AND THAT, pursuant to clause 10 of Schedule 1 of the Resource Management Act 1991, Council determines a decision on Plan Change 19: Election Signs;

Transcription

1 1 Open Meeting To Waikato District Council From TG Whittaker General Manager Strategy & Support Date 30 November 2015 Prepared By Katherine Overwater Policy Planner Chief Executive Approved Y DWS Document Set # Report Title Plan Change 19: Election Signs Decision and Declaration of Plan Change becoming Operative 1. Executive Summary Plan Change 19 removes existing District Plan provisions relating to local body election signage. The purpose of this report is to inform Council that no submissions have been received. Council now needs to make a decision on whether to proceed to declare the Plan Change Operative. 2. Recommendation THAT the report of the General Manager Strategy and Support Plan Change 19: Election Signs Decision and Declaration of Plan Change becoming Operative - be received; AND THAT, pursuant to clause 10 of Schedule 1 of the Resource Management Act 1991, Council determines a decision on Plan Change 19: Election Signs; AND FURTHER THAT, pursuant to clause 20 in Schedule 1 of the Resource Management Act 1991, staff shall arrange a public notice that declares operative the provisions in Plan Change 19: Election Signs. 3. Background Plan Change 19: Election Signs was publically notified on 17 October The submission period closed on Monday 16 November at 4pm. No submissions were received. No late submissions were received. 4. Discussion As there are no submissions received on Plan Change 19: Elections Signs, no hearing is required pursuant to Clause 8C of Schedule 1 of the Resource Management Act Page 1 of 3 Version 1.0

2 2 Clause 8C is set out as follows: 8C Hearing not needed Where submissions are made but no person indicates they wish to be heard, or the request to be heard is withdrawn, the local authority shall consider the submissions along with the other relevant matters, but shall not be required to hold a hearing. There is no requirement to hold a hearing if no submissions are made. A decision now needs to be determined by Council on Plan Change 19 in accordance with Clause 10 of Schedule 1 of the Resource Management Act Clause 10 of Schedule 1 states the following: 10 Decisions on provisions and matters raised in submissions (1) A local authority must give a decision on the provisions and matters raised in submissions, whether or not a hearing is held on the proposed policy statement or plan concerned. (2) The decision (a) must include the reasons for accepting or rejecting the submissions and, for that purpose, may address the submissions by grouping them according to (i) the provisions of the proposed statement or plan to which they relate; or (ii) the matters to which they relate; and (ab) must include a further evaluation of the proposed policy statement or plan undertaken in accordance with section 32AA; and (b) may include (i) matters relating to any consequential alterations necessary to the proposed statement or plan arising from the submissions; and (ii) any other matter relevant to the proposed statement or plan arising from the submissions. (3) To avoid doubt, the local authority is not required to give a decision that addresses each submission individually. (4) The local authority must (aaa) have particular regard to the further evaluation undertaken in accordance with subclause (2)(ab) when making its decision; and (a) give its decision no later than 2 years after notifying the proposed policy statement or plan under clause 5; and Page 2 of 3 Version 1.0

3 3 (b) publicly notify the decision within the same time. (5) On and from the date the decision is publicly notified, the proposed policy statement or plan is amended in accordance with the decision. 5. Considerations 5.1 Financial There will be financial costs involved with the plan change. These costs will include staff time, legal services, public notification notices, the hearing, and appeals (if any). These costs have been included in the current LTP and Annual Plan. 5.2 Legal The proposed plan change document and section 32 evaluation report has now been legally reviewed by Tompkins Wake. The Plan Change conforms to provisions contained in the Resource Management Act. 5.3 Strategy, Plans, Policy & Partnership Alignment A plan change is business as usual for the policy team. 5.4 Assessment of Significance The public notification process was undertaken as part of Schedule 1 of the Resource Management Act. This also conforms to the consultation level of engagement contained in the Council s Significance & Engagement Policy. 6. Consultation Consultation has been undertaken with community boards and community committees, along with other mandatory affected parties as set out in Schedule 1 of the RMA prior to notification. The Plan Change was publically notified on 17 October 2015 with submissions closing on 16 November at 4pm. No submissions have been received. 7. Conclusion The purpose of this report is to inform Council that no submissions were received. Council now need to make a decision on the Plan Change and proceed to declare Plan Change 19 Operative. Council staff is organising to place a Public Notice of the decision in newspapers following Council s Decision for the 18 th December 2015, whereby the plan change will become operative on the 18 th January Page 3 of 3 Version 1.0

4 4 Open Meeting To Waikato District Council From G J Ion Chief Executive Date 7 December 2015 Prepared By K Lockley Zero Harm Manager Chief Executive Approved Y DWS Document Set # Report Title Zero Harm Update 1. Executive Summary The purpose of this report and its attachments is to provide an update on current health and safety performance. Council recognise that compliance is essential but they aspire to achieve best practice in health and safety performance and to create a sustainable zero harm culture where everyone goes home safe and healthy each day. 2. Recommendation THAT the report of the Chief Executive Zero Harm Update - be received; 3. Background A health and safety audit was conducted by Safe Wise in the second half of 2014 and the health and safety strategy prepared by the Major Consulting Group Ltd. 4. Discussion and Analysis of Options 4.1 Discussion To achieve our goal, the zero harm team have used the consultants draft strategy map as a guide to address Council s key risks, ACC compliance gaps and use the opportunity to review the existing processes and procedures to update and improve, reflecting the new legislation and best practice norms. Downer NZ, through the roading alliance, have made available to the Council, access to their health and safety documentation, including risk registers and zero harm advisors resources to carry out site audits. Page 1 of 3 Version 3.0

5 5 It is proposed that the council health and safety documentation will be ready for ACC audit by the end of the first quarter of The following is a summary of progress to date. Health and Safety Policy (reviewed, updated signed by CEO) Health and Safety Manual (reviewed, updated out for consultation) Hazard reporting form (reviewed, updated completed) Weekly incident report update form (developed, in use) B/Ware safety manager software package (purchased, being customised to council ) Health and Safety induction programme (revised in use) Critical risk register for ET (developed) 40 safe operating procedures for water division (revised, in use) Employee and contractor risk registers (developed) Safety action team formed (inaugural meeting held) Health and Safety agenda items on weekly ET meeting (happening) Visible active leadership (ET members carrying out safety conversations with staff in the field (happening) Downer Zero Harm Advisors carried out independent site audits (4/12/15) Front of house electronic sign in process at Ngaruawahia office (procuring) Two full time health and safety resources engaged Gathering audit evidence for each element of the ACC 4801 safety management procedures tool (ongoing) Woods training group have been engaged to develop a council specific working at height training course. 4.2 Options This report is for information only. Council is only being asked to consider the report, discuss the contents and receive the report. 5 Considerations 5.1 Financial Nil. 5.2 Legal Council will ensure that their Health and Safety management systems meet legislative compliance standards through the proposed Health & Safety at Work Act 2015 and the Accident Compensation and Rehabilitation Act The objectives below have been considered as a priority for your consideration: to provide a safe and healthy workplace for all Waikato District Council staff and workers. to ensure the organisation is compliant with the Health and Safety at Work Act to obtain secondary accreditation under the ACC workplace safety management practices frame work, demonstrating our commitment to health and safety excellence and reducing ACC levies. Page 2 of 3 Version 3.0

6 6 5.3 Strategy, Plans, Policy & Partnership Alignment With reference to the Major Consulting Group Ltd draft strategy, Council will identify existing gaps and develop processes and procedures to accommodate. With an effective health and safety programme and an emerging culture we believe our workplaces will be productive, safe and will deliver great business results through operational excellence. Our aim is for our employees to feel truly engaged in the safety culture. Our leadership remains central to our approach, we expect our leaders to be visible and passionate champions for safety. They willingly accept accountability for the safety of everyone working in their teams and consistently set high standards through their behaviours. 5.4 Assessment of Significance & Engagement A critical risks register has been developed which identifies the significance of the respective risks. 6. Consultation The following stakeholders have been/or will be consulted: Planned In Progress Complete Internal Community boards/community committees Waikato-Tainui/Local iwi Households Business Other Please Specify Comment (if any): 7. Conclusion Our vision is that, together with our employees, we will create an injury and illness free workplace where everyone goes home safe and healthy each day. 8. Attachments Zero Harm Dashboard Page 3 of 3 Version 3.0

7 Near Miss & Incident Reporting 7 November - Total Reported - 68 Breakdown of Reports Injury Type % % % 9% CEO Strategy & Support Customer Support Service Delivery 0 CEO Customer Support Strategy & Support Service Delivery Near Miss Total Recordable Injuries Lost Time Injury (LTI) Serious Harm Incidents 0 Strain/Sprain Superfical Injury Vehicle Behaviour Number of times 100Km Threshold Breached by Group Week Ending 29 November Total Overspeed Events & Highest Speed Recorded Project Delivery, 1, 2% Parks & Facilities, 1, 2% Roading - Alliance, 1, 2% Building Inspectors, 7, 14% Monitoring, 15, 29% Animal control, 8, 16% Water, 4, 8% Private Vehicles, 14, 27% Total:

8 8 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 24 November 2015 Prepared By LM Wainwright Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Receipt of Strategy & Finance Committee Minutes 1. Executive Summary To receive the minutes of a meeting of the Strategy & Finance Committee held on Monday 23 November 2015 and to adopt the recommendations contained therein. 2. Recommendation THAT the minutes of the Strategy & Finance Committee meeting held on Monday 23 November 2015 be received; AND THAT the following become resolutions of Council: S&F1511/06/1 Placemaking Strategy THAT the Placemaking Strategy, together with the following documents, be adopted by: Placemaking Implementation Plan Placemaking Project Plan Placemaking Guidelines and Placemaking Assessment Sheet. S&F1511/06/2 Heritage Project Fund THAT the Heritage Project Fund Policy, together with the following documents, be adopted: Heritage Project Fund Application Form Heritage Project Fund Guidelines Heritage Project Accountability Form. Page 1 of 2 Version 3.0

9 9 S&F1511/06/5 Economic Development Strategy THAT the Economic Development Strategy be adopted. S&F1511/06/6 Resolution of Appeals to Variation 13 to Plan Change 14 (Prohibition of Transferable Rural Lot Rights across Territorial Boundaries) THAT pursuant to clause 20 in Schedule 1 of the Resource Management Act 1991, staff shall arrange a public notice that declares operative the provisions in Variation 13 to Plan Change 14, including the appellants exception rules contained in the consent order issued by the Environment Court. S&F1511/13/1 Ngaruawahia Structure Plan Proposed Rezoning Plan Change THAT Council support the approach of a plan change for rezoning. 3. Attachments S&F OPEN Minutes 23 November 2015 Page 2 of 2 Printed at 10/12/2015 1:36:00 p.m.

10 10 MINUTES of a meeting of the Strategy & Finance Committee held in the Council Chambers, District Office, 15 Galileo Street, Ngaruawahia on MONDAY 23 NOVEMBER 2015 commencing at 1.00pm. Present Cr JC Baddeley (Chairperson) His Worship the Mayor, Mr AM Sanson Cr R Costar Cr DW Fulton Cr JM Gibb Cr WD Hayes Cr SD Lynch Cr RC McGuire Cr LM Petersen Cr JD Sedgwick [until 3.02pm, from 3.22pm to 3.33pm] Cr NMD Smith [until 2.46pm] Cr MR Solomon Cr GS Tait Attending Mr GJ Ion (Chief Executive) Mr TG Whittaker (General Manager Strategy & Support) Ms S Duignan (General Manager Customer Support) Mr TN Harty (General Manager Service Delivery) Mrs L Wainwright (Committee Secretary) Mr K Abbot (Organisation Planning & Project Support Team Leader) Ms D Dalbeth (Business Analyst) Mr V Ramduny (Planning & Strategy Manager) Mr R MacCulloch (Regulatory Manager) Mr C Morgan (Economic Development Manager) Ms J Macartney (Senior Policy Planner) Ms A Diaz (Finance Manager) Ms K Newell (Local CDEM Co-ordinator) Mr S Thompson (Financial Operations Team Leader) Ms J Vernon (Strategic Planning & Resource Management Team Leader) Mr D Totman (Strategic Planning Project Manager Ms M Devlin (Chairperson, Audit & Risk Committee) Members of staff Waikato District Council Strategy & Finance Committee 1 Minutes: 23 November 2015

11 11 S&F1511/01 APOLOGIES AND LEAVE OF ABSENCE Resolved: (Crs Costar/Lynch) THAT an apology be received from and leave of absence granted to Cr Church. S&F1511/02 S&F1511/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Crs Sedgwick/Gibb) THAT the agenda for a meeting of the Strategy & Finance Committee held on Monday 23 November 2015 be confirmed and all items therein be considered in open meeting with the exception of those items detailed at agenda item 8 which shall be discussed with the public excluded. S&F1511/03 DISCLOSURES OF INTEREST There were no disclosures of interest. S&F1511/04/1 CONFIRMATION OF MINUTES Resolved: (His Worship the Mayor/Cr Tait) THAT the minutes of a meeting of the Strategy & Finance Committee held on Monday 12 October 2015 be confirmed as a true and correct record of that meeting. S&F1511/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. Waikato District Council Strategy & Finance Committee 2 Minutes: 23 November 2015

12 12 S&F1511/06 S&F1511/06/1 REPORTS Placemaking Strategy Item 6.1 Resolved: (Crs Gibb/Smith) THAT the report of the General Manager Strategy and Support Placemaking Strategy - be received; AND THAT the Committee recommends that the Placemaking Strategy, together with the following documents, are adopted by Council: Placemaking Implementation Plan Placemaking Project Plan Placemaking Guidelines and Placemaking Assessment Sheet. S&F1511/06/2 Heritage Project Fund Item 6.2 Resolved: (Crs McGuire/Costar) THAT the report of the General Manager Strategy and Support Heritage Project Fund - be received; AND THAT the Committee recommends that the Heritage Project Fund Policy, together with the following documents, are adopted by Council: Heritage Project Fund Application Form Heritage Project Fund Guidelines Heritage Project Accountability Form. S&F1511/06/ Quarterly Residents Satisfaction Survey Item 6.3 Resolved: (Crs Fulton/Sedgwick) THAT the report of the General Manager Strategy & Support Quarterly Residents Satisfaction Survey - be received. Waikato District Council Strategy & Finance Committee 3 Minutes: 23 November 2015

13 13 S&F1511/06/4 Community Engagement update Item 6.4 Resolved: (Crs Petersen/Gibb) THAT the report of the General Manager Strategy & Support Community Engagement update be received. S&F1511/06/5 Economic Development Strategy Item 6.5 Resolved: (Crs McGuire/Gibb) THAT the report of the General Manager Strategy and Support Economic Development Strategy - be received; AND THAT the Strategy and Finance Committee recommend the Economic Development Strategy to Council for adoption. Cr Sedgwick requested her dissenting vote be recorded. S&F1511/06/6 Resolution of Appeals to Variation 13 to Plan Change 14 (Prohibition of Transferable Rural Lot Rights across Territorial Boundaries) Item 6.6 Resolved: (Crs Petersen/Hayes) THAT the report of the General Manager Strategy & Support Resolution of Appeals to Variation 13 to Plan Change 14 - Prohibition of Transferable Rural Lot Rights across Territorial Boundaries be received; AND THAT, pursuant to clause 20 in Schedule 1 of the Resource Management Act 1991, staff shall arrange a public notice that declares operative the provisions in Variation 13 to Plan Change 14, including the appellants exception rules contained in the consent order issued by the Environment Court. Cr Smith requested his abstention be recorded. Waikato District Council Strategy & Finance Committee 4 Minutes: 23 November 2015

14 14 S&F1511/06/ st Quarter LTP KPI update Item 6.7 Resolved: (Crs Hayes/Sedgwick) THAT the report of the General Manager Strategy & Support st Quarter LTP KPI update - be received. S&F1511/06/8 Financial Review of Key Projects Item 6.8 Resolved: (His Worship the Mayor/Cr Petersen) THAT the report of the Chief Executive Financial Review of Key Projects be received. S&F1511/07 REPORTS For Information S&F1511/07/1 Local Government Funding Agency Annual Report 2015 Item 7.1 Resolved: (Crs McGuire/Sedgwick) THAT the report of the General Manager Strategy & Support Local Government Funding Agency Annual Report 2015 be received. S&F1511/07/2 Approved Counterparty Review Item 7.2 Resolved: (Crs Gibb/Hayes) THAT the report of the General Manager Strategy & Support Approved Counterparty Review - be received. Waikato District Council Strategy & Finance Committee 5 Minutes: 23 November 2015

15 15 S&F1511/07/3 Summary of Movements in Discretionary Funds to 11 November 2015 Item 7.3 Resolved: (Crs Petersen/Costar) THAT the report of the General Manager Strategy & Support Summary of Movements in Discretionary Funds to 11 November 2015 dated 11 November 2015 be received. S&F1511/07/4 Civic Assurance Half Yearly Accounts to 30 June 2015 Item 7.4 Resolved: (Crs Tait/McGuire) THAT the report of the General Manager Strategy & Support Civic Assurance Half Yearly Accounts to 30 June 2015 be received. S&F1511/07/5 Community Response Master Plan Item 7.5 Resolved: (Crs Gibb/Lynch) THAT the report of the General Manager Customer Support - Community Response Master Plan - be received. S&F1511/07/6 Hauraki Gulf Forum Minutes Item 7.6 Resolved: (Cr McGuire/His Worship the Mayor) THAT the report of the General Manager Strategy & Support Hauraki Gulf Forum Minutes and Annual Report - be received. Waikato District Council Strategy & Finance Committee 6 Minutes: 23 November 2015

16 16 S&F1511/08 EXCLUSION OF THE PUBLIC Resolved: (Crs Costar/Smith) THAT the public be excluded from the meeting during discussion on the following items of business: 1. Confirmation of Minutes 12 October Annual Report Strada Corporation Limited 3. Strada Corporation Limited Quarterly Report 4. Professional Negligence and Weathertight Homes claim Six Monthly Report 5. Rates Write Off Unrecoverable Properties 6. Ngaruawahia Structure Plan Proposed Rezoning Plan Change This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1997 and the particular interest protected by section 7 of that Act which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public is as follows: That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information where the withholding of the information is necessary to: a. Protect members, or officers, or employees of any local authority, or any persons to whom section 2(5) of the Local Government Official Information and Meetings Act 1997 applies, from improper pressure or harassment; b. Protect the privacy of natural persons, including that of deceased natural persons; c. Prevent the disclosure or use of official information for improper gain or improper advantage; AND THAT the exclusion of the public from the whole or relevant part of the proceedings of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation in any proceedings before the local authority where a right of appeal lies to any Court or Tribunal against the final decision of the local authority in those proceedings. Resolutions S&F1511/09 S&F1511/12 are contained in the public excluded section of these minutes. Having resumed open meeting the following item was released into open meeting: Waikato District Council Strategy & Finance Committee 7 Minutes: 23 November 2015

17 17 S&F1511/13 S&F1511/13/1 REPORTS (continued) Ngaruawahia Structure Plan - Proposed Rezoning Plan Change Item PEX 3.5 It was resolved [Res S&F1511/11/5] during the public excluded section of the meeting that the following resolution be released into open meeting but the report remain confidential and unavailable to the public. Resolved: (His Worship the Mayor/Cr Gibb) THAT the report of the General Manager Strategy and Support Ngaruawahia Structure Plan - Proposed Rezoning Plan Change - be received; AND THAT the Committee recommends that Council support the approach of a plan change for rezoning; AND FURTHER THAT the recommendation be released into open meeting but the report remain confidential and unavailable to the public. S&F1511/13/2 Audit & Risk Committee Key Achievements Item 6.9 Ms Devlin gave a verbal report and answered questions of the committee. Resolved: (Crs Gibb/McGuire) THAT the report of the General Manager Strategy & Support Audit & Risk Committee Key Achievements be received; AND THAT the report be approved for presentation to the Strategy & Finance Committee. There being no further business, the meeting was declared closed at 3.33pm. Minutes approved and confirmed this day of JC Baddeley CHAIRPERSON Minutes2015/S&F/ S&F M.doc Waikato District Council Strategy & Finance Committee 8 Minutes: 23 November 2015

18 18 Open Meeting To Waikato District Council From TG Whittaker General Manager Strategy & Support Date 27 November 2015 Chief Executive Approved Y DWS Document Set # Report Title Independent Audit & Risk Committee Chair Remuneration Review 1. Executive Summary Council established a separate Audit & Risk Committee in An independent chair was appointed through a recruitment process in February Margaret Devlin, a professional director and branch chair of the Institute of Directors, was appointed to this position. The fees were set at $13,000 per annum based on information available in the Waikato market, which at that time was only Hamilton City Council s independent director on their Audit Committee. This was not a chairperson s role. There has been no review of the fees since this time. Since 2013, a number of other councils in the Waikato have established audit and risk committees and appointed independent chairpersons. Council now has more local information in order to benchmark market fee levels. Staff have also contacted the Institute of Directors, given they undertake market remuneration surveys. Unfortunately, they were unable to provide information in regard to stand alone audit and risk committees (in other words, a chair of a committee that is also not a director on that board). Independent audit and risk chair fee information from councils within the Waikato are as follows: Waikato Regional Council - $20,000 per annum Waipa District Council - $19,000 per annum Hamilton City Council - $24,000 per annum Council is receiving excellent value from having an independent chairperson leading the Audit & Risk Committee. The current arrangement with Margaret Devlin is working well and Council has received broader value through her work on the Waikato Plan and experience in waters management and governance. The above information supports that the market for an independent chair of an audit and risk committee is approximately $20,000 per annum. It is recommended that the remuneration for Council s independent chairperson be set at this level, effective from 1 January Page 1 of 2 Version 3.0

19 19 2. Recommendation THAT the report of the General Manager Strategy & Support entitled Independent Audit & Risk Committee Chair Remuneration Review be received; AND THAT Council approves that the remuneration for the Audit & Risk Committee Independent Chairperson be set at $20,000 per annum, effective from 1 January Page 2 of 2 Version 3.0

20 20 Open Meeting To Waikato District Council From G J Ion Chief Executive Date 8 December 2015 Prepared By D M Lee Executive Assistant Chief Executive Approved Y DWS Document Set # Report Title Making Good Decisions Chair Recertification 1. Executive Summary The purpose of this report is to seek Council s agreement to approve the chair recertification for Councillor Smith. 2. Recommendation THAT the report of the Chief Executive Making Good Decisions Chair Recertification - be received; AND THAT Council approves the cost of $1, plus GST and travel and accommodation for Councillor Smith to undertake the refresher course before 30 June Background Councillor Smith s chair and commissioner certification expire on 30 June If the certification lapses, the foundation course would need to be repeated. 4. Discussion and Analysis of Options 4.1 Discussion To allow Councillor Smith to retain his certification, he would need to undertake a refresher course and have his recertification completed before 30 June There are two courses available before the expiry of the current certificate, being 6 April 2016 in Wellington and 10 May 2016 in Auckland. 4.2 Options Page 1 of 2 Version 3.0

21 21 Council is being asked to consider whether to approve the costs of the refresher course before the expiry date of 30 June 2016 or not. 5 Considerations 5.1 Financial The cost of the refresher course and recertification is $1, plus GST and associated travel and accommodation costs. 6. Conclusion Council are being asked to consider whether to fund the refresher course before 30 June Page 2 of 2 Version 3.0

22 22 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 12 November 2015 Prepared By LM Wainwright Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Receipt of Infrastructure Committee Minutes 1. Executive Summary To receive the minutes of a meeting of the Infrastructure Committee held on Tuesday 10 November Recommendation THAT the minutes of the Infrastructure Committee meeting held on Tuesday 10 November 2015 be received. 3 Attachments INF Minutes 10 November 2015 Page 1 of 1 Version 3.0

23 23 MINUTES of a meeting of the Infrastructure Committee of the Waikato District Council held in the Council Chambers, District Office, 15 Galileo Street, Ngaruawahia on TUESDAY 10 NOVEMBER 2015 commencing at 9.01am. Present Cr WD Hayes (Chairperson) His Worship the Mayor Mr AM Sanson [from 9.03am until 10.25am, from 11.02am until 11.30am, from 11.42am until 12.22pm, from 12.30pm until 12.37pm] Cr JC Baddeley Cr J Church Cr R Costar Cr DW Fulton Cr S Lynch Cr RC McGuire Cr L Petersen Cr J Sedgwick Cr NMD Smith [until 9.58am] Cr MR Solomon Attending Mr T Harty (General Manager Service Delivery) Mr T Whittaker (General Manager Strategy & Support) Ms S Duignan (General Manager Customer Support) Mr A Corkill (Parks & Facilities Manager) Ms M Smart (Property Officer) Mr G Bailey (Open Spaces Operation Team Leader) Mr C Clarke (Roading Manager) Mr M Mould (Waters Manager) Mrs LM Wainwright (Committee Secretary) Ms J White (Waikato Coalfields Museum) Mr P Simcock (New Zealand Transport Agency) Mr D Proctor (GHD Engineer to the Contract) Mr M James (Integration Manager Waikato District Alliance) Mr T Mylchreest (Waikato District Alliance) Members of staff Members of the public Waikato District Council Infrastructure Committee 1 Minutes: 10 November 2015

24 24 INF1511/01 APOLOGIES AND LEAVE OF ABSENCE Resolved: (Crs Sedgwick/Church) THAT an apology be received from and leave of absence granted to Cr Tait. It was noted that Leave of Absence was granted to Cr Gibb at the Council Meeting held on 13 April [WDC1504/06/1/9/2 refers]. INF1511/02 INF1511/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Crs Baddeley/Solomon) THAT the agenda for a meeting of the Infrastructure Committee held on Tuesday 10 November be confirmed and all items therein be considered in open meeting with the exception of those items detailed at agenda item 8 which shall be discussed with the public excluded. INF1511/03 DISCLOSURES OF INTEREST There were no disclosures of interest. INF1511/04 INF1511/04/1 CONFIRMATION OF MINUTES Resolved: (Crs Costar/Lynch) THAT the minutes of a meeting of the Infrastructure Committee held on Tuesday 8 September 2015 be confirmed as a true and correct record of that meeting. INF1511/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. Waikato District Council Infrastructure Committee 2 Minutes: 10 November 2015

25 25 INF1511/06 REPORTS INF1511/06/1 Waikato Coalfields Museum Chairperson s Quarterly Report - 1 July 2015 to 30 September 2015 Item 6.1 Ms White gave a verbal presentation and answered questions of the committee. Resolved: (Crs Lynch/Costar) THAT the report of the General Manager Service Delivery Waikato Coalfields Museum Chairperson s Quarterly Report - 1 July 2015 to 30 September be received. His Worship the Mayor entered the meeting [9.03am] during discussion on the above item and was present when voting took place. INF1511/06/2 18 Te Putu Street Roadside Fencing Item 6.2 Resolved: (Crs Fulton/McGuire) THAT the report of the General Manager Service Delivery 18 Te Putu Street Roadside Fencing - be received; AND THAT the Committee supports the fence remaining in its current location. Cr Lynch and Cr Smith requested their dissenting votes be recorded. INF1511/06/3 Bridge Weight Restrictions Item 6.3 Resolved: (Crs Baddeley/Church) THAT the report of the General Manager Service Delivery Bridge Weight Restrictions - be received; AND THAT approval be given to impose the restrictions recommended; Waikato District Council Infrastructure Committee 3 Minutes: 10 November 2015

26 26 AND FURTHER THAT staff report to the Policy & Regulatory Committee to delegate authority to the General Manager Service Delivery to re-impose these restrictions annually provided that there is no change to the restrictions currently recommended. INF1511/06/4 Service Delivery Report for October 2015 Item 6.4 Resolved: (Crs Fulton/Baddeley) THAT the report of the General Manager Service Delivery Service Delivery Report for October be received. Cr Smith retired from the meeting [9.58am] during discussion on the above item and was not present when voting took place. His Worship the Mayor withdrew from the meeting [10.25am]. The meeting adjourned at 10.25am and resumed at 10.46am. INF1511/07 Exclusion of the Public Item 8 Resolved: (Crs McGuire/Church) THAT the report of the Chief Executive Exclusion of the Public be received; AND THAT the public be excluded from the meeting during discussion on the following item of business: 1. Confirmation of Minutes Tuesday 8 September Waikato Expressway Hamilton Section Horsham Downs Interchange 3. Open Spaces Contract: Presentation by Engineer to the Contract Tregoweth Lane Huntly Demolition of House and Disposal of Land 5. Ngaruawahia Community Facilities Project Report 6. Hopuhopu Reservoir Land Exchange 7. Holmes Road, Horotiu Fire Loss 8. Lake Hakanoa Motor Camp Operation Reporting Lines 9. Pokeno Village Wastewater Reticulation Phase 2 Waikato District Council Infrastructure Committee 4 Minutes: 10 November 2015

27 27 That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information where the withholding of the information is necessary to: a) Protect members, or officers, or employees of any local authority, or any persons to whom section 2(5) of the Local Government Official b) Information and Meetings Act 1987 applies, from improper pressure or harassment; c) Protect the privacy of natural persons, including that of deceased natural persons; d) Prevent the disclosure or use of official information for improper gain or improper advantage; AND THAT the exclusion of the public from the whole or relevant part of the proceedings of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation in any proceedings before the local authority where a right-of-appeal lies to any Court or Tribunal against the final decision of the local authority in those proceedings; AND FURTHER THAT Mr Proctor remains in the meeting after the public has been excluded to facilitate discussion of the Open Spaces Contract report as listed under item PEX 3.2 [Open Spaces Contract: Presentation by Engineer to the Contract]. Having resumed open meeting, the following reports were considered: INF1511/12 REPORTS (continued) INF1511/12/1 Sport Waikato Activity Report 1 July to 30 September 2015 Item 6.5 Resolved: (Crs Lynch/McGuire) THAT the report of the General Manager Service Delivery Sport Waikato Activity Report 1 July to 30 September be received. His Worship the Mayor withdrew from the meeting [12.22pm] following discussion on the above item and was not present when voting took place. Waikato District Council Infrastructure Committee 5 Minutes: 10 November 2015

28 28 INF1511/12/2 Road Safety Education Item 6.6 The Roading Manager gave a verbal report and answered questions of the committee. Resolved: (Crs Fulton/Petersen) THAT the report of the General Manager Service Delivery Road Safety Education - be received. INF1511/12/3 Update on Wastewater Overflows Item 6.7 The Waters Manager gave a verbal report and answered questions of the committee. Resolved: (Crs Costar/Church) THAT the report of the General Manager Service Delivery Update on Wastewater Overflows - be received. His Worship the Mayor re-entered the meeting [12.30pm] during discussion on the above item and was present when voting took place. INF1511/13 INF1511/13/1 CONTRACTS Increase to Approved Contract Sum Harrisville Buckville Road Intersection Safety Contract No. 14/397 Item 7.1 Resolved: (Crs Petersen/Church) THAT the report of the General Manager Service Delivery - Increase to Approved Contract Sum Harrisville Buckville Road Intersection Safety - Contract No. 14/397 - be received. Waikato District Council Infrastructure Committee 6 Minutes: 10 November 2015

29 29 INF1511/13/2 Award of Contract 14/141 Tainui Bridge Structural Maintenance 14/15 - Entered into under Delegated Authority Item 7.2 Resolved: (Crs Costar/Lynch) THAT the report of the General Manager Service Delivery Award of Contract 14/141 Tainui Bridge Structural Maintenance 14/15 - Entered into under Delegated Authority - be received. INF1511/13/3 Award of Contract 14/473 Boat Ramp Upgrades Item 7.3 Resolved: (Cr Baddeley/His Worship the Mayor) THAT the report of the General Manager Service Delivery Award of Contract 14/473 Boat Ramp Upgrades - be received. INF1511/13/4 Award of Contract 15/064 Huntly Pedestrian Overbridge Accident Damage Repairs Item 7.4 Resolved: (Cr Lynch/His Worship the Mayor) THAT the report of the General Manager Service Delivery Award of Contract 15/064 Huntly Pedestrian Overbridge Accident Damage Repairs be received. Resolutions INF1511/08 INF1511/11 are contained in the public excluded section of these minutes. There being no further business, the meeting was declared closed at 12.37pm. Minutes approved and confirmed this day of WD Hayes CHAIRPERSON Minutes2015/INF/ INF M.doc Waikato District Council Infrastructure Committee 7 Minutes: 10 November 2015

30 30 Open Meeting To Waikato District Council From T N Harty General Manager Service Delivery Date 27 November 2015 Prepared By R Wheeler Property Officer Chief Executive Approved Y DWS Document Set # Report Title Stopping of Unformed Legal Roads 61 Market Street, Pokeno Village 1. Executive Summary A request has been received on behalf of the owners of 61 Market Street, Pokeno, for two portions of historic unformed legal roads to be stopped to enable them to purchase for amalgamation with the adjoining land, to facilitate a subdivision of that property. These unformed roads, known as William and High Street, have no connectivity due to the impact of the Waikato Expressway and its northern Pokeno connections and will be replaced by more effective roading within the proposed subdivision. These unformed roads have been identified as surplus to requirements and may be stopped for disposal pursuant to the provisions of Section 342 of the Local Government Act 1974 and the Tenth Schedule to the Act. The stopping will have no impact on any other properties. 2. Recommendation THAT the report of the General Manager Service Delivery Stopping of Unformed Legal Roads 61 Market Street, Pokeno Village - be received; AND THAT the unformed roads known as William and High Street, located within the boundaries of the property located at 61 Market Street, Pokeno, comprising in total 4344m 2 and shown on SO Plan as Sections1 and 2 respectively, be declared surplus to Council requirements; AND FURTHER THAT steps be taken to stop the road in accordance with the provisions of Section 342 of the Local Government Act 1974 and the Tenth Schedule to the Act and a valuation be obtained to facilitate the disposal of the roads, when stopped, to the adjoining owner, pursuant to section 345 of the Act. Page 1 of 4 Version 2.0

31 3. Background An application has been received from Blue Wallace Surveyors on behalf of their client, for the stopping and purchase of two portions of historic unformed legal road. The roads are known as William and High Street, Pokeno and comprise of 1912m 2 and 2422m 2 land areas respectively. These portions of unformed legal road are located entirely within their client s property situated at 61 Market Street, Pokeno Village, which is located at the northern extreme of the township. The property is bounded by Great South Road and Dean Road to the west and State Highway 1 (Waikato Expressway) to the east. A locality aerial plan is appended as Attachment 1, indicating the subject property outlined in red. A survey office plan has been prepared by Blue Wallace Surveyors which shows the portion of William Street to be stopped as Section 1 and the portion of High Street as Section 2. This plan is appended as Attachment 2. The area shown as Section 3 on this plan, is to remain as road for the time being and is not part of the current stopping proposal. Historically, the roads in question were part of a network of streets proposed and surveyed in the 1860 s, extending the length and breadth of the village. The names William Street and High Street were given at that time. However changes over time, particularly the impact of the Waikato Expressway and its connection ramps to the northern end of the township, have left these proposed streets somewhat isolated without viable connections. The Roading Asset Management Team Leader and the Strategic Planning & Resource Management Team Leader have both supported the stopping and disposal of these unformed roads. The former owners of the property commenced marketing the sale of this property in early 2013 and since that time there have been several subdivision proposals presented by potential purchasers, with associated road stopping requirements. However none of these proposals eventuated. The property eventually sold in mid-2015 and the present purchaser is actively in discussions with Council officers regarding subdivision proposals (the current concept plan is appended as Attachment 3). As at the date of this report, this concept was still under consideration. In the event that the recommendations of this report are adopted, it is proposed that the roads be stopped pursuant to the provisions of the Tenth Schedule to the Local Government Act 1974, which involves public notification and an opportunity for objections to be heard. Contemporaneous with the above, Council will obtain a market valuation of the roads to be stopped and finalise the terms of agreement for the sale of the land to the adjoining owner. 4. Discussion and Analysis of Options 4.1 Options 31 Option 1: Council can declare the unformed roads surplus to its requirements and approve the stopping of the roads in accordance with section 342 of the Local Government Act 1974 for disposal to the adjoining owner. Page 2 of 4 Version 2.0

32 This will be in keeping with the Council s commitment to cooperative involvement in the development of Pokeno Village and will enable the owner to proceed with the development of his land in an orderly manner, to the benefit of both parties. This is the recommended option. Option 2: Council can decline the application to stop the road. 5. Considerations 5.1 Financial This will force the applicant to redesign the proposed development to incorporate the existing legal roads in their present form and will provide a disjointed outcome not necessarily of benefit to either party. The owner has agreed to meet the costs associated with this process which includes survey costs, valuation fee, advertising the public notice, LINZ fees and gazettal. A market valuation will be obtained to provide a basis for the sale of the roads, when stopped, as required by section 345 of the Local Government Act Legal Section 342 of the Local Government Act 1974 provides that the Council may, in the manner provided in Schedule 10, stop any road or part thereof in the district. The Tenth Schedule sets out the process that must be followed which includes the initial survey, public notification of the proposal with a 40 day objection period, the fixing of notices and plans at each end of the roads to be stopped and the process for managing any objections received. A further report will be presented to the Committee at the termination of the objection period. Section 305 of the Local Government Act 1974 which deals with the disposal of land not required for road, provides amongst other things, that in stopping a road, the Council may sell that part to the owner or owners of any adjoining land for a price to be fixed by a competent valuer appointed by the Council Strategy, Plans, Policy & Partnership Alignment The stopping of the unformed road will facilitate the orderly development of the owner s property and contribute to achieving the aspirations of the structure plan for the Pokeno area. 5.4 Assessment of Significance 32 The Significance and Engagement policy provides at Schedule 1 a list of Waikato District Council s strategic assets, which identifies that the roading network as a whole is considered to be a strategic asset. The Policy requires Council to take into account the degree of importance and determine the appropriate level of engagement, as assessed by the local authority, of Page 3 of 4 Version 2.0

33 the issue, proposal, decision or matter, in terms of the likely impact on and, consequence for: (a) The district or region (b) Any persons who are likely to be particularly affected by, or interested in, the issue, proposal, decision, or matter; (c) The capacity of the local authority to perform its role, and the financial and other costs of doing so. The road stopping process is carried out under section 342 and the Tenth Schedule of the Local Government Act 1974, which provides for robust public notification of the proposal. 6. Conclusion Given that the landholding located at 61 Market Street, Pokeno, is in single ownership and the two unformed roads extending through the property no longer provide any function or purpose, it is appropriate that these unformed roads be stopped in accordance with the provisions contained in Section 342 and the Tenth Schedule of the Local Government Act The sections of land arising from the road stopping process will be amalgamated with the adjoining landholdings to facilitate the development of the site and will be transferred at a price established by current market valuation. 7. Attachments Attachment 1: Aerial Plan Attachment 2: Survey Office Plan Attachment 3: Subdivision Concept Plan 33 Page 4 of 4 Version 2.0

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37 37 To Waikato District Council From TN Harty General Manager Service Delivery Date 2 December 2015 Prepared By G Bailey Open Space Operations Team Leader Chief Executive Approved Y DWS Document Set # Report Title Open Spaces Maintenance Procurement Model 1. Executive Summary The purpose of this report is to seek Council approval on the procurement option for the delivery of a new Open Space Maintenance Contract. A majority of Waikato District Council s Open Spaces maintenance activities are contained within two contracts. These are divided between the north of the district (former Franklin District area) which is held by Asplundh and the Central/Southern area which is held by Strada Corporation Limited (SCL). The completion date for the SCL contract is 30 June The completion date for the Asplundh contract is 31 July The Asplundh contract has an optional extension to 30 June Council has signalled to Asplundh that the extension of time is unlikely to be offered. There are also a number of smaller district-wide maintenance contracts that have varying completion dates. These can be rolled into any contract as and when they expire and if it proves sensible to do so. A number of different procurement methods have been assessed by staff and it has been determined that a Term Service - Master Contract (full facility maintenance), provides the best fit contract model for the District moving forward. This model enables cost effective delivery of local Open Space infrastructure, provides an opportunity to involve local and smaller contractors to participate in the procurement process, and results in flexibility for delivery both now and in the future. The introduction of a single district-wide contract will standardise delivery of Open Space maintenance activities. It will provide flexibility to tackle growth and meet service level standards. The current difficulties being experienced within the current contract frameworks have also been factored into the process. The Term Service - Master Contract (full facility maintenance), model is the most common model used by Councils. Page 1 of 5 Version 2.0

38 38 Councillors have been part of two separate workshops on the matter. 2. Recommendation THAT the report of the General Manager Service Delivery Open Spaces Maintenance Procurement Model - be received; AND THAT Council approves the Term Service - Master Contract (full facility maintenance), procurement method as outlined within this report for the delivery of Open Space maintenance activities for the period Background With a number of Open Space maintenance contracts approaching their completion date, including Council s two main Open Space maintenance contracts, consideration needs to be given on which contract model should be adopted for procuring Open Space maintenance activities. Councillors have been involved in two separate workshops which discussed a number of different options available to Council in delivering its Open Spaces maintenance works. The workshops discussed which model would provide a good balance between our health and safety responsibilities in terms of contract management, involvement of local contractors and the oversight of a main contractor. On the basis of the discussion, it is suggested that the preferred method should be the traditional Term Service Master Contract model and should include a process where smaller operators in the open spaces area could be involved. For local and smaller contractors it is proposed that Council will release a Registration of Interest (ROI) at the same time as the main Request for Proposal (RFP) for the main contractors is undertaken. Respondents will complete a simple form highlighting their skills, goods or services together with contract details to be added to the RFP Stage 2 documentation. The new contract model will have clear performance targets based on Council s levels of service set out in the Parks Activity Management Plan adopted in December Discussion and Analysis of Options 4.1 Discussion In October 2015, staff facilitated a workshop with Council relating to contract model options that are available. Options evaluated included traditional, performance based, in-house, and shared services. A second workshop was held in November 2015, refining the options discussed at the first workshop and recommending the two stage process for procurement as Page 2 of 5 Version 2.0

39 39 outlined in this report. It was requested that consideration be given to including smaller contract operators in developing a procurement process. Senior Service Delivery staff ran a workshop facilitated by Tim Munro from Infracure Ltd, a procurement advisor experienced in Open Space term maintenance contracts, to evaluate the possible contract models available to Council. A multi criteria analysis approach was used on the various contract models available. The results indicated that a Term Service - Master Contract, best suited Waikato District Council, with an emphasis on utilising subcontractors (the results of the multi criteria analysis is included in Appendix 1 Procurement Plan). For Open Space Maintenance the Traditional Term Service Contract is the most common form of contract used by Councils for Open Space maintenance across the country. The approach recommended by staff allows smaller contract operators in the Open Spaces area to participate in a meaningful way to ensure where practicable the main contractor can use their services to deliver a more localised service. It is designed to minimise additional costs and risks that a small operator may experience in contracting for Council. These can include compliance with Health and Safety, meeting Council service request reporting timelines, contract auditing processes and reporting. The proposed contract will move away from the existing 5 year basis to a longer term of up to ten years with regular reviews. This term reflects current national trends and takes into account the associated establishment return on investment for equipment, relative certainty of forward work requirements, market competitiveness and risk management. 4.2 Options There is an inherent responsibility for Council s Open Space Operations team to review their procurement practices to ensure that local Open Space infrastructure is maintained in a way that is cost effective and meets agreed service levels. Business as usual for the procurement of contracted services in Council s Open Spaces activity may not deliver the Council outcomes for this important section of public infrastructure into the future. Contract models considered in Council workshops include: Traditional Term Service Contract CCO Partial In-House/Term Service Contract In-House Alliance (Competitive and Pure) The key objectives used for the basis of the selection process in the workshop are outlined in full Appendix 1 Procurement Plan. Page 3 of 5 Version 2.0

40 40 5. Considerations 5.1 Procurement The Procurement Plan outlines Council s approach to securing a new Open Spaces contract including background indicative budgets and expected levels of service. This sets out the full scope of works to be included within the contract the focus of which will be the planning and delivery of the majority of maintenance activities, along with related management activities. Should Council elect to resolve the adoption of the Term Service Contract model, it is anticipated that the procurement process would be completed by the end of April Procurement Plan is attached - Appendix Financial 5.3 Legal A full Open Space Contract will be in the order of $4 million per year. The full scope of works to be delivered is outlined in the procurement strategy process. Appendix 1 Procurement Plan. The actual amount will be dependent on subsequent Annual Plan and Long Term Plan approvals by Council. A Probity Auditor will be engaged to oversee the process of the selection of the partner organisation. This is seen as a useful and important role due to the size of the contract and the financial commitment from Council. The Probity Auditor will provide useful assurance of the suitability of the documentation, communications and the interactive meetings which form part of the selection process. The Tender Evaluation Team for this process also includes an independent member. As part of the evaluation process it is standard practice to seek the following information from the tendered in the form of the non-priced attributes: Relevant experience Track record Technical skills Resources Management skills (personal and company systems) A credit check will be undertaken of the shortlisted partners prior to deciding on preferred contractors and entering into the negotiation process. Page 4 of 5 Version 2.0

41 41 6. Consultation The following stakeholders have been/or will be consulted: Planned In Progress Complete x x x Internal Community boards/community committees Open Spaces Contracting Community Other Please Specify 7. Risk In reviewing the various contracting models that were available to deliver the Open Spaces maintenance activities there were potential risks that were considered. The main risks that were considered included: The ability of existing Waikato District Council staff to manage the contract Discussions with Asplundh to not extend their contract for a final year A procurement strategy that would permit existing and new contractors Ensure that service levels are consistent with Councils Parks activity Management Plan expectations Council asset data not completely accurate Further risk assessments will be completed throughout the procurement process. One of the benefits of the proposed procurement model is a much improved asset data set from Council will be available resulting in more accurate pricing. The proposed procurement model will be able to be accommodated with existing staffing levels. 8. Conclusion The Council s drive for improved efficiency, performance and responsiveness in Open Space operational activities has been a key driver for the recommended procurement option of contracted services for Open Spaces. In addition, a zero harm approach to health and safety is vital. The continuation of Business as Usual will not deliver the required outcomes for our communities into the future. The preferred option also allows smaller operators in this space to be part of the procurement process. A growing Open Space network, increasing customer expectations and increasing compliance costs also challenge Council to ensure that it has the best procurement model in place. It is considered that the term Service model is best suited for Waikato District Council to achieve a best delivery for Open Spaces maintenance and to improve community engagement. 9. Attachments Procurement Plan Open Spaces Page 5 of 5 Version 2.0

42 42 Procurement Plan Open Spaces Title: Procurement plan for Parks and Open Spaces Maintenance Date 16 November 2015 Version Report to: Author(s): Contract name: Contract number: Draft v3 Council by Resolution Tim Munro Infracure Ltd. Parks and Open Spaces Maintenance TBC. Approval Name and title of signatories Signature Date Author(s) Tim Munro Infracure Ltd Reviewer Approver Gordon Bailey Open Spaces Operations Team Leader Tim Harty General Manager Service Delivery

43 43 Contents 1.0 Purpose and Summary Recommendations Background Scope Objectives Options MCA workshop and methodology Workshop Attendees Preferred Options Summary Preferred Delivery Methodology and Contracting Method Indicative contract value Current supplier performance Sourcing method Suppliers Procurement method Form of Contract Evaluation plan Evaluation method Evaluation Attributes Evaluation team Evaluation and approval process Supplier Relationship Management Procurement timetable Legal advice requirements Probity auditor Budget Budget confirmation Delegated financial authority Internal resourcing requirements Relationship management resourcing Appendix 1: Detailed Work programme Appendix 2: Options workshop detailed results Infracure Limited

44 Purpose and Summary This procurement plan outlines Council s approach to securing a new Parks and Open Spaces Maintenance contract to take effect on or about 1 July The majority of services are currently provided by Asplundh in the northern area and Strada in the central and southern areas. These contracts expire in July and June 2016 respectively. In total, these two contracts have a value of $3m per annum. Following a review of the market it was established that there are a number of capable suppliers in the region who would compete for a Waikato District Council (WDC) contract. A WDC contract provides a strategic opportunity for suppliers to establish or grow their presence and position themselves for other contracts in other TLA s north, east and south of the district. Similar contracts recently let in other Councils have demonstrated that a single district wide contract is much more likely to deliver greater value than the two area based contracts. These area based contracts are based on the Auckland reorganisation, not on any logical split of the district. These benefits accrue from increased equipment and team utilisation and productivity, reduced overheads (including internally) and synchronised service programming and delivery. Most master contractors manage seasonal peaks, supply of goods and materials and service delivery in remote locations through smaller local subcontractors. They also purchase goods and services locally to reduce transport Figure costs. 1: Current Aside from Open the Spaces obvious Contractor benefits Zones of increased local trade this creates an opportunity for smaller suppliers to grow the capability they need to deliver services in the public sector environment which has increasing and demanding requirements in terms of health and safety, reporting and quality assurance related management systems. This plan has established that a single performance based contract with a potential term of up to ten years (e.g ) will deliver best value for WDC. Infracure Limited

45 Recommendations Item # Recommendation Delegated Financial Authority 1 Parks & Open Space Maintenance ($4.0m pa) Resolution by Council That Council undertakes a competitive dialogue procurement to select a parks maintenance contractor based on: A two stage Request for Proposal (RFP) process where stage 1 will shortlist suitably qualified candidates (no more than 3) and stage 2 is a competitive dialogue concluding with a final proposal and presentation. Stage 1 will be evaluated on quality attributes only including a presentation and interview Stage 2 will be evaluated on price and quality with price weighted at 25% (20% price and 5% local content) The negotiated contract term will be a maximum of ten years subject to the preferred supplier proving value in a term longer than five years and years 6 to 10 being at risk for performance The initial term (maximum 5 years) will align if possible to the new term of Auckland Council s South contract 2 Local and Smaller Contractors and Goods and Materials Suppliers That Council releases a Registration of Interest (ROI) to local suppliers at the same time as the RFP above. No financial impact but General Manager Service Delivery or Parks and Facilities Manager to authorise Respondents will complete a simple form highlighting their skills, goods or services together with contract details to be added to the above RFP Stage 2 documentation Council will also offer a ROI workshop to support suppliers in their application and understand how they might support a master contractor Price evaluation for the Master Contract (above) will include recognition (5% weight) of local smaller supplier content 4 Infracure Limited

46 Background Waikato District Council has 63,378 residents, covers more than 400,000 hectares and includes the major towns of Huntly, Ngaruawahia, Raglan, Te Kauwhata and Tuakau. Smaller settlements include Gordonton, Matangi, Tamahere, Meremere, Port Waikato and Pokeno. WDC currently manages its parks and open spaces maintenance through two area based contracts. Asplundh secured a contract in 2013 for the Northern Area. This contract has an annual value of $720k and expires in July It has a provision for a one year extension at Council s discretion. Strada manage the Central and Southern areas. The contract has an annual value of $2.2m and expires in June 2016 with no provision for an extension. Council also has a number of smaller contracts in place for maintenance of ecological areas that will also form part of a new contract moving forward. Council has used the opportunity provided by the contracts terminating at the same time to review its options for service delivery and these are detailed further below. 3.1 Scope The following services are in scope of the district wide contract: Mowing parks and reserves Sports turf management including hard surfaces Tennis, cricket wickets Gardens,(excluding Woodlands Heritage Garden) Walkway maintenance including associated structures Burials / Interments Loose litter in all Open Space areas Playground safety inspections (including skate parks and other play amenities) Graffiti removal on Council property including working with Huntly and Tuakau Community groups involved in graffiti removal Open spaces furniture and structures repairs, maintenance and inspection e.g. seats, tables, bollards, goal posts, buildings boat ramps, jetties etc Beach grooming Re-vegetation / Ecological Enhancement maintenance The following services are delivered through separate contracts. Public Facilities Cleaning contract commenced 1 Oct End date 31 Sept 2016 with 2 one year rights of renewal at WDC sole discretion Arboriculture Maintenance contract commenced 1 April 2015 for 3 years plus a further 3 years When these contracts expire WDC will assess whether there is value in incorporating into a wider parks and open spaces contract. 3.2 Objectives Long Term Plan Focus Parks and reserves maintenance was addressed in one of six key outcomes following consultation for the 2015/25 Long Term Plan (LTP). The key outcome is: Infracure Limited

47 47 Gradually increasing maintenance of our parks and reserves to a higher level over the next two years. This outcome is being supported by additional funding of $444k in 2015/16 and $442k in 2017/18. LTP Outcomes and Measures Community Outcome Level of Service Performance Measure To ensure that our open spaces are safe and well maintained and offer opportunities for a wide range of recreational, cultural and community activities. Restoration, protection and enhancement of natural areas in the district to increase natural habitat and biodiversity. Notes to outcomes: Parks are appropriate for the needs of the community, safe and well maintained Local cemeteries take into account the cultural needs of the community. A diverse range of play opportunities are provided to the community Public toilets are accessible, clean and fit for purpose. Council owned natural areas are maintained and planted where appropriate Percentage of Customers who are satisfied with Parks And Reserves, including sports fields and playgrounds overall Percentage of Interments completed within the requested timeframe Percentage progress of the Playground Strategy implementation plan Percentage of customers who are satisfied in the annual satisfaction survey Percentage of natural areas (categorised in parks strategy) which have had restoration efforts undertaken Due to limited commercial opportunity and benefit, the private sector will not provide a comprehensive range of parks and recreation activities. Therefore provision by local government, as a public good, is required. Parkland is generally highly valued by the community and many of the Waikato parks have significant history associated with them. Many of the parks are protected and managed through legislation and their ownership status. Through protecting, enlarging, and enhancing this network we will, over time, create significant ecological, amenity, recreation and economic value. Council provision and support for quality parks enhance the district as a place to live and visit. The provision of cemeteries is managed as part of the parks activity and meets Councils obligations under the Burial and Cremation Act 1964 to make provision for burials within the District. This investment and value of the various services to the community justifies careful and good quality management of these assets. The community expects reserves, recreation facilities, public toilets and internment facilities to be managed in such a way that costs are minimised while providing the levels of service that the community desires. Infracure Limited

48 48 Procurement Objectives To deliver the above outcomes Council will establish a new contract with a supplier who is able to meet the following objectives: based on Council requirements and industry best practice; Cooperative and collaborative working actively working with Council and its stakeholders to optimise Levels of Provision (LOP) and Levels of Service (LOS) within budget Value for money leveraging scale, investment and knowledge to deliver affordable and sustainable LOS Flexibility and agility effective and efficient in managing day to day planned, seasonal and response services as well as responding to changing community demand and funding over the life of the contract Quality assurance proven systems and processes that support an ethos of doing what we said we d do These objectives will inform the price and non-price attributes in the procurement process. They will also form the basis of negotiations for the performance management regime. 3.3 Procurement and Delivery Options Staff undertook a structured Multi-criteria Analysis (MCA) workshop process to assess procurement and delivery options in two parts: a) Delivery model options ranging from an in house department through to a single outsourced 3 rd party contractor b) Procurement model the procurement method and approach most likely to deliver the best result for the preferred delivery model MCA workshop and methodology The workshop develops the preferred approach as follows: a) Risks and issues over and above business as usual are identified and agreed b) Contract outcomes and objectives are identified and agreed c) Using the Pairwise 1 methodology risks, issues, outcomes and objectives are weighted to create the criteria d) Options to be assessed are agreed e) Options are then scored from 0 5 on a comparative basis as lest likely to most likely to deliver the outcome or resolve the risk or issue being tested f) Each option then earns a score out of a possible total of 500 g) The preferred option or options are then assessed against organisation compliant procurement methods and the preferred approach is agreed Workshop Attendees The attendees were: Andrew Corkill Parks and Facilities Manager Gordon Bailey Open Spaces Operations Team Leader 1 Pairwise is a process that compares each individual criterion against every other criterion to determine which is more important. A mathematical formula then calculates the relative weighting for each criterion. Infracure Limited

49 49 Chris Rutherford Xyst Jacki Remihana - Infrastructure Team Manager Tim Harty General Manager Service Delivery The group was facilitated by Tim Munro from Infracure Ltd - a procurement advisor experienced in infrastructure term maintenance contracts Preferred Options The result of the workshop is summarised below. Details are attached under Appendix 2. Part One Delivery model The results of the workshopped options are set out below; Delivery Model and description MCA Score (n/500) Notes and conclusion In House Council establishing and resourcing an in house delivery unit either as group / department or standalone business unit 283 Limited use in NZ New Plymouth and Auckland (partial) use the approach Requires investment in specialist plant and equipment Increased exposure to operational health and safety risks Concerns that Council could offer competitive packages for key roles (Operations Manager and Supervisors) Higher internal overhead (time and cost) Would be serious option if limited numbers and depth in supply market (not the case in Waikato) Option rejected. Council does not have resources (funding, people, systems and processes) or experience to establish an effective and efficient operations department CCO (Strada) Assessed on basis of Strada s performance at time of assessment 21 Many examples in NZ: Waikato (Strada), Christchurch (City Care), Dunedin (Delta), Waitomo (Inframax), Tararua, (Infracon) Mixed results Inframax, Infracon struggled, City Care lost ChCh parks contracts, Delta performing well Imperative governance is experienced in open competitive markets Concerns that shareholder Council props up unprofitable operations in other areas Neutral in terms of internal overhead Operation must be efficient and effective as regularly tested in market and through client performance reviews Option rejected. Strada are failing to deliver current contract requirements 8 Infracure Limited

50 50 Delivery Model and description MCA Score (n/500) Notes and conclusion WDC / Downer Alliance Assessing expanding scope of current Alliance to include Parks and Open Spaces Multiple Direct Contracts Contract disaggregation by either area and/or service allowing for specialists or local suppliers to bid 425 No known examples in NZ Assumes that parks and open spaces would have their own team within a team to prevent issues arising from competing prioritise across services Option open WDC experience of current Alliance is good, Downer have a strong parks and open spaces division. Would be enhanced if TOC could be tested in market process 289 Used by some Councils (Tauranga, Wanganui) but often resulting in one contractor holding several contracts Tested by Horowhenua specifically for smaller suppliers who were 1.3 to 3.5 x more expensive than single consolidated supplier Notable exception in market is for Arboriculture largely due to line clearance permits and experience Risk of undersupply in peak season Risk of disjointed response and emergency response work Disjointed accountability, reporting and community engagement Difficult to get best value for money particularly considering in house resource required to manage and WDC s increased risk in terms of delivery quality, area wide consistency and WDC exposure to H&S and environmental compliance issues Option rejected recognising that master contract or Alliance would require subbies, trades and materials providers to support seasonal peaks and troughs plus some remote area service delivery Outsourced - third party Contractor Council procures suitably qualified contractor to deliver agreed levels of service to a contracted price 476 Most common model in NZ Many qualified suppliers in region (eg: Asplundh, Bark, Downer, City Care, Recreational Services, Smart Environmental) Most contractors will sub-contract some services such as trees or seasonal mowing Value for money benefits of competitive market Right supplier brings intellectual property and experience Proven benefits of scale consolidated contracts can be up to 3.5 times lower cost Client must manage well to contracted performance levels Suppliers will use subbies and good subbie management key to consistent performance across all services and areas Preferred model. Current market is robust and competitive 9 Infracure Limited

51 51 Delivery Model and description MCA Score (n/500) Notes and conclusion Partial in source Council maintains in house horticulture team and outsources other services 380 Some use in NZ (Queenstown) Useful if contracting market is weak in particular service in area or in house team has particular strength Adds complexity to whole of park accountability for service delivery and meeting outcomes Can duplicate cost of overhead, people management and systems Option rejected area supply chain is not seen as having any particular weaknesses that would be best managed by this model Summary Results 10 Infracure Limited

52 52 Part Two Contracting Method The results of the workshopped options are shown below; Contracting Method and description Shared Service Collaborating with neighbouring Councils to establish a common contract or contracts Maintenance Alliance Effectively a joint venture where Council and Contractor share risk and reward Notes and conclusion Tested with Auckland Council Issues with timing as their contracts first term expires in June 2017 Opportunity to share and align LOS and specifications schedules Option rejected. Council will align LOS and specifications to support industry standardisation in region. Also align new contract renewal dates so that shared services can be reassessed at a later date Used in some roading networks (Waikato, Wanganui, Southland) but no current examples in Parks in NZ Scope of Waikato roads alliance could be expanded to accommodate open spaces and parks NZ contractors track record in delivering multiple services (parks and roads) in one contract is not good Opportunity to reduce overhead in shared alliance but may be outweighed by additional burden of the Alliance management model Option is open. WDC/Downer Alliance may compete for contract on offer Term Service - Master Contract (Full Facility Maintenance) Council procures a master contractor to provide (directly or through subcontractors) all services in scope Most common model in NZ Model being aligned to client need through collaborative working particularly risk being assigned to party best able to manage Risk assignment to master contractor includes procuring and managing sub-contractors and materials which can be as much as 25% of contract value Employ local labour usually 60 70% of contract value Wide range of performance incentives being used. Term renewals and additional awarded work are typical incentives Proven best value option through market process. Both price and quality Preferred option. Opportunity to build local capability through area based or niched services local suppliers 3.4 Summary Preferred Delivery Methodology and Contracting Method Single full facility term services contract Performance based with term renewals as main incentive major term renewal to be aligned with Auckland Council South contract to test joint opportunities Open competitive process WDC/Downer Alliance able to tender Infracure Limited

53 53 Support local suppliers registration of interest and names and services published with tender documents Levels of Service and specifications aligned to WDCs Parks Activity Management Plan and LTP 3.5 Indicative contract value The Parks and Open Spaces Maintenance contract is an operational contract for day to day parks and reserves maintenance. There may be a requirement to add provisional items to the contract based on the Contractors performance during the contract term, these will be negotiated as required on a to be negotiated (TBN) basis. 2016/ / / / /21 OPEX $4.0m $4.1m $4.2m $4.2m $4.2m CAPEX - Renewals TBN TBN TBN TBN TBN Total OPEX $4.0m $4.1m $4.2m $4.2m $4.2m 3.6 Current supplier performance Mixed, with one supplier (Strada). Principal areas to address for a new contract include: Contract specifications that don t vary across the district An agreed objective between Contractor and Council Contractor staff retention and qualifications Accurate forward planning and reporting 4.0 Sourcing method The overall approach will be a two stage RFP where: Stage 1 shortlisting against quality based attributes. Shortlist will preferably be two and no more than three candidates. Experience shows that competitive dialogue 2 with two candidates will deliver best value for money given the investment in time that all parties have to make and the positive effect of competitive tension when only two candidates. More candidates would be considered if there were many unknowns or potential for new ideas that were unknown to the client which is not the case in parks term maintenance. Stage 2 competitive dialogue leading to final submissions evaluated on weighted attributes including price (price quality) 2 Competitive dialogue is a public-sector tendering option that allows for bidders to develop alternative proposals in response to a client's outline requirements. Only when their proposals are developed to sufficient detail are tenderers invited to submit competitive bids. For full explanation of Competitive Dialogue please refer to MBIE support web page as follows: Infracure Limited

54 54 This stage typically involves the shortlisted candidates being facilitated through three to five half day workshops with the client to establish exactly what the client is wanting and clarify risk and issues assignment and accountability in terms of scope, LOS, methodology, specifications and team. Detailed approach follows: 4.1 Suppliers Response Reason Competitive process Yes / No Yes Many suppliers in robust regional market Open or closed (limited invitation) Stage 1 open Stage 2 - closed Stage 1 (shortlisting) to establish capable suppliers and increase competitiveness of Stage Procurement method Response Reason Single or staged approach Two stage Shortlisting to avoid unsuitable candidates being able to buy contract Documentation for each stage One Request for Proposal (RFP) evaluated in two stages Selection methodology for each stage Market communication for each stage Stage 2 will be a structured competitive dialogue process Stage 1 Quality only Stage 2 Price Quality (weighted attributes) Tenderlink for Stage 1 and then direct s for shortlisted candidates Increases clarity of risk assignment and accountability and builds foundations for ongoing collaborative working Shortlisting to capability Final decision introduces price 13 Infracure Limited

55 55 Supplementary process subcontractors and materials suppliers Response Registration of Interest will be released at same time as RFP. This will be supplemented with workshop ROI respondents will be included in Stage 2 information pack for shortlisted candidates. This may then include suppliers who did not make the shortlist Reason Engage local suppliers and build capability 4.3 Form of Contract Response Reason Form of Contract To be agreed during negotiations Likely to be NZS3917 unless WDC Alliance wins or discussion identify value for another format e.g.; NEC3 Term Service contract Any significant amendments to standard contract terms and conditions Contract Term Contract renewal or extension options There will be some special conditions to manage performance, renewals, intellectual property, confidentiality and other matters identified during Stage 2 Between five and ten years subject to negotiations and final DFA approval To be negotiated and subject to final DFA approval If used NZS3917:2013 is silent on some of these issues Five years is adequate to manage depreciation of capital plant and equipment. Longer terms have the potential to add value through effective use of IP and maturing relationship but must be proven during Stage 2 negotiations Options include simple renewal at (say) five years or progressive performance related renewals eg: end of year two earn year six, end of year three earn year seven etc 5.0 Evaluation plan 5.1 Evaluation method 14 Infracure Limited

56 56 The evaluation method will be the Price Quality method undertaken in two stages where: Stage One submitters are evaluated on non-price attributes and a shortlist of no more than three suppliers will be invited to participate in Stage Two Competitive Dialogue Stage Two shortlisted suppliers will participate in a competitive dialogue process. At the conclusion of this process the suppliers will make their final submission and presentation. Submissions will then be evaluated as follows: o o Non- price attributes are scored and a supplier quality premium (SQP) calculated for the higher scoring supplier(s) The price is the opened and the SQP (if any) is deducted from the suppliers price and the winning submission is identified. Subject to detailed clarifications and negotiations the supplier will be recommended to Council as the preferred supplier. Following Council approval the supplier will be invited to enter into a contract. 5.2 Evaluation Attributes Complete this table for a summary of the evaluation attributes and weighting for each stage. Stage 1 Evaluation Stage 1 will be evaluated on three quality based attributes and the weighted score will carry through to Stage 2. Attribute Evaluation criteria Weighting (%) Relevant experience Presentation and Interview Compliance The supplier s previous experience in working collaboratively with clients to achieve parks and open spaces outcomes whilst delivering core services sustainably (balancing financial affordability and environmental and social impacts) The supplier s alignment to WDC outcomes and objectives with the team. Demonstrating an understanding of WDC s unique challenges and how they can support Council to meet its objectives Owners or directors declaration as to financial viability to support the contract, legal liabilities, impediments or conflicts of interest and the completed H&S questionnaire 40% 60% Pass / fail 15 Infracure Limited

57 57 Stage 2 Evaluation Stage 2 will be a Price Quality evaluation as follows: Attribute Evaluation criteria Weighting (%) Price a) Total price for scheduled services and response and unscheduled services (at nominated quantities / frequencies) b) Local content the proportion of total Price intended to be spent with smaller local suppliers as declared on Price Sheet 20% 5% Value for money / lifecycle costs Cost or price impacts that should be considered in the context of the total cost of working with the supplier; cost / price flexibility to meet changing needs and the impact on future costs 10% Stage 1 scoring The weighted score from Stage 1 10% Team Methodology WDC alignment The competence of the team that the supplier is proposing and their ability to work on a cooperative and collaborative environment The procedures and approach that the supplier proposes to deliver the services with a focus on longer term flexibility and agility and quality assurance The supplier s alignment to Council s outcomes, culture values and fit with the team. 25% 10% 20% 5.3 Evaluation team The proposed Evaluation Team (ET) is as follows: Name Role and experience Conflict of Interest declaration and commitment Tim Munro Gordon Bailey Andrew Corkill Tim Harty Chris Rutherford Independent ET facilitator non scoring Open Spaces Operations Team Leader Parks and Facilities Manager General Manager Service Delivery Independent evaluator - Xyst Ltd 16 Infracure Limited

58 Evaluation and approval process Staged Evaluation Process Evaluation will be a staged process as follows: Stage One Shortlisting The evaluation team (ET) will assess and score Relevant Experience, using the scoring guideline as specified in Part D below. Suitably qualified participants that meet the required benchmarks determined by the ET will be invited to present to the ET. Following presentations the ET will complete evaluations and agree a shortlist of two, but no more than three, participants to be invited to participate in Stage 2. The shortlisted Participants weighted score from Stage One will be carried through to Stage Two. Stage Two Competitive Dialogue Shortlisted Participants will be involved in a structured negotiation process, outlined below, following which they will submit detailed operations methodology (quality plan, H&S plan, programme etc.), team and price. The ET will assess and score Methodology, Price and cost methodology, Team and WDC alignment using the scoring guideline as specified below. The Participant s negotiation team and approach will be considered when scoring relevant skills and WDC alignment. The evaluation team will finalise a score for nonprice attributes. WDC staff who will be involved in the day to day running of this contract will be involved in this process. The final Price will then be opened and the Price Quality score assessed. Negotiation Process The outputs from the negotiation process will be: a) A contractors Quality Plan, Programme, Team and H&S Plan in sufficient detail to support pricing and resourcing and for WDC to be able to evaluate methodology and relevant skills b) A Price List that meets WDC s requirements and reflects clear accountability for risk c) At the conclusion of the negotiation process the evaluation team will also evaluate each supplier for WDC alignment which will include assessment of the Participant s approach to the negotiation process. The structured negotiation process will be agreed with suppliers at the conclusion of Stage One evaluation based on the following guidelines: Each Participant will be treated the same; Negotiation meetings, agendas, timelines and interim or milestone outputs will be agreed at the beginning of the process; There will be a probity auditor,(tim Munro Infracure) at each meeting and he will review and authorise any communications to Participants; During negotiation WDC may undertake additional due diligence and reference checking of the shortlisted Participants; Any matters raised during negotiations that materially affect time, cost or quality outcomes will be shared with all suppliers. For example, if a Participant proposes an adjustment to level of service or specifications that benefits WDC then that will be shared with all suppliers; Infracure Limited

59 59 Participant s proposals on detailed methodology will be kept confidential. For example, an innovative method for vegetation control that reduces the number of interventions will not be shared with other suppliers; Participants will need to submit final prices to a common schedule however the price method (lumpsum, periodic, activity or unit rate) does not need to be common. The Price List will provide for a total Price based on any mix of lump sum or rate x quantity. It is the total Price that will be used for the final scoring; The Price List will provide for transparency of off site and on site overheads and margin for profit; A final price will be submitted in a sealed envelope at the conclusion of the negotiation process and not opened until the quality score is finalised; Although the final price is sealed until non-price attributes have been scored, price methodology discussed during negotiations will be considered for scoring alignment to Council. For example assessing flexibility and appropriate allocation of risk; During the negotiation WDC will provide budget expectations to all suppliers. Any additional detail given will be shared with all suppliers. For example clarity of volumes or activity phasing or frequencies. Scoring methodology Note: for clarity, Participants are advised that a score of 35 and below will result in that submission being rejected and evaluation discontinued. This scoring method is advocated by MBIE. Rating Definition Score EXCELLENT significantly exceeds the criterion GOOD exceeds the criterion in some aspects ACCEPTABLE meets the criterion in full, but at a minimal level Exceeds the criterion. Exceptional demonstration by the Respondent of the relevant ability, understanding, experience, skills, resource and quality measures required to meet the criterion. Proposal identifies factors that will offer potential added value, with supporting evidence. Satisfies the criterion with minor additional benefits. Above average demonstration by the Respondent of the relevant ability, understanding, experience, skills, resource and quality measures required to meet the criterion. Proposal identifies factors that will offer potential added value, with supporting evidence. Satisfies the criterion. Demonstration by the Respondent of the relevant ability, understanding, experience, skills, resource, and quality measures required to meet the criterion, with supporting evidence MINOR RESERVATIONS marginally deficient SERIOUS RESERVATIONS significant issues that need to be addressed Satisfies the criterion with minor reservations. Some minor reservations of the Respondent s relevant ability, understanding, experience, skills, resource and quality measures required to meet the criterion, with little or no supporting evidence. Satisfies the criterion with major reservations. Considerable reservations of the respondent s relevant ability, understanding, experience, skills, resource and quality measures required to meet the criterion, with little or no supporting evidence Infracure Limited

60 60 Rating Definition Score UNACCEPTABLE significant issues not capable of being resolved Does not meet the criterion. Does not comply and/or insufficient information provided to demonstrate that the Respondent has the ability, understanding, experience, skills, resource and quality measures required to meet the criterion, with little or no supporting evidence Supplier Relationship Management Relationship attribute Relationship description Working together Parks and Open Spaces Collaborative structured and programmed collaborative working addressing efficient, effectiveness and future user demand and affordability Structured three tiered governance: Strategic: 1 3 year forward view of demand, resourcing and funding Management: effective use of budget to meet agreed LOS and specifications Operations: efficient delivery of services at best cost Contract and relationship management structure Governance structure supporting escalation of unresolved risk, issues and opportunities. If failing then contractual remedies in terms of mediation and arbitration Pricing and cost management Communication and stakeholder management Performance management and quality assurance Risk, opportunity and value management Reporting and information management Escalation and problem solving Collaborative budgeting and planning To be established collaboratively during contract mobilisation and regularly reviewed To be established collaboratively during contract mobilisation and regularly reviewed To be established collaboratively during contract mobilisation and regularly reviewed To be established collaboratively during contract mobilisation and regularly reviewed To be established collaboratively during contract mobilisation and regularly reviewed 19 Infracure Limited

61 Procurement timetable See Appendix 1 attached. This is an indicative timetable which will be amended as required during the procurement process. 7.1 Legal advice requirements Council has an in-house legal department which will provide legal advice as required 7.2 Probity auditor Probity will be provided by Tim Munro from Infracure Ltd. 8.0 Budget 8.1 Budget confirmation The available budget for the maintenance of Council parks and reserves comes from the overall Parks and Reserves Operational budget. This is provided for in the LTP and the budget includes increases for improved Levels of Service throughout the LTP term. The average operational budget available is $4.2m. Depending on the outcome from the tendering process no additional budget should be required. Any negotiated Renewal Capital projects will be as per the available LTP budgets and funded accordingly. It is anticipated that minor Renewal Capital projects will be undertaken through this contract. 8.2 Delegated financial authority As per Council s Delegations Register, as the contract will be over $2m it will need to be passed by resolution of the Council. 9.0 Internal resourcing requirements It is anticipated that existing internal resources will be adequate to operate this contract Relationship management resourcing The Contract relationship will be managed using existing WDC resource. Principal staff resources for this contract will include Open Spaces Operations Team Leader and two Technical Support Officers. Infracure Limited

62 62 Item Appendix 1: Detailed Work programme Waikato DC Parks Procurement Programme Activity 1 Procurement Programme Development 2 Outcomes & options workshop 3 Sub Total 0 4 Procurement Plan 5 Draft Plan 6 Tim Working time Milestone (generally end of week) Summer holiday break Oct Nov Dec Jan Feb Mar Apr May Jun Jul Estimate Hours Week begin 05-Oct 12-Oct 19-Oct 26-Oct 02-Nov 09-Nov 16-Nov 23-Nov 30-Nov 07-Dec 14-Dec 21-Dec 28-Dec 04-Jan 11-Jan 18-Jan 25-Jan 01-Feb 08-Feb 15-Feb 22-Feb 29-Feb 07-Mar 14-Mar 21-Mar 28-Mar 04-Apr 11-Apr 18-Apr 25-Apr 02-May 09-May 16-May 23-May 30-May 06-Jun 13-Jun 20-Jun 27-Jun 04-Jul 6 Council workshop 4 Tim / Gordon 7 Evaluation team selection and conflict forms 1 Tim / Gordon 8 Review and finalise 4 Tim / Gordon 9 Procurement plan approved 1 Gordon / EMT 10 Sub Total Asset data, specifications and LOS 12 Asset data - parks 2 Gordon 13 Specifications & LOS - Parks 2 Gordon 14 Sub Total 4 15 Parks RFP Stage 1 Shortlisting 16 RFP Stage one docs (incl. contract and BOP etc) 8 Tim 17 Release RFP Stage 1 2 Gordon (as per WDC policy) 18 Notifications and ROI for local smaller suppliers 4 Tim / Gordon 19 RFP Stage 1 response and close 4 Tim / Gordon plus NTPs as required 20 Supplier clarification interviews 16 Gordon / Tim 21 Initial evaluation 8 22 Shortlisting interviews 8 Tim / ET 23 Shortlisting complete 4 Tim / ET 24 Sub Total Parks Stage 2 Competitive dialogue 26 RFP Stage 2 docs (detailed assets/specs) 8 Note: may not be much left to do 27 Negotiation timetable and process etc 2 Tim 28 Supplier and ET prep period 4 For suppliers 29 Negotiations with shortlist 24 Tim / ET 30 Final submissions preparation 4 Tim / Gordon plus NTPs as required 31 Stage two final presentations and evaluation 16 Tim / ET 32 Supplier recommendation report 4 Tim Gordon 33 Council approval processes 1 Gordon 34 Contract printed and signed 1 Tim / Gordon 35 Sub Total Parks Contract Mobilisation 37 Contract establishment and commencement TBC WDC Team Total Hours 130 Infracure Limited

63 63 Appendix 2: Options workshop detailed results Waikato DC Parks and Open Spaces Maintenance check 100 Delivery methodology In House Department CCO (Strada ) WDC / Downer Alliance Multiple Direct Contracts Ma s ter contract and subbies Partial insource (ie: Hort in house) Risk Management Context for Project Weighting (n/100) In House CCO Road Alliance Transparent and agile work programming and coordination through Complexity, risk and uncertainty - technical Multiple Contracts Master Contract Partial insource seasonal lifecycle is critical to predictable and sustainable service delivery Complexity, risk and uncertainty - environment Complexity, risk and uncertainty - stakeholders Large geographic area to manage - not scored as did not attract weighting in pairwise assessment. Team established that risk is mitigated by good programming - Parks, sports and natural areas are seen as representative of the local community Scale Results of recent procurements in parks and open spaces have recognised that scale will yield financial benefit through reduced overheads and optimised teams and equipment utilisation Contractor skill set Innovation potential Risk - cost WDC experience has demonstrated the importance of maintaining appropriate service specific skills - people management, plant and equipment sourcing, works planning and programming, asset management plus turf, horticulture, structures etc expertise Innovation is seen as critical to meeting WDC's LTP outcomes and objectives Cost certainty and predictability plus flexibility to re-prioritise budgets across activities and areas Risk - quality Council wanting to grow service and consistency across district to meet LTP outcomes and objectives Risk - value for money Long term affordability price quality mix plus sustainable mix of LOS and LOP for District to meet LTP requirements Risk - scope Council able to change scope (specs / LOS) over time - flexibility and agility to meet changing demand profiles (e.g: Pokeno) Risk - third party Market management - creating opportunities for smaller local subcontractors trades and materials suppliers Client capability and capacity to Supply chain Strength and depth of contracting market in and around Waikato manage option well Outcomes and objectives Council primary role to set LOS / LOP and budgets against LTP (outcome focus) Context for Project LTP focus To ensure that our open spaces are safe and well maintained and offer opportunities for a wide range of recreational, cultural and community activities. Gradually increasing maintenance of our parks and reserves to a higher level over the next two years LTP KPIs Restoration, protection and enhancement of natural areas in the district to increase natural habitat and biodiversity Council and its stakeholders to optimise Levels of Provision (LOP) and Levels of Service (LOS) within budget Value for money leveraging scale, investment and knowledge to deliver affordable and sustainable LOS Flexibility and agility effective and efficient in managing day to Procurement Objectives day planned, seasonal and response services as well as responding to changing community demand and funding over the life of the contract Quality assurance proven systems and processes that support an ethos of doing what we said we d do Spare - LTP KPIs Weighted Score Preferred 22 Infracure Limited

64 64 Open Meeting To Waikato District Council From TN Harty General Manager Service Delivery Date 7 December 2015 Prepared By J Remihana Programme Delivery Manager Chief Executive Approved Y DWS Document Set # Report Title Tamahere Sports Ground Development 1. Executive Summary The Tamahere Village Zone (Village Zone) was created through a District Plan Change and is a key aspect of realising the structure plan for the Tamahere area. The Village Zone comprises of a commercial space, community sports grounds and recreation reserve. Council has been involved in discussions with the Tamahere Community Committee regarding the development of the Village Zone. There is significant community interest in the sports ground project and it is anticipated that undertaking the earthworks and site preparation in the 2015/16 season, will mean the area will be available to the School and for local sports groups to use for winter sports during It will also mean that when funding becomes available for construction of the playground, skatepark, artificial turfs and other future facilities, the site will be prepared. The purpose of this report is to request that future budget for the development of the Tamahere sports grounds be brought forward, so that physical works can begin during the 2015/16 financial year. 2. Recommendation THAT the report of the General Manager Service Delivery Tamahere Sports Ground Development - be received; AND THAT the total 2016/17 capital budget of $438,102 be brought forward to the 2015/16 year: AND FURTHER THAT $200,000 from the 2017/18 capital budget be brought forward to begin physical works in the 2015/16 year; AND FURTHER THAT the brought forward budgets be funded 40% loan and 60% development contribution funding. 3. Background and Discussion The vision for Tamahere Village is a vibrant country village retail centre, constructed around a central piazza, and opening onto views of the adjacent sports park that will become the focal point for the community and a destination of choice for surrounding areas. Page 1 of 4 Version 3.0

65 The development of the Tamahere sports grounds is included in Council s Long Term Plan and the Tamahere Structure Plan. The works are designed to create a Community hub that will become known as Tamahere Village. The sports ground will provide not only a space for recreational users and sports teams, but will also allow the Tamahere School to utilise it for school sports. Due to timing it is required that the sports ground works be completed prior to the commercial development physical works being underway to ensure stormwater infrastructure is in place. Development of the commercial area is expected to occur shortly. Opus has been engaged to complete the design of the sports ground and recreation reserve. This includes the detailed design of phase one works (including stormwater, earthworks) and preliminary and detailed design of phase two works (including turf, sports field, playground, skate park, fitness trail). The community has been extensively involved in the choice of recreational facilities and appropriate type of sport fields and has shown high engagement in the overall project. Phase one detailed design is due for completion mid December It is proposed that physical works will begin early This will include preparatory earthworks and drainage as per the detailed design. Works will be completed in the 2015/16 construction season to allow sports field and recreational area development. Phase one works consist of the following: 65 Clearing of the site - removing existing houses, septic tanks, trees etc Stormwater works Landscaping formation of pond, formation and levelling of sports grounds, topsoil grassing and fertilising Contingency of $131,368 (20%) pending final consenting requirements and WDC review of final plans Opus has provided an estimate for phase one works of $788,208. This estimate is in line with the project engineer s estimate of costs (being $780,000) based on previous work of a similar nature. In addition to this, an archaeological investigation is also required as a borrow pit has been identified on the site. This will require an Archaeology authority from Heritage NZ. A provisional sum of $22,944 has been allowed for this, in addition to the estimate, bringing the project total to $811,152. There is currently an existing budget available in the 2015/16 year of $172,799. There is further budget of $2,051,074 in the Long Term Plan for the sports ground development in the 2016/17 and 2017/18 years. The detailed design works has concluded that it would not be practical, or make economic sense, to complete the works in stages. To fund the works, available budgets would need to be brought forward to reflect the proposed work programme. During the 2015/25 Long Term Plan, budgets for the reserve works were consolidated on the basis of the information at the time. With a better understanding of the development need, the detailed works completed by Opus and progress with the commercial area, budget requirements are now better understood. Page 2 of 4 Version 3.0

66 4. Analysis of Options 4.1 Options 66 Option 1 Option 2 Bring forward the budget so that works can begin early Council s objectives to provide parks and sports facilities appropriate for the needs of the Community will be met and will allow for commercial development. Do nothing, do not bring forward the budget or make additional funds available so that works can begin early This may delay the commercial development and not allow use of the site in the interim. 5 Considerations 5.1 Financial The existing 2015/16 capital budget of $364,894 has been partially used on the initial design phase. The remaining budget of $172,799 will partially offset the estimated cost for the physical works ($811,152), leaving a budget shortfall of $638,353. Proposed funding solution It is proposed that Long Term Plan budgets are brought forward and additional funds be made available to allow the construction phase to commence in 2015/16. The second year of the Long Term Plan has a budget of $438,102 for the development of three sports grounds and car parking. The third year of the Long Term Plan has a budget of $1,612,972 for further development of the Tamahere sports grounds. It is proposed that the entire 2016/17 budget ($438,102) and $200,000 of the 2017/18 budget be brought forward to cover the funding shortfall. The budget brought forward will be funded 40% Loan ($246,164) and 60% Development Contribution funding ($369,245). The resulting increase in development contribution levies from bringing expenditure forward does not trigger Council s Significance and Engagement Policy. The levies are set at a District Wide level and the impact would be an increase of approximately $5 (GST exclusive) on the district wide reserves levy. Loan interest and principal repayments will also be brought forward/increased. The interest expense impact on general rate in 2016/17 would be approximately $12,000, or approximately 0.03% of a general rate increase. 5.2 Legal The Local Government Act (LGA) allows Council to impose Development Contributions (DC) under certain circumstances and requires that the DC be used for the works for which it was required. Section 200(4) of the LGA allows Council to require another development contribution to be made for the same purpose to reflect an increase in scale. Council s Development Contribution Policy requires that the schedule of development charges be updated and we will need to make available information setting out detail of the adjustment before it takes effect. Page 3 of 4 Version 3.0

67 5.3 Strategy, Plans, Policy & Partnership Alignment The Tamahere Village Zone was created through a District Plan Change, which was publicly notified. The Tamahere Village is a key aspect of realising the structure plan for the Tamahere area. 5.4 Assessment of Significance & Engagement On the Development side The Tamahere Community Committee has been continually involved in the planning and design of the development with Council staff and design engineers attending workshops to present updates and seek feedback on design. Council has involved the Community in the decision-making process to ensure concerns and aspirations are understood. Once works are underway signage will be erected detailing works to be completed and expected end dates. Council s Significance and Engagement Policy requires Council to consider the significance of the proposal and appropriate level of engagement. Factors to consider include that degree to which the issue will impact rating levels, community interest levels, relative increase in expenditure and proportion of people impacted. The increase in budget resulting in an increase in DC rates should not trigger Council s Significance and Engagement Policy. The DC s collected are at a district wide level therefore the quantum will not be great. 6. Consultation 67 The following stakeholders have been/or will be consulted: Planned In Progress Complete X X X X X X Internal Community boards/community committees Waikato-Tainui/Local iwi Households Business School 7. Conclusion The Tamahere Village and sports ground has high community interest, by undertaking works this construction season Council would be making the recreation reserve available to the School and for local sports groups to use for winter sports during This will also allow future commercial development to occur in concurrent years. 8. Attachments Appendix 1 Proposed sports ground design Page 4 of 4 Version 3.0

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69 69 Open Meeting To Waikato District Council From TN Harty General Manager Service Delivery Date 3 December 2015 Prepared By G Benseman Maintenance and Contracts Team Leader Chief Executive Approved Y DWS Document Set # Report Title Transfer of Capital Budget Aquatic Centres 1. Executive Summary The Huntly Aquatic Centre requires renewal of the specialised lighting equipment above the pools, in particular the lighting fittings which are beginning to corrode. There is no existing budget for this project, however as there have been instances where the existing light fittings have failed, funding for the project is necessary. For the fittings to be replaced the entire lighting system requires renewal. This report requests the transfer of existing excess budget from the Tuakau Aquatic Centre project to a new project for the Huntly Aquatic Centre lighting. 2. Recommendation THAT the report of the General Manager Service Delivery Transfer of Capital Budget Aquatic Centres - be received; AND THAT the project to replace the Huntly Aquatic Centre lighting be approved; AND FURTHER THAT the funds of $55,000 be transferred from the existing Tuakau Aquatic Centre project to cover the cost of the purchase and installation of replacement lighting at Huntly. 3. Background and Discussion The Huntly Aquatic Centre was converted from an outdoor pool to an indoor pool eight years ago. The existing lighting system was specified by the architect as part of the conversion. Whilst they were suitable from a lighting (lumens) perspective, the light fittings have proven to be unsuitable within a corrosive pool environment. There has been multiple light and failures and it is concluded that the fittings have reached the end of their useful life. As such, it is proposed that the lighting system is upgraded. The proposed lighting upgrade has been recommended by a professional lighting consultant who recommends retaining the current level of lighting and installing fittings designed for the corrosive pool atmosphere. Page 1 of 2 Version 2.1

70 There is no budget allocation in 2015/16 for this work. There is an existing budget of $106,500 allocated this year for renewal works at the Tuakau Aquatic Centre. This budget has been earmarked for general upgrades of the pool complex. 4. Analysis of Options 70 Option 1: Council can approve the recommendations of this report and transfer funds to cover the cost of the replacement lighting and fittings. This option is recommended. Option 2: Council can decline to approve the recommendations of this report. 5. Considerations 5.1 Financial This option is not recommended. There is no existing budget available to cover the cost of the purchase and installation of the specialised lighting at the Huntly Aquatic Centre. The Tuakau Aquatic Centre project is funded through the Parks & Reserves Replacement Fund (8500) and has excess budget available. The current available budget is $106, In the event that the lighting upgrade is approved and $55,000 is allocated to Huntly, a budget of $51, would remain for any renewal works that may be required for the Tuakau Aquatic Centre. At present, an assessment of the Tuakau pool and its equipment has been undertaken (the report details are yet to be received), however verbal indication is that there are no immediate upgrades required. As the proposed Huntly Aquatic Centre lighting project is a renewal project, it is appropriate to fund this utilising the Parks & Reserves Replacement Fund. As there is no new budget required, there will be a net nil effect on the Parks & Reserves Replacement Fund. The Management Accountant has confirmed the funds are available and appropriate to utilise for this project. 6.0 Conclusion The lights at the Huntly indoor pool require immediate renewal due of failure of fittings. It is recommended that the funds be transferred from the Tuakau Aquatic Centre project to a new Huntly Aquatic Centre project to cover the cost of the new lighting. 7.0 Attachments N/A Page 2 of 2 Version 2.1

71 71 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 12 November 2015 Prepared By JP Davies Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Receipt of Discretionary & Funding Committee Minutes 1. Executive Summary The minutes for a meeting of the Discretionary & Funding Committee held on Monday 9 November 2015 are submitted for receipt. 2. Recommendation THAT the minutes of a meeting of the Discretionary & Funding Committee held on Monday 9 November 2015 be received. 3 Attachments Attachment - Minutes Page 1 of 1 Version 3.0

72 72 MINUTES of a meeting of the Discretionary & Funding Committee held in the Council Chambers, 15 Galileo Street, Ngaruawahia on MONDAY 9 NOVEMBER 2015 commencing at 9.03am. Present: Cr SD Lynch (Chairperson) His Worship the Mayor, Mr AM Sanson Cr JA Church Cr R Costar Cr RC McGuire Cr MR Solomon Attending: Cr DW Fulton Cr JD Sedgwick Mr TG Whittaker (Acting Chief Executive) Mrs L van den Bemd (Community Development Co-ordinator) Mrs JP Davies (Committee Secretary) Funding Applicants Mr C Gardner (Waikato Times) D&F1511/01 APOLOGIES AND LEAVE OF ABSENCE Resolved: (Crs Church/Costar) THAT an apology be received from and leave of absence granted to Cr Hayes. D&F1511/02 D&F1511/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (His Worship the Mayor/Cr Costar) THAT the agenda for a meeting of the Discretionary & Funding Committee held on Monday 9 November 2015 be confirmed and all items therein be considered in open meeting; Discretionary & Funding Committee 1 Minutes: 9 November 2015

73 73 AND THAT the Committee resolves that the following item be added to the agenda as a matter of urgency as advised by the Chairperson: Raglan Community Arts Council. D&F1511/03 DISCLOSURES OF INTEREST Cr Solomon advised members of the committee that she would declare a Conflict of Interest in item 8.1 [Ngaruawahia Community House]. D&F1511/04 CONFIRMATION OF MINUTES Resolved: (Crs Costar/Church) THAT the minutes of a Discretionary & Funding Committee meeting held on Monday 10 August 2015 be confirmed as a true and correct record of that meeting. D&F1511/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the Minutes. D&F1511/06 REPORTS D&F1511/06/1 Summary of Movements in Discretionary Fund Report to 29 October 2015 Item 6.1 Resolved: (His Worship the Mayor/Cr Solomon) THAT the report of the General Manager Strategy & Support - Summary of Movements in Discretionary Funds to 29 October dated 29 October 2015 be received. Discretionary & Funding Committee 2 Minutes: 9 November 2015

74 74 D&F1511/06/2 Summary of Current Grant Request Item 6.2 Resolved: (His Worship the Mayor/Cr McGuire) THAT the report of the General Manager Strategy & Support - Summary of Current Grant Request - be received. D&F1511/07 SCHEDULE OF APPLICATIONS - RURAL WARD All applicants were invited to address the committee to provide background to their respective funding applications. D&F1511/07/1 D&F1511/07/2 D&F1511/07/3 D&F1511/07/4 D&F1511/07/5 Gordonton Tennis Club A representative from Gordonton Tennis Club addressed the committee to provide background to the application and responded to questions raised. Newstead Model Country School Mr Drew Campbell, Principal of Newstead Model Country School and Mrs Jean Gina Walden, PTA representative, addressed the committee to provide background to the application and responded to questions raised. Waikare Golf Club Mrs Irene Teklenburg and Mrs Patricia Gutry addressed the committee to provide background to the application and responded to questions raised. The Districts Messenger Committee Mrs Sharon Jones, President and Mrs Sue Madgewick addressed the committee to provide background to the application and responded to questions raised. Native Forest Restoration Trust Mr Sandy Crichton, Trust Manager and Mr Tim Oliver addressed the committee to provide background to the application and responded to questions raised. D&F1511/08 D&F1511/08/1 SCHEDULE OF APPLICATIONS - EVENTS Ngaruawahia Community House Cr Solomon declared a conflict of interest and withdrew to the gallery, taking no part in discussion. Mrs Anne Ramsay, Manager of Ngaruawahia Community House addressed the committee to provide background to the application and responded to questions raised. Discretionary & Funding Committee 3 Minutes: 9 November 2015

75 75 D&F1511/08/2 D&F1511/08/3 Te Kauwhata Events Committee Inc Mr Colin Hickey, Chairman of the Te Kauwhata Events Committee Inc addressed the committee to provide background to the application and responded to questions raised. Raglan Community Arts Council Inc Mr Ken Soanes, Vice Chairman of the Raglan Community Arts Council addressed the committee to provide background to the application and responded to questions raised. The meeting adjourned at 9.53am and resumed at 10.12am. D&F1511/09 D&F1511/09/1 SCHEDULE OF APPLICATIONS - RURAL WARD Gordonton Tennis Club Item 7.1 Resolved: (His Worship the Mayor/Cr Church) THAT the report of the General Manager Strategy & Support - Application for funding - Gordonton Tennis Club - be received; AND THAT an allocation of $9, is made to the Gordonton Tennis Club towards the cost of upgrading the tennis courts. D&F1511/09/2 Newstead Model Country School Item 7.2 Resolved: (Crs Church/Solomon) THAT the report of the General Manager Strategy & Support - Application for funding - Newstead Model Country School - be received; AND THAT an allocation of $6, is made to the Newstead Model Country School towards the cost of installing a shade sail cover for the school s tennis court area. Discretionary & Funding Committee 4 Minutes: 9 November 2015

76 76 D&F1511/09/3 Waikare Golf Club Item 7.3 Resolved: (Crs Costar/Church) THAT the report of the General Manager Strategy & Support - Application for funding - Waikare Golf Club - be received; AND THAT an allocation of $2, is made to the Waikare Golf Club towards the cost of painting the exterior of the clubhouse. D&F1511/09/4 The Districts Messenger Committee Item 7.4 Resolved: (Cr Church/His Worship the Mayor) THAT the report of the General Manager Strategy & Support - Application for funding - The Districts Messenger Committee - be received; AND THAT an allocation of $2, is made to the Districts Messenger Committee towards the cost of upgrading the computer equipment required to collate the Committee s monthly newspaper. D&F1511/09/5 Native Forest Restoration Trust Item 7.5 The committee requested they be provided with a current set of accounts. Resolved: (His Worship the Mayor/Cr Costar) THAT the report of the General Manager Strategy & Support - Application for funding - Native Forest Restoration Trust - be received; AND THAT an allocation of $5, is made to the Native Forest Restoration Trust towards the cost of a new car parking area at the Ed Hillary Hope Reserve in Waitetuna. Discretionary & Funding Committee 5 Minutes: 9 November 2015

77 77 D&F1511/10 D&F1511/10/1 SCHEDULE OF APPLICATIONS - EVENTS Ngaruawahia Community House Item 8.1 Cr Solomon declared a conflict of interest taking no part in discussion or voting on this matter. Resolved: (His Worship the Mayor/Cr Church) THAT the report of the General Manager Strategy & Support - Application for funding - Ngaruawahia Community House - be received; AND THAT an allocation of $4, is made to the Ngaruawahia Community House towards the cost of hosting the the Point event. D&F1511/10/2 Te Kauwhata Events Committee Inc. Item 8.2 Resolved: (Cr Church/His Worship the Mayor) THAT the report of the General Manager Strategy & Support - Application for funding - Te Kauwhata Community Events Inc. be received; AND THAT an allocation of $2, is made to the Te Kauwhata Community Events Inc. towards the cost of the Te Kauwhata Christmas parade. D&F1511/10/3 Raglan Community Arts Council Add item Resolved: (Crs Church/McGuire) THAT the report of the General Manager - Application for Funding Raglan - Community Arts Council - be received; AND THAT an allocation of $2, is made to the Raglan Community Arts Council towards the cost of the Raglan Arts Weekend 2016 event. Discretionary & Funding Committee 6 Minutes: 9 November 2015

78 78 There being no further business, the meeting was declared closed at 10.37am. Minutes approved and confirmed this day of SD Lynch CHAIRPERSON Minutes2015/D&F/151109_D&F_M.doc Discretionary & Funding Committee 7 Minutes: 9 November 2015

79 79 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 5 November 2015 Prepared By LM Wainwright Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Receipt of Minutes Onewhero-Tuakau Community Board 1. Executive Summary To receive the minutes of the Onewhero-Tuakau Community Board meeting held on Monday 2 November Recommendation THAT the minutes of the meeting of the Onewhero-Tuakau Community Board held on Monday 2 November 2015 be received. Attachment Minutes 2 November 2015 Page 1 of 1 Version 3.0

80 80 MINUTES of a meeting of the Onewhero-Tuakau Community Board held in the Naike Hall, 3613 Highway 22, Naike on MONDAY 2 NOVEMBER 2015 commencing at 7.30pm. Present Mr N Miller (Chairperson) Cr R Costar Cr L Petersen Mrs A Anderson Mr B Cameron Mr R Gee Mrs F Gower Mrs B Watson Attending His Worship the Mayor Mr AM Sanson Mr GJ Ion (Chief Executive) Mrs LM Wainwright (Committee Secretary) Ms G Smith (Sunset Beach Lifeguard Services Inc) Ms C Edwards (Sunset Beach Lifeguard Services Inc) Ms W Hamerton (Naike Community Incorporated Society) Ms A Guard (Onewhero Area School) Mrs P Barber (Onewhero Rugby Club) Mr S Foote (Opuatia Community Centre) Ms F Coker-Grey (Glen Murray Community Equestrian Centre) Ms F Coker-Grey (Pukekawa School) Ms J Poland (Adult Literacy Trust Port Waikato) Ms C Ramsey (Adult Literacy Trust Port Waikato) Mr R Bell (Lions Club of Tuakau Inc.) Members of the public OTCB1511/01 APOLOGIES AND LEAVE OF ABSENCE All members were present. Waikato District Council Onewhero-Tuakau Community Board 1 Minutes: 2 November 2015

81 81 OTCB1511/02 OTCB1511/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Ms Gower/Mr Miller) THAT the agenda for a meeting of the Onewhero-Tuakau Community Board held on Monday 2 November 2015 be confirmed and all items therein be considered in open meeting; AND THAT in accordance with Standing Order the order of business be changed with agenda item 6.12 [Onewhero-Tuakau Issues and Works Report] being considered after agenda item 5. OTCB1511/03 DISCLOSURES OF INTEREST Cr Costar advised members of the Board that she would declare a conflict of interest in item 6.4 [Onewhero Area School]. Ms Gower advised members of the Board that she would declare a conflict of interest in item 6.2 [Sunset Beach Lifeguard Services]. OTCB1511/04 CONFIRMATION OF MINUTES Resolved: (Mr Miller/Cr Costar) THAT the minutes of a meeting of the Onewhero-Tuakau Community Board held on Monday 7 September 2015 be confirmed as a true and correct record of that meeting. OTCB1511/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. Waikato District Council Onewhero-Tuakau Community Board 2 Minutes: 2 November 2015

82 82 OTCB1511/06 OTCB1511/06/1 REPORTS Works & Issues Report Item 6.12 Resolved: (Mr Miller/Mr Gee) THAT the report of the Chief Executive Works and Issues Report be received. OTCB1511/06/2 Discretionary Fund Report to 21 October 2015 Item 6.1 Resolved: (Mrs Anderson/Cr Costar) THAT the report of the General Manager Strategy & Support Discretionary Fund Report to 21 October 2015 dated 22 October 2015 be received; AND THAT the Tuakau Community Day funds of $ (Resolution No. OTCB1311/12/3) be returned to the pool; AND FURTHER THAT the ANZAC Day funds of $1, (Resolution No. OTCB1503/17/5) be returned to the pool. OTCB1511/06/3 Application for Funding Sunset Beach Lifeguard Services Inc. Item 6.2 Ms Gower declared a conflict of interest and did not take part in discussion or voting on this item. Resolved: (Cr Petersen/Mrs Watson) THAT the report of the General Manager Strategy & Support Application for funding Sunset Beach Services Inc. be received; AND THAT an allocation of $4, is made to Sunset Beach Lifeguard Service Inc. towards the cost of the lifeguard programme over the summer of 2015/2016. Waikato District Council Onewhero-Tuakau Community Board 3 Minutes: 2 November 2015

83 83 OTCB1511/06/4 Application for Funding Naike Community Incorporated Society Item 6.3 Resolved: (Mr Miller/Mr Gee) THAT the report of the General Manager Strategy & Support Application for funding Naike Community Incorporated Society be received; AND THAT an allocation of $7, is made to the Naike Community Incorporated Society towards the cost replacing the roof on the community centre building. OTCB1511/06/5 Application for Funding Onewhero Area School Item 6.4 Cr Costar declared a conflict of interest and did not take part in discussion or voting on this item. Resolved: (Mr Gee/Mr Cameron) THAT the report of the General Manager Strategy & Support Application for funding Onewhero Area School be received; AND THAT an allocation of $3, is made to Onewhero Area School towards the cost of purchasing a defibrillator. OTCB1511/06/6 Application for Funding Onewhero Rugby Football Club Item 6.5 Resolved: (Cr Costar/Mrs Anderson) THAT the report of the General Manager Strategy & Support Application for funding - Onewhero Rugby Football Club be received; AND THAT an allocation of $4, is made to Onewhero Rugby Football Club towards the cost of having plans drafted for the extension of the Rugby Club facility. Waikato District Council Onewhero-Tuakau Community Board 4 Minutes: 2 November 2015

84 84 OTCB1511/06/7 Application for Funding Opuatia Hall Committee Item 6.6 Resolved: (Mrs Anderson/Mrs Watson) THAT the report of the General Manager Strategy & Support Application for funding - Opuatia Hall Committee be received; AND THAT an allocation of $5, is made to Opuatia Hall Committee towards the cost of painting the interior of the community hall facility. OTCB1511/06/8 Application for Funding Glen Murray Community Equestrian Centre Item 6.7 Resolved: (Cr Costar/Mrs Anderson) THAT the report of the General Manager Strategy & Support Application for funding Glen Murray Community Equestrian Centre be received; AND THAT an allocation of $1, is made to the Glen Murray Community Equestrian Centre towards the cost of upgrading the access track leading into the club s equestrian grounds. OTCB1511/06/9 Application for Funding Pukekawa School Item 6.8 Resolved: (Mr Miller/Mrs Watson) THAT the report of the General Manager Strategy & Support Application for funding Pukekawa School be received; AND THAT an allocation of $ is made to the Pukekawa School towards the running of the school pool for community use. Waikato District Council Onewhero-Tuakau Community Board 5 Minutes: 2 November 2015

85 85 OTCB1511/06/10 Application for Funding Adult Literacy Trust Item 6.9 Resolved: (Cr Petersen/Cr Costar) THAT the report of the General Manager Strategy & Support Application for funding Adult Literacy Trust be received; AND THAT an allocation of $2, is made to Adult Literacy Trust towards the cost of purchasing resource material and equipment required for the adult online learning course. OTCB1511/06/11 Application for Funding Lions Club of Tuakau Inc. Item 6.10 Resolved: (Cr Costar/Ms Gower) THAT the report of the General Manager Strategy & Support Application for funding Lions Club of Tuakau Inc. be received; AND THAT an allocation of $1, is made to the Lions Club of Tuakau Inc. towards the cost the Tuakau Community Christmas parade. OTCB1511/06/12 Application for Funding Lions Club of Tuakau Inc. Item 6.11 Resolved: (Mr Miller/Mr Gee) THAT the report of the General Manager Strategy & Support Application for funding Lions Club of Tuakau Inc. be received; AND THAT an allocation of $4, is made to the Lions Club of Tuakau Inc. towards the cost of replacing the Christmas flags and decorations for the Tuakau town centre. Waikato District Council Onewhero-Tuakau Community Board 6 Minutes: 2 November 2015

86 86 OTCB1511/06/13 Date and Time of 2016 Meetings Item 6.13 Resolved: (Mr Miller/Mrs Anderson) THAT the report of the Chief Executive Date and Time of 2016 Meetings - be received; AND THAT Onewhero-Tuakau Community Board meetings for the 2016 year be scheduled as follows: Month Location Time February Waikaretu 7.30pm March Tuakau 4.30pm May Tuakau 4.30pm June Onewhero 7.30pm August Tuakau 4.30pm September Glen Murray 7.30pm November To be advised by new Board December To be advised by new Board OTCB1511/06/14 Chairperson s Monthly Report Item 6.14 The chair provided an overview of meetings he had attended. OTCB1511/06/15 Councillors and Community Board Members Reports Item 6.15 Councillors and members provided a brief update on district issues. There being no further business, the meeting was declared closed at 9.33pm. Minutes approved and confirmed this day of N Miller CHAIRPERSON Minutes2015/OTCB/ OTCB Minutes Waikato District Council Onewhero-Tuakau Community Board 7 Minutes: 2 November 2015

87 87 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 11 November 2015 Prepared By RJ Gray Council Support Manager Chief Executive Approved Y DWS Document Set # Report Title Receipt of Minutes Taupiri Community Board 1. Executive Summary The minutes of a meeting of the Taupiri Community Board held on Monday 9 November 2015 are submitted for receipt. 2. Recommendation THAT the minutes of a meeting of the Taupiri Community Board held on Monday 9 November 2015 be received. 3 Attachments Minutes Page 1 of 1 Version 3.0

88 88 MINUTES of a meeting of the Taupiri Community Board held in the Memorial Hall, Greenlane Road, Taupiri on MONDAY 9 NOVEMBER 2015 commencing at 6.30pm. Present Mr K Clewlow (Chairperson) Mrs E Gouk Mr WF Hansen Mrs K Kohu [from 6.34pm] Mr H Lovell Mrs J Ross [from 6.43pm] Cr MR Solomon Attending Ms S Duignan (General Manager Customer Support) Mrs RJ Gray (Council Support Manager) Mrs L van den Bemd (Community Development Co-ordinator) Mr V Hitchman (Taupiri Bowling Club) TCB1511/01 APOLOGIES AND LEAVE OF ABSENCE Resolved: (Mr Lovell/Mrs Gouk) THAT an apology be received from and leave of absence granted to Cr Gibb; AND THAT an apology for lateness be received from Mrs Ross. TCB1511/02 TCB1511/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Mr Hansen/Mr Lovell) THAT the agenda for the meeting of the Taupiri Community Board held on Monday 9 November 2015 be confirmed and all items therein be considered in open meeting; AND THAT agenda item 6.1 be withdrawn from the agenda: NZ Police Inspector Hassan. Waikato District Council Taupiri Community Board 1 Minutes: 9 November 2015

89 89 Mrs Kohu entered the meeting [6.34pm] during discussion on the above item and was present when voting took place. TCB1511/03 DISCLOSURES OF INTEREST There were no declarations of interest noted. TCB1511/04 CONFIRMATION OF MINUTES Resolved: (Mr Lovell/Mrs Gouk) THAT the minutes of a meeting of the Taupiri Community Board held on Monday 14 September 2015 be confirmed as a true and correct record of that meeting. TCB1511/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. TCB1511/06 TCB1511/06/1 REPORTS NZ Police Inspector Hassan Item 6.1 This item was withdrawn from the agenda. TCB1511/06/2 Discretionary Fund Report Item 6.2 Resolved: (Mrs Gouk/Mr Lovell) THAT the report of the General Manager Strategy & Support Discretionary Fund Report dated 29 October 2015 be received. Waikato District Council Taupiri Community Board 2 Minutes: 9 November 2015

90 90 TCB1511/06/3 Application for Funding: Taupiri Bowling Club Item 6.3 The Community Development Co-ordinator introduced Mr Hickman who provided an overview of the application for funding. Resolved: (Mrs Gouk/Mrs Kohu) THAT the report of the General Manager Strategy & Support - Application for Funding: Taupiri Bowing Club Inc be received; AND THAT an allocation of $ be made to the Taupiri Bowling Club Inc. towards the cost of re painting the windows of the Club s facility and the fence surrounding the bowling green area. Mrs Ross entered the meeting [6.43pm] during discussion on the above item and was present when voting took place. TCB1511/06/4 Taupiri Information Signage Item 6.4 Tabled: District Plan Map Taupiri 20.5 Location of Taupiri Bus Stop Resolved: (Mrs Gouk/Mrs Kohu) THAT the report of the General Manager Customer Support - Taupiri Information Signage - be received; AND THAT the Information Signage be erected on Council land, just beyond Hopin Stopin Café, at a site that meets the agreement of the members. Waikato District Council Taupiri Community Board 3 Minutes: 9 November 2015

91 91 TCB1511/06/5 Taupiri Works and Issues Report Item 6.5 Additional items discussed: Community board workshop School dental clinic removed Link communication concern with poor service from Council with graffiti, water meters, signage and street cleaning. Resolved: (Mrs Ross/Mrs Gouk) THAT the report of the General Manager Customer Support Taupiri Works and Issues Report dated 1 November 2015 be received. TCB1511/06/6 Chairperson s Report Item 6.6 Resolved: (Mr Clewlow/Mrs Kohu) THAT the report of the Chairperson Chairperson s Report - be received. TCB1511/06/7 Councillors Report Item 6.7 Cr Solomon provided an update of issues considered by Council. There being no further business, the meeting was declared closed at 8.01pm. Minutes approved and confirmed this day of Mr K Clewlow CHAIRPERSON Minutes2015/TCB/151109_TCB_M.doc Waikato District Council Taupiri Community Board 4 Minutes: 9 November 2015

92 92 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 12 November 2015 Prepared By LM Wainwright Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Receipt of Raglan Community Board Minutes 1. Executive Summary To receive the minutes of the Raglan Community Board meeting held on Tuesday 10 November Recommendation THAT the minutes of the meeting of the Raglan Community Board held on Tuesday 10 November 2015 be received. 3. Attachments RCB Minutes 10 November 2015 Page 1 of 1 Version 3.0

93 93 MINUTES of a meeting of the Raglan Community Board held in the Supper Room, Town Hall, Bow Street, Raglan on TUESDAY 10 NOVEMBER 2015 commencing at 6.00pm. Present Mr A Vink (Chairperson) Cr JC Baddeley [until 8.25pm] Mr BT Dixon Mr M Holl Mr R MacLeod Ms L Thomson Ms K Murphy Attending Mr V Ramduny (Acting General Manager Strategy & Support) Mr SJ Soanes (Committee Secretary) Mr R McCullough (Regulatory Manager) Mr C Birkett (Monitoring Team Leader) Mr N Boucher (NZ Police) Ms J Addenbrooke (Waikato Regional Council) Ms F Edwards (West Coast Health Charitable Trust) Mr N Peart (Surfside Christian Life Centre) RCB1511/01 APOLOGIES AND LEAVE OF ABSENCE All members were present. RCB1511/02 RCB1511/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Mr Vink/Mr MacLeod) THAT the agenda for a meeting of the Raglan Community Board held on Tuesday 10 November 2015 be confirmed and all items therein be considered in open meeting; AND THAT in accordance with Standing Order the order of business be changed with agenda item 8.2 [CBD plan/raglan Community Board Parking Report] being considered after agenda item 7.4; AND FURTHER THAT in accordance with Standing Order the order of business be changed with agenda item 8.6. [Communications - Engagement Plan] being considered after agenda item Waikato District Council Raglan Community Board 1 Minutes: 10 November 2015

94 94 RCB1511/03 DISCLOSURES OF INTEREST Mr MacLeod advised members of the Board that he would declare a conflict of interest in item 7.2 [Application for Funding Raglan Lions Club]. RCB1511/04 CONFIRMATION OF MINUTES Resolved: (Mr Vink/Mr MacLeod) THAT the minutes of a meeting of the Raglan Community Board held on Tuesday 8 September 2015 be confirmed as a true and correct record of that meeting. RCB1511/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. RCB1511/06 SPEAKERS Ms J Addenbrooke, representative of Waikato Regional Council, addressed the Board on the Integrated Catchment Management Programme West Coast Zone. Ms F Edwards, representative of West Coast Health Charitable Trust, addressed the Board on Project Build It. Mr N Boucher, representative of NZ Police, addressed the Board on Police presence and potential liquor ban issues over the coming summer period. RCB1511/07 REPORTS RCB1511/07/1 Discretionary Fund Report to 29 October 2015 Item 7.1 Resolved: (Mr Vink/Mr Holl) THAT the report of the General Manager Strategy & Support Discretionary Fund Report to 29 October 2015 dated 29 October 2015 be received. Waikato District Council Raglan Community Board 2 Minutes: 10 November 2015

95 95 RCB1511/07/2 Application for Funding Raglan Lions Club Item 7.2 Mr MacLeod withdrew to the public gallery and took no part in voting on this item. Resolved: (Mr Holl/Ms Thomson) THAT the report of the General Manager Strategy & Support Application for funding - Raglan Lions Club be received; AND THAT an allocation of $1, is made to the Raglan Lions Club towards the cost of the New Year s Eve parade. RCB1511/07/3 Application for Funding Surfside Christian Life Centre Item 7.3 Resolved: (Mr Dixon/Mr Vink) THAT the report of the General Manager Strategy & Support Application for funding - Surfside Christian Life Centre be received; AND THAT an allocation of $3, is made to the Surfside Christian Life Centre towards the cost of the Christmas in the Park event. RCB1511/07/4 Raglan Carparking and Monitoring Item 7.4 The Regulatory Manager and the Monitoring Team leader presented their suggested amendments to the parking schedule to the Board. The Board discussed: How to prevent vehicles parking on the centre islands in the CBD, including signs, bollards, rocks Should motor cycles be allowed to park on the islands Extra parking enforcement over the summer Proposed Freedom Camping Bylaw Liquor Ban signage Raglan Wharf boat parking no parking space to be occupied for more than 2 days. Waikato District Council Raglan Community Board 3 Minutes: 10 November 2015

96 96 Resolved: (Mr Vink/Mr MacLeod) THAT the report of the General Manager Strategy & Support Raglan Carparking and Monitoring dated 29 October 2015 be received. RCB1511/07/5 CBD Plan/Raglan Community Board Parking Report Item 8.2 Mr Holl and Ms Thomson presented their findings to the Board. Resolved: (Mr Vink/Mr MacLeod) THAT the report Raglan Community Board CBD Parking Report Phase 1 be received; AND THAT the Raglan Community Board makes a submission in relation to parking time limits in the CBD; AND FURTHER THAT the Raglan Community Board resolves to pursue temporary business-staff parking options over the peak period in conjunction with Waikato District Council and any other relevant parties; AND FURTHER THAT Bankart Street parking be time limited to 2 hours. RCB1511/07/6 West Coast Tsunami Study Update Item 7.5 Resolved: (Mr Vink/Mr Holl) THAT the report of the General Manager Customer Support West Coast Tsunami Study Update be received. Waikato District Council Raglan Community Board 4 Minutes: 10 November 2015

97 97 RCB1511/07/7 Raglan Works & Issues Report Item 7.6 Resolved: (Mr MacLeod/Ms Thomson) THAT the report of the General Manager Strategy & Support Raglan Works & Issues Report be received; AND THAT the Discretionary Fund Issue on the Works and Issues Register be removed as completed. RCB1511/07/8 Communications Item 8.6 Ms Murphy and Ms Thomson presented the draft Engagement Plan for the consideration of the Board. Resolved: (Mr Holl/Ms Thomson) THAT the Board adopt the Raglan Community Board Engagement Plan as presented. RCB1511/07/9 Pre-Meeting Forum Item 7.7 Raglan Ramblers proposed names for trail signs and Maori wording Cr Baddeley to follow up. Christmas in the Park event control including parking and liquor. Mr N Peart advised of the arrangements to date. Civil Defence and Shakeout Day - Mr Macleod explained the assembly points and rumoured liquefaction in Raglan. Complaints about lack of roadside spraying between Raglan and Whale Bay - advised to complete a service request in the first instance. When will Council begin dialogue on the Wastewater consent renewal process? A recommendation that the Raglan Community Board model their engagement process on Omokoroa, including taking meetings out to the community on a bi-monthly basis. Public comments about Whaingaroa Environmental Defence should be addressed to that organisation in the first instance. Issues around parking at the wharf. Waikato District Council Raglan Community Board 5 Minutes: 10 November 2015

98 98 RCB1511/07/10 Chairperson s Monthly Report Item 7.8 The Chairperson advised that there is a possibility that WINTEC could consider running Environmental Management and Trades related courses in Raglan should there be a need in the future. Resolved: (Mr Holl/Ms Thomson) THAT the report of the Raglan Community Board Chairperson (Chairperson s Monthly Report) - be received. RCB1511/0711 Councillor s Report Item 7.9 Traffic count on Main Road Renewal of Xtreme Waste contract Library safety issues Puriri Park boat ramp and revetment work Thirsty Liquor Shop licence approved at High Court level Waingaro Hot pools compliance issues Stormwater reticulation review Wainui Road vehicle entranceway issues Cr Baddeley retired from the meeting [8.25pm]. RCB1511/08 RCB1511/08/1 BOARD MEMBERS REPORTS Board and Stakeholder Relationships Item 8.1 It was noted by the Chairperson that changing the meeting times to 6pm had not produced the desired outcome of more members of the public attending, and it was also likely that it is not very convenient for staff to attend so late in the evening. RCB1511/08/2 Civil Defence Item 8.3 Nil to report. RCB1511/08/3 Cultural Liaison Item 8.4 Board members will be invited to a hui at Whatawhata next year. Waikato District Council Raglan Community Board 6 Minutes: 10 November 2015

99 RCB1511/08/4 Placemaking Item 8.5 Nil to report. 99 There being no further business, the meeting was declared closed at 9.13 pm. Minutes approved and confirmed this day of Mr A Vink CHAIRPERSON Minutes2015/RCB/ RCB M.doc Waikato District Council Raglan Community Board 7 Minutes: 10 November 2015

100 100 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 2 December 2015 Prepared By JP Davies Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Receipt of Ngaruawahia Community Board Minutes November and December Executive Summary The minutes for meetings of the Ngaruawahia Community Board held on Tuesday 10 November 2015 and Tuesday 1 December 2015 are submitted for receipt. 2. Recommendation THAT the minutes of meetings of the Ngaruawahia Community Board held on Tuesday 10 November 2015 and Tuesday 1 December 2015 be received. 3 Attachments Attachment Minutes (November and December) Page 1 of 1 Version 3.0

101 101 MINUTES of a meeting of the Ngaruawahia Community Board held in Committee Rooms 1 & 2, District Office, 15 Galileo Street, Ngaruawahia on TUESDAY 10 NOVEMBER 2015 commencing at 6.05pm. Present: Mrs PJ Forsyth (Chairperson) Cr MR Solomon Mr JH Ayers Mrs W Diamond Ms M Tukere Attending: His Worship the Mayor, Mr AM Sanson Ms S Duignan (General Manager Customer Support) Mrs JP Davies (Committee Secretary) Inspector N Hassan (New Zealand Police) Mrs K Kahu (Taupiri Community Board) Mr C Simons Mr D Vowles Mrs J Willey Members of staff: Mrs A Parquist (Customer Delivery Manager) Mr E Tamati (Customer Delivery Officer) Mr J Barton (Customer Delivery Officer) Mrs P Randall (Customer Delivery Officer) NCB1511/01 Amendment made. Refer NCB1512/04. APOLOGIES AND LEAVE OF ABSENCE Resolved: (Mrs Diamond/Mr Ayers) THAT an apology be received from and leave of absence granted to Mr Whetu. It was noted that Leave of Absence was granted to Cr Gibb at the Council Meeting held on 13 April 2015 [WDC1504/06/1/9/2 refers]. Ngaruawahia Community Board 1 Minutes: 10 November 2015

102 102 NCB1511/02 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Ms Tukere/Mrs Diamond) THAT the agenda for a meeting of the Ngaruawahia Community Board held on Tuesday 10 November 2015 be confirmed and all items therein be considered in open meeting. NCB1511/03 DISCLOSURES OF INTEREST There were no declarations of interest noted. NCB1511/04 CONFIRMATION OF MINUTES Resolved: (Mrs Diamond/Mr Ayers) THAT the minutes of a meeting of the Ngaruawahia Community Board held on Tuesday 8 September 2015 be confirmed as a true and correct record of that meeting. NCB1511/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the Minutes. NCB1511/06 NCB1511/06/1 REPORTS New Zealand Police Inspector Hassan Item 6.1 Inspector Hassan addressed the Board and provided an overview of her role in the district. Resolved: (Mrs Diamond/Ms Tukere) THAT the report of the General Manager Strategy & Support - New Zealand Police - Inspector Hassan - be received. Ngaruawahia Community Board 2 Minutes: 10 November 2015

103 NCB1511/06/2 Discretionary Fund Report to 29 October 2015 Item 6.2 Resolved: (Mrs Diamond/Mr Ayers) THAT the report of the Acting General Manager Strategy & Support - Discretionary Fund Report to 29 October 2015 dated 29 October 2015 be received; AND THAT the following commitments be made for the following projects: $700 be allocated towards the 2016 Anzac Day ceremony $300 towards workshop expenses $1,200 towards the community newsletter $10,000 towards the adult playground fitness proposal AND FURTHER THAT the commitment of $1,000 for the Skate Park Open Day be returned to the discretionary fund. 103 NCB1511/06/3 Ngaruawahia Structure Plan Update Item 6.3 Discussion took place on a recent workshop. The General Manager Customer Support will arrange for a presentation to be made to the December Community Board meeting. Resolved: (Cr Solomon/Mr Ayers) THAT the report of the General Manager Strategy & Support Ngaruawahia Structure Plan update - be received; AND THAT a further report will be presented to the December 2015 meeting detailing the Ngaruawahia Structure Plan. Ngaruawahia Community Board 3 Minutes: 10 November 2015

104 104 NCB1511/06/4 Ngaruawahia Issues and Works Report Item 6.4 The Board was advised that the light on the Cross was not working. The General Manager Customer Support will arrange for repair to be undertaken. Resolved: (Ms Tukere/Mrs Diamond) THAT the report of the General Manager Customer Support - Ngaruawahia Issues and Works Report - dated 1 November 2015 be received. NCB1511/06/5 Ngaruawahia Community Board Resolution/Action Register Item 6.5 Resolved: (Mrs Diamond/Mr Ayers) THAT the report of the General Manager Customer Support - Ngaruawahia Community Board Resolution/ Action Register - dated 1 November 2015 be received; AND THAT the following items be added to the Register: Jetty on Waipa River in relation to launching canoes particularly for the Waipa School Adult fitness centre. NCB1511/06/6 Community Board Chair Report Item 6.6 The Chair advised there were no additional items to discuss. NCB1511/06/7 Councillor s Report Item 6.7 Cr Solomon provided a verbal update on Council issues for the information of the Board. Ngaruawahia Community Board 4 Minutes: 10 November 2015

105 105 NCB1511/06/8 Board Members Report Add item Board members advised of matters of interest or concern within the community. NCB1511/06/9 Mayoral Verbal Report Add item His Worship the Mayor provided background to recent official functions and events within the district. He advised the Waikato district is the 5 th fastest developing district within the country with an emphasis on overseas investment. There being no further business, the meeting was declared closed at 7.09pm. Minutes approved and confirmed this day of December PJ Forsyth (Mrs) CHAIRPERSON Minutes2015\NCB\151110_NCB_M.doc Ngaruawahia Community Board 5 Minutes: 10 November 2015

106 106 MINUTES of a meeting of the Ngaruawahia Community Board held in Committee Rooms 1 & 2, District Office, 15 Galileo Street, Ngaruawahia on TUESDAY 1 DECEMBER 2015 commencing at 6.07pm. Present: Mrs PJ Forsyth (Chairperson) Cr JM Gibb Cr MR Solomon [from 7.04pm] Mr JH Ayers Mr BJ Sherson Mr J Whetu Attending: Ms S Duignan (General Manager Customer Support) Mrs JP Davies (Committee Secretary) Mrs B Connolly (Senior Policy Planner) Mrs K Kahu (Taupiri Community Board) Mr D Totman (Strategic Planning Project Manager) Mr D Vowles NCB1512/01 APOLOGIES AND LEAVE OF ABSENCE Resolved: (Mr Whetu/Mr Ayers) THAT an apology be received from and leave of absence granted to Mrs Diamond and Ms Tukere. It was noted that Miss Salem Waters was unable attend the meeting. NCB1512/02 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Mr Sherson/Cr Gibb) THAT the agenda for a meeting of the Ngaruawahia Community Board held on Tuesday 1 December 2015 be confirmed and all items therein be considered in open meeting. Ngaruawahia Community Board 1 Minutes: 1 December 2015

107 107 NCB1512/03 DISCLOSURES OF INTEREST There were no declarations of interest noted. NCB1512/04 CONFIRMATION OF MINUTES Resolved: (Mr Ayers/Mrs Forsyth) THAT the minutes of a meeting of the Ngaruawahia Community Board held on Tuesday 10 November 2015 be confirmed as a true and correct record of that meeting subject to the inclusion of an apology from Mr Sherson. NCB1512/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the Minutes. NCB1512/06 NCB1512/06/1 REPORTS Ngaruawahia Structure Plan Update Item 6.1 The Senior Policy Planner and the Strategic Planning Project Manager addressed the Board and provided background information on the current timeline for the development of the Structure Plan. They advised there are two processes one being the structure plan and the second being the rezoning process. Discussion took place on appropriate consultation methods within the community. The planning staff will attend a structure plan workshop to be held at 6.30pm on 2 February 2016 for the Board to consider a concept or draft structure plan. A report will then be presented to the February meeting. Resolved: (Mr Sherson/Mr Whetu) THAT the report of the General Manager Strategy & Support - Ngaruawahia Structure Plan Update - be received. Ngaruawahia Community Board 2 Minutes: 1 December 2015

108 NCB1512/06/2 Discretionary Fund Report to 19 November 2015 Item 6.2 Tabled: Replacement page 22 Resolved: (Cr Gibb/Mr Sherson) THAT the report of the General Manager Strategy & Support Discretionary Fund Report to 19 November 2015 dated 19 November 2015 be received. 108 NCB1512/06/3 Project Accountability Form Item 6.3 Resolved: (Mr Whetu/Mr Ayers) THAT the report of the General Manager Strategy & Support - Project Accountability Form - be received; AND THAT the Ngaruawahia Community Board notes that the following amount has been spent: Newcastle Kindergarten $500. NCB1512/06/4 Ngaruawahia Issues and Works Report Item 6.4 Resolved: (Mr Sherson/Mr Whetu) THAT the report of the General Manager Customer Support - Ngaruawahia Issues and Works Report - dated 1 December 2015 be received. Cr Solomon entered the meeting [7.04pm] during discussion on the above item and was present when voting took place. Ngaruawahia Community Board 3 Minutes: 1 December 2015

109 109 NCB1512/06/5 Ngaruawahia Community Board Resolution/Action Register Item 6.5 Resolved: (Mr Ayers/Cr Gibb) THAT the report of the General Manager Customer Support - Ngaruawahia Community Board Resolution/Action Register - dated 1 December 2015 be received. NCB1512/06/6 Chairperson s Report Verbal Report Agenda Item 6.6 The Chair advised there were no new items to discuss with the Board at this time. NCB1512/06/7 Councillor s Report Verbal Report Agenda Item 6.7 Cr Gibb provided a verbal update on Council issues for the information of the Board. NCB1512/06/8 Board Members Report Verbal Report Add item Mr Ayers and Mr Sherson each provided a verbal update on matters for the information of the Board. There being no further business, the meeting was declared closed at 7.25pm. Minutes approved and confirmed this day of February PJ Forsyth (Mrs) CHAIRPERSON Minutes2015\NCB\151201_NCB_M.doc Ngaruawahia Community Board 4 Minutes: 1 December 2015

110 110 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 18 November 2015 Prepared By RJ Gray Council Support Manager Chief Executive Approved Y DWS Document Set # Report Title Receipt of Huntly Community Board Minutes November Executive Summary The minutes of a meeting of the Huntly Community Board held on Tuesday 17 November 2015 are submitted for receipt. 2. Recommendation THAT the minutes of a meeting of the Huntly Community Board held on Tuesday 17 November 2015 be received. 3 Attachments Minutes Page 1 of 1 Version 3.0

111 111 MINUTES of a meeting of the Huntly Community Board held in the Riverside Room, Civic Centre, Main Street, Huntly on TUESDAY 17 NOVEMBER 2015 commencing at 6.00pm. Present Mrs S Stewart (Chairperson) Cr SD Lynch Cr GS Tait Ms K Bredenbeck Mr R Farrar Mrs D Lamb Mr BR Mounsey Attending Mr AM Sanson (His Worship the Mayor) Mr TG Whittaker (General Manager Strategy & Support) Mrs RJ Gray (Council Support Manager) Mr A Henderson (Youth Representative Youth Action Group) Mr K Tamihana (Co-ordinator Youth Action Group) Mr M Lynch (Huntly Events Committee) Mr O Mounsey (Lakeside Christian Life Centre) Mr B Horrox (Huntly Aquatic Centre) Mr T McKenzie (Genesis Energy) Mr R Soepnel (Genesis Energy) HCB1511/01 APOLOGIES AND LEAVE OF ABSENCE Resolved: (Cr Lynch/Cr Tait) THAT an apology be received from and leave of absence granted to Mrs Boyde. HCB1511/02 HCB1511/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Cr Tait/Ms Bredenbeck) THAT the agenda for a meeting of the Huntly Community Board held on Tuesday 17 November be confirmed and all items therein be considered in open meeting. Waikato District Council Huntly Community Board 1 Minutes: 17 November 2015

112 112 HCB1511/03 DISCLOSURES OF INTEREST There were no declarations of interest noted. HCB1511/04 CONFIRMATION OF MINUTES Resolved: (Cr Tait/Mr Farrar) THAT the minutes of a meeting of the Huntly Community Board held on Tuesday 15 September 2015 be confirmed as a true and correct record of that meeting. HCB1511/05 HCB1511/05/1 MATTERS ARISING FROM THE MINUTES Huntly Community Plan Reporting Frequency [HCB1509/06/3] It was agreed a regular reminder be sent to the members regarding reporting on the community plan. HCB1511/06 HCB1511/06/1 HCB1511/06/1/1 REPORTS Discretionary Fund Report to 6 November 2015 Agenda Item: 6.1 Resolved: (Mrs Lamb/Mr Mounsey) THAT the report of the General Manager Strategy & Support Discretionary Fund Report to 6 November 2015 dated 6 November 2015 be received. HCB1511/06/1/2 Resolved: (Mrs Stewart/Cr Lynch) THAT $1,194.00, resolution no 1406/06/6, [Establish a Comprehensive Database of Businesses and Community Groups] be returned to the pool. HCB1511/06/1/3 Resolved: (Cr Tait/Ms Bredenbeck) THAT the board allocates up to $300 towards an end of year function. Waikato District Council Huntly Community Board 2 Minutes: 17 November 2015

113 113 HCB1511/06/2 Application for Funding Huntly Events Committee Agenda Item: 6.2 Resolved: (Ms Bredenbeck/Cr Lynch) THAT the report of the General Manager Strategy & Support - Application for funding Huntly Events Committee - be received; AND THAT an allocation of $2, be made to the Huntly Events Committee towards the cost of the community Christmas parade. HCB1511/06/3 Application for Funding Lakeside Christian Life Centre Agenda Item: 6.3 Resolved: (Cr Lynch/Mr Farrar) THAT the report of the General Manager Strategy & Support - Application for funding Lakeside Christian Life Centre - be received; AND THAT an allocation of $1, be made to Lakeside Christian Life Centre towards the cost of the Community Christmas Carols event. HCB1511/06/4 Application for Funding Huntly Aquatic Centre Agenda Item: 6.4 Mr Horrox provided a brief overview regarding the application for funding. Resolved: (Cr Lynch/Mrs Lamb) THAT the report of the General Manager Strategy & Support - Application for Funding Huntly Aquatic Centre - be received; AND THAT an allocation of $2, be made to the Huntly Aquatic Centre towards the cost of hosting a triathlon event for the children of Huntly. Waikato District Council Huntly Community Board 3 Minutes: 17 November 2015

114 114 HCB1511/06/5 Presentation from Genesis Energy Agenda Item: 6.5 Mr Soepnel and Mr McKenzie were in attendance to provide an update on Genesis Energy. Resolved: (Mr Mounsey/Mrs Lamb) THAT the report of the General Manager Strategy & Support Presentation from Genesis Energy - be received. HCB1511/06/6 New Zealand Police Inspector Hassan Agenda Item: 6.6 Inspector Hassan introduced herself as the new Area Commander who has a term of at least three years in this role working out of Huntly. She also spoke of the area she is involved with from Meremere to Benneydale. Inspector Hassan advised that she is currently building a long-term strategy to be signed off by the end of 2015 and looks forward to assisting in this area becoming a safe environment. Resolved: (Mr Mounsey/Mrs Lamb) THAT the report of the General Manager Strategy & Support New Zealand Police Inspector Hassan be received. HCB1511/06/7 Huntly Works & Issues Agenda Item: 6.7 Additional items discussed: - Information on the roading works programme, community board project list and the footpaths work programme will be appended to this report each month. Resolved: (Mrs Lamb/Mr Mounsey) THAT the report of the General Manager Strategy & Support Huntly Works & Issues be received. Waikato District Council Huntly Community Board 4 Minutes: 17 November 2015

115 115 HCB1511/06/8 Waikato Coalfields Museum Chairperson s Quarterly Report 1 July 2015 to 30 September 2015 Agenda Item: 6.8 Resolved: (Crs Tait/Lynch) THAT the report of the General Manager Service Delivery Waikato Coalfields Museum Chairperson s Quarterly Report - 1 July 2015 to 30 September be received. HCB1511/06/9 Chairperson s Report Agenda Item: 6.9 The Chair spoke of her attendance at the service for the late Mr James Read. She also spoke of the hindrance to business development opportunities in Huntly, and the image of the town owing to the lack of maintenance by the contractor. Resolved: (Mrs Lamb/Cr Lynch) That the board acknowledges the passing of James Read, a previous elected member of the Huntly Community Board and his contribution to the community. HCB1511/06/10 Councillors Report Agenda Item: 6.10 Cr Lynch provided an update on recent Council issues. There being no further business, the meeting was declared closed at 7.26pm. Minutes approved and confirmed this day of S Stewart (Mrs) CHAIRPERSON Minutes2015/HCB/151117_HCB_M.docx Waikato District Council Huntly Community Board 5 Minutes: 17 November 2015

116 116 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 12 November 2015 Prepared By LM Wainwright Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Receipt of Te Kauwhata Community Committee Minutes 1. Executive Summary To receive the minutes of the Te Kauwhata Community Committee held on Wednesday 4 November Recommendation THAT the minutes of the meeting of the Te Kauwhata Community Committee held on Wednesday 4 November 2015 be received. 3. Attachments TKCC Minutes 4 November 2015 Page 1 of 1 Version 3.0

117 117 MINUTES of a meeting of the Te Kauwhata Community Committee held at the St John Ambulance Rooms, 4 Baird Avenue, Te Kauwhata, on WEDNESDAY 4 NOVEMBER 2015 at 7.00pm. Present Ms T Grace (Chairperson) Cr JD Sedgwick Mr D Boyde Mr J Cunningham Mr K Dawson Mr D Hardwick Mr B Weaver Mrs H Dillon (Secretary) Attending Mr TN Harty General Manager Service Delivery Mr A Khan (Project Manager, NZTA) Mr M Hosking (Te Kauwhata Health Awareness Society) Constable G Barnes (NZ Police) TKCC1511/01 APOLOGIES AND LEAVE OF ABSENCE Resolved: (Cr Sedgwick/Mr Boyde) THAT an apology be received from and leave of absence granted to Mrs Clegg and Mr Wilson, and a leave of absence be granted to Ms Grace for the meeting on 2 December. TKCC1511/02 TKCC1511/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Mr Hardwick/Mr Weaver) THAT the agenda for a meeting of the Te Kauwhata Community Committee held on Wednesday 4 November 2015 be confirmed and all items therein be considered in open meeting; AND THAT the Committee resolves that item 6.3 [Fletcher Construction DOC Gully] be rescheduled for the December agenda; Waikato District Council Te Kauwhata Community Committee 1 Minutes: 4 November 2015

118 118 AND FURTHER THAT the following item be discussed at an appropriate time during the course of the meeting; Constable Barnes, recently appointed Sole Charge Constable for Te Kauwhata, to report on Police presence in the district. TKCC1511/03 DISCLOSURES OF INTEREST Mr Dawson advised members of the Committee that he would declare a conflict of interest in item 7.1 in Projects Update [Wetlands Walkway]. TKCC1511/04 CONFIRMATION OF MINUTES Resolved: (Mr Dawson/Mr Cunningham) THAT the minutes of a meeting of the Te Kauwhata Community Committee held on Wednesday 7 October 2015 be confirmed as a true and correct record of that meeting, with the name Harding to be replaced with Hardwick in the Resolution under Item 6.5, Te Kauwhata Youth Action Group Quarterly Report October 2015 [Resolution No. TKCC1510/06/5]. TKCC1511/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. TKCC1411/06 TKCC1411/06/1 REPORTS New Police Constable Add.Item Constable Gareth Barnes introduced himself to committee members and advised he has been appointed to the position of Sole Charge Constable for the district, and that he and his wife will be moving into the Police house in about a month. He is a member of Police Search and Rescue, playing a co-ordinating role, and will work on crime prevention with Heath McFarlane, Prevention Officer, who is based in Huntly. Ngaruawahia and Huntly Police will also cover the Te Kauwhata district when necessary. The need for a Police presence at the Christmas Parade and A&P Show was discussed. Waikato District Council Te Kauwhata Community Committee 2 Minutes: 4 November 2015

119 119 TKCC1411/06/2 Discretionary Fund Report to 23 October 2015 Item 6.1 Resolved: (Ms Grace/Mr Boyde) THAT the report of the General Manager Strategy & Support Discretionary Fund Report to 23 October 2015 dated 27 October 2015 be received; AND THAT the Discretionary Fund contribute $600 towards hireage of Port-A-Loos for the A&P Show; AND FURTHER THAT the Discretionary Fund reimburse Mrs J Clegg for the payment of two Freeparking invoices for the Te Kauwhata Village website, the first dated 27/01/2015 for $171.35, and the second dated 29/10/2015, also for $171.35; AND FURTHER THAT the Discretionary Fund contribute $5,000 towards the Te Kauwhata Health Awareness Society s pool heating project (Resolution No. TKCC1411/06/2). TKCC1411/06/3 Application for Funding Te Kauwhata Health Awareness Society Inc. Item 6.2 Mr Mark Hosking advised that the Te Kauwhata Community Fitness Centre is trading name of the Te Kauwhata Health Awareness Society. He explained the reasons why the Society wants to upgrade the heating system for the pool from a coal fired boiler to a solar heating system. Resolved: (Mr Boyde/Ms Grace) THAT the report of the General Manager Strategy & Support Application for funding Te Kauwhata Health Awareness Society Inc. be received; AND THAT an allocation of $5, is made to the Te Kauwhata Health Awareness Society Inc. towards the cost of upgrading the heating system for the community swimming pool. TKCC1411/06/4 Fletcher Construction DOC Gully Item 6.3 Representatives from Fletcher Construction were not in attendance. Item to be included in December meeting. Waikato District Council Te Kauwhata Community Committee 3 Minutes: 4 November 2015

120 120 TKCC1411/06/5 Update on Longswamp section of the Expressway Item 6.4 Mr Adrian Khan of NZTA showed designs for panels on the Longswamp bridge for members to discuss, with design featuring flax being favoured. Resolved: (Mr Cunningham/Mr Boyde) THAT the report of the General Manager Service Delivery Update on Longswamp section of the Expressway be received. TKCC1411/06/6 Te Kauwhata Issues and Works Report October 2015 Item 6.5 Correspondence regarding the naming of new cul-de-sac off Roto Street was received and discussed. Resolved: (Mr Hardwick / Mr Cunningham) THAT the report of the General Manager Service Delivery Te Kauwhata Community Committee Issues and Works Report October be received; AND THAT the name Matau Close is the preferred name for the new cul-de-sac off Roto Street. TKCC1511/06/7 Councillor s Report Item 6.6 Cr Sedgwick gave a verbal report that included the following: Submissions regarding The Public Places Bylaw and advisement that the Te Kauwhata information sign is ready for installation. TKCC1511/06/8 Chairperson s Report Item 6.7 The Chair gave a verbal report and answered questions of the committee. TKCC1411/07 TKCC1411/07/1 PROJECTS UPDATE Wetlands Walkway Item 7.1 John Cunningham reported that Keith Dawson s company, Earthcare, have put in a quote for pathway. Funding applications ongoing. Waikato District Council Te Kauwhata Community Committee 4 Minutes: 4 November 2015

121 121 TKCC1411/07/2 Ken Nobbs Memorial Garden Item 7.2 Work in progress. Awaiting response from sponsorship request before work commences. TKCC1411/07/3 Basketball Hoop Item 7.3 Keith Dawson and Tim Harty advised project is being tied in with skateboard park. TKCC1411/07/4 Playground Equipment Item 7.4 Work in progress. TKCC1411/07/5 Te Kauwhata Information Sign Item 7.5 Cr Sedgwick advised sign is ready for installation. TKCC1411/07/6 Jamieson Memorial Seat Item 7.6 Jackson Engineering has completed work on seat and an invoice has been sent to the Jamieson family. Payment for plaque discussed. Seat will be installed on site in conjunction with the concrete work being done for the Memorial Garden. TKCC1411/07/7 Security Cameras Item 7.7 Security issues regarding new supermarket have been discussed with owners, Patel family, and Constable Barnes. TKCC1411/07/8 KiwiRail Item 7.8 David Hardwick advised rail bed is still flooding badly with Council needing to finish their work before KiwiRail do any more to crossing. Waikato District Council Te Kauwhata Community Committee 5 Minutes: 4 November 2015

122 122 TKCC1411/08 TKCC1411/08/1 GENERAL BUSINESS Correspondence Add.Item Correspondence was received by the committee raising a concern regarding the response of the St John ambulance to an incident at the Primary School. Letter to be written from TKCC to Theresa Wight, Station Manager, seeking written clarification of the incident and an invitation to attend the next TKCC meeting. TKCC1411/08/2 Christmas Parade Lights Add.Item The Events Committee are liaising with Keith Dawson regarding the installation of the Christmas lights prior to this year s parade. David Hardwick has also offered to assist Keith with necessary requirements. TKCC1411/08/3 Street Names Add.Item Following correspondence between various developers and Council regarding suitable street names for developments within the Te Kauwhata environs, it was recognised that there is a need for the TKCC to provide Council with an updated list of preferred street names. It was decided that the theme for preferred names will continue to reflect local heritage by utilising names derived from: native trees grapes and grape growing wetlands and other natural features. Members are asked to provide suggestions to be discussed at a TKCC meeting in early 2016 There being no further business, the meeting was declared closed at 9.05pm. Minutes approved and confirmed this 2nd day of December Ms T Grace CHAIRPERSON Minutes2015\TKCC\ TKCC M.doc Waikato District Council Te Kauwhata Community Committee 6 Minutes: 4 November 2015

123 123 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 25 November 2015 Prepared By LM Wainwright Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Receipt of Meremere Community Committee Minutes 1. Executive Summary To receive the extraordinary minutes of the Meremere Community Committee held on Thursday 12 November Recommendation THAT the minutes of the meeting of the Meremere Community Committee held on Thursday 12 November 2015 be received. 3 Attachments MMCC Minutes 12 November 2015 Page 1 of 1 Version 3.0

124 124 MINUTES of a meeting of the Meremere Community Committee held at the Meremere Community Hall, Heather Green Avenue, Meremere on THURSDAY 12 NOVEMBER 2015 commencing at 7.00pm. Present Mr J Katu (Chairperson) Cr J Sedgwick Mrs A Dobby Mrs R Epiha Mrs P Carr Mrs V Milton (Committee Secretary) Attending Mr GJ Ion (Chief Executive) MMCC15/11/01 APOLOGIES AND LEAVE OF ABSENCE Resolved: (Patricia Carr/Jim Katu) THAT an apology be received from and leave of absence granted to Dudley Creed and Shirley Wikaire; AND THAT an apology for lateness be received from Rangimaria Epiha. MMCC15/11/02 MMCC15/11/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Patricia Carr/ Cr Jan Sedgwick) THAt the agenda for a meeting of the Meremere Community Committee held on Thursday 12 November 2015 be confirmed and all items therein be considered in open meeting. MMCC15/11/03 DISCLOSURES OF INTERES There were no disclosures of interest Waikato Distrtict Council Meremere Community Committee 1 Minutes: 12 November 2015

125 125 MMCC15/11/04 CONFIRMATION OF MINUTES Resolved: (Patricia Carr/Jim Katu) THAT the minutes of a meeting of the Meremere Community Committee held on Thursday 10 September 2015 be confirmed as a true and correct record of that meeting. MMCC15/11/05 MATTERS ARISING FROM THE MINUTES There were no matters arising from the minutes. MMCC15/11/06 REPORTS MMCC1509/06/1 Discretionary Fund Report to 29 October 2015 Item 6.1 Resolved: (Angela Dobby/Patricia Carr) THAT the report of the General Manager Strategy & Support Discretionary Fund Report to 29 October 2015 be received. MMCC1509/06/2 Application for Funding Hilltop Community Fellowship Item 6.4 Resolved: (Patricia Carr/Vivienne Milton) THAT the report of the General Manager Strategy & Support Application for funding - Hilltop Community Fellowship be received; AND THAT an allocation of $600 is made to the Hilltop Community Fellowship towards the cost of a Christmas dinner for the Meremere community. Waikato Distrtict Council Meremere Community Committee 2 Minutes: 12 November 2015

126 126 MMCC1509/06/3 Works & Issues Report Item 6.3 Resolved: (Patricia Carr/Jim Katu) THAT the report of the Chief Executive Works and Issues Report be received. MMCC1509/06/4 Councillor s Report Item 6.4 Cr Sedgwick gave a verbal report and answered questions of the Committee. MMCC15/11/07 MMCC15/11/07/1 GENERAL BUSINESS A Motion was made to reimburse Patricia Carr the amount of $95.48 for a cartridge and paper for her printer. Resolved(Angela Dobby/Cr Jan Sedgwick) Jim Katu asked who was responsible for mowing the grass around the hall? There being no further business, the meeting was declared closed at 8:30 pm. Minutes approved and confirmed this 12th day of November J Katu CHAIRPERSON Minutes2015\MMCC\ MMCC M.doc Waikato Distrtict Council Meremere Community Committee 3 Minutes: 12 November 2015

127 127 Open Meeting To Waikato District Council From GJ Ion Chief Executive Date 10 November 2015 Prepared By JP Davies Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Receipt of Tamahere Community Committee Minutes 1. Executive Summary The minutes for a meeting of the Tamahere Community Committee held on Monday 2 November 2015 are submitted for receipt. 2. Recommendation THAT the minutes of a meeting of the Tamahere Community Committee held on Monday 2 November 2015 be received. 3 Attachments Attachment - Minutes Page 1 of 1 Version 3.0

128 128 Minutes of Committee Meeting Held 7.30pm on 2 nd November 2015 Tamahere Community Centre Present: TCC: Rowena Edge, Leo Koppens, Joy Wright, Sue Robertson, Connie Short, James Yearsley, Maggie Wilcock, Shelly Howse, Jane Manson, Charles Fletcher, WDC: Tim Harty Hall Committee: Harvey Nelson, Tony Nelson Chorus: Mark Fendall Waipa Networks: Ray Milner Opus: Bryan Hudson 1. Apologies: Kath Unternahrer, Bevin Coley, Wally Hayes, Dallas Fisher 2. Confirmation of Minutes of Meeting held on 5 th October Matters arising: n/a Moved: Ro Edge Seconded: Connie Short All in favour 4. Correspondence Tabled IN WDC, Robert Marshall, re Parks Strategic Works Programme WDC, Karen Bredesen, re Recreation Reserve Development update WDC, Shelley Monrad, re proposed public places bylaw WDC, Josy Cooper, confirming Opus reserve update WDC, Giles Boundy, re areas of National Significance WDC, Deborah Lee, re Forum invoice & payment WDC, secretary payment notice 2014/5 & 2015/16 WDC, Tim Harty November meeting Report Waipa & Chorus, re power supply issues Gray Matter, Alasdair Gray, re Cambridge Road form & function workshop P Stevenson, re non-payment of Forum account James Pennington, re broadband Charles Fletcher, re SH1/Hooker Road Leo Koppens, re verge grass mowing & WDC walkway map