Community Services and Development Committee

Notice is hereby given that a meeting is to be held of the

To follow the District Infrastructure Committee meeting

Tuesday 26 January 2016

Council Chamber Waimate District Council Queen Street, Waimate

Notice is hereby given that a meeting of the Community Services and Development Committee of the Waimate District Council will be held in the Council Chamber, Waimate District Council, Queen Street, Waimate, on Tuesday 26 January 2016 to follow the District Infrastructure Committee meeting.

Committee Membership

Peter Collins Chair Tom O’Connor Deputy Chair Craig Rowley Mayor Sharyn Cain Deputy Mayor David Anderson Councillor Arthur Gavegan Councillor Peter McIlraith Councillor Miriam Morton Councillor Sheila Paul Councillor

Quorum – no less than five members

Local Authorities (Members’ Interests) Act 1968 Councillors are reminded that if they have a pecuniary interest in any item on the agenda, then they must declare this interest and refrain from discussing or voting on this item and are advised to withdraw from the meeting table.

Bede Carran Chief Executive

Waimate District Council Community Services and Development Committee – 26 January 2016 2

Order of Business

Agenda Item Page

Apologies ...... 4 Identification of Major or Minor Items not on the Agenda ...... 5 Confirmation of Minutes – Community Services and Development Committee ...... 6 Unconfirmed Minutes – 17 November 2015 ...... 7 Confirmation of Minutes – External Committees ...... 12 Confirmed Minutes of the Civic Awards Committee – 11 February 2015 ...... 13 Management Report – Community, Planning and Development Group ...... 15 Waimate Centennial School – Playground Funding Request ...... 25 Residential Tenancies Amendment Bill ...... 31 Consideration of Major or Minor Items not on the Agenda ...... 33

Waimate District Council Community Services and Development Committee – 26 January 2016 3

Apologies

Prepared by: Bede Carran Chief Executive

An apology has been received from Cr Anderson. The Chair will call for any further apologies.

Recommendation 1. That the apologies are accepted.

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Identification of Major or Minor Items not on the Agenda

Prepared by: Bede Carran Chief Executive

The Chair of the Community Services and Development Committee will call for any major or minor items not on the agenda to be raised according to Standing Orders, as below:

Standing Orders 3.7.5 – Major Items

An item not on the agenda for a meeting may be dealt with at the meeting if the local authority by resolution so decides, and the presiding member explains at the meeting at a time when it is open to the public – (i) The reason why the item was not listed on the agenda and (i) The reason why discussion of the item cannot be delayed until a subsequent meeting

Standing Orders 3.7.6 – Minor Items

An item not on the agenda for a meeting may be dealt with at the meeting if – (i) That item is a minor matter relating to the general business of the local authority, and (ii) The presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but, (iii) No resolution, decision, or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion

Recommendation 1. That the Community Services and Development Committee resolves to consider any major or minor items at the end of the open section of the meeting.

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Confirmation of Minutes – Community Services and Development Committee

Prepared by: Bede Carran Chief Executive

The unconfirmed minutes of the Community Services and Development Committee meeting held on 17 November 2015 are presented for confirmation.

Recommendation 1. That the unconfirmed minutes of the meeting of the Community Services and Development Committee held on 17 November 2015 are confirmed as a true and correct record.

Waimate District Council Community Services and Development Committee – 26 January 2016 6

Unconfirmed Minutes of a meeting of the Community Services and Development Committee of the Waimate District Council held in the Waimate District Council, Queen Street, Waimate on Tuesday 17 November 2015, at 11.45am following the District Infrastructure Committee meeting.

Present Cr P. Collins (Chairperson) Councillors: D. Anderson, S. Cain, A. Gavegan, P. McIlraith, M. Morton, S. Paul. Mayor C. Rowley,

Apologies An apology was received from Cr T. O’Connor (Deputy Chair).

“That the apologies are accepted.”

Moved Cr Morton Seconded Cr Cain MOTION CARRIED / LOST

In Attendance Chief Executive: B. Carran Managers: C. Johns, S. Kelly, D. Mitchell, G. Durston Staff: F. Fox, Council Secretary: K. Reid

Identification of Major or Minor Items

There were no major or minor items identified.

Confirmation of Minutes

“That the unconfirmed minutes of the meeting of the Community Services and Development Committee held on 13 October 2015 are confirmed as a true and correct record.”

Moved Mayor Rowley Seconded Cr Cain MOTION CARRIED / LOST

Note The Mayor’s Environment Canterbury Proposed Air Plan presentation was not circulated to Councillors, as indicated in the minutes.

Grants Committee Minutes

“That the confirmed minutes of the meeting of the Creative NZ Communities Scheme Committee held on 12 May 2015 are accepted.”

“That the confirmed minutes of the meeting of the Waimate District Council Sports Fund Scheme Committee held on 12 May 2015 are accepted.”

“That the confirmed minutes of the meeting of the Sport NZ Rural Travel Fund Committee held on 12 May 2015 are accepted.”

Moved Mayor Rowley Seconded Cr Cain MOTION CARRIED / LOST

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Management Report

“That the Community, Planning and Development Group Manager’s Report is accepted.”

Moved Cr Collins (Chairperson) Seconded Cr Cain MOTION CARRIED / LOST

Civil Defence Emergency Management A replacement Civil Defence Controller will be announced in the near future.

Resource Management The Mayor’s verbal presentation to the Canterbury Air Plan Submission Hearings was positively received.

The hearing for Fonterra’s Studholme Expansion Application is likely to be March 2016. A report will be coming to the December Council meeting in relation to the Commissioners.

Timetable – Annual Plan & Budgeting Process 2016/17 Staff will ensure the Annual Plan Consultation Document will reach all households in the District. If full consultation is required, consultation on any other plans or bylaws will be undertaken at the same time.

Smoke-free Environments Policy 312 Review

The Community Services and Development Committee considered a revised version of the Smoke-free Environments Policy 312.

“That the report ‘Smoke-free Environments Policy 312 Review’ is accepted,” and

“That the Community Services and Development Committee recommend that Council approves the revised Smoke-free Environment Policy 312, subject to changes identified.”

Moved Cr Cain Seconded Cr Paul MOTION CARRIED / LOST

Note: In addition to the marked changes to the Smoke-free Environments Policy presented to the Community Services and Development Committee, the Committee recommended the following changes be made before the revised policy is presented to Council for acceptance on 8 December 2015.

1. Policy to be extended to Council controlled playgrounds, buildings and sports grounds (as well as previously stated Council owned playgrounds, buildings and sports grounds) 2. Policy to include Council owned and controlled walkways and cycleways as designated smoke-free areas.

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The name of the Waimate Stadium will be amended to the Waimate District Events Centre when the recommendation considered at the 9 December 2015 Council Meeting.

Upper Waitaki Zone Water Management Committee Representative

The Community Services and Development Committee considered electing a representative on the Upper Waitaki Zone Water Management Committee (as Left on the Table from the meeting of 1 September 2015 Community Services and Development meeting)

“That the report ‘Upper Waitaki Zone Water Management Committee Representative (as Left on the Table)’ is accepted,” and

“That the motion from the Community Services and Development meeting held on 1 September 2015, being that “Council elect Councillor Morton as the Waimate District Council representative onto the Upper Waitaki Zone Water Management Committee” is withdrawn by the mover and seconder (being Mayor Rowley and Cr Collins); and

“That the Community Services and Development Committee recommends that Council approves that a Waimate District Council representative (as appointed by the Mayor) attends Upper Waitaki Zone Water Management Committee meetings when necessary.”

Moved Mayor Rowley Seconded Cr Collins MOTION CARRIED / LOST

Cr Paul voted against the motion.

Waimate District Civic Awards Committee Member Replacement

The Community Services and Development Committee considered a change to the Waimate District Civic Awards Committee.

“That the report ‘Waimate District Civic Awards Committee Member Replacement’ is accepted,” and

“That the Community Services and Development Committee recommend that Council approves the appointment of Christine Wallace to the Waimate District Civic Awards Committee.”

Moved Mayor Rowley Seconded Cr Gavegan MOTION CARRIED / LOST

Heritage Fund Application – Queen Street Building

The Community Services and Development Committee considered an application from Saul and Penny Sheehy for funding from the Heritage Fund to assist in the cost of painting their building at 56 Queen Street, Waimate.

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“That the report ‘Heritage Fund Application – Queen Street Building’ is accepted,” and

“That the Community Services and Development Committee recommends Council approves the funding application from Saul and Penny Sheehy to assist with painting their building at 56 Queen Street, and grants $1,500 plus GST from Council’s Heritage Fund.”

Moved Cr Cain Seconded Mayor Rowley

Amendment to the Motion

“That the report ‘Heritage Fund Application – Queen Street Building’ is accepted,” and

Moved Cr McIlraith Seconded Cr Paul MOTION CARRIED / LOST

The Chair called for Division: For (4), Against (4) The vote is tied therefore the Status Quo remains and the Motion is LOST.

The Original Motion is now PUT

“That the report ‘Heritage Fund Application – Queen Street Building’ is accepted,” and

Moved Cr Cain Seconded Mayor Rowley

The Chair called for Division: For (5), Against (2). Therefore the Motion is CARRIED.

Note: The Heritage Fund guidelines are to be reviewed.

Note: Correction to ‘Heritage Fund Application – Queen Street Building’ report (page 44) - that under ‘Purpose of Report’, the word ‘formally’ should be ‘formerly’.

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Council and Committee Meeting Schedule 2016

The Community Services and Development Committee considered the proposed schedule of ordinary meetings for the Council and its Committees for the period January 2016 to September 2016.

“That the report ‘Council and Committee Meetings Schedule 2016’ is accepted,” and

“That the Community Services and Development Committee recommend to Council that the Council and Committee Meetings Schedule 2016 is approved.”

Moved Mayor Rowley Seconded Cr Morton MOTION CARRIED / LOST

Consideration of Major or Minor Items not on the Agenda

There were no major or minor items identified.

There being no further business, the Chairperson declared the meeting closed at 12.40pm. These minutes to be confirmed at the Community Services and Development Committee meeting to be held on 26 January 2016.

------Cr P. Collins Chairperson

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Confirmation of Minutes – External Committees

Prepared by: Bede Carran Chief Executive

The confirmed minutes of the Waimate District Civic Awards Committee meeting held on 11 February 2015 are presented for the information of the Community Services and Development Committee.

Recommendation 1. That the Community Services and Development Committee accepts the confirmed minutes of the Waimate District Civic Awards Committee meeting held on 11 February 2015.

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Confirmed Minutes of the Civic Awards Committee of the Waimate District Council held in the Local Government Centre, Queen Street, Waimate, on Wednesday 11 February 2015 at 4pm.

Present Mayor Craig Rowley (as ex officio) Council Representative: Councillor Arthur Gavegan Community Representative: Mrs Raewyn Francis (Chair) Service Clubs Representative: Mrs Cheryl Hedley Rūnunga Representative: Ivy Johnston

In Attendance Administrator: K Reid

Apology Cheryl Hedley (for lateness)

“That the apologies be received and noted.”

Moved Mayor Rowley Seconded Cr Gavegan MOTION CARRIED / LOST

Note: Cheryl Hedley arrived at 4.10pm

Confirmation of Minutes

“That the minutes of the meeting held on Friday 28 November 2014 be confirmed as a true and accurate record.”

Moved R. Francis (Chair) Seconded Mayor Rowley MOTION CARRIED / LOST

Selection of 2015 Civic Award Recipients After each individual was assessed by the Committee, the decision was made selecting four recipients out of this year’s 13 nominations. The nominations were: Joan Dennison, Jean Patterson, Ann McGowan, Joy McIvor, Heather Sell, Geoff Lienert (two nominations), Dougall McLachlan, Peter Trainor, Rory Foley, Max Crean, Warren Herron, Murray Martin. Youth Award: Elliot Wilson.

Recipients for the 2015 awards: Joan Dennison, Jean Patterson, Geoff Lienert, Max Crean Note: Heather Sell was selected as a stand-in, if any of the above declined accepting the award.

“That Joan Dennison, Jean Patterson, Geoff Lienert and Max Crean be the 2015 Civic Awards recipients (and that Heather Sell be the stand-in should any of the selected applicants choose not to accept the award); and

Mover A. Gavegan Seconded C. Hedley MOTION CARRIED / LOST

Mayor Rowley and Chair Raewyn Francis will visit the 2015 recipients to ascertain if they will accept the award.

Waimate District Council Community Services and Development Committee – 26 January 2016 13

The administrator is to write to the nominators of the unsuccessful nominations encouraging them to apply for next year’s awards as there was an exceptional high standard of applicants.

Junior Award There was only one nomination for the Youth Award, therefore the recipient for the 2015 Junior Civic award is Elliot Wilson.

“That Elliot Wilson is the 2015 Youth Civic Award recipient.”

Moved Mayor Rowley Seconded Cheryl Hedley MOTION CARRIED / LOST

2015 Civic Award Ceremony The 2015 Civic Awards Ceremony will be held on Friday 6 March 2015, at 6.30pm. Arrangements and the format will be the same as in past years.

The administrator is to invite a Kapa-Haka group to perform.

A representative from the Royal NZ Navy would be available and could present the Youth Award. This offer would be accepted.

Wooden Plaques and laminated certificates will be presented to recipients.

Each recipient can invite up to 4 guests, along with his or her nominator and seconder.

The meeting closed at 4.30pm.

These minutes to be confirmed at the next Civic Awards Committee meeting.

------Raewyn Francis Chairperson

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Management Report – Community, Planning and Development Group

Prepared by: Carolyn Johns Community, Planning and Development Group Manager

The Community, Planning and Development Group Manager’s report is submitted for the information of the Community Services and Development Committee.

Recommendation 1. That the Community, Planning and Development Group Manager’s Report is accepted.

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Management Report – Community, Planning and Development Group

Prepared by: Carolyn Johns Community, Planning and Development Group

Civil Defence Emergency Management (CDEM) Report by Hilary Botting

Events 1. This period has been quiet for events. Fire threat conditions improved after some rain fell across the District in the week before Christmas.

CDEM Risk Reduction, Readiness, Response and Recovery New CDEM (Civil Defence Emergency Management) National Plan, 2015 2. The new National CDEM Plan came into force on 1 December 2015 replacing the previous 2005 Plan. Significant amendments have been made to the revised Plan based on an extensive review post Canterbury 2010 earthquakes including: • clarification of the roles and responsibilities of support and lead agencies • an increased emphasis on risk reduction and recovery • strengthened arrangements for the delivery of welfare services • recognition of the significant roles that the New Zealand Defence Force and science and research organisations have in emergencies • new arrangements for building management, logistics and business continuity and emergency management planning.

3. To support the new Plan the following documents have also been produced: Guide to National CDEM Plan 2015, Director’s Guidelines for Response Planning 2015, Director’s Guidelines for Logistics 2015, and Directors Guidelines for Welfare Services in an Emergency 2015.

Welfare Planning 4. 18 November 2015 – the CDEM coordinator met with Waimate’s Welfare Managers to discuss the new National CDEM Plan 2015 and the Director’s Guidelines for Welfare Services in an Emergency 2015. We are working towards a new local welfare plan but significant work with various Government and non-Government agencies needs to happen with the new responsibilities some agencies now have.

Sector Posts 5. December 2015 – all sector post wardens were contacted via text and email to confirm contact details. A good level of response was received from both formats.

Regional Approach to Managing Hazard Risk Workshop 6. 10 November 2015 – the Waimate District Council Resource Planner and CDEM Coordinator attended the Southern Cluster Regional Approach to Managing Hazard Risk workshop. This regional approach to hazard management is in line with the Sendai Framework for Disaster Risk Reduction 2015-2030, with its shift in emphasis from disaster response to disaster reduction and the promotion of a ‘culture of prevention’. The group whilst driven by Environment Canterbury (ECan) has a very strong emphasis on creating a meaningful document for each council that helps coordinate hazard management across Canterbury.

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Ministry of Civil Defence and Emergency Management (MCDEM) Capability Assessment 7. 25 November 2015 – the CDEM coordinator met with the Waimate District Council leadership team to discuss MCDEM’s Canterbury Capability Assessment Report V2. This report is based on the monitoring and evaluation process Canterbury Group members undertook in 2015. The leadership team developed an improvement action plan based on our results with key areas being assigned to senior managers to develop individual improvement action plans. These plans are to be finalised by June 2016 with implementation over the ensuing months/years.

Public Education 8. 19 November 2015 – CDEM coordinator met with the junior and senior students at St Patricks School to reinforce the work the school had been doing on hazards and emergency response based on MCDEM’s teaching resource ‘What’s the Plan, Stan’. Sessions were great fun and the students had a significant amount of knowledge which was very pleasing to see.

9. 21 November 2015 – CDEM coordinator and South Canterbury Rural Support Trust ran an information day at the South Canterbury A & P Show. We had Stan the MCDEM mascot aided by volunteer staff from Waimate District Council along for the day – Stan was a great hit with young and old alike and helped promote our educational ‘disaster quiz’.

Policy Report by Fabia Fox

Smoke-free Environments Policy 10. Final amendments were made to the Smoke-free Environments Policy and this was passed at the 8 December 2015 Council meeting.

Shop Trading Hours (Easter Trading) Amendment Bill 11. A discussion paper was prepared for the 8 December 2015 Council Workshop regarding the proposed Bill and the Local Government New Zealand (LGNZ) submission on the Bill. Following Council’s direction, a response to the LGNZ submission was drafted and sent to LGNZ detailing Council’s opposition to the submission. I have since been working on a submission to Commerce Committee who is considering the Bill. Submissions close on 21 January 2016.

Annual Plan 2016/17 12. The Annual Plan production is progressing with the formatting of the base document in preparation for data input. I have created a new standard template to be used in future years to streamline the formatting element of the Annual Plan production. I have been working with managers to ensure any significant changes to the Long Term Plan 2015- 25 are identified and the progression of projects are tracked in order to meet the legislative requirements for the Annual Plan. Matter identified for consultation will be discussed with Council on 16 February 2016.

Performance Reporting 13. A table has been produced to enable managers and administrators to update and input results for performance measures for the six month period ending December 2015. These results will be presented to the Council workshop on 26 January 2016. A system has been developed to ensure these performance measures are accurately recorded and easily accessed for auditing purposes.

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Other Policies and Research 14. I have completed a first revision of Council’s Protected Disclosures Policy and Fraud Policy and developed a complementary Fraud Procedures document. These documents have been circulated to managers for their comments and will be brought to Council in March 2016.

15. I have carried out research in preparation for agenda items on proposed changes to the Residential Tenancies Act, which is on the 26 January 2016 Committee Services and Development Agenda.

Workshop 16. On 25 November 2015 I attended a policy advisors workshop in Ashburton, hosted by the Canterbury Policy Forum. The workshop was designed for new-to-role policy analysts and advisors. I found the workshop very valuable, providing an introduction to the role of policy in local government, policy interaction with legislation, community consultation, and the policy process. It was an excellent opportunity to network and open communication channels with other policy analysts throughout Canterbury.

Promotions /Information Centre Report by Donette Fargher

Information Centre Waimate 50 Accommodation 17. Staff assisted with collating accommodation options for the event, liaising with accommodation providers and Waimate 50 representatives. All accommodation was booked out over the Labour weekend period.

Grant Funding 18. The latest funding round for Sport NZ Rural Travel Fund, Waimate District Council Sports and Creative NZ closed 29 October 2015. In total 20 applications were received, the committees met on 5 November 2015 to allocate funds. The Community grant is now open for applications, closing 17 February 2016. The applications will be brought to the Community Services and Development Committee on 8 March 2016.

Change round at Centre 19. Due to the Resource Centre relocating, the Information Centre has taken advantage of the free offer of their reception counter and replaced the outdated Information Centre counter for a more modern one. This has met with positive feedback from our regular customers.

Souvenirs 20. The Centre was restocked with souvenirs including the popular tee shirts, tote bags and tea towels for the Christmas period.

Volunteer Christmas Lunch 21. A Christmas lunch was enjoyed by volunteers and staff with gift tokens presented to volunteers in appreciation of their services throughout 2015. The Centre closed Christmas and Boxing Days, with statutory days, Saturdays and Sundays throughout January 2016 being staffed by our volunteers.

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Visitor Survey 22. Over the next three months a visitor survey will be conducted at the Centre to assist identifying where our visitors are from, how they heard about Waimate, what they intend doing while here. This will help us to identify which advertising avenues are working for us, what regions attract the most visitors, and how we can enhance the visitor experience.

Waimate Promotional Packs Potential residents’ packs distributed for: Sept=03 Oct=02 Nov=03 Dec=01 New resident packs distributed for: Sept=11 Oct=09 Nov=05 Dec=02

23. Twenty five new families have moved into our District since September 2015 (that we are aware of). One family from China, one from USA, one from Australia, 21 South Island, one North Island. Reasons given being retirement or lifestyle change.

Marketing Membership Subscriptions 24. Invoices were sent together with letters outlining Information Centre activities throughout the year to Centre members. Subscriptions are set at $149.50 from 1 January to 31 December 2016. Membership entitles displaying brochures and posters at the Centre, preferential referrals and some discounted advertising.

Website/Link Subscriptions 25. Invoices were sent for annual website hosting together with link charges to the Waimate website. Subscriptions are $161, while link subscriptions are $63.25.

Radio Advertising 26. Radio advertising spots were taken to promote December 2015 events including Waimate Rodeo, Christmas in the Park and Strawberry Fare. Included in the advert was the Waimate website with the view of driving visitors to the events site to find out what is on in our region.

Council ‘Newsline’ 27. The last Waimate District Council ‘Newsline’ edition was printed Thursday 17 December 2015 and the first Newsline for 2016 is scheduled for Thursday 18 February 2016.

Staff Uniforms 28. Information Centre staff are again this year wearing the ‘Wild about Waimate’ strawberry tee shirts to promote the range of clothing available at the Centre. These tee shirts have proved very popular, stocks of which have been re-ordered.

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Malaysian Visit 29. On a recent personal trip to Malaysia I met with the Editors of The China Press and thanked them for their support in sending their travel writer Yoo Yee Tham to Waimate in 2011 and the considerable newspaper space featuring her articles on our region printed thereafter.

From left the Editor HeeKuang Ng, his wife Chooi Hwa Features Director and Donette Fargher.

Guest Compendiums 30. We continue advertising in the annual Publishing World guest compendium, 14,000 copies were published and distributed to motels displayed in the rooms for corporate travellers, tourists, families and sports groups. This quality magazine is designed to provide valuable information for domestic and international travellers about North and South Island attractions.

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Waimate District Publishing World guest compendium Advertisement

Waimate District Council Community Services and Development Committee – 26 January 2016 21

New Zealand Motor Caravan Association December 2015 /January 2016 Magazine 31. We again supported this magazine over December 2015/January 2016 period (distributed to members late November 2015), promoting our December 2015 events and placing an advertisement.

Christmas Lights/Banners 32. Clement Electrical Oamaru was engaged to erect festive street lights and flags late November 2015 in Waimate, Glenavy, Makikihi, St Andrews and Hakataramea. These were taken down early January 2016. Due to a number of flags in need of running repairs, we engaged a seamstress to reinforce stitching, staff then washed the flags prior to them being erected, which gave them one additional season of display.

Waimate festive flags after repairs and washing

Waimate Calendar of Events

Waimate Market Saturdays 9.30am-12 noon, carpark next to Library. Contact Jo 027-750-7796.

Vintage Market Day 9.30am Bushtown Waimate Heritage site, Dobson Street. Vendors welcome $5 per site, plants, crafts and car boots (set up 8:15am). Last Sunday of month. Last market day 29 November 2015 resuming 31 January 2016. Contact Joy 689-8057.

January 2016 23 Celebrating 140 years with Piping, Dance and Sports Waimate Caledonian starting at 10.30am, Victoria Park, Queen Street, Waimate. Sports Day March 2016 4-6 Annual March Hare Motorcycle Rally. Waimate A & P March Hare Motorcycle Showgrounds, Gorge Road, Waimate. Rally 11-13 A weekend of events celebrating Waimate’s Scottish Edwardian Heritage heritage organised by the Edwardian Heritage Group. Celebrations

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Resource Management Report by Kevin Tiffen

Resource Consents 33. Since the last report, the following resource consents have been granted under delegated authority:

RM150044 Subdivision: Create two rural lots 03/11/15 Rivett & Hooke Farming Limited, 244 Broad Gully Road, Waimate Processing Days = 12 RM150045 Subdivision: Change cross lease plan for Flat 1 16/11/15 MI Hamilton 1 Carlisle Street, Waimate Processing Days = 16 RM150037 Land Use: Erect dwelling within setback from 09/12/15 neighbour’s boundary Linwood Farms Limited, James Street, Waimate District Council Processing Days = 16 RM150047 Land Use: Erect relocated dwelling within 09/12/15 setback from neighbour’s boundary NW Skinner, Otaio River Road, Otaio Processing Days = 1 RM150046 Variation: Cancel amalgamation condition on 11/12/15 RM120011 A Buckingham, Centrewood Park Road, Waimate Processing Days = 10

Fonterra’s Studholme Expansion Application 34. The final date for receiving submissions closed on Friday 27 November 2015. The number of submissions is close to 300 and at this stage, the content of the submissions received are being collated by Environment Canterbury. No date has been set for the hearing of the application but it is likely to be April 2016.

Resource Management Act (RMA) Reforms 35. The RMA reforms are on again thanks to the support of the Maori Party but the original controversial changes planned to sections 6 and 7 of the Act are not now included. The Government introduced the reform bill into Parliament on 26 November 2015. The Bill addresses the problems with the planning processes of the Act as highlighted in recent reports by the Organisation for Economic Co-operation and Development, Local Government New Zealand, the Rules Reduction Taskforce and the Productivity Commission. Standard planning templates will be introduced to provide greater consistency and plan-making will be sped up and made more flexible. Also, the consent process is to be altered so as to narrow the parties that must be consulted to those directly affected by a proposal – meaning, a homeowner extending a deck only has to consult the affected neighbour. In addition, Councils will have discretion to not require resource consent for minor issues. A new 10-day fast track consent will be available for simple issues. Councils will be required to have fixed fees for standard consents so that the homeowners have certainty over costs.

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36. It is claimed that environmental management will be improved, in that, for example, it will enable national regulations that require stock like dairy cows to be fenced out of rivers and lakes, with instant fines for breaches. Also, the requirements for managing natural hazards like earthquakes and sea level rise from climate change will be strengthened.

37. At this stage, we have combined resources with the neighbouring councils to investigate the impact of the reforms with the view that councils may wish to make possible submissions, either separately or jointly. Once the investigation is complete, the matters raised will be referred to Council for decision possibly at the 8 March 2016 meeting. The Local Government and Environment Select Committee will be receiving submissions until 14 March 2016.

Canterbury Regional Economic Development Strategy (CREDS) 38. The Canterbury Mayoral Forum has developed a CREDS and tasked the Planning Managers Group to identify unnecessary regulatory barriers and improve consistency of regulation in relation to three areas in the CREDS. One of these areas is the review of the alignment of planning instruments to assist with value-added production. The Waimate District Council has been charged with leading this particular area of review, the results of which are to be reported to the Chief Executives Forum in February 2016. At this stage, the perceived areas/sections of the various Canterbury District Plans, where some alignment could be possible, have been identified by the Group and a report is currently being prepared for circulation to the Group.

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Waimate Centennial School – Playground Funding Request

Prepared by: Carolyn Johns Community, Planning and Development Group Manager

Purpose of Report 1. For the Committee to consider the Waimate Centennial School Board of Trustees request to contribute $4,000 (GST exclusive) towards the new junior playground at the school. This request was discussed at the Council Meeting on 8 December 2015 where the Council asked for further information to assist with their decision making.

Background 2. With 180 students at Centennial School it was identified by the school that they needed more playground area safe for juniors and their younger siblings. A playground was designed for 3 to 8 year olds.

3. The school fundraising committee raised an exceptional $33,000 through a combination of several events. The total cost of the project was $37,538 (GST exclusive). However the budget was exceeded by $4,184 (GST excluded) as additional bark was required to meet safety guidelines.

4. The playground construction was completed on 20 September 2015 and on the 16 October 2015 it was officially opened by Mayor Rowley.

Proposal 5. Mrs Janelle Bilcliffe a member of the Waimate Centennial School Board of Trustees addressed Council at the public forum on 27 October 2015 requesting assistance from Council to fund the shortfall. Mrs Bilcliffe was asked to furnish her request in writing from the Waimate Centennial School and to provide further information on the playground project to enable a decision to be made.

6. The Waimate Centennial School Board of Trustees has requested that Council consider contributing $4,000 (GST exclusive) towards the new junior playground at the school. (letter of request, construction timeline with budget and playground plan attached)

7. It has been suggested by the Waimate Centennial School Board of Trustees that the request could be funded from Councils subdivision contribution reserve.

Further Information Subdivision Contribution Reserve 8. Council has the ability to assess a financial contribution to assist in the appropriate provision of parks and reserves, network infrastructure, and/or community infrastructure. Council collects financial contributions (that are held in the Subdivision Contribution Reserve) as set under the Resource Management Act 1991 and stipulated in the Waimate District Plan, operative 28 February 2014.

9. Section 111 of the Resource Management Act states that “Where a consent authority has received cash contributions under section 108(2)(a), the authority shall deal with that money in reasonable accordance with the purposes for which the money was received”.

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10. Council’s District Plan – Objective 5 – Recreation, Open Space and Reserves states “A conveniently distributed and accessible range of public open space and recreational areas and facilities to meet the diverse needs of residents and visitors to the District”.

11. This indicates that the contributions are for public open space and recreational areas and facilities. While it is not completely clear, it is considered that the word "Public" qualifies both "public space" and recreation area and facilities.

12. It is not appropriate that the reserves contribution fund be a contestable fund, as this approach assumes that the funds have to be spent/allocated within a set timeframe and this is not the case for reserve contributions.

13. The District Plan policies supporting this objective are

Policies a to encourage and, where possible, provide for a range of recreation opportunities within the District. b to ensure the provision of open spaces and recreational areas within or in reasonable proximity to new residential subdivisions to meet the needs of the future community. c to require contributions towards public open space and recreation areas from residential subdivision and for many major residential, business or community development to provide for: i. additional parks, walkways and cycleways needed as a result of additional household and/or visitor growth; ii. additional open space needed for visual relief or enhancement; iii. development and maintenance of neighbourhood parks and local open space to a level at which they are usable and enjoyable.

Ownership of the Playground Equipment 14. The equipment is under the ownership of the Ministry of Education and remains under the Ministry until such time as the land is sold.

Playground Equipment Public Availability 15. As detailed in the attached letter from Waimate Centennial School, Board of Trustees “…the playground is available to all members of the public, including weekends…”

Obstacles 16. Council does not have a contingency budget for such requests, and essentially the Subdivision Contribution Reserve is for Council to provide land for reserves and/or improve and maintain open space and recreation facilities on existing reserves and parks.

17. However, Council has provided funding from the Subdivision Contribution Reserve to Waimate Trackways for a track development overrun at Knottingley Park, provided funding towards the Skate Park on Boland Park, Queen Street and the Hakataramea reserve beautification, to name a few.

Assessment of Significance 18. This matter is not deemed significant under the Council’s Significance and Engagement policy.

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Budget Considerations 19. The total amount in the Subdivision Contribution Reserve as at 1 December 2015 is $435,000.

Cost Effectiveness 20. Cost effectiveness consideration is not applicable.

Recommendation 1. That the report ‘Waimate Centennial School – Playground Funding Request’ is accepted, and

2. That Council consider the request by the Waimate Centennial School Board of Trustees to contribute $4,000 (GST exclusive) towards the new junior playground at the school.

Attached Waimate Centennial School letter dated 20 November 2015

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Residential Tenancies Amendment Bill

Prepared by: Carolyn Johns Community, Planning and Development Group Manager

Fabia Fox Policy Analyst

Purpose of Report 1. To present the Community Services and Development Committee with the proposed changes to the Residential Tenancies Act 1986 and the proposed Residential Tenancies Regulations for insulation and smoke alarms and determine if the Committee wish to submit.

Background 2. On 3 December 2015 the Residential Tenancies Amendment Bill 2015 passed its first reading in parliament and has been referred to the Social Services Committee for consideration and submissions are being sought. The Bill proposes a number of changes to the current Act to improve rental standards and tenancies services.

3. The draft Bill includes regulation-making powers to prescribe standards for insulation and smoke alarms. If passed into law the changes to the Act would require that from 1 July 2016: • all rental properties have smoke alarms • all new tenancy agreements include a statement of the extent and safety of insulation in the property • any replacement or installation of insulation in a rental property meets the required standard • all social housing where the tenant pays an Income Related Rent has under floor and ceiling insulation meeting the required standard where it can be practically installed. From July 2019: • all rental properties have under floor and ceiling insulation meeting the required standard where it can practically be installed.

4. There are proposed exemptions for the insulation requirements. Properties where it is impractical to retrofit insulation due to the property’s physical design, for example limited under floor space, will be exempt. Properties which are sold and immediately rented back to the former owner-occupier for a period of up to 12 months will not need to meet this regulation. The final exemption applies to properties where, within 12 months from the start of a tenancy, the landlord intends to demolish the property or substantially rebuild parts of the property.

5. The key objective of these proposed standards are to reduce fire-related fatalities and injuries in residential properties, and make residential rental properties warmer, drier and easier to heat without imposing excessive bureaucracy or cost.

6. The Bill includes other targeted measures to tackle sub-standard rental properties. The Bill gives new powers to the chief executive of the Ministry of Business, Innovation and Employment (MBIE) to investigate and take direct action against landlords breaking tenancy laws where there is a risk to the health and safety of tenants. Further, protection will be strengthened for tenants who themselves take these issues to the Tenancy Tribunal.

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7. The Bill will also allow for faster resolution of tenancy abandonment cases to allow rental properties to be re-let more quickly. Proposed changes would create a new statutory requirement for abandonment applications to be heard by the Tenancy Tribunal within 10 working days.

8. MBIE has called for submissions to the Social Services Committee regarding: • The Residential Tenancies Amendment Bill, including the new requirements, powers and timeframes (Submissions close 27 January 2016). • The specific requirements and exclusions of insulation and smoke alarms regulations (Submissions close 11 February 2016).

9. For further information on the proposed changes please see: • http://www.parliament.nz/en- nz/pb/legislation/bills/00DBHOH_BILL67990_1/residential-tenancies- amendment-bill • http://www.mbie.govt.nz/info-services/housing-property/tenancy/proposed- residential-tenancies-regulations-for-insulation-and-smoke-alarms/discussion- document.pdf

Proposal 10. That the Committee consider whether it would like to: a) submit on the proposed amendments to the Residential Tenancies Amendment Bill; b) submit on the proposed requirements for insulation and smoke alarms; c) not submit on either

11. That if the Committee do wish to submit the nature of the submission is considered: a) That the Committee broadly agree with the proposed amendments to the Residential Tenancies Amendment Bill; or b) That the Committee broadly disagree with the proposed amendments to the Residential Tenancies Amendment Bill; or c) That the Committee broadly agree with the proposed requirements for insulation and smoke alarms; or d) That the Committee broadly disagree with the proposed requirements for insulation and smoke alarms.

Obstacles 12. There are no known obstacles.

Assessment of Significance 13. This matter is not deemed significant under the Council’s Significance and Engagement policy.

Budget Considerations 14. Budget considerations are not applicable.

Recommendation 1. That the report ‘Residential Tenancies Amendment Bill’ is accepted; and

2. That the Committee direct staff with regards to the nature of any submission.

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Consideration of Major or Minor Items not on the Agenda

Prepared by: Bede Carran Chief Executive

The Community Services and Development Committee will consider any major or minor items identified earlier in the meeting.

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