Date: Tuesday 29 May 2018 Committee Room, Cambridge Service Centre, 23 Wilson Street, Cambridge

Transcription

1 Time: 9.00am Date: Tuesday 29 May 2018 Venue: Committee Room, Cambridge Service Centre, 23 Wilson Street, Cambridge INDEX PAGE NO. Agenda 29 May Minutes of Previous Meeting 24 April 2018 Councillor Update from Conferences, Seminars and Meetings Attended on behalf of Council Waipa District Council Arts Policy Temporary Road Closure: NZ National Fieldays Event Resolution to Exclude the Public Award of Road Maintenance Contract No papers 3 (17 35) 4 (36-39) 4-5 (no papers) 5 (Circulated separately) Workshops: Trends in Urban Planning Discovery Centre Joint Governance Group

2 2 AGENDA ITEMS Opening Prayer 1 MEMBERS Chairperson His Worship the Mayor JB Mylchreest Members EM Andree-Wiltens, JM Bannon, EH Barnes, AW Brown, M Gower, SC O Regan SDC Milner, EM Stolwyk, CS St Pierre, BS Thomas, GRP Webber, VT Wilson 2 APOLOGIES 3 DISCLOSURE OF MEMBERS INTERESTS 4 VISITORS 5 MINUTES OF PREVIOUS MEETING Pages: 6-16 Recommendation The minutes of the meeting of the Waipa District Council held on 24 April 2018, having been circulated, be taken as read and confirmed as a true and correct record. 6 LATE ITEMS 29 May 2018 Page 2 of 5

3 3 7 CONFIRMATION OF ORDER OF MEETING Recommendation The order of the meeting be confirmed. 8 COUNCILLORS REPORTS FROM CONFERENCES, SEMINARS AND MEETINGS ATTENDED ON BEHALF OF COUNCIL File: / No papers Councillors who have attended a Conference, Seminar or Meeting on behalf of Council may present a report. 9 WAIPA DISTRICT COUNCIL ARTS POLICY Pages Public art has positive place-shaping qualities and contributes to the character of an area. While these qualities are recognised by Council and residents, there is currently no set way to inform decisions about public art in the district. The draft Waipa District Council Arts Policy has been produced in response to political and public interest in how art is managed in Waipa. The draft Arts Policy sets out policies and procedures for acquiring, deaccessioning, supporting and managing art. This applies both to art that is owned or produced by Council, and art that is owned or produced by public which is housed or displayed on Council premises. It allows for a robust, transparent process to support Council decisions with respect to art. The draft Policy went to the Strategic Planning and Policy Committee on 3 April 2018, where the resolution was passed to recommend the draft Policy for adoption by Council. Recommendation a) The report of Justine Kennedy - Strategic Projects Driver be received; b) Council adopt the Waipa District Council Arts Policy (document number ). 29 May 2018 Page 3 of 5

4 4 10 TEMPORARY ROAD CLOSURE: NZ FIELDAYS EVENT Pages The NZ National Fieldays Society has applied to Council to temporarily close the following roads in Waipa District under the Local Government Act 1974 for the Fieldays event from Wednesday 13 June to Saturday 16 June 2018: Mystery Creek Road from Gate 3 of Mystery Creek Event Centre to Mellow road daily from 7.00am to 11.00am and from 3.00pm to 8.00pm. Mellow Road between Mystery Creek Road and Kaipaki Road daily from 3.00pm to 8.00pm. Recommendation a) The information from Callum Wilson, Transportation Engineer be received; and b) In accordance with sections 319(h) and 342, and section 11 of Schedule 10 of the Local Government Act 1974, Council APPROVE the temporary road closures detailed as follows for the purpose of the Fieldays Event: i) Mystery Creek Road from Gate 3 of Mystery Creek Event Centre to Mellow Road daily from 7.00am to 11.00am and from 3.00pm to 8.00pm from Wednesday 13 June to Saturday 16 June ii) Mellow Road between Mystery Creek Road and Kaipaki Road daily from 3.00pm to 8.00pm from Wednesday 13 June to Saturday 16 June c) Notice of the road closures be publicly notified in accordance with the provisions of the Local Government Act RESOLUTION TO EXCLUDE THE PUBLIC File: : No papers (Section 48, Local Government Official Information and Meetings Act 1987) Recommendation That the public be excluded from the following part of the proceedings of this meeting. The general subject of the 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: 29 May 2018 Page 4 of 5

5 5 Item No. Minutes/ of: 12 Manager Roading Hudson Report B General subject of each matter to be considered Award of Roading Maintenance Contract Reason for passing this resolution in relation to each matter Good reason to withhold exists under section 7 Ground(s) under section 48(1) for the passing of this resolution Section 48(1) This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public are as follows: 12 Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) Section 7(2)(i) 12 AWARD OF ROAD MAINTENANCE CONTRACT Circulated separately This item will be taken with the public excluded. 29 May 2018 Page 5 of 5

6 6 Time: 9.00am Date: Tuesday 24 April 2018 Venue: 1 PRESENT Council Chambers, Waipa District Council offices, 101 Bank Street, Te Awamutu Chairperson His Worship the Mayor JB Mylchreest Members EM Andree-Wiltens, JM Bannon, EH Barnes, AW Brown, M Gower, SC O Regan, EM Stolwyk, CS St Pierre, BS Thomas, GRP Webber, VT Wilson In attendance Chief Executive G Dyet; Group Manager Business Support K Morris; Group Manager Service Delivery B Bergin; Group Manager Planning & Community Relations D Hall; Manager Community Facilities B Airey; Manager Finance A Duncan;Manager Museums & Heritage T Roxburgh; Heritage Planner D Murphy; Manager Communication and Engagement N Palmer; Communications Consultant J Tyrell; Manager Legal & Corporate Support J McFarlane; Senior Project Manager R Walker; Governance Officer C Shaw 2 APOLOGIES RESOLVED 1/18/22 That the apology from Cr Milner for non attendance be received. Cr Webber/Cr St Pierre 3 DISCLOSURE OF MEMBERS INTERESTS There were no new disclosures.

7 7 4 VISITORS Richard Fernandez and Peter Nation from the New Zealand National Fieldays were in attendance for item 9. 5 MINUTES OF PREVIOUS MEETING RESOLVED 1/18/23 The minutes of the meeting of the Waipa District Council held on 27 March 2018, having been circulated, be taken as read and confirmed as a true and correct record. Cr St Pierre/Cr Brown 6 LATE ITEMS There were no late items. 7 CONFIRMATION OF ORDER OF MEETING RESOLVED 1/18/24 The order of the meeting be confirmed with item 9 being taken before item 8. Cr Thomas/Cr O Regan [Item 9 was taken prior to item 8] 8 COUNCILLORS REPORTS FROM CONFERENCES, SEMINARS AND MEETINGS ATTENDED ON BEHALF OF COUNCIL File: Cr St Pierre reported on a meeting held on site with a Consultant and the Pirongia Residents and Ratepayers Association members regarding the surcharging effluent drain at the public toilets in Franklin Street. She said the toilets are under a lot of pressure due to increased visitor numbers. The Community has been very patient, but are waiting for the Council to resolve this issue as the toilet system has become a public health issue. She also reported on the Launch of the Waipa Business Awards which had been a great success with a lot of interest from local business owners and 24 April 2018 Page 2 of 11

8 8 a lot of positivity in the District. She also reported on Audit and Risk training that was undertaken with a number of the Audit and Risk Committee members in Hamilton which was a worthwhile event with experts from the private sector and a number of people who specialise in Audit and Risk work. She said this work confirmed that Waipa is seen to be good in what it is doing. Cr St Pierre also reported on the Pirongia Awards which had been held the previous evening to celebrate all the volunteer work that is carried out within the Pirongia Ward. She said everyone who attended agreed it was a great way to acknowledge the people who keep our communities together. Cr Wilson also reported on the Audit and Risk training held in Hamilton and said the speakers were very good and well worthwhile. He also reported speaking with a member of the Te Rore district and who was cleaning up the Te Rore war memorial and it was nice to see communities taking ownership. Cr Barnes reported on her attendance at the Kihikihi Residents and Ratepayers open day and there was a large number of new residents that took the opportunity to call in. She said the Residents and Ratepayers Group were looking to work closer with the Domain Group and have more of a focus on the Grandstand and the work that needs to be carried out there. Cr Barnes also reported on the Orakau commemoration on 1 April which had been well attended and a number of very good speakers and the laying of wreaths. She also attended the Kihikihi Equestrian event where the standard was of high and Waipa should be proud of the facility it has here. Cr Barnes also reported on the joint meeting of the Cambridge Grey Power and the Te Awamutu Grey Power for the 10-Year Plan presentations.. She said the staff doing the presentations were excellent and it was good to see the Mayor and Councillors who attended the 10-year plan presentations. Cr Webber reported on his visit to Wellington to speak with the Minister of Transport on Road Safety with members of the Waikato Regional Transport Committee. He said they were still awaiting the Policy Statement for the Highways but the Minister was clear that there would be a reduction in the work being carried out, including the Four-lane improvements to Whanagrei. He said that unfortunately the Waikato area was leading the country in terms of deaths on the roads with 30% of all New Zealand Deaths and a growing number of autocides. He said at the Meeting there was an emphasis on reducing heavy trucks vs car, reducing motorcycle accidents and reducing speeds on some roads. He said NZ Police were also targeting areas outside schools and it was alarming the number of people dropping off children who were not wearing seatbelts with cars unwarranted or unregistered. Cr Webber said the Regional Land Transport Committee took the opportunity to investigate the potential use of the old Hamilton underground rail station which runs under Victoria Street in 24 April 2018 Page 3 of 11

9 9 Hamilton, however the cost to refurbish this to a usable standard would be prohibitive. He said if the proposed use of rail to Auckland was to continue then it would have to be from the existing train station in Frankton. Cr Thomas reported on his attendance at the Te Awamutu CommSafe meeting where $9,000 had been confirmed as being raised. He said the computer programme used by CommSafe is costing $2,000 per year which is prohibitive. He said the Patrols are changing their structure and starting to put more attention to the Te Awamutu Pop N Good Bike Park due to graffiti and vandalism. He also commented on the Pirongia Ratepayers meeting and said the poorly performing public toilets is a sensitive issue, along with road speeds. Cr Thomas also reported on the Pirongia Ward Communitry Awards and said there had been a large number of positive comments. Cr Gower reported on the 10-Year Plan presentations and said it was a credit to the Communications Team and the other staff who produced the documents and presentation. He said it had been a pleasure to go out and present Our Story and he had received a great response. Cr Brown reported on the presentations made to the Te Awamutu Chamber of Commerce, Retailers and Te Awamutu Community Board. He also said the new playground and Bike Park were a fantastic asset for our Community and hoped the CCTV cameras would have a positive effect in curbing the vandalism. Cr O Regan also confirmed Cr Barnes summation of the Orakau Memorial which had been a moving experience. She said it would be nice if Council could provide more physical support as the event was growing which will see the need for shade and portable toilets. She said the event also needed to be included in Council s events calendar and there is some planning being done around the provision of flags that could be flown in the Street leading up to a time that was in our history. Cr Bannon reported on her attendance at the Cambridge Grey Power meeting for the 10-year plan presentation and commented that it was probably the biggest Grey Power meeting of the year. She said that they were pretty positive and it was good to see that the Community as a whole is interested in what Council is doing. She also found the Audit and Risk training to be extremely worthwhile. Cr Andree-Wiltens reported on her attendance at the Cambridge Community Board meeting where they had a delegation from the Community Tractor Society who were requesting a Tractor Parade through Cambridge as part of the 50 year Anniversary of the New Zealand Fieldays event. She also reported that Cambridge had been asked to host a one day conference for a regional Sister Cities update. Councillor Andrew- 24 April 2018 Page 4 of 11

10 10 Wilton s will be sitting on a South Waikato District Committee to look at commercial activities on the Waikato affecting the Pokaiwhenua Stream located at the southern end of Lake Karapiro. Mayor Mylchreest reported on the Trustpower Awards held in Queenstown where the Cambridge Riding for the Disabled were the Waipa representatives. He said the Edgecumbe Fire Brigade won the overall award, and noted the significant adverse effects that tourist numbers are having on public facilities and amenity levels across the Country 9 REQUEST FOR PARK AND RIDE FUNDING FOR FIELDAYS Richard Fernandez and Peter Nation from New Zealand National Fieldays were in attendance for this item. Group Manager Business Support Ken Morris presented the request for Council to contribute $25,000, with this funding to be utilised to extend the Park and Ride Service to include a Lamb Street / Kaipaki Road route which will originate and return to the Cambridge BMX track on the Cambridge Green Belt. This proposed new route, for which the Society is currently seeking resource consent, will serve the interests of the estimated 31 per cent of Fieldays visitors who travel to Fieldays from the East and South. Fieldays has had good success with similar services from both the Hamilton CBD and The Base in Te Rapa, over the past four years. These services have been funded by Fieldays itself. The request and relevant background had set out in a 13 April letter from Fieldays CEO Peter Nation and was accompanied by a number of other supporting documents, namely: A 2017 Economic Impact Report that confirms the huge economic benefits that the Fieldays event brings to both the Waikato and nationally. The importance of the report is that any decision of Council to provide the funding requested would likely be based on the positive economic impact that the event brings to Waipa District. A 2017 Sustainable Event Report which has a number of recommended focus areas including the further development of Park and Ride services, including the provision of a Cambridge service. 24 April 2018 Page 5 of 11

11 11 The 2017 Annual Report of the New Zealand National Fieldays Society The Fieldays request had been made to Council after the Waikato Regional Council denied a request for Regional funding, with indication that an approach should be made instead to the territorial local authorities. Mr Morris said any funding response to the Fieldays request would be totally at Council s discretion. Council could choose to either grant or reject, and if it was of a mind to make a grant a secondary decision would be how much of the $25,000 request to meet. As no budget exists for this the most likely source of any contribution would be the end of year general funds cash surplus, however Councillors will need to determine if this is an appropriate use of the surplus. He also said further associated matters that Council should turn its mind to in any decision are the risk of precedent, and/or whether Council should advocate for Waikato Regional Council to assist with this funding on a regional or sub-regional basis in future. Considerable discussion was held regarding the positive use of public transport for the Fieldays and the ability to lessen the pressure of traffic on these roads. There was discussion around how many Waipa residents would benefit and use this service in regard to value for money from Council. Further discussion was held regarding the setting of a precedent as there are a number of other events held in the District that could benefit from this type of support. It was moved Cr St Pierre and seconded Cr Bannon That $5,000 be provided as an initial set up contribution and that any future requests be considered along with all other public events through the District Promotions Committee. The motion was put and was lost RESOLVED 1/18/25 a) The Request for Park and Ride funding for Fieldays report (document number ), of Ken Morris, Group Manager Business Support, be received; and b) Council resolve to decline the New Zealand National Fieldays Society request for Park and Ride funding; Cr Stolwyk/Cr Brown [Cr Wilson asked that his vote against be recorded] 24 April 2018 Page 6 of 11

12 12 10 REPORT ON MARCH 2018 AUDIT AND RISK COMMITTEE MEETING Group Manager Business Support Ken Morris said Council s Audit and Risk Committee met on 13 March 2018 and that the report provided a summary of the key matters discussed and the outcomes from the meeting. RESOLVED 1/18/26 That the Report on the March 2018 Audit and Risk Committee meeting (document number ), of Ken Morris, Group Manager Business Support, be received. Cr Gower/Cr Wilson 11 DELEGATIONS TO STAFF LOCAL GOVERNMENT (RATING) ACT 2002 Manager Finance Alister Duncan said Council staff in the revenue team hold delegations under the Local Government (Rating) Act 2002 (LGRA). A team re-design process had been undertaken to accommodate the administration of the LGRA and in particular for the water billing that will occur for properties from 1 July A table was provided in Appendix 1 of the staff report setting out the powers, duties and functions to be delegated to the staff positions detailed, noting that the Revenue Database Officer role has been dis-established and delegations are no longer required for this role. Appendix 2 of the staff report provides a table of the existing delegations as set out in the Delegations Register. Only Council can authorise delegations under the LGRA, they cannot be subdelegated by the Chief Executive. RESOLVED 1/18/27 a) The report (document number ) of Alister Duncan, Finance Manager be received; b) Council delegate to staff those delegations set out in document number and revoke the delegations to the Revenue Database Officer, with the role now dis-established, pursuant to the Local Government Act (Rating) Act 2002 and the Local Government Act 2002; 24 April 2018 Page 7 of 11

13 13 c) Part C Sub-part 1 Legislative Delegations of the Delegations Register (document number ) be updated accordingly. Cr Stolwyk/Cr O Regan 12 SUBMISSION OF LOCAL ALCOHOL POLICY REMIT APPLICATON TO LGNZ Group Manager Planning & Community Relations David Hall said Local Government New Zealand (LGNZ) have invited member authorities to submit proposed remits for consideration at their Annual General meeting (AGM) to be held on 15 July In order for remits to be accepted they must be lodged by 21 May 2018 and have the support of five Councils or a Zone or Sector meeting. RESOLVED 1/18/28 a) The information contained in the report (document number ) of David Hall, GM Planning and Community Relations be received. b) That Council supports the preparation of Remit application for an amendment to the Sale and Supply of Alcohol Act 2012 to ensure Local Alcohol policies are better able to accurately reflect local community views and preferences. Cr Stolwyk/Cr St Pierre 13 APPOINTMENT OF HEARINGS PANEL FOR PC5, PC6 AND PC7 Group Manager Planning & Community Relations David Hall presented the report seeking the Council s approval for appointment of a hearing panel to hear submissions on three urban growth related plan changes. These are Plan Changes 5 (Waipa Growth Strategy), Plan Change 6 (Hautapu Industrial Structure Plan) and Plan Change 7 (Cambridge Structure Plans for Growth Cells C1, C2 and C3). Further that this hearing panel comprise four members and be chaired by an independent hearing commissioner (Alan Withy). The other three members are recommended to comprise an iwi representative and two elected members (Liz Stolwyk and Bruce Thomas). In the case of Plan Change 7 it is recommended that there be an additional elected member (Grahame Webber). The purpose of the hearing panel is to hear submissions and make a determination on the three plan changes. 24 April 2018 Page 8 of 11

14 14 It is proposed to hold the three hearings consecutively, with Plan Change 5 on 20 and 21 June 2018, Plan Change 6 on 22 June 2018 and Plan Change 7 on 27 and 28 June RESOLVED 1/18/29 a) The report (document number ) of David Totman Principal Policy Advisor be received; b) Council approve the appointment of a hearings panel to hear and determine submissions on Plan Changes 5 (Waipa Growth Strategy), 6 (Hautapu Industrial Structure Plan), and 7 (Cambridge Structure Plans for Growth Cells C1,C2 and C3), pursuant to the provisions of the Resource Management Act 1991; c) An independent commissioner be appointed from Council s panel of accredited commissioners as the chair of the hearings panel, an accredited iwi representative, and accredited Councillors Stolwyk and Thomas be appointed as the other members of the hearings panel; d) Councillor Webber be appointed to the hearings panel For Plan Change 7 as an additional member, pursuant to section 39(3)(b) of the Resource Management Act 1991 due to exceptional circumstances, being the experience and knowledge which Councillor Webber can provide as a long standing Cambridge Councillor, former member of the Cambridge Community Board and until recently, an accredited councillor; e) Following the determinations of the hearings panel on Plan Changes 5 (Waipa Growth Strategy), 6 (Hautapu Industrial Structure Plan) and 7 (Cambridge Structure Plans for Growth Cells C1,C2 and C3), Council will resolve to notify its decision on the three plan changes. Cr Brown/Cr Bannon [Adjourned for morning tea at 10.27am reconvened at 10.50am] 14 RESOLUTION TO EXCLUDE THE PUBLIC File: : No papers (Section 48, Local Government Official Information and Meetings Act 1987) RESOLVED 1/18/30 That the public be excluded from the following part of the proceedings of this meeting. 24 April 2018 Page 9 of 11

15 15 The general subject of the 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: Item No. Minutes/ of: Report 15 Manager Property Services J Miles 16 Manager Property Services J Miles General subject of each matter to be considered Possible Commercial Property Purchase Securing Wetland Lake Ngaroto Recreation Reserve Reason for passing this resolution in relation to each matter Good reason to withhold exists under section 7 Good reason to withhold exists under section 7 Ground(s) under section 48(1) for the passing of this resolution Section 48(1) Section 48(1) This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public are as follows: 15, 16 Enable any local authority holding the information to Section 7(2)(i) carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) Cr Thomas/Cr St Pierre 15 POSSIBLE COMMERCIAL PROPERTY PURCHASE This item was taken with the public excluded. 16 SECURING WETLAND LAKE NGAROTO RECREATION RESERVE This item was taken with the public excluded. The public were readmitted at 11.27am. There being no further business the meeting closed at 11.27am CONFIRMED 24 April 2018 Page 10 of 11

16 16 MAYOR 24 April 2018 Page 11 of 11

17 17 To: His Worship the Mayor and Councillors From: Strategic Projects Driver Subject: Waipa District Council Arts Policy Meeting Date: 29 May 2018 File Reference: /1/4/3 1 EXECUTIVE SUMMARY Public art has positive place-shaping qualities and contributes to the character of an area. While these qualities are recognised by Council and residents, there is currently no set way to inform decisions about public art in the district. The draft Waipa District Council Arts Policy has been produced in response to political and public interest in how art is managed in Waipa. The draft Arts Policy sets out policies and procedures for acquiring, deaccessioning, supporting and managing art. This applies both to art that is owned or produced by Council, and art that is owned or produced by public which is housed or displayed on Council premises. It allows for a robust, transparent process to support Council decisions with respect to art. The draft Policy went to the Strategic Planning and Policy Committee on 3 April 2018, where the resolution was passed to recommend the draft Policy for adoption by Council. The following appendix accompanies this report: Appendix 1 Draft Waipa District Council Arts Policy (document number ) 2 RECOMMENDATION That: a) The report of Justine Kennedy - Strategic Projects Driver be received; b) Council adopt the Waipa District Council Arts Policy (document number )

18 18 3 OPTIONS AND ASSESSMENT Decision making Council s Heritage team, who are owners of the Policy, as well as key community groups with a particular interest in art were involved in the development of the Policy. Nga Iwi Toopu o Waipa and Council s Iwi Relations Advisor had invaluable input, ensuring that the Policy appropriately addresses art from a Maori cultural perspective. The Heritage team from Council provided the framework of best practice collection management processes to be incorporated into the Policy and the Collection Management Plan. The Cambridge and Te Awamutu Community Arts Councils also had the opportunity to provide feedback on the Policy. Feedback and suggestions from these groups has been incorporated where appropriate. During the 10 Year Plan hearings it became apparent that we needed to amend the Arts Policy to address the requests from creative groups for a dedicated arts exhibition space for public artists, so paragraph 7.3(b) in the policy has been added. Financial considerations There will be no significant financial impacts as a result of this Policy. Art will continue to be funded through the existing Creative Communities Scheme grant of $40,000 per annum, and at the discretion of Council. Council has no dedicated art budget, but could fund art at its discretion. A business case was put forward for the draft LTP for $135,000 to complete the public art register and to carry out repairs and maintenance on public art works. This business case did not make it into the draft LTP. Risk considerations The Policy helps minimise the risk of public perception of Council being bias by providing a formal framework for art acquisition, maintenance and deaccessioning; something that is currently missing. The Policy does not address security concerns relating to art works because there has been no evidence to date that suggests holding art in a more secure manner would be worth any such investment. Report to Council 29 May 2018 Waipa District Council Arts Policy Page 2 of

19 19 Justine Kennedy STRATEGIC PROJECTS DRIVER Reviewed by Conan Magill STRATEGIC PROJECTS TEAM LEADER Approved by David Hall GROUP MANAGER, PLANNING & COMMUNITY RELATIONS Report to Council 29 May 2018 Waipa District Council Arts Policy Page 3 of

20 20 SUPPORTING INFORMATION: ASSESSMENT OF PROPOSAL 1 Statutory and policy requirements Legal and regulatory considerations There are no statutory or policy requirements for Waipa District Council to have an Arts Policy, however there has been public and political interest in clarification about how Council will provide for and manage art. As a result of this interest, staff have researched how other Councils in New Zealand manage art and have found that public art policies are commonly used. Waipa District Significance and Engagement Policy 2014 Council has considered the Significance and Engagement Policy and has taken into account the matters laid out in section 6. In the case of the Waipa District Council Arts Policy, consultation is not necessary given the procedural nature of this policy. 6. The Council will take into account the following matters when assessing the degree of significance of proposals and decisions, and the appropriate level of engagement: Whether there is legal requirements to engage with the community The level of financial consequences of the proposal or decision. Whether the proposal or decision will affect a large portion of the community. The likely impact on present and future interests of the community. The likely impact on Māori cultural values and their relationship to land and water (refer to Schedule 2 of the Community Engagement Guide). Whether the proposal affects the level of service of a significant activity. Whether community interest is high. Whether the likely consequences are controversial. Whether community views are already known, including the community s preferences about the form of engagement. The form of engagement used in the past for similar proposals and decisions. Financial impacts There will be no significant financial impacts as a result of this policy. Art will continue to be funded through the Creative Communities Scheme grant of $40,000 per annum, and at the discretion of Council. There is no dedicated art acquisition budget. A business case was put forward for the LTP for $135,000 to complete the public art register and to carry out repairs and maintenance on public art works. This business case did not make it into the LTP. Report to Council 29 May 2018 Waipa District Council Arts Policy Page 4 of

21 21 2 Background to proposal Currently, Waipa does not have an Arts Policy, or any form of documentation to manage the acquisition, maintenance or deaccessioning of public art. Consequently art can be acquired in an ad-hoc way with no criteria to assess proposed art against. There is no schedule for maintenance of art, nor a catalogue of public art in the district. There is also no way to determine when it s appropriate for art to be deaccessioned. The draft Waipa District Council Arts Policy has been developed to fill a gap that currently exists around art management. The policy is regulatory; it provides a framework within which Council can make robust decisions around the acquisition of art. The Waipa District Council Art Collection Management Plan details the maintenance of and deaccessioning process for public art. It also contains the appropriate forms for art acquisition and deaccessioning. Report to Council 29 May 2018 Waipa District Council Arts Policy Page 5 of

22 22 APPENDIX 1 Draft Waipa District Council Arts Policy (document number ). Report to Council 29 May 2018 Waipa District Council Arts Policy Page 6 of

23 23 ARTS POLICY MARCH

24 24 He mihi Tuatahi, me wehi ki te Atua, te tīmatanga o ngā mea katoa. Tuarua, me whakahōnoretia tō tātou Ariki Kīngi Tūheitia me te whare kāhui ariki whānui tonu; Pai mārire ki a rātou. Kia hoki ngā mahara ki ngā tini aituā; haere, haere atu rā! Huri noa ki a tātou o te ao mārama, Ki ngā tāngata o te rohe o Waipā, ko tēnei te mihi ki a koutou katoa. Ko te pukapuka kaupapa here tēnei mō ngā kohinganga mahi toi o Waipā. Nō reira, e ngā kaitiaki o ā tātou taonga me ā tātou mahi toi hoki, tēnā koutou katoa. Āpiti hono, tātai hono; rātou kua wehi ki te pō. Āpiti hono, tātai hono; tātou e tū ana i te ao mārama. First, we honour the Creator, the originator of all things. Second, we honour our King Tūhetia and his royal household; Peace upon them all. At this time we remember the many who have now passed on and bid them farewell. Let us return to the realm of light, To the people of Waipā, here is our greeting to you. This book of policy is for the collective artworks of Waipā. Therefore, to the caretakers of our treasures and our artworks we acknowledge you. The lines are joined; those who are in spirit have departed to the night. The lines are joined; we the living stand in the world of light. Page 2 of Waipa District Council Arts Policy

25 25 Table of Contents 1. Introduction Policy purpose Policy Scope Definitions Our guiding principles Policies Procedures Legal and ethical guidelines Schedule Appendix 1 - Acquisition Criteria Waipa District Council Arts Policy Page 3 of

26 26 Arts Policy 1. Introduction 1.1 The Arts Policy ( the Policy ) has been prepared by Council to provide a framework for decision-making around public art and it s acquisition. Art management, such as care and disposal of art, is covered in the Waipa District Council Art Collection Management Plan. 2. Policy purpose 2.1 The purpose of Waipa District Council s Arts Policy is to ensure that residents and visitors experience thought-provoking, culturally vibrant, enjoyable, challenging and inspiring art and public spaces that are distinctive and unique. 2.2 Waipa s public art needs to celebrate the district s residents creativity, reflect and express our heritage, history, stunning natural landscape and character of Waipa, generate pride and belonging, transform our public places and attract additional publicity. 2.3 Council s public art activities should give expression to the place-making aspirations of our communities and groups. The activities include: (a) (b) (c) (d) (e) (f) (g) (h) (i) Integrating art into place making. Considering the integration of art in infrastructure delivery. Encouraging the development of all community arts. Planning for, acquiring, maintaining, and renewing public works of art. Preserving the integrity and security of public art. Re-siting and removing or disposing of works of art. Developing partnership projects (including gifted works and development of joint projects). Strengthening arts relationships with support organisations, government and individuals who wish to deliver public art or community art activities within the district. Considerations of cultural integrity and significance, relevance and connection to its location. 2.4 This policy provides alignment and transparency in Council activities to facilitate or provide community and public art. It also helps Council to bring clarity and cohesion to public art and public space delivery, and to care for and maintain the public art collection. Page 4 of Waipa District Council Arts Policy

27 Council s role is to facilitate the public art activity through: (a) (b) (c) (d) (e) (f) The 10-year plan, District Plan, Town Concept Plans, Activity Management Plans and public space designs. Planning, promoting, integrating, acquiring, installing, maintaining and managing public art. Supporting public art and public space design activities. Providing venues for staging temporary public art activities. Providing advice and support to build capability in the arts sector. Supporting community arts groups through the sharing of public facilities and/or buildings when the opportunity arises. 2.6 The Arts Policy reflects Council s long-term commitment to developing and supporting public art activities. This policy therefore articulates: (a) (b) (c) (d) (e) 3. Policy Scope Why and how Council is involved in community and public art. What we want to achieve by supporting and investing in community and public art. The principles that guide our actions. The various roles we play. The context within which decision-making for public art takes place. 3.1 The scope of this policy includes: (a) Art works on council-owned land, or in council buildings. This is for both art owned or produced by Council or by members of the public. 3.2 Excluded from the scope of this policy: (a) (b) (c) Art works on land not owned or cared for by Council. Te Awamutu Museum Trust Board Collection, and heritage items (such as historic memorials, military artefacts, heritage plaques and historic monuments). Sister city gifts and other corporate memorabilia. (d) Private architectural features, either incorporated as part of a larger project (a building or a landscape), or standalone elements (e.g. tiles created by a designer). (e) (f) Privately owned works of art on private property that simply happen to be visible or accessible to the public (unless they have been developed through, or directly benefited from any council-controlled public art incentive schemes). Publicly owned works of art on Crown land (e.g. New Zealand Transport Agency initiatives on its own land), unless developed in partnership with Council, or Waipa District Council Arts Policy Page 5 of

28 28 (g) covered by a standard loan agreement or memorandum of understanding with Council. The support of individual artists. 4. Definitions 4.1 For the purposes of this policy the definitions in the table below shall apply. Term Definition Bequeath When a person leaves art work to Waipa District Council in their will. Community art All those activities based in a community setting which involve groups of people doing creative things together while emphasising community involvement and collaboration. Council Waipa District Council Council s public art All visual art assets owned by Council. collection Deaccession The formal process to permanently remove an object from the public art collection. Gift / koha An art work that is given to Waipa District Council willingly and without expectation of payment at any time. Kaitiakitanga Guardianship. Ensuring the appropriate care, conservation and preservation. Mana whenua Mana whenua means customary authority exercised by an iwi or hapu in an identified area. Mauri The vital essence within all things that connects the spiritual to the physical. Performing art Means types of art (such as music, dance, or drama) that are performed for an audience. Public art Means any mural, carving, mosaic, painting, sculpture, photograph or other art medium that is owned by or on loan to Council, and is accessible to the general public. Public space A place that is under the control of Council and that is open to, or being used by, the public; whether or not there is a charge for admission. Suitably qualified staff Waipa District Council staff who have qualifications in art and/or collection management. Temporary public art Is defined as works of art intended as temporary, which may include performances, time-based sculptural installations, temporary installations of permanent works of art, light art, sound art, video projections, poster art, broadcast art and other media arts, flash mobbing and/or movable works of art. Tikanga Ensuring the appropriate process is applied to all artworks. Page 6 of Waipa District Council Arts Policy

29 29 5. Our guiding principles 5.1 Community art should emphasise community involvement and collaboration and should involve some empowerment of the community members who come together to create and provide artwork/s with artists. 5.2 Public art should delight, welcome, challenge and inspire. It has a part in creating places that people recognise as their own and which reflect back to them their history, character, stories, sense of place and culture. However, art should not discriminate. 5.3 Both community art and public art should generate emotions - surprise, laughter, pride, awe or reflection. They have a role in challenging people s ideas, feelings and values. They may confront what we know, think and feel; they may create mystery or intrigue; they may engage and provoke thought and inspire debate. 5.4 Community and public art should be memorable. Whether familiar and reassuring or unexpected and challenging, it should enhance one s experience; or contribute to Waipa s attractiveness; or become a destination or place of enjoyment, and should contribute to uniqueness of the district. 5.5 Artists will have access to a public space to display or perform their works. Council will support artists as far as practicable and appropriate by providing or directing them to a public space to display or perform their works. 5.6 Recognise and respect the mauri held within the work and the role it plays as part of the enduring story of our district. 5.7 Ensuring kaitiakitanga is applied within the correct tikanga. 6. Policies 6.1 Acquiring art policies (a) (b) (c) From time to time Council may acquire gifted or bequeathed works of art, or purchase works of art. This process will be managed and recommendations made by a suitably qualified member of Council staff. Council will work carefully to ensure all offers of art gifts are considered in a fair, transparent and consistent manner (including assessment of the long term maintenance costs) in line with criteria in Appendix 2 of the Art Collection Management Plan. Our public art commissioning process and the acceptance of art donations is governed by the Acquisition Criteria, contained in Appendix 1 of this policy and Appendix 2 of the Art Collection Management Plan. Council does not generally acquire public works of art that are not site-specific (i.e. fixed in place), except in certain circumstances where the work of art: Makes a significant contribution to Council s public art collection or a public event. Waipa District Council Arts Policy Page 7 of

30 30 Is able to be installed and subsequently cared for and maintained within available resources for the duration of its intended lifespan. 6.2 Deaccessioning art policies (a) When the retention of public art is reviewed, the retention evaluation criteria upon which a final decision is made must include consideration of whether the decision to re-site or remove it has been: Supported by the artist, or their heirs or legal representatives, and by the work of art donor, lender or any other parties directly involved in the original commission. Supported by directly affected Mana Whenua. 6.3 Supporting art policies (a) (b) (c) (d) Council staff will support, if possible, and within existing budgets, community arts groups to establish arts installations on existing Council infrastructure or facilities if the proposed art meets this Policy. For further details, refer to section 7.3(b) of this policy. Council funds art projects either through the Creative Communities Scheme or on an as-needs basis, with Council s decision based on recommendations made by suitably qualified staff members. Staff members will use the Acquisition Criteria which is in Appendix 2 of the Art Collection Management Plan. Council will partner with Mana Whenua when appropriate to use public art to enhance the visibility and celebration of local stories and histories, including valuing mātauranga Māori. Council will, in particular, consult with Mana Whenua at the earliest stages of planning relevant new projects to identify and work together on areas of shared interest. Council will endeavour to support community arts groups within the constraints of existing budgets. This may include (as and when available/appropriate): Assistance to access central government funding schemes such as the Creative Communities Scheme (funding allocations from Creative NZ) and others. Involvement in the design of public space, infrastructure or facilities. Public space in Council buildings for artists to show / perform their work. 6.4 Managing Art Policies (a) (b) Council will ensure that all works of public art are cared for and maintained in accordance with the artistic and cultural protocols appropriate to their origin, intended purpose and location. This will be managed by nominated Council staff who are suitably qualified to do so. For further information on Council s art management refer to the Waipa District Council Art Collection Management Plan. Suitably qualified Council staff will carry out operational maintenance on public art works on an annual basis. Page 8 of Waipa District Council Arts Policy

31 31 7. Procedures 7.1 Acquiring art procedures (a) (b) (c) For a public art proposal to be considered, an Acquisition Proposal Form needs to be completed (see appendix 1 of the Waipa District Council Art Collection Management Plan). The proposed art will be assessed against the Acquisition Criteria set out in Appendix 1 of this policy and Appendix 2 of the Management Plan by a suitably qualified Council staff member. The art must meet a minimum scoring threshold to be considered further for acquisition. The business case design briefs and project briefs for all Council public place development projects and major infrastructure projects will include consideration of integrating permanent public art. Council s place-making teams engage collaboratively with third parties at the earliest stages in order to assess the strategic potential for integrating permanent public art. These include the following types of development projects: Capital works place-making projects such as town concept plans, open space/reserve developments, new local facility projects (including, but not limited to, community centres, libraries, recreational facilities, swimming pools, service centres, museums, theatres and stadiums). Town and village centres and major street upgrades or development projects. Infrastructure projects funded by Council (including, but not limited to, pedestrian and transport bridges, cycleways and walkways). Architectural projects where public space objectives or public art outcomes can be achieved through collaborations. Park and landscaping developments where public space objectives or public art outcomes can be achieved through collaborations between artists, landscape architects and community funders. Greenfield and brownfield developments funded by Council or where Council is a development partner. Utility structures (e.g. working with telecommunications and energy distributors). 7.2 Deaccessioning art procedures (a) (b) Evaluation criteria for deaccessioning of art can be found in section 4.2 of the Waipa District Council Art Collection Management Plan. Information on the deaccessioning process can be found in section 4.3 of the Waipa District Council Art Collection Management Plan. Waipa District Council Arts Policy Page 9 of

32 Supporting art procedures (a) (b) The Creative Communities Scheme grants will be administered through two funding rounds each year, closing on the last working days of April and September. Creative Community Grants will be allocated by an assessment committee made up of members of the Community Arts Councils (Te Awamutu and Cambridge) and members of the public from local community arts and cultural groups. As available / appropriate, publicly accessible parts of Council buildings will be available for artists to showcase their work. The Museum Exhibitions Coordinator is the point of contact. Duration of exhibitions is to be agreed between Council and the artist depending on availability and exhibition costs. All costs associated with an exhibition are the responsibility of the artist. Council staff can assist by providing advice and guidance for resources associated with the exhibition. All exhibition proposals will be considered on a case-by-case basis. 7.4 Managing art procedures (a) (b) Permanent public works of art planned by others (external to Council) and located on Council-owned land requires prior approval from Council. Best practice will be followed; this process will be managed by the nominated, appropriately qualified and experienced Council team. Further information on the management of art can be found in the Waipa District Council Art Collection Management Plan. Procedural resources available to Council staff will be shared by listing them in Schedule 1 of this Policy. 8. Legal and ethical guidelines 8.1 Legal guidelines (a) Any art acquired by Council must have clear legal title, documented by the appropriate records. The rights acquired with the art must be clearly spelled out in any records documenting the transaction. Council should not acquire any art that have been acquired in, or exported from, its country of origin in violation of that country s laws. 8.2 Ethical guidelines (a) Council should only acquire art that can be catalogued, maintained, stored or displayed, as appropriate, in a proper manner. In any case where a conflict of interest develops between the needs of an individual Councillor or staff member, those of the Council would prevail. Special care must be taken in considering any art offered for sale or donation to the Council by Councillors, staff, or their families. Councillors and staff cannot compete with the Council for art, nor can they take advantage of privileged information in acquiring art. Page 10 of Waipa District Council Arts Policy

33 33 9. Schedule List of procedural resources: (a) Art Collection Register (document number ) (b) Waipa District Council Art Collection Management Plan (document number ) Acquisitions procedure Deaccessioning procedure Loans Art cataloguing Collection care Access, security and insurance Conflicts of interest Waipa District Council Arts Policy Page 11 of

34 34 Appendix 1 - Acquisition Criteria The following table outlines the criteria against which art acquisition proposals will be assessed. Deaccessioning of art is done on a case by case basis. This is to ensure art work is considered objectively. Art will be scored according to how well it meets each criteria point either low (doesn t meet criteria), medium (somewhat meets criteria) or high (meets criteria). A proposal seeking Council support must gain a score of 26 or above to be considered for acquisition. Criteria Low (1 point each) Medium (2 points each) High (3 points each) Score & Justification Public art must respond to local character, including consideration of place, people and stories Where possible, public art is to be used to mark sites of significance and to honour our treasured memories Public art is to be placed where it will make the most difference to a public place, as it has a key place-making role Public art ties in with capital works projects High-quality materials must be used in permanent works of art to ensure their robustness and durability Art makes a significant contribution to Council s public art collection or a public event Doesn t respond to local character Somewhat responds to local character Responds strongly to local character Doesn t mark a site of significance or link to local history Lacks place-making role Marks a site of significance and / or has links to local history Will somewhat play a placemaking role Marks a site of significance and links strongly to local history Will play a strong placemaking role Doesn t tie in with a capital works project Art is made of materials unsuited to desired durability Art does not make a significant contribution to Council s public art collection or public event Ties in somewhat with capital works project Art is partly made of materials suited to desired durability Art makes a contribution to Council s art collection and / or public event Ties in strongly with capital works project Art is made of materials highly suited to desired durability Art does make a significant contribution to Council s public art collection or public event Page 12 of Waipa District Council Arts Policy

35 35 Criteria Low (1 point each) Medium (2 points each) High (3 points each) Score & Justification Art is able to be installed and No Possibly Yes subsequently cared for and maintained within available resources for the duration of its intended lifespan Cost acquisition Outside budget Marginal Within budget Cost maintenance (per year) Outside budget Marginal Within budget Art is a duplicate of an existing piece in Council s collection Yes Possibly No Art aligns with guiding principles outlined in Arts Policy ( ) Art is relevant to Waipa Does not align with any of the guiding principles Art is not relevant to Waipa Aligns with one or two of the guiding principles Art is somewhat relevant to Waipa Art could be construed as offensive Yes Somewhat No TOTAL Aligns with three or four of the guiding principles Art is relevant to Waipa Waipa District Council Arts Policy Page 13 of

36 36 To: His Worship the Mayor and Councillors From: Transportation Engineer Subject: Approval of temporary road closure for the Fieldays event. Meeting Date: 29 May 2018 File Reference: /9/8/6 1 EXECUTIVE SUMMARY The NZ National Fieldays Society has applied to Council to temporarily close the following roads in Waipa District under the Local Government Act 1974 for the Fieldays event from Wednesday 13 June to Saturday 16 June 2018: Mystery Creek Road from Gate 3 of Mystery Creek Event Centre to Mellow road daily from 7.00am to 11.00am and from 3.00pm to 8.00pm. Mellow Road between Mystery Creek Road and Kaipaki Road daily from 3.00pm to 8.00pm. 2 RECOMMENDATION That a) The information from Callum Wilson, Transportation Engineer be received; and b) In accordance with sections 319(h) and 342, and section 11 of Schedule 10 of the Local Government Act 1974, Council APPROVE the temporary road closures detailed as follows for the purpose of the Fieldays Event: i) Mystery Creek Road from Gate 3 of Mystery Creek Event Centre to Mellow Road daily from 7.00am to 11.00am and from 3.00pm to 8.00pm from Wednesday 13 June to Saturday 16 June ii) Mellow Road between Mystery Creek Road and Kaipaki Road daily from 3.00pm to 8.00pm from Wednesday 13 June to Saturday 16 June c) Notice of the road closures be publicly notified in accordance with the provisions of the Local Government Act

37 37 3 OPTIONS AND ASSESSMENT The NZ National Fieldays Society has applied to Council to temporarily close the following roads in Waipa District under the Local Government Act 1974 for the purpose of the Fieldays from Wednesday 13 June to Saturday 16 June 2018: Mystery Creek Road from Gate 3 of Mystery Creek Event Centre to Mellow road daily from 7.00am to 11.00am and from 3.00pm to 8.00pm. Mellow Road between Mystery Creek Road and Kaipaki Road daily from 3.00pm to 8.00pm. The Fieldays event has been held in the past and has not caused any notified problems or unreasonable inconvenience to traffic. Council s intention to temporarily close the road requested was publicly notified as follows: On Thursday 10 May 2018 in the Te Awamutu Courier with objections required to be received by Council no later than 12 noon on Friday, 18 May On Friday 11 May 2018 in the Cambridge News with objections required to be received by Council no later than 12 noon on Friday, 18 May No objections were made to Council. Notice has also been given as required to the Police and the Ministry of Transport, who have not advised Council of any concerns. The roads which have been requested to be closed are shown in yellow on the map below. Fieldays Event 2018 Report to Council 29 May 2018 Fieldays Road Closure Page 2 of