MASTERTON DISTRICT COUNCIL COUNCIL AGENDA WEDNESDAY 28 OCTOBER 2020 3.00 PM MEMBERSHIP Her Worship (Chairperson) Cr G Caffell Cr B Gare Cr D Holmes Cr B Johnson Cr G McClymont Cr F Mailman Cr T Nelson Cr T Nixon Cr C Peterson Cr S Ryan Noce is given that a meeng of the Masterton District Council will be held at 3.00pm on Wednesday 28 October 2020 at Waiata House, 27 Lincoln Rd, Masterton. RECOMMENDATIONS IN REPORTS ARE NOT TO BE CONSTRUED AS COUNCIL POLICY UNTIL ADOPTED 22 October 2020 Values 1. Public interest: members will serve the best interests of the people within the Masterton district and discharge their duties conscientiously, to the best of their ability. 2. Public trust: members, in order to foster community confidence and trust in their Council, will work together constructively and uphold the values of honesty, integrity, accountability and transparency. 3. Ethical behaviour: members will not place themselves in situations where their honesty and integrity may be questioned, will not behave improperly and will avoid the appearance of any such behaviour. 4. Objectivity: members will make decisions on merit; including appointments, awarding contracts, and recommending individuals for rewards or benefits. 5. Respect for others: will treat people, including other members, with respect and courtesy, regardless of their ethnicity, age, religion, gender, sexual orientation, or disability. Members will respect the impartiality and integrity of Council staff. 6. Duty to uphold the law: members will comply with all legislative requirements applying to their role, abide by this Code, and act in accordance with the trust placed in them by the public. 7. Equitable contribution: members will take all reasonable steps to ensure they fulfil the duties and responsibilities of office, including attending meetings and workshops, preparing for meetings, attending civic events, and participating in relevant training seminars. 8. Leadership: members will actively promote and support these principles and ensure they are reflected in the way in which MDC operates, including a regular review and assessment of MDC’s collective performance. These values complement, and work in conjunction with, the principles of section 14 of the LGA 2002; the governance principles of section 39 of the LGA 2002; and our MDC governance principles: Whakamana Tangata Respecting the mandate of each member, and ensuring the integrity of the committee as a whole by acknowledging the principle of collective responsibility and decision‐making. Manaakitanga Recognising and embracing the mana of others. Rangatiratanga Demonstrating effective leadership with integrity, humility, honesty and transparency. Whanaungatanga Building and sustaining effective and efficient relationships. Kotahitanga Working collectively. 1 AGENDA: The Order Paper is as follows: 1. Karakia 2. Conflicts of Interest (Members to declare conflicts, if any) 3. Apologies 4. Public Forum People First: Peter Knighton, Millie Ogg and Sue Hobbs Youth Council and Students Against Dangerous Driving 5. Late items for inclusion under Section 46A(7) of the Local Government Official Information and Meetings Act 1987 6. Items to be considered under Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987: Minutes of the Council meeting held with the public excluded on 16 September 2020 Appointment to Council Organisation – Destination Wairarapa 7. Confirmation of Minutes of the Council meeting held on 16 September 2020 (141/20) Pages 101-109 8. Report of the Awards and Grants Committee held on 9 and 16 September 2020 (132/20) Pages 201-210 9. Report of the Hearings Committee meeting held on 30 September 2020 (145/20) Pages 601-602 10. Report of the Infrastructure and Services Committee meeting held on 7 October 2020 (146/20) Pages 301-303 FOR DECISION 11. PROPOSED WAIRARAPA SOLID WASTE MANAGEMENT AND MINIMISATION BYLAW 2021 (154/20) Pages 121-177 12. MASTERTON DISTRICT COUNCIL RURAL ADVISORY GROUP APPOINTMENTS AND MEETING FEE (133/20) Pages 178-181 13. AMENDMENT TO FEES AND CHARGES SCHEDULE 2020/21 (149/20) Pages 182-184 14. COUNCIL AND COMMITTEE MEETING SCHEDULE FOR 2021 (151/20) Pages 185-188 15. WAIRARAPA VINTAGE AVIATION CENTRE – PROGRESS REPORT (152/20) Pages 189-192 2 FOR INFORMATION 16. CHIEF EXECUTIVE’S REPORT (153/20) Pages 193-226 17. MAYOR’S REPORT To be circulated separately 3 MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED COUNCIL MEETING – WEDNESDAY 28 OCTOBER 2020 MOVED BY: SECONDED BY: That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:- Confirmation of Minutes 18 Minutes of the Council meeting held with the public excluded on 16 September 2020 General Business 19. Appointment to Council Organisation – Destination Wairarapa 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:- General subject of Reason for passing Ground(s) under each matter to be this resolution in section 48(1) for considered relation to each the passing of this matter resolution Confirmation of Minutes Refer to page 109 Refer to page 109 of the Council meeting held with the public excluded on 16 September 2020 Masterton District Council 7(2)(a) To protect the privacy of s48(1)(a) Appointment to Council Organisation natural persons, including that That the public conduct – Destination Wairarapa of deceased natural persons). of this item would be likely to result in the disclosure of information for which good reason for withholding would exist under Section 7 101 141/20 MINUTES OF THE MEETING OF THE MASTERTON DISTRICT COUNCIL HELD AT WAIATA HOUSE, 27 LINCOLN ROAD, MASTERTON, ON WEDNESDAY 16 SEPTEMBER 2020 AT 3.00PM PRESENT Mayor Lyn Patterson (Chair), Councillors G Caffell, B Gare, D Holmes, B Johnson, G McClymont, F Mailman, T Nelson, T Nixon, C Peterson and S Ryan and iwi representatives Tiraumaera Te Tau and Ra Smith. IN ATTENDANCE Chief Executive, Manager Finance, Manager Assets and Operations, Manager Community Facilities and Activities, Manager Strategic Planning, Communications and Marketing Manager, Properties and Facilities Manager, Policy Manager, Governance Advisor and one media representative. KARAKIA Mayor Lyn Patterson led the karakia. CONFLICTS OF INTEREST No conflicts were declared. APOLOGIES There were no apologies. PUBLIC FORUM Youth Council members Ruby Wilton, Wiremu Ruparere and Darleen Rogers, supported by Whaea Shari Taylor, spoke to Council on the agenda item relating to the Mākoura Road spelling correction, and the Youth Development Coordinator presented comments on behalf of Mair Gibbs on the agenda item relating to the Communications and Engagement Strategy. (Youth Council presented at 3.24pm) LATE ITEMS FOR INCLUSION UNDER SECTION 46A(7) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987 There were no late items. ITEMS TO BE CONSIDERED UNDER SECTION 48(1)(A) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987 Minutes of the Council meeting held with the public excluded on 5 August 2020 Report of the Audit and Risk Committee held with the public excluded on 19 August 2020 Minutes of the Council meeting held with the public excluded on 9 September 2020 Moved by Councillor B Gare That in terms of section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 the items be dealt with at this meeting. 102 Seconded by Councillor C Peterson and CARRIED CONFIRMATION OF MINUTES OF THE COUNCIL MEETING HELD ON 5 AUGUST 2020 (107/20) Moved by Councillor G Caffell That the minutes of the meeting of the Masterton District Council held on 5 August 2020 be confirmed. Seconded by Councillor F Mailman and CARRIED CONFIRMATION OF MINUTES OF THE EXTRAORDINARY COUNCIL MEETING HELD ON 9 SEPTEMBER 2020 (137/20) Moved by Councillor T Nelson That the minutes of the extraordinary meeting of the Masterton District Council held on 9 September 2020 be confirmed. Seconded by Councillor C Peterson and CARRIED REPORT OF THE AUDIT AND RISK COMMITTEE MEETING HELD ON 19 AUGUST 2020 (118/20) The report of the Audit and Risk Committee meeting held on 19 August was taken as read, noting that the following items had been considered: Fourth Quarter Reports (114/20) Non-Financial Performance Year End Report 2019/2020 (115/20) 2019/20 Interim Summary Full Year Financial Report (117/20) Rates Receivable Report (113/20) Treasury Management Report (116/20) Health and Safety Quarterly Report (112/20) Business Improvement Work Programme (111/20) Moved by Councillor T Nelson That the Report of the Audit and Risk Committee meeting held 19 August 2020 (118/20) including the following resolutions be confirmed: FOURTH QUARTER REPORTS (114/20) That Council receives: (a) the quarterly report and financial information as at 30 June 2020 from Aratoi Regional Trust. (b) the quarterly report and financial information as at 30 June 2020 from Destination Wairarapa; (c) the six-monthly report and financial information as at 30 June 2020 from Connecting Communities Wairarapa; 103 (d) the six-monthly report and financial information as at 30 June 2020 from Sport Wellington Wairarapa NON-FINANCIAL PERFORMANCE YEAR END REPORT 2019/2020 (115/20) That the Audit and Risk Committee receives the Non-Financial Performance Year End report for the 2019/2020 financial year. 2019/20 INTERIM SUMMARY FULL YEAR FINANCIAL REPORT (117/20) That Audit and Risk Committee receives the interim summary full year financial report and commentary, including capital expenditure for the 12 months to 30 June 2020. RATES RECEIVABLE REPORT (113/20) That the Committee receives the Rates Receivable Report (113/20) to 30 June 2020. TREASURY MANAGEMENT REPORT (116/20) That the Committee receives the Treasury Management Report as at 30 June 2020.