MEETING AGENDA MONITORING COMMITTEE Tuesday 9 February 2016 at 4.30pm Council Chamber Chairperson: Cr Craig McFarlane Members: Cr Marie Pearce (Deputy) Cr Keith Allum Cr Shaun Biesiek Cr Murray Chong Cr Harry Duynhoven Cr Colin Johnston Cr Richard Jordan Cr Howie Tamati Mayor Andrew Judd MONITORING COMMITTEE TUESDAY 9 FEBRUARY 2016 MONITORING COMMITTEE Objectives: a) Ensure effective and efficient implementation of the long-term plan and annual plan under the Local Government Act 2002. b) Ensure delivery of significant activities in accordance with approved plans and policies. c) Monitor the council’s performance, progress and financial position against, and to ensure compliance with, legislation, strategies, policies and plans. Addressing the committee Members of the public have an opportunity to address the committee during the public forum section or as a deputation. A public forum section of up to 30 minutes precedes all committee meetings. Each speaker during the public forum section of a meeting may speak for up to 10 minutes. In the case of a group a maximum of 20 minutes will be allowed. A request to make a deputation should be made to the secretariat within two working days before the meeting. The chairperson will decide whether your deputation is accepted. The chairperson may approve a shorter notice period. No more than four members of a deputation may address a meeting. A limit of 10 minutes is placed on a speaker making a presentation. In the case of a group a maximum of 20 minutes will be allowed. Purpose of Local Government The reports contained in this agenda address the requirements of the Local Government Act 2002 in relation to decision making. Unless otherwise stated, the recommended option outlined in each report meets the purpose of local government and: • Will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses; • Would not alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or transfer the ownership or control of a strategic asset to or from the Council. Monitoring Committee Tuesday 9 February 2016 MONITORING COMMITTEE TUESDAY 9 FEBRUARY 2016 APOLOGIES None Advised CONFLICTS OF INTEREST None Advised PUBLIC FORUM Timothy Parr – update on trip to Gallipoli and his travels with the Young Endeavour from Istanbul to England. DEPUTATIONS None advised COMMITTEE MINUTES RECOMMENDATION That the minutes of the Monitoring Committee (24 November 2015), and the proceedings of the said meeting, as previously circulated, be taken as read and confirmed as a true and correct record. A ITEMS FOR DECISION BY COMMITTEE A1 ROAD NAMING REPORT The matter for consideration by the Council is the naming of roads and rights- of way as a result of subdivision development. A2 DELEGATED AUTHORITY CONTRACTS To inform the Council of contracts with a value in excess of $250,000 awarded in the period 21 October to 24 December 2015. A3 AIR SPACE LEASE – 28 GILL STREET The matter for consideration by the Council is a new air space lease. A4 ORGANIC WASTE DIVERSION – UPDATE ON PROGRESS The purpose of this report is to provide an update on investigations into organic waste management in the New Plymouth District Council. Monitoring Committee Tuesday 9 February 2016 MONITORING COMMITTEE TUESDAY 9 FEBRUARY 2016 A5 NOTICE OF MOTION A6 VENTURE TARANAKI QUARTERLY REPORT The purpose of this report is to present the Venture Taranaki Trust (VTT) Quarter Two Report for the period 1 October 2015 to 31 December 2015 to the Council. Monitoring Committee Tuesday 9 February 2016 1 ITEM FOR DECISION ITEM A1 ROAD NAMING – WAITAHA PLACE AND ASHWOOD LANE AND RIGHT OF WAYS PREPARED BY: Rowan Williams (Acting Manager Customer and Regulatory Services) TEAM: Resource Consents APPROVED BY: Sue Davidson (Chief Operating Officer) WARD/COMMUNITY: District Wide DATE: 13 January 2016 FILE REFERENCE: ECM7010315 MATTER The matter for consideration by the Council is the naming of roads and rights-of way as a result of subdivision development. RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report: 1. The following road and rights-of-way names be approved and the Group Manager Business Performance allocate street numbers where appropriate to the properties fronting these roads and rights-of ways: Roads (a) Waitaha Place (b) Ashwood Lane Rights-of-way (c) Cessna Lane (d) Piper Way COMPLIANCE Significance This matter is of some importance. This report identifies and assesses the following reasonably practicable options for addressing the matter: Options 1. Approve the recommended road and right-of-way names. 2. Do not approve some or all recommended names and report back with alternatives. The persons who are affected by or have an interest in road naming generally are identified in the Road Naming Policy and include the Affected persons developer, iwi and hapu and any property owners or occupiers whose property address will require to be changed as a consequence of the naming of the road. Recommendation This report recommends Option 1 for addressing the matter. Monitoring Committee Tuesday 9 February 2016 2 ITEM A1 ITEM FOR DECISION COMPLIANCE Long-Term Plan / Annual Plan No Implications Significant Policy and Plan No Inconsistencies EXECUTIVE SUMMARY The report proposes names for roads and right-of-ways (ROW) created as a result of recent subdivisions. The proposed names for the new roads and ROWs have been identified having regard to the criteria and process outlined in Policy 11-002 Policy on Naming and Renaming of Roads, Private Roads and Rights-of Way. BACKGROUND 1. Legislation 1.1 Council’s general powers in relation to roads, including road naming, are set out in Section 319 of the Local Government Act 1974. Section 319(j) provides the power “to name and to alter the name of any road and to place on any building or erection on or abutting on any road a plate bearing the name of the road.” The Act does not specify any process to be followed in identifying and allocating road names and no consultation with, or input from, any party is required. 1.2 Section 319A provides that where the Council names a road for the first time, or alters the name of a road, the Council must as soon as practicable send a copy of the resolution to Land Information New Zealand (LINZ). 1.3 Section 319B relates to the allocation of property numbers and provides that “for electoral, postal and other purposes” the Council may allocate street numbers and requires the Council to advise LINZ of the numbers it has allocated. Where a property number is unacceptable such as where it does not comply with the ‘Addressing Standard’, LINZ may require the Council to change the number. 1.4 LINZ then validates the road name and property numbers and updates the official national record. LINZ makes the official address information that it holds available in several forms. Data resellers, in particular, take this data and tailor it for end-users such as the emergency services, businesses, local government and central government agencies. Monitoring Committee Tuesday 9 February 2016 3 ITEM FOR DECISION ITEM A1 2. Council Policy While the legislation does not specify a process for road naming, the Council has adopted its own policy in this regard (Policy 11-002, Policy on Naming and Renaming of Roads, Private Roads and Rights-of-Way). A copy of this policy is appended to this report. It is noted that: (a) The policy distinguishes between the naming of public roads (to be vested in Council) and the naming of private roads and rights-of-way (private ways). Public roads are required to be named under the Local Government Act and the policy is principally directed towards the process of naming such public roads. In contrast, the Council has no legal obligation to name or rename a private road or right-of- way and the policy sets out a much more simplified process for the naming of these. In particular the policy provides that private roads and rights-of-way (ROW’s) with more than 5 addresses may be named or renamed at the request of the owners of the private road or ROW and that the Council will only receive proposals for names from the owner of the private road or ROW. The policy also notes that LINZ may require a private road or ROW to be named or renamed to meet the addressing requirements of the relevant NZ standard (AS/NZS 4819:2011).Given the difference in the naming process provided for in the policy for public roads as opposed to private ROW’s, it is intended that future road naming recommendations reported to the Committee will clearly set out which proposed names relate to roads and which relate to ROW’s. (b) The policy does not require a formal consultation process to be undertaken on proposed road naming. Under the policy ‘consultation’ consists of informing affected parties (generally limited to the developer and iwi and hapu) of the requirement to name or rename a road and providing an opportunity to propose a name for the road. The policy does not envisage that proposed names, once submitted, are further consulted on prior to reporting to the Council for decision making. (c) While the policy sets out procedures for decision-making on road naming, these are guidelines only and do not have any statutory effect or status. The decision- making provisions of the Local Government Act merely provide that if a decision of a local authority is significantly inconsistent with, or is anticipated to have consequences that will be significantly inconsistent with, any policy adopted by the local authority, the local authority must, when making the decision, clearly identify: - the inconsistency: and - the reasons for the inconsistency: and - any intention to amend the policy to accommodate the decision.