourth Hauraki Treaty claims are being relationships agreements are with Ngaati quarter. negotiated. with Tangata developed. Whanaunga Whenua. and Ngati Tara Tokanui 2.3 Iwi Liaison Provide The Council will Tangata Achieved: Consultation with Achieved: Discussions have opportunities consult with Whenua will be Iwi occurred regarding the been held with Ngati Maru, Ngati for Māori to be Tangata consulted on all review of the Dog Control Tametera and Ngati Hako on involved in Whenua on all relevant Policy and Bylaw. wastewater proposals for Council Council applications for Kerepehi and the wastewater decision applications for consents. consent renewal for Ngatea. making wastewater and processes. water consents. Consultation has also occurred on the proposed Steen Road, Waitakaruru dam consent.

The Consultative Committee for Water and Waste was scheduled to meet in September but did not achieve a quorum.

Iwi consultation occurred with the Paeroa racecourse proposal, the two co-governance committees for the Kaiaua and Black Hill Reserves, and on the Dog Control Policy and Bylaw review. 3.1 Policy To plan the All legislatively 100% of all Not Applicable: No policies, Achieved: The legislatively Development Council’s required legislatively plans or strategies were required 2016/17 Annual Plan Policy policies, plans required required to be adopted in the was adopted within statutory Development in and strategies documents are fourth quarter. timeframes (due by 30 June accordance are adopted adopted within 2016) in the third quarter. with relevant within statutory statutory legislative timeframes. timeframes. Council's Earthquake Prone, requirements. Dangerous and Insanitary Buildings Policy was legislatively due for review in the first quarter however the Council resolved to put the review on hold pending legislative changes to the Earthquake-prone Buildings Amendment Bill. The legislative changes are likely to significantly affect the policy.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 3.2 Policy Significant All decisions 100% Not Applicable: No decisions Achieved: The special Development decisions are that are subject successful made were subject to the consultative procedure checklist made in a to the special completion of special consultative was successfully completed for democratically consultative internal Special procedure. the Food Fees amendments. The accountable procedure meet Consultative Food Fees statement of proposal way. the Procedure A special consultative was publicly available for requirements of checklist. procedure is still underway submissions from 11 December the Local for the Council’s Dog Control 2015 to 29 January 2016. Government Policy and Bylaw so the Act, 2002. checklist cannot be completed. This will apply to the next financial year. 3.3 Policy Policy Key draft or 100% of all Achieved: Statement of Achieved: Statement of proposal Development development is proposed policy draft policy proposal for the Draft Dog for the Draft Dog Control Policy visible and documents documents are Control Policy and Bylaw and Bylaw was available on the accountable. subject to available on the was available on the website website during the consultation consultation are Council’s during the consultation period. available on the website on period. Council’s time. website by the notified date of availability. 3.4 Policy Policy Percentage of 70% of Not Applicable: The 2016 Not Applicable: The 2016 Development development is customers customers triennial satisfaction survey triennial satisfaction survey visible and satisfied with satisfied results have not yet been results have not yet been accountable. the consultation received, however will be received, however will be and included in the Annual included in the Annual Report engagement of Report document. document. Council’s major policies and strategies. 3.5 Policy The Council Bylaws are 2016/17: Achieved: The Dog Control Achieved: Part 4: Trade Waste Development - will develop reviewed as Commence Bylaw consultation period and Wastewater of the on hold for local required, with all review of all was held during the fourth Consolidated Bylaw underwent 2016/17 legislation. bylaws to be bylaws. quarter. its ten year review in 2014/15 reviewed by and was adopted on 29/7/2015. 2017/18. The Control of Dog Bylaw (Part 3, Section 6 and schedules 6 and 7) commenced in the fourth quarter. 3.6 Policy The Council All Changes and There are no Achieved: There were no Achieved: There were no Development meets its Variations to the successful appeals or judicial reviews to successful appeals or judicial statutory District Plan are appeals or the District Plan in the fourth reviews on any Plan Change or requirements processed judicial reviews quarter. Variation to the Plan as a result under the within statutory on any Change of administrative or process Resource requirements. or Variation to matters. Management the Plan as a Act, 1991. result of administrative or process matters. 4.1 Roading Access is Time for road 100% of arterial Not Applicable: There were Achieved: There was a minor provided to the access to be and collector no climatic events during the event reported 1 September network of local restored to roads providing fourth quarter that affected 2015 affecting Bradshaw Road, roads. communities access to road access. Komata Road & Wires Road following a 1 in communities fords. Flooding on Deam Road, 10 year climatic open within 24 Crean Road, Miranda Road, Old event (10% hours, all other Tauranga Road, Woodlands probability). roads within 72 Road, Rahu Road, Wharf Street hours and a slip on Pukewera Road. Access was restored to all roads within 24 hours. 4.2 Roading The pavement That the road Maintain a level Achieved: The Sealed Achieved: The Sealed Pavement life of sealed pavement is in of less than or Pavement Condition Index Condition Index is 2.8. roads is good condition. equal to 7 (fair for the fourth quarter is 2.8. preserved. condition) Page 5 of 29

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 4.3 Roading The Council Percentage of ≥ 70% of Not Applicable: The 2016 Not Applicable: The 2016 delivers a customers customers triennial satisfaction survey triennial satisfaction survey roading satisfied with satisfied results have not yet been results have not yet been network that the quality of received, however will be received, however will be addresses roads in the included in the Annual included in the Annual Report safety and District Report document. document. amenity issues. (excluding state highways). 4.4 Roading The Council Traffic safety 100% of all Achieved: 100% of barriers Achieved: 100% of barriers meet delivers a barriers are traffic safety meet NZ standards. There NZ standards. There were no roading installed and barriers meet were no new traffic safety new traffic safety barriers network that maintained in a NZ standards barriers installed in the fourth installed and no maintenance addresses fully operative quarter and no maintenance required. safety and condition in required. amenity issues. accordance with NZ Standards. 4.5 Roading The Council Damaged, 100% on: Achieved: There were 25 Achieved: 100% (97/97) of sign delivers a missing or • regulatory/ sign issues reported in the issues were resolved within roading leaning signs permanent/ fourth quarter. All signs (25 specified timeframes (5/5 of network that are remedied on warning of 25) were under the regulatory sign issues were addresses District roads signs within 7 general signs category and resolved within seven days, 4/4 safety and within specified days were resolved within 6 of safety sign issues were amenity issues. timeframes. • safety weeks resolved within two days and connected 88/88 of other signs were signs within 2 resolved within six weeks). days • all other signs within 6 weeks 4.6 Roading The Council All reported 85% within 5 Achieved: There were 11 Achieved: 100% (12/12) potholes delivers a potholes on days for >100 potholes reported in the on >100 vpd roads were repaired roading District roads vehicle per day fourth quarter. 2 potholes within five days. 100% (19/19) network that are repaired (vpd) roads and were on roads >100vpd with potholes on <100 vpd roads addresses within specified within 14 days 100% repaired within five were repaired within 14 days. safety and timeframes. for <100 vpd days. amenity issues. roads There were 9 potholes reported on roads <100vpd with 100% repaired within 14 days. 4.7 Roading The Council All programmed 100% of Achieved: 60m (100%) of the Achieved: 100% (60m) of the delivers a new footpaths annually annual new footpath new footpath programme was roading are installed. programmed programme was completed completed as part of the network that footpaths in the third quarter. subsidised roading programme addresses installed in for 2015/16. safety and accordance amenity issues. with the agreed programme 4.8 Roading The Council Issues reported >95% of all Achieved: During the fourth Achieved: 100% (145/145) state delivers a to the Council reported issues quarter 100% (27 of 27) highway issues reported in roading regarding state are forwarded state highway service 2015/16 were forwarded to the network that highways are within one requests were forwarded to New Zealand Transport Agency addresses forwarded to the working day the New Zealand Transport within one working day. safety and New Zealand Agency within one working amenity issues. Transport day. Agency. 5.1 Water Supply The Council Customers are Equal to or Not Applicable: The 2016 Not Applicable: The 2016 provides water satisfied with greater than triennial satisfaction survey triennial satisfaction survey supply services the cost of water 60% of results have not yet been results have not yet been at agreed supplied by the customers received, however will be received, however will be levels of Council. satisfied included in the Annual included in the Annual Report service. Report document. document.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 5.2 Water Supply Water services The water No abatement Achieved: No abatement or Achieved: No abatement or meet regulatory supply service is or enforcement enforcement notices were enforcement notices were requirements. operated in notices received or are expected. received in 2015/16. compliance with received. regulatory requirements. 5.3 Water Supply Good quality Customers are Equal to or Not Applicable: The 2016 Not Applicable: The 2016 water is satisfied with greater than triennial satisfaction survey triennial satisfaction survey supplied to the water quality 80% of results have not yet been results have not yet been consumers. from Hauraki customers received, however will be received, however will be District Council satisfied included in the Annual included in the Annual Report networks. Report document. document. 5.4a Water Supply Water is safe to Water treatment Kerepehi Not Achieved: While the Not Achieved: While the water is drink. plants will 2014/15 water is safe to drink, the safe to drink, very minor issues comply with the Kerepehi water treatment during the year resulted in non- New Zealand plant was not compliant due compliance. Drinking Water to minor failure during the Standards quarter. (NZDWS) 2008. 5.4b Water Supply Water is safe to Water treatment Waitakaruru Not Achieved: While the Not Achieved: While the water is drink. plants will 2015/16 water is safe to drink, the safe to drink, the Waitakaruru comply with the Waitakaruru water treatment water treatment plant does not New Zealand plant is not compliant. yet comply with the New Zealand Drinking Water Drinking Water Standards 2008. Standards Sludge management and (NZDWS) 2008. automation upgrades are still required. These projects are in the design stage. 5.4c Water Supply Water is safe to Water treatment Waihi 2015/16 Achieved: The Waihi Not Achieved: The upgraded drink. plants will treatment plant was plant was not operating for the comply with the compliant in the fourth full compliance year. New Zealand quarter. Drinking Water Standards (NZDWS) 2008. 5.4d Water Supply Water is safe to Water treatment Paeroa 2015/16 Not Achieved: While the Not Achieved: While the water is drink. plants will water is safe to drink and the safe to drink and the Paeroa comply with the Paeroa water treatment plant water treatment plant is New Zealand is compliant, there was one compliant, a faulty metre means Drinking Water day where compliance could that there was one day where Standards not be demonstrated due to compliance could not be (NZDWS) 2008. a faulty metre. New demonstrated. processes will be developed to address instrumentation failures. 5.5 Water Supply Protection is Fire hydrants Equal to or Achieved: GIS analysis Achieved: GIS analysis carried provided to the are provided to greater than carried out in September out in September 2015 shows community and urban fire 95% 2015 shows 96.4% of 96.4% of residential properties the districts within a compliance residential properties within within a gazetted urban fire environment. 135 metre a gazetted urban fire district district have a fire hydrant within radius of the have a fire hydrant within 135 metre radius. closest property 135 metre radius. boundary. 5.6 Water Supply A reliable water Number of <5 customers Achieved: 0 customers per Achieved: 1 customer or 0.14 supply is customers per 1000 1000 connections has had customers per 1000 connections provided. whose water connections interrupted water supply has had interrupted water supply supply is more than twice during the more than twice in the year. interrupted more fourth quarter. than twice in a 12 month period due to unplanned loss of supply incidents.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 5.7a Water Supply Timely Customer Emergency Achieved: No emergency Achieved: No emergency response to requests are call-outs: 100% callouts were received in the callouts have been received in customer responded to fourth quarter. 2015/16. requests. within target timeframes: • Emergency call outs: resolved <1 hour 5.7b Water Supply Timely Customer Urgent Achieved: 13 of 13 (100%) Achieved: 46 of 50 (92%) urgent response to requests are customer urgent customer requests callouts were responded to within customer responded to requests: 80% were responded to within target timeframes in 2015/16. requests. within target one hour in the fourth timeframes: quarter. • Urgent April: 4 of 4. customer May: 5 of 5. requests: June: 4 of 4. response <1 hour 5.7c Water Supply Timely Customer Priority Achieved: 103 of 129 (80%) Achieved: 433 of 520 (83%) of response to requests are customer priority customer requests priority callouts were responded customer responded to requests: 80% were responded to within to within target timeframes in requests. within target four hours in the fourth 2015/16. timeframes: quarter. • Priority April: 38 of 46 customer May: 38 of 46 requests: June: 27 of 37. assess <4 hours 5.7d Water Supply Timely Customer Routine Not Achieved: 35/45 (78%) Not Achieved: 257/317 (81%) response to requests are customer routine customer requests routine callouts were responded customer responded to requests: 85% were responded to within to within target timeframes in requests. within target three working days in the 2015/16. timeframes: fourth quarter. • Routine April: 15 of 17 customer May: 12 of 14 requests: call June: 8 of 14 back <3 working days Staff resources affected Council's operational response times during the year. The Council will consider how to reduce the effect of staff shortages in the future through its business continuity planning.

6.1 Wastewater Council Percentage of Equal to or Not Applicable: The 2016 Not Applicable: The 2016 provides users satisfied greater than triennial satisfaction survey triennial satisfaction survey Wastewater with the quality 95% of results have not yet been results have not yet been services at of wastewater customers received, however will be received, however will be agreed levels services satisfied included in the Annual included in the Annual Report of service. provided. Report document. document. 6.2 Wastewater Wastewater The wastewater No abatement Achieved: No abatement or Achieved: No abatement or services meet service is or enforcement enforcement notices have enforcement notices have been regulatory operated in notices been received or are received or are expected in the requirements. compliance with received. expected. 2015/16 year. regulatory requirements. NOTE: This measure has been deleted in the 2016/17 Annual Plan due to duplication with a mandatory measure.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 6.3 Wastewater Protection is Number of dry • <1 pump- Not Achieved: Not Achieved: provided to the weather station • 1.28 pump-station • 1.28 pump-station overflows community and overflows from overflow per overflows per 20 pump per 20 pump stations the pump stations 20 pump stations Achieved: environment. and/or the stations per Achieved: • 9.50 overflows from the pipe wastewater year. • 9.5 overflows from the network per 100km of network. • <15 pipe network per 100km wastewater pipe overflows of wastewater pipe from the pipe Wet wipes caused repeat network per Wet wipes caused repeat blockages at one pump station 100km of blockages at one pump early in the year. This problem wastewater station early in the year. This was resolved by educating local pipe length problem was resolved by residents of the cause of the per annum. educating local residents of issue. the cause of the issue. A dry year reduced the normal A dry year reduced the rainfall related flushing in the normal rainfall related network increasing the incidence flushing in the network of pipe blockages. increasing the incidence of pipe blockages. 6.4a Wastewater Timely Customer Emergency Not Applicable: No Achieved: 1 of 1 (100%) of response to requests are call-outs: 100% emergency callouts were emergency callouts were customer responded to received in the fourth responded to within 1 hour in requests. within target quarter. 2015/16. timeframes: • Emergency call outs: resolved <1 hour 6.4b Wastewater Timely Customer Urgent Achieved: 2 of 2 (100%) of Achieved: 8 of 11 (73%) of response to requests are customer urgent callouts responded to urgent callouts were responded customer responded to requests: 80% within one hour in the fourth to within one hour. requests. within target quarter. timeframes: Apr 1 of 1 • Urgent May 0 of 0 customer Jun 1 of 1 requests: response <1 Staff resources affected hour Council's operational response times during the year. The Council will consider how to reduce the effect of staff shortages in the future through its business continuity planning.

6.4c Wastewater Timely Customer Priority Achieved: 9 of 11 (82%) of Achieved: 53 of 56 (95%) of response to requests are customer priority callouts responded to priority callouts were responded customer responded to requests: 80% in less than four hours in the to in less than four hours. requests. within target fourth quarter. timeframes: Apr 4 of 4 • Priority May 1 of 1 customer Jun 4 of 6 requests: assess <4 hours

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 6.4d Wastewater Timely Customer Routine Not Achieved: 4 of 7 (57%) Not Achieved: 9 of 15 (60%) of response to requests are customer of routine customer requests routine customer requests were customer responded to requests: 85% were responded to within the responded to within three requests. within target target timeframes in the working days. Staff shortages timeframes: fourth quarter. affected Council's operational • Routine Apr 3 of 3 response times during the year. customer May 1 of 2 requests: call Jun 0 of 2 back <3 working days Staff resources affected Council's operational response times during the year. The Council will consider how to reduce the effect of staff shortages in the future through its business continuity planning.

7.1 Land Drainage The Council Percentage of Equal to or Not Applicable: The 2016 Not Applicable: The 2016 provides Land affected greater than triennial satisfaction survey triennial satisfaction survey Drainage customers 75% of results have not yet been results have not yet been services at satisfied with customers received, however will be received, however will be agreed levels the land satisfied included in the Annual included in the Annual Report of service. drainage Report document. document. services. 7.2 Land Drainage Drainage The land No abatement Achieved: No abatement or Achieved: No abatement or services meet drainage service notices or enforcement notices have enforcement notices have been regulatory is operated in enforcement been received in the fourth received in 2015/16. requirements. compliance with notices quarter. regulatory received. requirements. 7.3 Land Drainage Protection is Stop bank 100% of stop Not Achieved: 93% of Not Achieved: 93% of stopbank provided to the networks are bank length stopbank length exceeds the length exceeds the design flood community and maintained at or exceeds the design flood level. 8km of level. the above the design flood EPDD stopbanks were environment. design flood level. surveyed in Feb/Mar to NOTE: This measure has been level. confirm what works are deleted in the 2016/17 Annual needed to bring them up to Plan due to duplication with a standard. If necessary, mandatory measure. material will be sourced to reconstruct these stopbanks. Material from Hot Springs and Karito Canals channel excavation will be dried and used to rebuild the adjacent stopbanks. 7.4 Land Drainage Pasture Drainage No verified Achieved: No verified Achieved: No verified customer protection is schemes customer customer complaints about complaints about flood duration provided. reliably maintain complaints flood duration of >3 days of >3 days have been received in pasture about flood have been received in the 2015/16. production on duration of >3 fourth quarter. land that would days are otherwise flood received. after 38mm or less of rainfall over a 3-day period. 7.5a Land Drainage Timely Customer Emergency call Not Applicable: No Not Applicable: No emergency response to requests are outs: 100% emergency callouts have callouts have been received in customer responded to been received in the fourth 2015/16. requests. within target quarter. timeframes: • Emergency call outs: resolved <1 hour Page 10 of 29

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 7.5b Land Drainage Timely Customer Urgent Achieved: No urgent Achieved: 1 of 1 (100%) of response to requests are customer requests were received in urgent callouts have been customer responded to requests: 80% the fourth quarter. responded to within target requests. within target timeframes in 2015/16. timeframes: • Urgent customer requests: response <1 hour 7.5c Land Drainage Timely Customer Priority Not Applicable: No priority Achieved: 9 of 9 (100%) of response to requests are customer requests were received in priority callouts have been customer responded to requests: 80% the fourth quarter. responded to within target requests. within target timeframes in 2015/16. timeframes: • Priority customer requests: assess <4 hours 7.5d Land Drainage Timely Customer Routine Achieved: 6 of 6 (100%) of Achieved: 14 of 15 (93%) of response to requests are customer routine requests were routine requests have been customer responded to requests: 85% responded to within target responded to within target requests. within target timeframes in the fourth timeframes in 2015/16. timeframes: quarter. • Routine customer requests: call back <3 working days 8.1 Stormwater Stormwater Percentage of Equal to or Not Applicable: The 2016 Not Applicable: The 2016 systems customers greater than triennial satisfaction survey triennial satisfaction survey protect houses satisfied with 70% of results have not yet been results have not yet been from flooding in the stormwater customers received, however will be received, however will be urban areas. services. satisfied included in the Annual included in the Annual Report Report document. document. 8.2 Stormwater Stormwater The stormwater No abatement Achieved: No abatement Achieved: No abatement notices services meet service is notices or notices or enforcement or enforcement notices have regulatory operated in enforcement notices were received in the been received in 2015/16. requirements. compliance with notices fourth quarter. regulatory received NOTE: This measure has been requirements. deleted for the 2016/17 Annual Plan due to duplication with a mandatory measure. 8.3 Stormwater A reliable The stormwater <5 service Achieved: 0.76 service Achieved: 3.79 service requests stormwater network is requests requests per 1000 properties per 1000 properties relating to service is maintained to relating to relating to blockages were blockages were received in provided. minimise the blockages per received in the fourth 2015/16. risk of 1000 customers quarter. blockages causing flooding. 8.4a Stormwater Timely Customer Emergency Not Applicable: No Achieved: 2 of 2 (100%) response to requests are call-outs: 100% emergency callouts have emergency call outs were customer responded to been received in the fourth responded to within the target requests. within target quarter. timeframe in 2015/16. timeframes: • Emergency call outs: resolved <1 hour

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 8.4b Stormwater Timely Customer Urgent Not Applicable: No urgent Achieved: 5 of 5 (100%) of response to requests are customer callouts have been received urgent requests received were customer responded to requests: 80% in the fourth quarter. responded to within target requests. within target timeframes in 2015/16. timeframes: • Urgent customer requests: response <1 hour 8.4c Stormwater Timely Customer Priority Not Achieved: 2 of 3 (67%) Achieved: 27 of 32 (84%) of response to requests are customer of priority call outs were priority requests responded to customer responded to requests: 80% responded to within the within the target timeframe in requests. within target target timeframe in the fourth 2015/16. timeframes: quarter. • Priority customer requests: assess <4 hours 8.4d Stormwater Timely Customer Routine Not Achieved: 12 of 16 Achieved: 66 of 76 (87%) of response to requests are customer (71%) of routine call outs routine requests have been customer responded to requests: 85% were responded to within the responded to within the target requests. within target target timeframe in the fourth timeframe in 2015/16. timeframes: quarter. Staff will review • Routine processes to address this. customer requests: call back <3 working days 9.1 Solid Waste Collection Percentage of Equal to or Not Applicable: The 2016 Not Applicable: The 2016 systems and users satisfied greater than triennial satisfaction survey triennial satisfaction survey waste with the 85% of users results have not yet been results have not yet been processing kerbside satisfied. received, however will be received, however will be facilities are collection included in the Annual included in the Annual Report convenient and service. Report document. document. accessible. 9.2 Solid Waste Collection A transfer 2015-25: 100% Achieved: A transfer station Achieved: A transfer station was systems and station will be open every day was open in the district every open in the District every day waste open in the (except public day except public holidays in except for public holidays in processing District every holidays) the fourth quarter. 2015/16. facilities are day except for convenient and public holidays. accessible. 9.3 Solid Waste Solid Waste The Solid Waste No abatement Achieved: No abatement or Achieved: No abatement or services meet service is notices or enforcement notices were enforcement notices have been regulatory operated in enforcement received in the fourth received in 2015/16. requirements. compliance with notices quarter. legal received. requirements. 9.4 Solid Waste Adverse effects Percentage of >55% of waste Not Achieved: 43% of waste Not Achieved: 46% of waste has of waste on the waste diverted diverted from has been diverted from been diverted from landfill in environment from landfill by landfill landfill in the fourth quarter. 2015/16. are minimised. recycling or composting Increased construction The target of 55% has been

within Council activity has impacted identified as impractical and may provided waste diversion. (Demolition timber be amended in the 2018-28 Long services. cannot be diverted). Term Plan when the Waste Minimisation and Management Plan has been reviewed.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 9.5 Solid Waste Reliable sold Number of days <30 complaints Achieved: There were no Achieved: 22 complaints were waste that collection is (that collection complaints (rounded) received in 2015/16, which collection is not completed not completed) received per 1000 customers equates to 3 (rounded) per 1000 provided. on the per 1000 during the fourth quarter. customers. scheduled day customers per for each annum collection area that resulted in complaints. 9.6a Solid Waste Timely Customer Missed Not Achieved: 10 of 19 Not Achieved: 58 of 87 (67%) of response to requests are collections: (53%). missed collection requests were customer responded to 100% responded to within target requests. within target timeframes in 2015/16. timeframes: • Complaints NOTE: This measure was about missed amended in the 2016/17 Annual collections Plan to read: 'Customer (responding requests, where the customer phone call by requires a response, are end of day responded to within target following timeframes...' complaint) 9.6b Solid Waste Timely Customer Illegal dumping: Not Achieved: 9 of 12 (75%) Not Achieved: 30 of 48 (62.5%) response to requests are 100% illegal dumping requests illegal dumping requests were customer responded to were responded to within responded to within target requests. within target target timeframes in the timeframes in 2015/16. timeframes: fourth quarter. • Illegal dumping is Most illegal dumping cleaned up complaints relate to dumping (within 3 at road reserves. A process working has been put in place to days) address this. 9.6c Solid Waste Timely Customer Recycle bins: Not Achieved: 26 of 33 Not Achieved: 84 of 93 (90%) response to requests are 100% (79%) recycle bin requests recycle bin requests have been customer responded to were responded to within responded to within target requests. within target target timeframes. timeframes in 2015/16. timeframes: April: 12 of 12. • Recycle bins May: 2 of 8. provided June: 12 of 13. (delivered in Staff will review the process time to miss with the contractor to no more than determine how response 1 collection times can be improved in the day) future. 9.6d Solid Waste Timely Customer Routine Not Achieved: 3 of 4 (75%) Not Achieved: 12 of 19 (63%) response to requests are request: 85% routine requests were routine requests were responded customer responded to responded to within target to within target timeframes in requests. within target timeframes. 2015/16. timeframes: April: 0 of 0. • Routine May: 1 of 1. customer June: 2 of 3. requests (call A combination of factors back <3 contributed to this. One working factor is that some of the days) customers do not wish to have their calls returned. This measure has been amended in the 2016/17 Annual Plan.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 10.1 Libraries Library Percentage of >95% of Not Applicable: The 2016 Not Applicable: The 2016 services are library users customers triennial satisfaction survey triennial satisfaction survey provided in a satisfied with satisfied results have not yet been results have not yet been customer library services. received, however will be received, however will be focused and included in the Annual included in the Annual Report effective way to Report document. document. support the recreational and educational needs of the community. 10.2 Libraries Libraries attract The number of >49% of District Achieved: As at 30 June Achieved: As at 30 June 2016 a wide library members population are 2016 membership totalled library membership totalled 9826 audience. is increasing. members 9,826, this is 55% of the for the year, this is 55% of the District population. District population. 10.3 Libraries Libraries attract The number of >140,000 Not Achieved: Book and Not Achieved: Total issues for a wide electronic and electronic and electronic issues totalled the year was 127,795 items audience. hard-copy hard-copy 8,174 which is 80.5% of the (91.3% of the 140,000 target). books issued books issued 35,000 required for the per annum fourth quarter.

Library operations were disrupted this year due to the migration to Kotui (the new consortia software). The new Discovery catalogue is increasing the use of the libraries databases - which are not counted in these statistics. 11.1 Swimming Council Number of No accidents Not Applicable: Pools are Achieved: No accidents as a Pools operated accidents each per operating seasonally closed during the result of poor design or swimming pool year at Council season per pool fourth quarter. maintenance were recorded in facilities are operated 2015/16. safe for users swimming pools and staff. as a result of poor design or maintenance. 11.2 Swimming Council Percentage of >90% of Not Applicable: The 2016 Not Applicable: The 2016 Pools operated pool users customers triennial satisfaction survey triennial satisfaction survey swimming pool satisfied with satisfied results have not yet been results have not yet been facilities are the operation of received, however will be received, however will be safe for users Council included in the Annual included in the Annual Report and staff. swimming Report document. document. pools. 12.1 Sports Fields The Council Number of <6 recorded Achieved: Two complaints Achieved: Four complaints were and will provide justified complaints per were received for mowing received in 2015/16. Recreational sports fields complaints year and one for more regular Reserves that meet the regarding sports mowing during rugby requirements of fields playing season. its users. surface condition. 12.2 Sports Fields Safe Playground Playground Not Achieved: 33 of 54 Not Achieved: 195 of 216 (90%) and playground facilities are inspections are: (61%) playground playground inspections were Recreational facilities are regularly • weekly in inspections were completed completed in the 2015/16. Reserves provided. inspected to primary in the fourth quarter. Due to ensure they are school confusion over auditing safe and holiday requirements, some compliant with periods playgrounds were not playground • fortnightly inspected at the required safety in high use intervals. standards. sites • monthly in low use sites. Page 14 of 29

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 12.3 Sports Fields Park facilities Percentage of >90% of Not Applicable: The 2016 Not Applicable: The 2016 and that are users satisfied customers triennial satisfaction survey triennial satisfaction survey Recreational provided meet with services satisfied results have not yet been results have not yet been Reserves community and facilities received, however will be received, however will be expectation. provided at the included in the Annual included in the Annual Report Districts Parks Report document. document. and Reserves. 13.1 Sports Foster the Extent of Sport At least 15 Achieved: 7 sessions held in Achieved: 23 sporting club Initiatives participation of Waikato sporting club the fourth quarter. training/advisory sessions were residents in involvement in training/advisor • Delivered Introduction to held in 2015/16. sports, the coordination y sessions per Coaching at Waihi College – recreation and of training/ annum 15 students. leisure. advisory • Introduction to Coaching at sessions for Kerepehi School and Piako sporting clubs Rugby League Clubs – 6 within the coaches. District. • Rugby League Mini Mod Coaching Course delivered to coaches at Ngatea and Kerepehi. • Netball – delivery of Player Centred Coaching Workshop; Ball Skills; Circle Work; Skills Analysis; ANZ Future Fern Observation at Hauraki Netball Centre. • Football – Goal Net Training at Paeroa Rangers Football Club Football in Schools at Waikino. • Golf – Assistance with the Hauraki Golf Club Junior Programme through the Junior Convenor. • Facilitated two meetings with the Paeroa College around a proposed new multi surface facility. Have committed to engage through a consultation and business study process to share best practice. 14.1 Halls Council Satisfaction of <36 complaints Achieved: A total of seven Achieved: 29 complaints have managed halls hall users with per year complaints were made in the been received in 2015/16. are clean and the cleanliness fourth quarter: well maintained and April: 2. and meet the maintenance May: 3. needs of the standard of the June: 2. community. halls. (The target allows for nine complaints per quarter). 15.1 Pensioner Pensioner Elderly tenants Rental fees are Achieved: Rentals are Achieved: Rentals are $110 a Housing housing units can afford to no more than $104.00 for bedsitter and week for a one bedroom unit and are affordable. continue 85% of local $110.00 for one bedroom, $104 a week for a bedsitter. occupying the current market which is less than 85% of Rental fees are less than 85% of Council rates. market rates. local current market rent of $150 pensioner units. per week. 15.2 Pensioner The Council’s Percentage of > 85% of Not Achieved: The survey Not Achieved: The survey was Housing pensioner units tenants satisfied tenants was not completed in the not completed in the 2015/16 are maintained with the comfort satisfied with 2015/16 year due to year. to a and safety of the comfort and resourcing issues. comfortable the units. safety of the and safe units standard.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 16.1 Public Toilets Public toilets Number of < 50 complaints Achieved: The target allows Not Achieved: 59 complaints are clean and justified per annum for 12 complaints per were received in the year. maintained, complaints quarter. 12 complaints were meeting the regarding received in the fourth There was a high number of needs of the whether public quarter. complaints in August, September community and toilets are clean, April: 3 and October due to Exeloo the travelling maintained and May: 5 blockages, which was fixed in public. sufficiently June: 4. early November. The remainder stocked with of the complaints in the second consumables. quarter related to no toilet paper in cubicles due to the theft of toilet paper. Staff addressed this issue by reviewing different types of dispensers to deter theft. In the third quarter the issues were anti-social behaviour and a hand drier and lock not working - both have since been fixed. 17.1 Cemeteries The Council Number of < 10 requests Not Achieved: One service Not Achieved: 17 complaints provides requests for collectively for request sought the have been received regarding efficiently general general placement of rabbit bait, one cemetery maintenance in serviced and maintenance at maintenance was regarding trees 2015/16. well maintained cemeteries per across all overhanging the fence from cemeteries. year. Council a neighbouring property, and cemeteries per one was regarding pigs that year. had got into the cemetery and caused damage to the ground. 18.1 Community The Council The Council is A Council Achieved: At least one Achieved: At least one Council Growth will work aware of representative Council representative was representative has attended all alongside business issues will attend BA5 in attendance at every BA5 BA5 meetings in Waihi, Ngatea others to and encourages meetings 11 meeting in Waihi and and Paeroa in the year. There recognise and growth months of the Paeroa. There was one has been a Council develop opportunities year in Waihi meeting held in Ngatea in representatives attend the opportunities and events. and Paeroa, the quarter. Positively Promoting the Plains for growth and quarterly in meetings and the ED Manager within the local Ngatea. has reported on Council's business economic development activities communities. The Economic at one of these meetings. Development Manager will NOTE: This result reports on a report on Council representative attending Council’s BA5 meetings (the method of economic measurement). While the target development specifies the number of activities at two meetings, the number of BA5 meetings meetings held is beyond the each year in Council's control. A Council Waihi and representative will attend 100% Paeroa, and of meetings held. one in Ngatea. 18.2 Community The community The community Quarterly Achieved: Article on Waikato Achieved: For the year seven Growth is aware of is updated on articles Innovation Park initiative articles were published in the Economic economic published in the published on 29 April 2016. HDC news page and three Development development HDC news articles in Waihi Ward initiatives. matters. page and Reflections page. website. 18.3 Community The Council is Percentage of >70% of Not Applicable: The 2016 Not Applicable: The 2016 Growth working to customers customers triennial satisfaction survey triennial satisfaction survey implement its satisfied with satisfied with results have not yet been results have not yet been Economic the Council’s approach received, however will be received, however will be Development approach to included in the Annual included in the Annual Report Strategy. Economic Report document. document. Development.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 19.1 Community To provide The Council, Award Achieved: The award Achieved: The Citizen and Initiatives motivation in with the ceremonies are ceremony was held 14 Young Achiever Award our District, the community, will held prior to October 2015 in the Paeroa ceremony was held on 14 Council will celebrate November War Memorial Hall. October 2015 in the Paeroa War recognise and community annually. Memorial Hall. acknowledge achievements achievements towards social of the well-being at the community. Citizens and Young Achievers Awards ceremony held annually. 19.2 Community The Council The Council will The Council Achieved: The Waihi Ward Achieved: The Waihi Ward Initiatives will work work with others supports three Committee launched “Senior Committee launched “Senior towards towards initiatives from Connect” during October Connect” during October 2015. achieving achieving the the Social 2015. improved goals of the Initiatives The Paeroa Ward Committee is community Hauraki Social Strategy each The Paeroa Ward liaising with the Ohinemuri social well- Initiatives year. Committee is liaising with the Schools Youth Guarantees being through Strategy. Ohinemuri Schools Youth cluster and identifying initiatives its Social Guarantees cluster and with Paeroa College. The Paeroa Initiatives identifying initiatives with Ward is investigating Youth Not Strategy. Paeroa College. in Employment or further Education or Training (NEET) The Plains Ward initiatives with the Youth Committees “Elephant in the Guarantees cluster. Paddock” project is working with key stakeholders with The Plains Ward Committees the last workshop held 23 “Elephant in the Paddock” project June 2016. is working with key stakeholders with the last workshop held 23 June 2016. 20.1 Resource Resource Notified 100% of Not Applicable: There were Achieved: 100% of decisions Mgmt Impl. consent resource decisions no notified applications that issued within statutory applications will consent issued within reached decision stage in timeframes in 2015/16. be decided and decisions issued statutory the fourth quarter. issued within within statutory timeframes Resource timeframes. Management Act, 1991 timeframes. 20.2 Resource Resource Non-notified 100% of Not Achieved: 23 of 26 Not Achieved: 73 of 76 (96%) of Mgmt Impl. consent resource decisions (88%) non-notified landuse non-notified landuse consents applications will consent issued within consents were issued in the and 53 of 53 (100%) of non- be decided and decisions are statutory required timeframe. 6 of 6 notified subdivision consents and issued within issued within timeframes (100%) subdivision consents have been issued within statutory Resource statutory were issued in the required timeframes in 2015/16. Management timeframes. timeframe. Act, 1991 timeframes. High levels of public enquiries and complex applications meant that three landuse applications went overtime by a few days. 20.3 Resource Provide a All new land use 100% of new Not Achieved: 14 inspections Not Achieved: 56 landuse Mgmt Impl. monitoring consents are consents are were completed in the inspections were completed in service which monitored within monitored quarter for landuse 2015/16; 76 landuse consents ensures 12 months of within 12 consents. were issued in 2015/16. compliance being granted. months. with consent Not all Landuse consents conditions. were monitored within the timeframe as some of those consents had not been implemented yet. Page 17 of 29

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 20.4 Resource All LIMs are Non-urgent 100% issued on Achieved: 185 of 185 (100%) Achieved: 726 of 726 (100%) of Mgmt Impl. issued within LIMs issued time of non-urgent LIMs were non-urgent LIMs have been agreed within 10 issued on time in the fourth issued on time in 2015/16. timeframes. working days quarter. and urgent LIMs issued within three working days 20.5 Resource The public is Percentage of 80% of Not Applicable: The 2016 Not Applicable: The 2016 Mgmt Impl. satisfied with customers customers triennial satisfaction survey triennial satisfaction survey the Council’s satisfied with satisfied results have not yet been results have not yet been provision of the service they received, however will be received, however will be Resource receive during included in the Annual included in the Annual Report Consent the resource Report document. document. administrative consent services. process. 21.1 Building Commercial Commercial and 10% of building Achieved: All 23 commercial Achieved: 23 commercial Control and public public buildings WOFs are buildings (10%) audited for buildings (10%) have been buildings are that require a audited for compliance with the building audited for compliance with the audited for warrant of compliance per Warrant of Fitness (WOF) building Warrant of Fitness compliance fitness (WOF) year. requirements under the (WOF) requirements under the with the are audited for Building Act, 2004. Building Act, 2004. building compliance with Warrant of WOF systems. Fitness (WOF) requirements under the Building Act, 2004. 21.2 Building Building Building consent 100% are Not Achieved: 117 of 122 Not Achieved: 344 of 354 (97%) Control consent applications are issued within 20 (96%) building consents building consents not requiring applications will processed working days of requiring no further further information were issued be processed within 20 receiving the information were processed within 20 working days in within the working days. application, within 20 working days. 2015/16. statutory providing the timeframes of application is Higher than usual consent the Building complete. numbers and inadequate Act, 2004. resources to process and complete inspections resulted in some consents going over the target timeframes. The Council is addressing this through obtaining additional resources. 21.3 Building The Council The Council Maintain BCA Achieved: The Council had Achieved: The Council had its Control consistently maintains accreditation its biennial audit of the BCA biennial audit of the BCA by delivers an Building with IANZ. by IANZ in July 2015 and IANZ in July 2015 and effective and Consent maintained its accreditation. maintained its accreditation. The efficient Authority (BCA) The next audit is due in July next audit is due in July 2017. building control accreditation 2017. service. standards. 21.4 Building Privately All properties 100% of pools Achieved: 23 of 23 (100%) Achieved: 23 of 23 (100%) of Control owned with swimming with potential pools inspected for pools with potential for non- swimming pools on the for non- compliance. compliance have been pools comply Council’s compliance are inspected. with the register with a inspected. Fencing of potential for Swimming non-compliance Pools Act, are inspected 1987. annually for compliance with the Fencing of Swimming Pools Act, 1987.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 21.5 Building Privately Properties with 10% of Achieved: 38 of 384 (10%) of Achieved: 38 of 384 (10%) of Control owned compliant compliant pools pools inspected for compliant pools were inspected swimming swimming pools are inspected compliance. for compliance in the year to pools comply on the Council’s yearly, date. with the register are determined by Fencing of inspected for random Swimming compliance with selection. Pools Act, the Fencing of 1987. Swimming Pools Act 1987. 21.6 Building The Council’s Percentage of >80% of Not Applicable: The 2016 Not Applicable: The 2016 Control building customers customers triennial satisfaction survey triennial satisfaction survey consent satisfied with satisfied results have not yet been results have not yet been administrative the service they received, however will be received, however will be processes are receive during included in the Annual included in the Annual Report satisfactory. the building Report document. document. consent process. 22.1 Community The Council All known food 100% of all Achieved: In the fourth Achieved: In 2015/16 there were Protection will enforce the premises are food premises quarter 48 of 106 (45%) 106 known food premises. 105 Food Act 2014. monitored for are assessed inspections were completed. were monitored for compliance. compliance with annually The total inspected for the One low risk retailer (of relevant year was 105 of 106 (99%). packaged foods only) will not be legislation. The one remaining premises required to be assessed under is not required to be the 2014 Food Act. assessed. 22.2 Community The Council Public and 100% of public Achieved: 7 school pools Achieved: Protection will enforce the school pool and school systems audited. 100% of public pools were NZ Standards monitoring pools are audited (3/3) for Public records are audited during 100% of school pools were Pools. audited for the swimming audited (13/13) compliance with season. the New Zealand Standard 5826 for Public Pools. 22.3 Community The Council New and 100% are Achieved: 38 of 38 (100%) of Achieved: 110 of 110 (100%) of Protection will implement renewed Liquor issued within a licenses were issued within licenses have been issued within the Sale and Licence month the required timeframe for a month in the year. Supply of Managers’ the fourth quarter. Alcohol Act, Certificates are 2012 issued within one month of receiving the application, providing there are no objections and the application is complete. 22.4 Community The Council New and 100% are Achieved: 7 of 7 (100%) of Achieved: 34 of 34 (100%) of Protection will implement renewed On/Off issued within licenses were issued within licences have been issued in the Sale and and Club Liquor three months the required timeframe for time in 2015/16. There is Supply of Licences are the fourth quarter. currently one off licence Alcohol Act, issued within application on hold due to the 2013. three months of LAP and one off licence renewal receiving the application that went to a hearing application, before the District Licensing providing there Committee and the application are no was declined. objections and the application is complete.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 22.5 Community Excessive All complaints 100% Achieved: 68 of 68 (100%) Achieved: 352 of 352 (100%) of Protection noise regarding investigated excessive noise complaints excessive noise complaints have complaints will excessive noise within two received in the fourth quarter been investigated within two be responded are investigated hours were responded to by the hours during 2015/16. to by the within two hours Council contractor within two Council. of the complaint hours of notification. being received. 22.6 Community The Council Applications for 100% of Achieved: 20 of 20 (100%) of Achieved: 226 of 226 (100%) of Protection will issue fire fire permits are applications applications for permits were permits were issued within the permits for issued within issued within issued within two working target timeframe 2015/16. open air fires two working two working days of the fire in the fourth during a days, prior to days, prior to quarter. restricted fire the date of the the date of the season. fire. fire 22.7 Community The community The Council, on >3 newspaper Not Applicable: No articles Achieved: Website is up to date Protection is aware of fire behalf of the articles per were required in the fourth regarding current fire season and bans and Rural Fire annum quarter. restrictions. Two articles restrictions in Committee, will >3 articles published in HDC News and one place. provide updated on in Waihi Ward Reflections information to website per announcing the start of the Fire the Community annum Ban season and one article at on fire bans and the end of the season was restrictions published in the HDC News on within the 12 February 2016. District. 22.8 Community The Council Information is Relevant Not Achieved: Information is Not Achieved: Information is Protection and the provided to the information is available on our combined available on the Council website Community are community on reviewed and District website and the combined District ready for a Civil being prepared updated on the www.thamesvalleycivildefen website Defence for and what to website ce.co.nz. Booklets are www.thamesvalleycivildefence.c emergency. do during an quarterly. available at each service o.nz. Booklets are available at emergency. Relevant centre. No articles were each service centre. Articles information is published this quarter. were published in the HDC news published in the page in July, August and HDC news December 2015 and January page quarterly. 2016. 22.9 Community The Council Members of the 2015/16: 45% Not Applicable: The 2016 Not Applicable: The 2016 Protection and the community are are prepared triennial satisfaction survey triennial satisfaction survey Community are prepared for a results have not yet been results have not yet been ready for a Civil Civil Defence received, however will be received, however will be Defence emergency (i.e. included in the Annual included in the Annual Report emergency. have an Report document. document. emergency plan, emergency kit and can survive for three days). 23.1 Animal Control The Council Known dogs in >97% of known Achieved: 100% of known Achieved: 4361 of 4361 (100%) will ensure the District are dogs are dogs are registered in the of known dogs are registered. compliance registered registered fourth quarter. with the Dog annually. Registered: 4361. Control Act, Unregistered: 0. 1996 and Total: 4361. bylaw, and the Stock Impounding Act, 1955, to provide for public safety.

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No Activity Current Measure Target 2015/16 Results Q Year to date collective results A Levels of 1/4/16 to 30/6/16 4 summary n Service n u a l 23.2 Animal Control The Council Complaints 100% of Achieved: 100% of Achieved: 54 of 54 (100%) of will ensure about complaints complaints were responded complaints have been responded compliance wandering stock responded to to within three hours in the to within three hours in 2015/16. with the Dog on public roads within three fourth quarter. Control Act, are responded hours April: 4. 1996 and to within three May: 4. bylaw, and the hours. June: 6. Stock Total for fourth quarter: 14. Impounding Act, 1955, to provide for public safety. 23.3 Animal Control The Council Dog attack 100% of Achieved: 100% of Achieved: 41 of 41 (100%) of will ensure complaints are complaints complaints responded to complaints have been responded compliance responded to responded to within two hours. to within two hours in 2015/16. with the Dog within two within two April: Control Act, hours. hours - on person: 2. 1996 and - on other animal: 1. bylaw, and the May: Stock - on person: 2. Impounding - on other animal: 4. Act, 1955, to June: provide for - on person: 0. public safety. - on other animal: 3. 23.4 Animal Control Dog and stock Education Four articles Achieved: One article Achieved: Four articles have owners are articles published per published (Dog Registration been published in 2015/16 and a aware of their regarding dog year Payment methods). dog safety programme was held rights and and stock In addition a dog safety for children at Waimata School. responsibilities. ownership are programme was held for published in children at Waimata School. public news media.

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Appendix B – Mandatory Performance Measures

Milestones not achieved this quarter 5 NFPT Mandatory Results Summary Achieved this quarter 11 Results from 1 May 2016 – 31 July 2016 Not applicable or unable to measure 3

No Activity Measure Method of Target Results Q End of year collective A measurement 1/4/16 to 30/6/16 4 results n n u a l 1.1 Roading The change from NZTA and police A reduction over Not Achieved: Not Achieved: the previous reports. three years of one • 2013/14: 0 fatal/6 • 2013/14: 0 fatal/6 financial year in fatality and one serious serious the number of serious injury • 2014/15: 4 fatal/4 • 2014/15: 4 fatal/4 fatalities and crash serious serious serious injury • 2015/16 to date (CAS • 2015/16 to date (CAS crashes on the runs 3-4 months runs 3-4 months local road network, behind): 0 fatal/ 2 behind): 0 fatal/ 2 expressed as a serious serious number Although year 2015/16 to Although year 2015/16 to date reaches target, date reaches target, average to date over 2 average to date over 2 years 9 months is 1.5 fatal/ years 9 months is 1.5 fatal/ 4.4 serious injury crashes 4.4 serious injury crashes per year, which doesn’t per year, which doesn’t reach target. reach target.

Engineering programmes Engineering programmes are in place to improve are in place to improve road safety road safety. 1.2 Roading The average Measured by the Smooth Travel Not Achieved: The annual Not Achieved: The annual quality of ride on a network consultant Exposure is higher smooth travel exposure at smooth travel exposure at sealed local road than 96% the end of the fourth the end of the 2015/16 network, quarter is 96%. year is 96%.i measured by smooth travel exposure. 1.3 Roading The percentage of Measured by the Between 5% and Achieved: The Achieved: A programmed the sealed local network consultant 10% of the sealed programmed annual total total of 33.8kms (5.3%) road network that District road of 33.8kms (5.3%) was was resurfaced in 2015/16. is resurfaced. network is resurfaced in the third resurfaced quarter. annually 1.4 Roading The percentage of An annual survey 100% of footpaths Unable to measure: Unable to measure: footpaths within a sample of 2.5%, with a defect rating Reporting against this Reporting against this territorial authority randomly selected greater than 5 are measure unavailable at measure unavailable at district that fall across all ages of isolated for safety present. The most recent present. within the level of footpath within the and remedied footpath rating is dated service or service network, of number within 7 days 2014. Under RATA the The most recent footpath standard for the of tripping hazards next full network rating will rating is dated 2014. Under condition of per km defined by be 2017. An annual survey RATA the next full network footpaths that is cracks, irregularities, sample is not completed at rating will be 2017. An set out in the broken areas, etc, by present. annual survey sample is territorial the network not completed at present. authority’s relevant consultant document (such as its annual plan, activity management plan, asset management plan, annual works programme or long term plan). 1.5 Roading The percentage of Measured by the 100% of requests Achieved: 100% (213/213) Achieved: 100% (807/807) customer service network consultant are responded to of service requests in the of service requests were requests relating within 10 working fourth quarter were responded to within 10 Page 22 of 29

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No Activity Measure Method of Target Results Q End of year collective A measurement 1/4/16 to 30/6/16 4 results n n u a l to roads and days*. responded to within 10 working days in 2015/16. footpaths to which working days. the territorial * Replies will authority responds define the within the time remedial work frame specified in required and the long term plan. expected completion time. 2.1 Water The extent to Extract from National • Kerepehi – full Not Achieved: Not Achievedii: Supply which the local Water Information compliance • Kerepehi: • Kerepehi authority’s drinking New Zealand (WINZ) • Waitakaruru – Bacteria - complied Bacteria - complied water supply database full compliance Protozoa – complied Protozoa - complied complies with: from July • Waitakaruru: • Waitakaruru a) part 4 of the 2016, prior to Bacteria - complied Bacteria – complied drinking water that, full Protozoa – complied Protozoa – complied standards compliance • Paeroa: • Paeroa (bacteria with DWS Bacteria - complied Bacteria – complied compliance 2000 Protozoa – complied Protozoa – complied criteria), and • Paeroa – full • Waihi: • Waihi b) part 5 of the compliance Bacteria - complied Bacteria – complied drinking water from July Protozoa – complied Protozoa – complied standards 2015, prior to • Kaimanawa: • Kaimanawa (protozoal that, full Bacteria - complied Bacteria - complied compliance compliance Protozoa - not complied Protozoa - not complied criteria). with DWS • Mackaytown: • Mackaytown 2000 Bacteria - complied Bacteria - complied • Waihi – full Protozoa - not complied Protozoa - not complied compliance • Karangahake*: • Karangahake from July Bacteria – complied Bacteria – complied 2015, prior to Protozoa - not complied Protozoa - not complied that, full • Waikino: • Waikino compliance Bacteria - not complied Bacteria - not complied with DWS Protozoa - not complied Protozoa - not complied 2000 • Ohinemuri – not in use • Ohinemuri – not in use • Kaimanawa – • Huirau – not in use • Huirau – not in use Rural Agricultural Standard applies and has not yet been produced by the Ministry of Health. As an interim measure, target is compliance with DWS 2000 • All other supplies – compliance with DWS 2000 until decommission ed. 2.2 Water The percentage of Calculation The percentage of Not Achieved: The District Not Achieved: The District Supply real water loss methodology = unbilled water wide percentage of real wide percentage of real from the local Volume of water sold versus the volume water lost is 35%. By water lost is 35%. By authority’s (sourced from water of treated water scheme, the results are: scheme, the results are: networked meter invoicing produced is less • Hauraki Plains – 35% • Hauraki Plains – 35% reticulation system system, from rates than 30%. • Paeroa – 37% • Paeroa – 37% (including a department) versus • Waihi – 27% • Waihi – 27% description of the volume of treated • Kaimanawa – 45% • Kaimanawa – 45% methodology used water produced by • Karangahake – 34% • Karangahake – 34% to calculate this). the water treatment Page 23 of 29

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No Activity Measure Method of Target Results Q End of year collective A measurement 1/4/16 to 30/6/16 4 results n n u a l plants (sourced from • Mackaytown – 19% • Mackaytown – 19% water treatment plant • Waikino – 39% Waikino – 39% treated water supply meter(s)). 2.3 Water Where the local The Customer Urgent call out: Achieved: Achievediii: Supply authority attends a Service Request • Median time Urgent call outs: For urgent call outs: call out in Database will be for staff to • Median response time: • Median response time: response to a fault used to determine arrive on site - 28 minutes 28 minutes or unplanned the time that the less than 1 • Median completion • Median time response interruption to its customer service hour, time: 2 hours 18 time: 2 hours 18 networked request / complaint anywhere minutes minutes reticulation was logged. within the system, the district. Non urgent call outs: Non-urgent call outs: following median The field-staff job- • Median time • Median response time: • Median response time: response times sheets will be used to for staff to 1 hour 22 minutes 1 hour 22 minutes measured: determine the time to restore water • Median completion • Median response time: a) attendance for site, and time to supply - 99% time: 5 hours 28 5 hours 28 minutes urgent call-outs: resolve. The job- or more of all minutes from the time that sheets are also used water supply the local authority to record the details faults are receives about the repair work resolved within notification to the carried out. 8 hours. time that service personnel reach The level of service Non-urgent call the site, and reporting out: b) resolution of spreadsheet is used • Median time urgent call-outs: to collate the for staff to from the time that incoming data, and arrive on site - the local authority calculate and report less than 4 receives on performance. hours, notification to the anywhere time that service within the personnel confirm district. resolution of the • Median time fault or for staff to interruption. resolve fault - c) attendance for 99% or more non-urgent call- of all water outs: from the time supply faults that the local are resolved authority receives within 8 hours. notification to the time that service personnel reach the site, and d) resolution of non-urgent callouts: from the time that the local authority receives notification to the time that service personnel confirm resolution of the fault or interruption. 2.4 Water The total number The Customer No more than 5 Achieved: Not Achievediv: Supply of complaints Service Request complaints per • Water and service • Water and service received by the Database will be 1000 connections: quality issues: 2.8 quality issues: 29.4 per local authority used to determine • Water quality complaints per 1000 1000 about any of the the number of issues: (clarity; connections. • Water pressure / flow following: complaints received taste; odour) • Water pressure/flow issues: 3.5 complaints a) drinking water about the listed • Service quality issues: 0.8 per 1000 per 1000. clarity issues. issues: (poor connections. Total for the year: 32.9 b) drinking water response to a Total: 3.7 complaints per complaints per 1000. taste service 1000 connections. Page 24 of 29

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No Activity Measure Method of Target Results Q End of year collective A measurement 1/4/16 to 30/6/16 4 results n n u a l c) drinking water request) odour • Water d) drinking water pressure / flow pressure or flow issues: e) continuity of (pressure; supply, and flow; continuity f) the local of supply) authority’s Total: No more response to any of than 10 complaints these issues per 1000 expressed per connections. 1000 connections to the local authority’s networked reticulation system. 2.5 Water The average Census meshblocks • Urban water Unable to measure: At the Unable to measure: At the Supply consumption of have been used to use: less than time of writing this report time of writing this report drinking water per calculate the 300 litres/ the information for this the information for this day per resident population within the person/ day measure was not measure was not available. within the territorial urban boundaries. • Agricultural available. authority district. water use: less Water billing records than 300 litres/ for customers’ water person / day meters are used to calculate the volume of water sold to each property in the District.

GIS analysis is used to identify which properties are located in an urban area, and thereby calculate the total volume of water sold to urban customers, and the urban population.

The final calculation is: the volume of water sold divided by the population. 3.1 Wastewater The number of dry The Customer Less than 25 per Achieved: Achievedv: weather sewerage Service Request 1000 connections 3 complaints received 17 complaints equalling 2.8 overflows from the Database will be per annum which equals 0.5 per 1000 connections. territorial used to determine complaints received per authority’s the number of 1000 connections sewerage system, customer service expressed per requests/complaints 1000 sewerage that have been connections to that logged in respect of sewerage system. overflows.

The field-staff job- sheets will be used to determine the time to site, and time to resolve. The job- sheets are also used to record the details about the repair work carried out. Page 25 of 29

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No Activity Measure Method of Target Results Q End of year collective A measurement 1/4/16 to 30/6/16 4 results n n u a l

The level of service reporting spreadsheet is used to collate the incoming data, to calculate and report on performance. 3.2 Wastewater Compliance with Notices will be a) 0 abatement Achieved: Achieved: No abatement, the territorial received via the notices a) 0 abatement notices infringement or authority’s Council’s document b) 0 infringement b) 0 infringement notices enforcement notices resource consents management system notices c) 0 enforcement orders received or are expected in for discharge from and reported to the c) 0 enforcement d) 0 convictions 2015/16. its sewerage Council Operations orders system measured Committee. d) 0 convictions by the number of: a) abatement notices b) infringement notices c) enforcement orders, and d) convictions received by the territorial authority in relation to those resource consents. 3.3 Wastewater Where the The Customer Attendance time: Achieved: Achievedvi: territorial authority Service Request less than 4 hours Median attendance time: Median attendance time: attends to Database will be after notification. 54 minutes 27 minutes sewerage used to determine Median completion time: 2 Median completion time: 2 overflows resulting the time that the Time to resolve hours 45 minutes hours and 46 minutes from a blockage or customer service problem: less than other fault in the request/complaint 4 hours after territorial was logged. notification. authority’s sewerage system, The field-staff job- the following sheets will be used to median response determine the time to times measured: site, and time to a) attendance resolve. The job- time: from the time sheets are also used that the territorial to record the details authority receives about the repair work notification to the carried out. time that service personnel reach The level of service the site, and reporting b) resolution time: spreadsheet is used from the time that to collate the the territorial incoming data, authority receives calculate and report notification to the on performance. time that service personnel confirm resolution of the blockage or other fault. 3.4 Wastewater The total number The number of No more than 30 Achieved: Achievedvii: of complaints connections has complaints per • Odour complaints: 0.33 • Odour complaints: 0.66 received by the been determined by 1000 connections per 1000 connections per 1000 connections territorial authority the number of • Fault complaints: 0.50 • Fault complaints: 1.66 about any of the properties paying for per 1000 connections per 1000 connections following: wastewater services • Blockage complaints: • Blockage complaints: a) sewage odour in their rates. 1.49 per 1000 7.46 per 1000 b) sewerage connections connections Page 26 of 29

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No Activity Measure Method of Target Results Q End of year collective A measurement 1/4/16 to 30/6/16 4 results n n u a l system faults The Customer • Complaints about • Complaints about c) sewerage Service Request response: 0.0 per 1000 response: 0.0 per 1000 system blockages, Database will be connections connections and used to determine Total 2.32 per 1000 Total 9.78 per 1000 d) the territorial the number of complaints. complaints. authority’s complaints received response to issues about the listed with its sewerage issues. system, expressed per 1000 connections to the territorial authority’s sewerage system. 4.1 Land The major flood GPS Survey of 100% or more of Not Achieved: 93% of Not Achieved: Drainage protection and stopbank level. the stopbank stopbank length exceeds 93% of stopbank length control works that Design flood level length, on the design flood level. exceeds the design flood are maintained, from statistical inspection, is 8km of EPDD stopbanks level. repaired and analysis of tidal greater than the were surveyed in Feb/Mar renewed to the key records, and design flood level. to confirm what works are standards defined hydraulic design of needed to bring them up to in the local flood profiles standard. If necessary, authority’s relevant material will be sourced to planning reconstruct these documents (such stopbanks. as its activity Material from Hot Springs management plan, and Karito Canals channel asset excavation will be dried management plan, and used to rebuild the annual works adjacent stopbanks. programme or long term plan). 5.1 Stormwater a) The number of Location of at risk a) 0 flooding Achieved: Not Achieved: One incident flooding events properties is known, events (a) no flooding events. was reported where the that occur in a inspect during event. b) 0 habitable (b) no habitable floors basement of an territorial authority floors affected affected. uninhabited dwelling was district. The number of flooded. b) For each connections has flooding event, the been determined by number of the number of habitable floors properties paying for affected the storm water (expressed per services in their 1000 properties rates. connected to the territorial authority’s stormwater system). 5.2 Stormwater Compliance with Number of a) 0 abatement Achieved: Achieved: No abatement or the territorial abatement/ notices (a) No abatement notices infringement notices, no authority’s infringement notices b) 0 infringement (b) No infringement notices enforcement orders and no resource consents are counted. notices (c) No enforcement orders convictions have been for discharge from c) 0 enforcement (d) No convictions received in 2015/16. its stormwater orders system, measured d) 0 convictions by the number of: a) abatement notices b) infringement notices c) enforcement orders, and d) convictions,

received by the Page 27 of 29

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No Activity Measure Method of Target Results Q End of year collective A measurement 1/4/16 to 30/6/16 4 results n n u a l territorial authority in relation to those resource consents. 5.3 Stormwater The median The Customer Less than 60 Not Applicable: There were Not Achieved: One incident response time to Service Request minutes after no flood events in the was reported in July 2015 attend a flooding database will be used notification fourth quarter. where the basement of an event, measured to determine the time uninhabited dwelling was from the time that that the customer flooded. The notification the territorial service request/ was reported on a authority receives complaint was Saturday by a neighbour notification to the logged. and the response was time that service The field-staff job- attended to on the personnel reach sheets will be used to following Monday. the site. determine the time to site, and time to resolve (if the problem could be resolved during the event). The job- sheets are also used to record the details about the repair work carried out.

The level of service reporting spreadsheet is used to collate the incoming data, calculate and report on performance. 5.4 Stormwater The number of The Customer No more than 5 Achieved: 0.76 service Achieved: 3.79 service complaints Service Request complaints per requests per 1000 requests per 1000 received by a database will be used 1000 properties properties relating to properties relating to territorial authority to determine the blockages were received in blockages were received in about the number of complaints the fourth quarter. 2015/16. performance of its received about the Full year: Achieved 3.79 stormwater issue. per 1000. system, expressed per 1000 properties connected to the territorial authority’s stormwater system.

NOTES TO SUPPORT RESULTS

i Note from Opus: the smooth travel exposure is a rolling % for the year rather than just a % for that quarter ii Karangahake, Mackaytown and Paeroa each had one instance where the E.coli was indicated in the sample, however subsequent testing and follow up actions were carried out in accordance with the Standards and so comply with the standards. Waitakaruru, Kaimanawa, Mackaytown, Karangahake, and Waikino have no barriers against protozoa. Waikino was connected to Waihi during the year which resolves this. Mackaytown and Karangahake will be connected to Paeroa early in the 2016/17 AP year to resolve this. Upgrades are underway at Waitakaruru to resolve this. Kerepehi, Paeroa and Waihi had minor software issues, or instrumentation issues which prevent Council from supplying complete evidence of compliance with Protozoa requirements at the time of preparing this report. For Paeroa and Waihi, Council have complete confidence that these issues did not result in any periods where the water quality was compromised. Kerepehi disinfection compliance was affected by short periods (3-5 minutes) where the flow rates through the UV disinfection plant exceeded the validated rate. At these times, disinfection was backed up by chlorination, and Council have complete confidence that these issues did not result in any periods where the water quality was compromised. Page 28 of 29

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iii A review of how this data has been categorised was conducted at the end of the fourth quarter and all quarters have been updated as a result. iv A new water source in Waihi resulted in an unprecedented volume of complaints about the taste and odour of the water. A treatment upgrade is underway to resolve this. A higher number of breaks than normal occurred in the network during the year, increasing the volume of complaints for water pressure and flow. Council will continue to monitor the number of breaks to determine whether this trend continues. v A review of how this data has been categorised was conducted at the end of the fourth quarter and all quarters have been updated as a result. vi A review of how this data has been categorised was conducted at the end of the fourth quarter and all quarters have been updated as a result. vii A review of how this data has been categorised was conducted at the end of the fourth quarter and all quarters have been updated as a result.

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Information Report

To: Mayor and Councillors

From: Policy Analyst

Date: Monday, 15 August 2016 Document: 1578233 File reference: Appendix A: Minutes of the June Waikato Plan Joint Committee Meeting (1578220) Meeting date: Wednesday, 31 August 2016 Minutes of the Waikato Plan Joint Committee meeting of Subject: 20 June 2016

Recommendation:

THAT the report be received.

Purpose

The purpose of including the Waikato Plan Joint Committee minutes on the Council’s agenda is to ensure it is informed on a regular basis of the decisions made by the Joint Committee and the progress of the Waikato Plan.

Background

The Waikato Plan Joint Committee meeting

The Joint Committee meets on a bi-monthly basis. The Mayor is the Hauraki District Council representative on the Joint Committee and Deputy Mayor Gordon is the alternate.

Attached to this report are the minutes of the Joint Committee meeting held in Te Awamutu at the Waipa District Council offices on 20 June 2016. Deputy Mayor Bruce Gordon and the Council’s Policy Analyst attended the meeting.

At the meeting Project Advisor Ken Tremaine sought feedback from the Joint Committee representatives on the draft Waikato Plan. While the Committee as a whole was supportive of the direction of the document, feedback highlighted the need to make the document less ‘wordy’. The feedback can be read in the attached minutes.

David Taipari, Chair Hauraki Māori Trust Board, Pine Harrison, Deputy Chair Hauraki Māori Trust Board and Gina Rangi, from the Tūwharetoa Māori Trust Board also attended the Joint Committee meeting. Each was invited to speak about iwi engagement and subsequently conveyed their concern that their iwi had not been involved in the draft Waikato Plan development process until now.

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Hauraki District Council Feedback on the Draft Waikato Plan

The Hauraki District Council was presented the draft Waikato Plan Executive Summary in April 2016. The Council has not yet been presented the full draft Waikato Plan. This is because the draft Waikato Plan is still an evolving document that has changed a lot in the past few months as a result of stakeholder feedback and feedback from council staff.

The Council provided feedback to the Waikato Plan project team on the draft Waikato Plan Executive Summary Document in April 2016 (1513124).

Council staff also provided feedback to the Waikato Plan project team on the five potential projects to address/respond to population inertia/decline in the Waikato Region in April 2016 (1517687).

In consultation with the Mayor and Chief Executive, Council staff have also provided feedback on the draft Waikato Plan project tables on two separate occasions over the past two months (1553008 and 1577041).

Both Council and staff feedback has resulted in changes to the Draft Waikato Plan and project tables.

Waikato Plan development timeframes

It is now proposed that the draft Waikato Plan and project tables will be considered for approval by the Joint Committee at a meeting in November 2016 (yet to be scheduled). The draft Waikato Plan will then be presented to each Waikato council for consideration and approval prior to public consultation in early 2017.

A presentation will be made to the Council on the draft Waikato Plan once the draft document is in its final draft form.

Budget Implications

The Waikato Plan project team has indicated that there will be no increase to the budget already established for the development of the Waikato Plan.

If the Council adopts/endorses the Waikato Plan once it is drafted, it will likely have budget implications for the Council. Expenditure for providing any new services or deliverables would be considered through the 2018-28 long term planning process.

Conclusion

Attached to this report are the minutes of the Waikato Plan Joint Committee meeting held on 18 April 2016. The next meeting of the Joint Committee is scheduled for 20 June 2016. The Deputy Mayor and the Council’s Policy Analyst will attend the meeting.

Charan Mischewski POLICY ANALYST

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WAIKATO PLAN JOINT COMMITTEE

Minutes of the Waikato Plan Joint Committee to be held at 1:00pm on 20 June 2016 at Waipa District Council – 101 Bank Street, Te Awamutu

MEMBERS: Ten (10) local government members from the following constituent local authorities within the Waikato region

Chairperson Margaret Devlin

Hamilton City Council, Cr M Gallagher Hauraki District Council, Deputy Mayor B Gordon Matamata-Piako District Council, Mayor J Barnes Otorohanga District Council, Mayor M Baxter South Waikato District Council, Taupo District Council, Mayor D Trewavas Waikato District Council, Mayor A Sanson Waikato Regional Council, Chairperson P Southgate Waipa District Council, Mayor J Mylchreest Waitomo District Council Mayor B Hanna

Five (5) non-local government members B Gatenby M Spaans S Wilson M Ingle

OBSERVERS: Sebastian Doelle, NZ Government Treasury Cr C St Pierre (Waipa District Council)

ADVISORS/ K Tremaine (Project Advisor), A Williams (Democracy Advisor Waikato Regional STAFF: Council), R Briggs (Chief Executive, Hamilton City Council), D McLeod (Chief Executive, Matamata – Piako District Council), G Ion (Chief Executive, Waikato District Council), B Bowcott (Hamilton City Council), C Mischewski (Hauraki District Council), N Baker (Matamata – Piako District Council), V Ramduny (Waikato District Council), T May, U Trebilco, N Williams (Waikato Regional Council), C Kent, H Windle, S Henderson (Project Team)

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APOLOGIES: Mayor J Tregidga (Hauraki District Council), Mayor J Hardaker (Hamilton City Council), R Ward (National Infrastructure Unit, Treasury), Cr B Simcock, (Waikato District Health Board), Mayor N Sinclair (South Waikato District Council), Cr M Gallagher (Hamilton City Council) - Lateness

Accepted Confirmation of Agenda (Agenda item 1)

RESOLVED THAT the agenda of the Waikato Plan Joint Committee of 20 June 2016 be confirmed as the business for the meeting.

Moved B Gatenby/seconded Mayor A Sanson

The motion was put and carried (WSP16/07) Disclosures of Interest (Agenda item 2)

There were no disclosures of interest

Welcome to the Waikato Iwi Trust Board Chairs (Agenda item 4)

Member S Wilson welcomed the Iwi Chairs that were in attendance, these were:  David Taipari, Chair Hauraki Māori Trust Board  Pine Harrison, Deputy Chair Hauraki Māori Trust Board  Gina Rangi, Tūwharetoa Māori Trust Board

Apologies were relayed from Te Ariki Tā Tumu Te Heuheu (Paramount Chief of Tūwharetoa).

Draft Waikato Plan File: 03 04 32 (Agenda item 4) Doc # 8304121

This report provided the Joint Committee with a copy of, and sought feedback on the draft Waikato Plan (the Plan) document. The Committee was asked to focus on the content and direction of the document, editing and grammar should be addressed directly to the Technical team.

While the Committee as a whole was supportive of the direction of the document, the following suggestions were offered by members:  The Committee noted that although the Plan is on the right trajectory, in its current form it is too wordy, content heavy and repetitious. It would benefit from a thorough edit.  The document needs to pass the ‘elevator test’ – can you tell the story of the plan succinctly and in a short amount of time. What are the key messages?  The Plan needs a strong narrative around what a successful Waikato region would look like in 30 years’ time to provide a vision and direction.  While the Plan appeared to duplicate wording from other plans that it was based on, the majority of the Committee thought this was beneficial. It allowed the reader to have all the information in one place without having to source other documents to understand the Plan.

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 It was noted that once the key messages feed up into the summary document, there will be a clear focus.  The language/context needed to be consistent throughout. Language should be bolder and stronger using “we will” as opposed to “we will endeavour to”.  The Plan needed to be tailored for its audiences. While the main audience would be Central Government, strategic partners, Mayors and other institutions – community and other interest groups would also be reading this. It was suggested that a ‘layman’s discussion document’ be released once the Plan was released. It was important that organisations/stakeholders are able to find themselves in the plan if we were expecting them to contribute.  The ‘Environment Section’ referred to economy, however the ‘Economic Section’ did not refer to environment. These two sections should be more in sync with each other.  The language is currently Waikato-Tainui centric – this needs to be changed.  At page 95 where the ‘Land Wars’ were referred to, further history and context should be provided around this.  The Plan currently doesn’t reflect aspirations for Maori health, housing and education. A possible goal could be “that health and education outcomes for Maori are at least equal to non-Maori health and education outcomes”.  Concern was raised that the two addendums that outlined work underway and future works had no Iwi information contained within it.  While the actions are all relevant and nothing should be lost, these should be tightened up, prioritised, phased and sequenced over 30 years as there were too many (currently 69). Identifying a ‘top 10’ might be useful.  A region wide focus should underpin the principles with the thought in mind of “what opportunities can we create for areas in decline?” and a strong focus on the framework we already have that outlines what makes us a success as a region.  Some thought the plan referred a lot to Hamilton, Cambridge and Waikato, and that there needed to be more emphasis on the smaller councils.  While there were more Iwi aspirations coming through in the plan, these could be further elaborated on.  There needs to be more input around well-beings such as the community and voluntary sectors.  Some actions were already ‘underway’, these need to be specified and recognised that they are already happening.

Chair (M Devlin) invited the attending Iwi Chairs to have any input at this stage. The following discussion took place:  David Taipari, Chair Hauraki Māori Trust Board spoke first. He raised concerns that the plan does not reflect the aspirations of all Iwi groups. He was concerned about the delay in getting Iwi input into the plan at this late stage in the process. He suggested that the term “Waikato Maori” took the identity of Iwi out of the document.

Specific details of how the Committee would engage with Iwi were requested. He understood that this engagement was not statutorily binding, it was simply the right thing to do in terms of relationships. He hoped that the plan would not be ratified any time soon, especially without appropriate engagement and input from Iwi.

 Pine Harrison, Deputy Chair Hauraki Māori Trust Board agreed with all comments made by David Taipari. He noted that communication was important to Iwi and that

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the Plan could have been considered/discussed at the Trust Table if they were made aware of it.

 Gina Rangi, Tūwharetoa Māori Trust Board again agreed with all the comments made by both David Taipari and Pine Harrison. She noted that Tūwharetoa Māori Trust Board works across several Councils and these discussion should have taken place earlier. While she was supportive of the intention of the Plan, she was not supportive of the substance and detail as Iwi had had no input or chance to engage prior to this.

Chair (M Devlin) thanked the Iwi Chairs for their input. Both the chair and Project Advisor (K Tremaine) reassured the Iwi Chairs that their input would be sought going forward to get the engagement on track for the Plan.

The attending Iwi Chairs left after this part of the meeting.

The Committee engaged in further discussion regarding the Iwi input and work done in this space to date. Further suggestions going forward were also discussed. The following points were made:  The consensus view across the region appeared to be that manawhenua/Iwi wanted to have their voice in regards to the plan. This needed to be beyond consulting as another community group but as part of the decision making group with input into the document and appointed representatives.  There had been some unsuccessful attempts at getting the Iwi engagement onto the plan including several Hui held across the region. While the invitation to this meeting went to all the Iwi Chairs in the region, only two responded.

Cr M Gallagher arrived 2.20pm

 A member noted that Hauraki and Tuwharetoa Maori Trust Board were currently working on their own settlements and the majority of the Iwi in the region were also involved in the Healthy Rivers work that one month off being finalised.  Members noted that this issue of lacking Iwi engagement had been discussed previously. There needed to be an action plan to get traction in this space. One member suggested that a report be put before the Committee that detailed how Iwi engagement would be undertaken.  It was noted by the Project Advisor (K Tremaine) that the terms of reference did allow for Iwi representation on the Committee.  One member suggested that the table representatives involve their Councils and use those relationships to communicate the Plan.

Jeanette Tyrrell (Sage PR) presented her research on initial reactions to the Plan to the Joint Committee. Her findings reinforced the previous discussion on the Plan and key points included:  That the Plan doesn’t quite hit the mark yet.  It needs sharpening – it is too broad and trying to do too much  Everyone agrees that they want ‘one view on the Waikato’  There are split views on the current format – some like the detail, some want it shorter.  It will be difficult to make everyone happy with the final product due to the differences of opinion.

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M Spaans left at 2:45pm.

Discussion ensued on the consistency of the “one plan, one voice” and the overlap with the likes of ‘Waikato Story’ and ‘Waikato means business’. Mark Ingle suggested Chair (M Devlin) and Project Advisor (K Tremaine) meet with the Chairs of the Waikato Story and Waikato Means Business forums to discuss the inter-woven nature of the plans and ensure their consistency with each other.

Staff were congratulated for their work on the plan to date.

RESOLVED THAT the Waikato Plan Joint Committee: 1. Notes that a first draft of the full Waikato Plan has been prepared 2. Provides feedback on the draft Waikato Plan 3. Confirmed the approach being taken to plan development 4. Recommend to the Mayoral Forum that the Chair (M Devlin) and Project Advisor (K Tremaine) meet with the Chairs of the ‘Waikato Story’ and ‘Waikato Means Business’ forums and ensure alignment of these forums with the Waikato Plan.

Moved J Barnes/ seconded M Baxter

The motion was put and carried (WSP16/07)

Waikato Plan bi-monthly report File: 03 04 32 (Agenda item 5) Doc # 8301563

Presented by Project Advisor (K Tremaine) the report provided the Waikato Plan Joint Committee with an update on and sought input into key areas of the Waikato Plan project.

Chief Executive, Hamilton City Council (R Briggs) outlined the consultation work done regarding the ‘Enhancing Waikato’s connection with Hamilton’.

It was noted that the conclusions from this work stream will be woven into the Plan.

RESOLVED THAT the Waikato Plan Joint Committee: 1. Note the update on the three priority projects including the separate report on the Hamilton project (Appendix 1) 2. Note that steps have been taken to invite all of the Waikato Region’s Iwi Trust Board Chairs to participate in the Waikato Plan. 3. Note the feedback received from the Strategic Partner’s Forum 4. Note the updates from other meetings that have been held. 5. Approve the approach to communications outlined in section 7. 6. Note the clear collaboration message in the Morrison Low newsletter (Appendix 2) Moved J Barnes/ seconded M Baxter

The motion was put and carried (WSP16/08)

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Confirmation of Previous Minutes File: 03 04 32 (Agenda item 6) Doc #4108312

The Joint Committee was provided with the minutes of the previous meeting held on 18 April 2016.

The Committee noted that the budget report was not included with this agenda, the Committee were assured this was simply an oversight and would be included in the next agenda.

RESOLVED THAT the minutes of the Waikato Plan Joint Committee held on 18 April 2016 be confirmed as a true and correct record.

Moved Mayor J Mylchreest/seconded Mayor A Sanson

The motion was put and carried (WSP16/09)

Meeting closed at 3:05pm

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