Notice is hereby given that a meeting is to be held of the Community Services and Development Committee To follow the District Infrastructure Committee meeting On 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. Waimate District Council Community Services and Development Committee – 26 January 2016 4 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. Waimate District Council Community Services and Development Committee – 26 January 2016 5 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 Waimate District Council Community Services and Development Committee – 26 January 2016 7 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. Waimate District Council Community Services and Development Committee – 26 January 2016 8 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