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Agenda of Operations & Activity Performance Committee

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Agenda of Operations & Activity Performance Committee Notice of Meeting: I hereby give notice that an ordinary meeting of Operations & Activity Performance Committee will be held on: Date: Wednesday, 21 March 2012 Time: 9.30 am Meeting Room: Committee Room 1 Venue: Municipal Building, Garden Place, Hamilton Barry Harris Chief Executive Operations & Activity Performance Committee OPEN AGENDA Membership Chairperson Cr M Gallagher Deputy Chairperson Cr A O’Leary Members Her Worship the Mayor Ms J Hardaker Cr D Bell Cr P Bos Cr G Chesterman Cr M Forsyth Cr J Gower Cr R Hennebry Cr D Macpherson Cr P Mahood Cr M Westphal E Wilson Quorum: A majority of members (including vacancies) Meeting Frequency: Monthly 14 March 2012 Telephone: www.hamilton.co.nz Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 1 of 159 Role & Scope . The overall mandate of this committee is to request and receive information concerning Councils activities and develop consistent and pragmatic reasoning that will enable Council to be informed of future directions, options and choices. The committee has no decision making powers unless for minor matters that improve operational effectiveness, efficiency or economy. To monitor key activities and services (without operational interference in the services) in order to better inform elected members and the community about key Council activities and issues that arise in the operational arm of the Council. No more than 2 operational areas to report each month . Receive reports relating to organisational performance against KPI’s, delivery of strategic goals, and community outcomes and vision. To give visibility to key operational matters by activities . Reporting may identify issues that require policy or staff direction *Notes: • The frequency and timing of project reports to be defined by the committee • Service level reports including service issues to be based on rolling KPI status reports Committee Can Work in Forum Mode From time to time the agenda for a Committee meeting will be organised and planned in “Forum mode” to enable members to more effectively lead, and participate in, the policy development process. This could be for a full agenda or part thereof. “Forum mode” means that the Committee will consider (by resolution) suspending Standing Orders to enable the Committee to have more informal discussion and to set direction for the organisation in developing the policy or strategy matters coming before the Committee. Key issues and any direction set will be recorded for any section of a formal meeting that is run in Forum mode. Power to Act In accordance with the General Delegation conferred by this manual, this Committee has limited powers and may: • Receive reports and other performance data and information as may be requested by the Committee • Identify and seek adjustment of minor matters that improve operations Power to Recommend In accordance with the General Delegation conferred by this manual, this Committee may make recommendations: • To the Chief Executive • To Strategic & Policy Committee Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 2 of 159 ITEM TABLE OF CONTENTS PAGE 1 Apologies 4 2 Confirmation of Agenda 4 3 Declarations of Interest 4 4 Public Forum 4 5 C-668 General Manager's Report 5 6 C-563 Emergency Management 14 7 C-505 Housing for the Older Persons Quarterly Update 18 8 C-560 South East Kirikiriroa Community Association Inc - Lease Application Recommend to Council 21 9 C-664 Partnership with Maori 25 10 C-16 Transport Network Update Recommend to Council 31 11 C-489 Passenger Transport update 88 12 C-699 Road Naming 126 13 C-673 Event Facilities Unit Non Financial Report 2nd quarter 143 14 C-665 City WiFi update 149 15 C-650 City Promotion 154 16 Resolution to Exclude the Public 159 Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 3 of 159 1 Apologies 2 Confirmation of Agenda The Council to confirm the agenda. 3 Declaration of Interest Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest they might have. 4 Public Forum As per Hamilton City Council’s Standing Orders, a period of up to 30 minutes has been set aside for a public forum. Each speaker during the public forum section of this meeting may speak for three minutes or longer at the discretion of the Chairperson. Please note that the public forum is to be confined to those items falling within the terms of the reference of this meeting. Should you wish to participate in the public forum, please contact Democratic Support Services by telephoning 838-6771. Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 4 of 159 council report Item 5 Committee: Operations & Activity Date: 21 March 2012 Performance Committee Report Name: General Manager's Report Author: Lance Vervoort 1. General Manager Community 2. New Arts Organisation 3. Council resolved on 24 November 2011 that; Council endorses the creation of a new arts entity. Council give delegated authority to Her Worship the Mayor and Councillor Bell to nominate the inaugural Trustees to Creative Waikato on behalf of Council. 4. I can confirm that the following people have been nominated on behalf of Council, and will be appointed as inaugural trustees to the Creative Waikato Trust: Cheryl Reynolds Chris Williams Other trustees to be appointed by other organisations are: Margi Moore Craig Muntz Charlotte Isaac Bruce Sheridan Carole Shepheard Gail Campbell 5. Hamilton City Bowling Club 6. An email was received by some Councillors from the Secretary – Treasurer of the Hamilton City Bowling Club (club) regarding the expiry of their lease on Hinemoa Park in 2013. The club have highlighted their concerns of the proposed community rates that will be applied to a new lease for these premises, requesting consideration by Council to waive these fees. The club has approximately 67 members and is currently paying $361.91 per annum. A new lease under the community lease rental policy will be approximately $12,000 per annum. 7. Staff have been in discussions with the club since April 2010, providing support and assistance to explore various options to enable the renewal of this lease. To date, a formal application has not been received from the club to renew this lease. Following the receipt of the email, a meeting has been held with the club. Staff have agreed to continue working with the Club Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 5 of 159 through convening another meeting with Bowls Waikato and potential clubs to discuss a merger, as well as contacting various community groups to see if they are interested in sharing this facility. Item 5 8. Recommendations 9. That the report be received. 10. Attachments 11. Attachment 1 - HCC Council of Elders Meeting Minutes - 2012-02-03 12. Attachment 2 - Hamilton Youth Council Meeting Minutes - 2012-02-09 Signatory Authoriser Lance Vervoort, General Manager Community Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 6 of 159 Item 5 Attachment 1 Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 7 of 159 Item 5 Attachment 1 Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 8 of 159 Item 5 Attachment 1 Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 9 of 159 Item 5 Attachment 1 Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 10 of 159 Item 5 Attachment 2 Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 11 of 159 Item 5 Attachment 2 Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 12 of 159 Item 5 Attachment 2 Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 13 of 159 Item 6 council report Committee: Operations & Activity Date: 21 March 2012 Performance Committee Report Name: Emergency Management Author: Ray Pooley Report Status Open Report Period Period ending 29 February 2012 Hamilton is a safe city Community outcome and goal The city takes a leadership role both regionally and nationally 1. Purpose of the Report 2. The purpose of this report is to advise Council of progress in Emergency Management towards non-financial targets for the period ending January to March 2012. 3. This report highlights achievements, activities and trends during this period and identifies items to be aware of in the coming quarter. 4. Executive Summary 5. Emergency Management has transferred to the Performance Group and is being managed by Ray Pooley alongside Property Management. 6. HCC, as an organisation, is not adequately prepared to respond to an emergency situation, and a considerable amount of energy is going into focusing on key areas of vulnerability to mitigate this risk. 7. The 2012-22 10-Year Plan includes funding in Emergency Management for a new staff member which will be employed from 1 July 2012 to manage and co-ordinate HCC’s response and recovery from an emergency event. This is to supplement the sub regional focus of the WVEOA as HCC currently has a large risk of being under prepared in a significant emergency situation. 8. An internal review is underway to streamline the service delivery of our current Civil Defence Emergency Management team for the (WVEOA). An outcome of this review is to ensure the WVEOA staff are delivering the right outcomes that meet the partner councils needs. 9. Key Performance Indicators (KPIs) - All year to date measures (2011/12) are on target to be achieved or have been achieved. Measures for 2012/13 have been developed as part of the 10year plan and are incorporated in the emergency management activity plan. Operations & Activity Performance Committee Agenda 21 March 2012- OPEN Page 14 of 159 10.
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